Using queries and mail merge in word

  • Thread starter Thread starter Holly Veach
  • Start date Start date
H

Holly Veach

I have Access 2002 and have built a few queries strickly
for the use of mail merge docs in Word XP.

I would like to get through the process of creating a form
letter via a mail merge and then save my file so I can
call it up later for printing purposes. However, my
problem is when I save my mail merge doc in Word and call
it up later, the values of my query do not save and I have
to build it all over again. I'm also forced to print the
document at this time versus coming back to it and
printing it later.

What am I doing wrong?

Thanks
Holly
 
I have done this with Word and not had the problems you mention. It may be
the options you are choosing in the mail merge. When you are done, you can
"Merge to a New Document", "Merge to Printer", "Merge to Email", or "Merge
to Fax". If you merge to a new document, the resulting document will not
have the query information available to it, the final results (after the
merge) are what you will wind up saving. What needs to be saved is the merge
document itself. This saves the data source information in it.

It sounds as if the problem you are having is with Word, not Access. Have
you tried posting in one of the Word newsgroups?
 
Hi. At the risk of offending you, perhaps you are
building the MM Main doc incorrectly. You should
highlight the query, then select Merge It with Microsoft
Word, then build the Main document by pulling out the
required fields from your query and enter your own text.
You should then save this with the word Main in the
title, say LetCustomer1Main.doc (this tells you later
that this is an actively linked MM doc, rather than an
ordinary Word document). Every time you open this Main
document it will link to the database and pull out the
latest data in the fields you have specified. If you want
to save this as a Word document (to give you a record of
who you sent it to and what the field values were at that
time), open it and click on Merge to a New Document. You
should then see the new merged document and it should
have all the text and field values showing. You then save
it without the word Main in the title and when called up
later it will have your text and the field values as they
were at the time it was created. Is this what you are
doing? If not, what field values are you seeing at each
stage. Cheers, Noel
 
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