Merging with Word

[mikelee101]

Hello,
I am trying to do something that I'm not sure is possible, but was
hoping someone could show me a way. I have a database on a shared
drive that multiple users access concurrently. The database is not
split. I am trying to allow a "one click" generation of various form
letters that my team needs to fax/mail/email. In searching the forum,
I've found and tried the following possible solutions:

--Reports don't seem to work, as we have images that need to be
output. We don't have Acrobat standard, nor do we have admin rights
to our machines, so installing a pdf writer would be difficult. Our
only real choice of output is rtf (Word), which won't carry the
images.
--I also checked out Albert Kallal's WordMerge utility but, per the
info on his site, multiple users "will trip over each other" if the
database isn't split. I know almost nothing about splitting
databases, but want to maintain continuity in Forms, Reports, Queries,
etc., so it doesn't sound like that's something I want to do either.

So, what I tried is to have Access open a Word Doc and fill in the
information that I want carried over. I have code in Access that will
open the Word Doc. I have code in the Word Doc that will insert the
necessary information in the correct places. What I don't have is a
way to pass the variables between applications. Here is how I'm
opening the Word Doc:

Set WordApp = CreateObject("Word.Application")
WordApp.Visible = True
Set WordDoc = WordApp.Documents.Open("~File path and file name~")

What I'm looking for is some sort of line like this:

WordDoc.Call.ChangeFields(DomNme, ContNme, ExpDte, EmlAddr)

However, none of the syntax that I've tried has worked, and I couldn't
find much in the VBA help files of either Access or Word. Access2000,
Word2003, XPPro SP2.

If anyone has any ideas, or can tell me that I'm chasing shadows and
can therefore stop, I'd really appreciate it.

Thanks to all.

Mike Lee
Coppell, TX, USA

 

[Mr B]

Mike,

First, just let me say that it is possible to create documents on the fly in
MS Word using data from Access.

With that said, there is quite a difference between sending the documents
you create by fax, by email or just by mailing them the old fashioned way
(with at stamp).

Before addessing any issues about how you might accomplish your goals for
getting your documents to the intended reciepients, I really think you need
to address something that has a much greater potential for causing you
problems.

You state that your application is not a "spilit" database application. If,
as you say, you have multiple users and you are attempting to have everyone
use one file from a shared drive as you describe, then in my opinion, you are
making a real mistake.

There is no reason for not splitting an application when there are going to
be multiple users. If you do not spilit your application, you are exposing
you and your users to a potential for file locking issuse that will result in
everyone having problems using the database.

I would strongly suggest that you address this issue first and then we can
deal with the documents issue.

Keep this in mind about splitting your databse; First, there is a wizard
that will do the splitting for you. When the database file is split, only
the data is stored in what is called a "back-end" file. This file would be
stored in a shared folder that would be available to all users. The
"front-end" file has no local tables but does have all of your forms, macros,
queries and reports. Each user would have a copy of this file on their work
station. The path to this file on their machine is not important. Then the
only thing left to do is to use the "File, Get External Data, Link Tables
...." option and link the "front-end" file to the tables in the "back-end"
file. Believe it or not, this makes all the difference in how your
mulit-user database will perform.

By the way, just so you know, I think Albert Kallal's WordMerge actually is
the tool you need to create your documents in Word. Then once they are
created, you will then address how or what to do with them. I have used it in
several multi-user applications that I have developed for my clients.

I really do how this will get you on a path that will eventually get you to
the end result you seek. I will be more that glad to try to assist you with
the rest of what you need to do, but I really think you need to address the
"splitting" issue first.