Merge - Data Table

[NickH]

Hi


The following data I have in a template, Nick1.dot

Note; Where the"PILCROW" sign is used in word, for the
code below I have used the "£".

{SET Place1{MERGEFIELD Session_ID}{IF{Place2}<>{Place1}"
.....................Page Break.........................

£
{Mergefield Session_ID}£
{Mergefield Freq \#"0.00"}-Note: this is in a box as are
nine more Fields they are positioned Horizontally.
"."
{Mergefield Freq \#"0.00"}-Note This is the second group
of nine fields again in boxes horizontally
"}{SET PLace2{Mergefield Session_ID}}



The above worked fine before I inserted the {Mergefield
Freq \#"0.00"}plus the other nine fields into a table.

Now when I produce a new document I get a space between
each row caused by the "PILCROW" = carriage return at the
top of the first page.

When the Fields are toggled I finish up with PILCROW sign
and with it the lefthand Bookamrk, then below this I have
the first row of nine fields of data and finally below
this the righthand Bookmark.

Before the table insertion the bookamrks reside at either
end of the nine filds of data when toggled, no problems
and when merged to a new document all is fine,

So any help here, it appears the problem relates to the
bookmark and the first "MILCROW" = Carriage return.

I feel this I about as much that I can possibly explain,
other than sending the template and becuase of the link
the database as well!!

Tks

Nick

 

[Cindy M -WordMVP-]

Hi NickH,

I think I'm following you, and have a follow-up question?

1. What is your data source?

2. Are you familiar with using a DATABASE field to create a
table of data from a data source? If you are, why would this
not give you the result you're trying to obtain using mail
merge?

If you are not familiar with it, try displaying the Database
toolbar and using the "Insert database" button.

The following data I have in a template, Nick1.dot

Note; Where the"PILCROW" sign is used in word, for the
code below I have used the "£".

{SET Place1{MERGEFIELD Session ID}{IF{Place2}<>{Place1}"
.....................Page Break.........................

£
{Mergefield Session ID}£
{Mergefield Freq \#"0.00"}-Note: this is in a box as are
nine more Fields they are positioned Horizontally.
"."
{Mergefield Freq \#"0.00"}-Note This is the second group
of nine fields again in boxes horizontally
"}{SET PLace2{Mergefield Session ID}}



The above worked fine before I inserted the {Mergefield
Freq \#"0.00"}plus the other nine fields into a table.

Now when I produce a new document I get a space between
each row caused by the "PILCROW" = carriage return at the
top of the first page.

When the Fields are toggled I finish up with PILCROW sign
and with it the lefthand Bookamrk, then below this I have
the first row of nine fields of data and finally below
this the righthand Bookmark.

Before the table insertion the bookamrks reside at either
end of the nine filds of data when toggled, no problems
and when merged to a new document all is fine,

So any help here, it appears the problem relates to the
bookmark and the first "MILCROW" = Carriage return.

I feel this I about as much that I can possibly explain,
other than sending the template and becuase of the link
the database as well!!

Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update Sep
30 2003)
http://www.word.mvps.org

This reply is posted in the Newsgroup; please post any
follow question or reply in the newsgroup and not by e-mail

 

[NickH]

Hello Cindy

Thank you for the reply.

Yes the data source I am using is a query (signalPassfail)
from within Access 2002, which I hope is correct.
The reason for using a query as a source that several
calculations are carried out from the original data
table "signal", a sub-form is used to analyse the
calculated data.

Secondly, is it possible to use one or more fields for
sorting without having to have them displayed once the
merge has taken place?
I have tried this approach but come up against errors.
i.e Once I have selected the fields I wish to be
displayed in the merged table I do a sort "Ascending on
two fields which are not selected Session_ID and Signal.
the result once the merge starts is the "INVALID MERGE
FIELD" BOX appears, session_id this merge field is used
in the main document, but it does not exist in the data
source!.

This would seem to be just common sence since I have
removed fields I do not want to appear in the final
table, althought they are required for the sort.
if I leave the two fields in and run a merge on "All"
records, it all appears to work, except the data instead
of appearing in twelve tables (Session_ID 1 to 12, I
obtain one table on 13 pages.

I would expect it is something to do with my lack of
experience, but any help here I owuld be most appreciated
for.

 

[NickH]

Cindy

Another issue has come to light!

I have tried using a table as a source as well, and the
one thing I ma finding with the data is the demimal place.
Inthe table,for each field with the type "Number"
selected the format is set for Fixed and 2Pts. Open the
table up and the result is correct as one would expect.
If I then use word to insert the databse selecting all
the fields and running a merge the endresult is.
Data field columns such as the example below:

Freq
o.123455555555555555.

Not really what I want, I prefer 0.123

Tks
Nick

 

[Cindy M -WordMVP-]

Hi NickH,

Note: you don't mention whether you've tried using a
DATABASE field? I very much recommend you try this, if the
end result you want is a table.

Yes the data source I am using is a query (signalPassfail)
from within Access 2002, which I hope is correct.

That should be fine...

is it possible to use one or more fields for
sorting without having to have them displayed once the
merge has taken place?

