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  1. #1
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    Report Design (A2k)

    Hi,

    I'm ready to begin designing a report that will act as a confirmation email/receipt for my conference registrants. It will consist of student name, address, email address, class details, guest details, itemized charges and payment details. The way I did this last year (when the whole database was being managed on Excel) was just a a mail merge document with the spreadsheet as my datasource. What I'm wondering is, shall I use the Excel analyzer and proceed as I did last year (seems like less work) or shall I use the report object to accomplish this? I actually won't be mailing letters (unless, God forbid, someone doesn't have email) so I'm kinda stuck on how to go about this task.

    Any advice will be appreciated.

  2. #2
    Plutonium Lounger
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    Re: Report Design (A2k)

    I don't think that you would want a report for this. You can use an Access table or query as data source for a mail merge directly, just as you can use an Excel table as data source. You can also loop through the records of a recordset (based on a table or query) in code, and use DoCmd.SendObject to send e-mails. A third possibility is to use Automation to control Outlook from Access; this is the most flexible but also most complicated solution.

  3. #3
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    Re: Report Design (A2k)

    Well, Gosh knows I don't need something more complicated than it needs to be! And for that matter, neither do you <img src=/S/bananas.gif border=0 alt=bananas width=33 height=35> <img src=/S/exclamation.gif border=0 alt=exclamation width=15 height=15>
    So, would I create a query on all the involved tables and go from there? Outside of class I haven't had any experience with queries......so opens another can of worms.

    <img src=/S/stupidme.gif border=0 alt=stupidme width=30 height=30> Not a good place to say "worms"

  4. #4
    Plutonium Lounger
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    Re: Report Design (A2k)

    The query or queries you need are probably not very complicated - add two or three tables, if necessary join them on the appropriate fields, and drag the fields you need for the mail merge to the query grid. Then save the query.

  5. #5
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    Re: Report Design (A2k)

    I'm using the query wizard to design my query. Do I need to include the primary key from each table in the query?

  6. #6
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    Re: Report Design (A2k)

    >> Do I need to include the primary key from each table in the query?

    Only if you need them in the merge. On the one hand, a query is more efficient if you only include the fields you need; on the other hand, if you include a superfluous field, you're not obliged to use it as a merge field in Word...

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    Re: Report Design (A2k)

    Hans,
    I'm not real clear on how queries work. I don't necessarily NEED the primary key fields included in the merge, but want to make sure that the records are tied together properly. I followed the wizard and my query didn't return any results. I'm trying to figure it out using the troubleshooting on the help menu. Could you maybe explain in Village Idiot language how queries work? <img src=/S/headthrob.gif border=0 alt=headthrob width=15 height=15>

  8. #8
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    Re: Report Design (A2k)

    Gabi,

    As you have found out over the past few weeks, Loungers are very willing to answer questions about specific problems, and they throw in the odd extra explanation too. However, it would take far too much time and space to explain "how queries work" here; the subject is too broad for a forum such as this. I suggest that you dig out your Access books, or else search Google for "access query tutorial" (without quotes) or something like that.

    Please feel free to continue asking specific questions here.

  9. #9
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    Re: Report Design (A2k)

    Thanks for the advice, I'll do that.

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