Add a Field for a Letter

[John Roberts]

Hi Folks,

Have'nt been on here for a long time but need to try and update my skills as we have no one inside at our place of business that can help with Access. My problem is I need to add a field called "vehicle" so that it appears in the "Insert Merge Fields" drop-down when I link it to a letter and then when I click on "Preview Results" its then in the letter.

Kind regards

John

 

[jdraw]

Can you tell us more? We only know what you tell us and I'm afraid it isn't clear to me.

the "Insert Merge Fields" drop-down

sounds like a combobox on a Form

What exactly do you mean by "letter"?

 

[John Roberts]

We have a database for Taxis and every year they have to renew their licence. The database is linked to a letter created in WORD which you just click the button and up it comes but, the merged fields dont include the one thing i want to add and that's their vehicle. I would like to add it and inset it in th letter i send out.

Hope I explained the process and what i'm trying to achieve this time.

Regards


John R

 

[jdraw]

How is the letter in WORD created?
You might want to search Access Word merge and see if those resulting links are helpful.

 

[John Roberts]

The database was already here when I took the job on so the letters were already linked to it.
Trying to run the demo of Merge Access data with Word but keeping getting buffering issues and it stops
But thanks for your help.

Regards


John

 

[David R]

I think you need to go into it from the Word side and add the field to your letter. Make sure of course that whatever data source from Access that Word is using (not sure it can even use queries, but worth asking) includes the field!

 

[John Roberts]

How will Word know if the the word Vehicle is not included in the drop-down "Mail Merge Fields. Surely it has to be added first so it then becomes availble for selecting and inserting into your letter. Thats my problem.

 

[David R]

In Word 2010, go to Mailings > Start Mail Merge > Mail Merge Wizard. It may be a different navigation in other versions, but it's similar.

In Step 3, select Edit Recipient List on the right edge. What is the Data Source listed in the bottom left? Does it match your Access database? Is the field in that list, but unchecked maybe?

 

[John Roberts]

In Word 2010, go to Mailings > Start Mail Merge > Mail Merge Wizard. It may be a different navigation in other versions, but it's similar.

In Step 3, select Edit Recipient List on the right edge. What is the Data Source listed in the bottom left? Does it match your Access database? Is the field in that list, but unchecked maybe?

Hi David,

I would add a screen shot to show what i'm looking at but i can't seem to attach it for some reason. However, the Data Source you refer to is called TaxiLicence.odc. I have a feeling that when the data was selected to be available in the Mail Merge, Vehicle wasn't one of the fields they wanted then but I do now. hence my reason for trying to add it.


Regards


John

 

[jdraw]

John,

Do a search on youtube for 'Access Word mail merge'. There are several that should be helpful with the details. I haven't used mail merge for a number of years, but some of these videos may be helpful. And David R seems much closer to mail merge and is offering good advice.
Good luck

 

[shutzy]

it sounds to me that the word doc is dragging info from a query. if it is dragging it from a tbl then the field will have to be in the table with all the other info.

i think you need to clarify if the vehicle is in the same data source as the other field that word has.

look at your tbles and see if the TaxiLicence.odc is there. if not then look at your queries.