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Word/Access mail merge problem

Discussion in 'Business Applications' started by AlbertB, Aug 14, 2003.

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  1. AlbertB

    AlbertB Thread Starter

    Nov 24, 2002
    Hi again guys. Not being a database specialist can anyone help with an Access/Word problem?

    I have a database application which performs a query and outputs the result to Word for mail merging. The query works perfectly and gets the results I would expect. Word opens correctly on request from Access. The Word merge document is a simple test case so should have no faults in it. The data is passed across as a .txt file and can be seen saved where it should be, and correctly formatted by simple inspection in Notepad. However Word cannot recognise this .txt file as its database for the merge procedure and point blank refuses to let me merge. The .txt file has its first line as the data fieldnames and then has tab delimited fields and "End of Line" delimited records after.

    It seems to me as if the problem is within Word rather than Access but I am no expert. Is there some simple Word option I have set incorrectly, or is it something within Access after all?

    Any suggestions appreciated.
  2. melonhead


    May 6, 2002
    What version of office are you using first of all?

    Also, there are two ways to merge access/Word. One way is from Word and one way is from access. I'm assuming from your description that you are merging from Access.

    This is where you kind of lost me. I've done thousands both ways, but I've never seen anything about the data saved as text fields.

    You might try starting over. If you are merging from Access:
    Open the query you want to use.
    On the toolbar choose Tools, office links, then merge with word.
    A dialogue box will pop up and ask you if it new or existing document. Choose the correct one.
    When the document opens, it will prompt you for more responses. However, at this point the mail merge options and appearances are different on different versions of office.
    Good luck!!!
  3. AlbertB

    AlbertB Thread Starter

    Nov 24, 2002
    Hi MelonHead, thanks for the assistance.

    I am working in Office97/Win2KPro, but the problem originally showed itself on an Office2000/WinXP setup. The database had to be converted for me to tinker with Access97 but that seems to have caused no additional problems.

    The Mailmerge is not performed manually but is being requested from Access by a Macro attached to a button in a form. The set up is as follows:

    Command Button from Form:
    Caption - Mail Merge the Full List
    Data Enabled - Yes
    On Click - MailingListNameMM - (Calling the macro)

    Macro - MailingListNameMM:
    1. DeleteObject -
    Table, Mailing List Name Query Table - (Clearing any existing query result)
    2. OpenQuery -
    Query Name, Mailing List Name Query;
    View, Datasheet;
    DataMode, Edit
    3. Close -
    Object Type, Form;
    Object Name, Mailing List Contacts;
    Save, Prompt
    4. TransferText -
    Transfer Type, Export Word for Windows Merge;
    Table Name, Mailing List Name Query Table;
    File Name, F:\.....\Mail Merge.txt
    5. RunApp - C:\.....\Winword

    I am guessing that any problem should be in sections 4 or 5 as everything seems to process correctly up to the launching of Word. When Word opens up it does so to a blank document. I have been typing in a simple test form consisting of only one field from the data which should be passed over and which I can see is present by viewing the Mail Merge.txt document in Notepad. I then have to merge from Word manually selecting the active document as the form which is ok. Then when I select the data source the Mail Merge.txt document is refused as an unrecognised format, it really has me stumped!

    Any suggestions or can you see a flaw in the Button setup or the macro. If more info would help please ask.
  4. melonhead


    May 6, 2002

    I have never created a macro for a mail merge. I opened up a new macro to see if I could find commands that might work, but I didn't see anything that really jumped out at me.

    Are you putting this in a macro so employees will only have to push the button for mail merge? It might be more effective to make a report and merge that way right form access.

    If you could attach the Word document and send so that I can see what you are refering to, I could maybe give a suggestion. You will need to send a copy of the Word document without the mail merge attached.
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