This is something I'd do in the query? Insert the fields,
set the sorting, and deactivate the "Show" checkbox?

if I leave the two fields in and run a merge on "All"
records, it all appears to work, except the data instead
of appearing in twelve tables (Session ID 1 to 12, I
obtain one table on 13 pages.

I doubt very much that changing just the fields you include,
or the records to which you want to merge, splits the table.
This is more likely the result of forgetting to specify
CATALOG (DIRECTORY) as the mail merge type?

I have tried using a table as a source as well, and the
one thing I ma finding with the data is the demimal place.

Word won't "see" any formatting you've applied to a field,
unless you're using a DDE connection. Then it might,
depending on how the formatting is applied.

But in any case, I'd use a query as the source and apply the
formatting explicitly using an expression. That would look
roughly like this, in a field in the top row of the query
grid:
MergeDecimalField: Format([DecimalField], "0.000")

Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update Sep
30 2003)
http://www.word.mvps.org

This reply is posted in the Newsgroup; please post any
follow question or reply in the newsgroup and not by e-mail

 

[NickH]

Hello Cindy

First of all I have tried the DATABASE Field as suggested
and after a fassion it works, I will show you the String
I have written below, my only concern using this approach
is the Mobility,i.e we have about ten database allocated
to their own Project sub-directories.

This is the string I have used;

{DATABASE \d "S:\\R&D\\EMC\\Product-Project
Tests\\icon\\Statoil Kriston\\Kriston
Hipps2002.mdb"\c "DSN=Ms Access
Database;DBQ=S:\\R&D\\EMC\\Product-Project
Tests\\icon\\Statoil Kriston\\Kriston Hipps2002.mdb;
FIL=RedISAM"\s "Select * From
\ "SignalPassfail\""\f "01"\t "432"\I "3"}

when used in a template, selecting CTRL A and F9 to
update works, the only problem I see with this is the
string would have to be edited for the template to be
used with other databases simply because they have their
own allocated sub-directory's. A problem for me to
resolve.

Secondly, emitting the two fields from the query source
works ok.

Thirdly, on the topic of the table size and producing the
separate tables, I have checked and the document produced
is labled as "catalogue1", and checking the Mail merge
topic area, the select document type is set
to "Directory", which I am assuming is the correct one
since it is the only one I have been using.

The forth and last, I am a little confused here, not so
much with the expression MergeDecimalfield: Format
([DecimalField], "0.000") but where it is used.

i.e in the first query field in the top row the title
is "Freq", so how do I add the expression to this field

Any help here Cindy would be most appreciated.

Tks

Nick

-----Original Message-----
Hi NickH,

Note: you don't mention whether you've tried using a
DATABASE field? I very much recommend you try this, if the
end result you want is a table.

Yes the data source I am using is a query (signalPassfail)
from within Access 2002, which I hope is correct.

That should be fine...

is it possible to use one or more fields for
sorting without having to have them displayed once the
merge has taken place?

This is something I'd do in the query? Insert the fields,
set the sorting, and deactivate the "Show" checkbox?

if I leave the two fields in and run a merge on "All"
records, it all appears to work, except the data instead
of appearing in twelve tables (Session ID 1 to 12, I
obtain one table on 13 pages.

I doubt very much that changing just the fields you include,
or the records to which you want to merge, splits the table.
This is more likely the result of forgetting to specify
CATALOG (DIRECTORY) as the mail merge type?

I have tried using a table as a source as well, and the
one thing I ma finding with the data is the demimal place.

Word won't "see" any formatting you've applied to a field,
unless you're using a DDE connection. Then it might,
depending on how the formatting is applied.

But in any case, I'd use a query as the source and apply the
formatting explicitly using an expression. That would look
roughly like this, in a field in the top row of the query
grid:
MergeDecimalField: Format([DecimalField], "0.000")

Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update Sep
30 2003)
http://www.word.mvps.org

This reply is posted in the Newsgroup; please post any
follow question or reply in the newsgroup and not by e- mail


.

 

[Cindy M -WordMVP-]

Hi NickH,

First of all I have tried the DATABASE Field as suggested
and after a fassion it works, my only concern using this

approach is the Mobility,i.e we have about ten database
allocated to their own Project sub-directories.Perhaps if you told us more about how you need to use these
data tables, we could work out an approach?

do you really NEED mail merge, or is you main interest
simply seeing a table of the data, coming from a query?

The forth and last, I am a little confused here, not so
much with the expression MergeDecimalfield: Format
([DecimalField], "0.000") but where it is used.

i.e in the first query field in the top row the title
is "Freq", so how do I add the expression to this field

This is used in the top row, in the first empty column. what
you're doing, in essence, is creating a new "field" for the
query result. The term to the left of the colon will be the
field name, the information to the right calculates the
result you want in the column. After you've created the
expression, you can select the column in the query grid and
drag it to any position you wish.

Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update Sep
30 2003)
http://www.word.mvps.org

This reply is posted in the Newsgroup; please post any
follow question or reply in the newsgroup and not by e-mail