Results 1 to 5 of 5
  1. #1
    3 Star Lounger
    Join Date
    Jul 2001
    Location
    Florida, USA
    Posts
    394
    Thanks
    0
    Thanked 0 Times in 0 Posts

    One field merging incorrectly with Word (Office 2000)

    Hello,
    I have a word document that is merged with individual records of a database. Everything works fine except for one field.

    On the database's table, one field is called Deptno (for department number) and another field is called DeptDesc (for department description). Both are combo boxes which lookups is another table. When merged with the word document, the department number lists correctly, but the description field also list the number instead of the description.

    I can't figure out how to fix it. I tried deleted the field and re-inserted but I get the same results.

    Any suggestions?
    Thank you
    Louise

  2. #2
    Plutonium Lounger
    Join Date
    Mar 2002
    Posts
    84,353
    Thanks
    0
    Thanked 29 Times in 29 Posts

    Re: One field merging incorrectly with Word (Office 2000)

    If the DeptDesc field has Column Count = 2 and Column Widths = 0";1" (or something similar), it'll display another value in Access than the stored value. Word, however, will use the stored value. You will have to create a query based on the table and the lookup table (to add the description field), and use the query as data source for the merge.

  3. #3
    3 Star Lounger
    Join Date
    Jul 2001
    Location
    Florida, USA
    Posts
    394
    Thanks
    0
    Thanked 0 Times in 0 Posts

    Re: One field merging incorrectly with Word (Office 2000)

    Hi Hans,
    You are correct, the DeptDesc does have a Column Count = 2 and Column Widths = 0";1". I don't understand what you mean when you say "it'll display another value in Access". The table does display the description.

    Do I have to do a query for all of the fields of the entire word document, or just that field? I'm not very familiar with word and it took me a while just to figure out where the information was coming from. <img src=/S/smile.gif border=0 alt=smile width=15 height=15> I haven't figured out how to insert fields from another table or query. Haven't figured out how to get to the data source yet.

    Thanks again,
    Louise

  4. #4
    Plutonium Lounger
    Join Date
    Mar 2002
    Posts
    84,353
    Thanks
    0
    Thanked 29 Times in 29 Posts

    Re: One field merging incorrectly with Word (Office 2000)

    The actual value of the DeptDesc field as stored in the table is the hidden first column. Under normal circumstances, you'll never see this value in Access - since you have set the field to display a dropdown list, it shows the first column with non-zero width, i.e. the description. But Word doesn't "know" about Access dropdowns, it only "sees" the stored value.

    You can create a query in Access based on the "main" table and the lookup table for DeptDesc, joined on the appropriate field. Add * from the main table, plus the description field from the lookup table. Store this query and close the database, then go to Word and specify the query as the data source for the mail merge in the second step of the mail merge helper (click Get Data, then Open Data Source)

  5. #5
    3 Star Lounger
    Join Date
    Jul 2001
    Location
    Florida, USA
    Posts
    394
    Thanks
    0
    Thanked 0 Times in 0 Posts

    Re: One field merging incorrectly with Word (Office 2000)

    Hi Hans,

    I did a new query as you suggested and it worked! Thank you so much!

    You're a great asset to this forum, don't ever leave!

    Thanks once again,
    Louise

Posting Permissions

  • You may not post new threads
  • You may not post replies
  • You may not post attachments
  • You may not edit your posts
  •