Merge records in Access (2000)

**justsapp** · 2002-06-17 16:41

I have a table in Access 2000 that I'm using as the data source for a merge document in Word 2000. The merge records in that table have a check mark in a yes/no field. There are 14 records in the table, but only 7 records appear in the merge document. Has anyone had this problem using Access as the mailmerge data source?

**MarkLiquorman** · 2002-06-17 17:23

I haven't had this problem, but then I don't do alot of mail merges. Are you using a table or a query as the datasource? What consequence does this yes/no field play? Are there only 14 records in table, or only 14 that have checkmarks in this field?

**justsapp** · 2002-06-17 17:27

The query (Cold Fusion) creates a temp table in Access 2000 (datasource). The yes/no field gives me the records of the students who've requested continuing education credits. The table has more than 14 records, but 14 records have checkmarks in this field.

**MarkLiquorman** · 2002-06-17 19:26

>>The yes/no field gives me the records of the students who've requested continuing education credits. The table has more than 14 records, but 14 records have checkmarks in this field. <<

If your mailmerge in Word is based directly on a table, then the value of this checkmark is insignificant, and I would expect you to print a letter for every record in the table. If it is based on a query, then there may be some other critieria which have reduced the number of records selected.

**ThomasW** · 2002-06-17 22:05

Your issue isn't clear to me. Marks' reply is correct, so either way, it is hard to understand why you would be getting only 7 records.

First you said there are 14 records in the table and then you said there are more than 14 records, but only 14 had checkmarks. That leads me to think that you want to merge only the 14 records with the checked field even though the table contains more records.

In that case, do not base your merge on the table. Write a query which selects only the records with the checked field. Run the query and verify it is selecting the correct records. Then use that query as the Mail Merge data source.

**charlotte** · 2002-06-18 02:23

Back up a moment. Are you using ColdFusion to query an Access database or are you talking about an Access query? If ColdFusion is creating a temp table in Access and that temptable is the source for the mailmerge, then you need to look at what is being dumped into the temp table by ColdFusion. It isn't an Access issue, and I've done mailmerges with Word and Access for years and in every version of Office since Access was released without encountering any problems.

**justsapp** · 2002-06-18 10:09

Using an Access database as my datasource, the select query is created in ColdFusion with the results output to my datasource (a temporary Access table). I've checked the query results and the correct number of records are being dumped into the table by ColdFusion.

**justsapp** · 2002-06-18 10:13

Sorry I wasn't clear in describing all the details. I'll try your suggestion. Thanks.

**charlotte** · 2002-06-18 12:43

But what is the correct number of results? 14? If you have the right records in Access, then you have to look at Word to see if your merge document has any filter options set that would eliminate some of the records. By the way, the coincidence of 14 and 7 suggests that half of these records might not have a unique value in them in a field being used to filter the recordset. Check that as well, keeping in mind that Null is never unique.

**HansV** · 2002-06-18 13:23

Just a wild guess based on a remark in Charlotte's reply: do you have a {NEXT} field in the merge document?
To check that, display field codes in Word by typing Alt+F9.
If there *is* a next field, Word skips a record every time. That would explain why you get 7 instead of 14 records.
BTW, in your post in the Word forum, you mention that there is a filter set in Word. If that relates to the same mail merge as this thread, I don't understand why. Your temporary table in Access already contains exactly the records you want, doesn't it?

Regards,
Hans

**justsapp** · 2002-06-18 15:16

SUCCESS!!
I removed the mergefield {NEXT} in the merge document and the merge works perfectly. Thanks to all who responded to my post.

**charlotte** · 2002-06-19 01:52

Gosh, Hans, that would have been *my* next suggestion! <img src=/S/liar.gif border=0 alt=liar width=25 height=22>

<img src=/S/blush.gif border=0 alt=blush width=15 height=15> I always forget about {NEXT} fields because I never used the darn things in mail merges unless I was printing labels. <img src=/S/shrug.gif border=0 alt=shrug width=39 height=15>

Thread: Merge records in Access (2000)

Thread Tools