A quick question

[database]

Hi...

I have made a mail merge which takes in its letter the topics that are assigned to the person.

One person can be assigned 2-3 topics every year .

Now I have made a table which contains personal information about him and another table which contains the topics that are assigned to him...

For the mail merge i have made a query which takes information form both the tables.

In the letter how do i take this information from the query? I mean the letter goes like this....

«First_Name» «Last_Name»
«Address»
«City», «State»
«Zip»
Email: «Email»
Ph: «Phone»

««GreetingLine»»


then the letter goes here...

Your assigned test question topics are:
1. «Topic_id»: «MainTopic» - «Subtopic» - «Sub_Subtopic»
2. «Topic_id»: «MainTopic» - «Subtopic» - «Sub_Subtopic»
3. «Topic_id»: «MainTopic» - «Subtopic» - «Sub_Subtopic»
4. «Topic_id»: «MainTopic» - «Subtopic» - «Sub_Subtopic»
5. «Topic_id»: «MainTopic» - «Subtopic» - «Sub_Subtopic»


This is giving me the same topic 5 times... how do i code this?


Any help is much appreciated.
thanks

 

[Loolaa]

Hi,
I would recommend writing a query that links both tables and then using a report based on said query for your mail merge. The topic information will be listed in the detail part of the report and you can put the personal information plus the greeting in either the page header or in a group header (group the report by person).

hope I've made this clear!

L

 

[database]

Hi,
I would recommend writing a query that links both tables and then using a report based on said query for your mail merge. The topic information will be listed in the detail part of the report and you can put the personal information plus the greeting in either the page header or in a group header (group the report by person).

hope I've made this clear!

L

Thanks Loolaa a lot for your help.

But i have one more question... cant I do this in word? Coz I am having some formatting problems in access-report.


Again, i appreciate your help !

 

[Loolaa]

erm... not sure, I don't tend to use word for things like this. I have a hunch though that word would only let you print one record per page, which is why you are getting your first record repeated 5 times. Perhaps you could try filling the topic details into an array so you only have one record per person. Once you have your array you can (never done it so this is just a theory) assign each element to a specific field on your word document.

so instead of having


1. <<topic_id>>
2. <<topic_id>> etc

you would have

1.<<Topic_id1>>
2.<<Topic_id2>> etc

for example.

Let me know how you get on!
L

 

[DeborahP]

You can go to word and use the mail merge feature under tools.

When you get data, search for your database and use the query you created.

I do this all the time and it works like a charm.

HTH,

Deborah