Word document in a report

[sadie]

I have a form letter that I send out each month to parents of my students.
How can I make this a report in my database and have the info drawn in from the database (ie..students, name, date of birth, etc) Each of these fields are in my database

 

[GaryPanic]

not sure what you are after

do you want a word report or an access report
both are possible

if you have a word doc that you want to be an access report
then make a report and the body of the text cut and paste into the report itself .

How are you sending the report - is it printed or emailed out - if emailed stick with word ( and use the mailmerge option*)

 

[sadie]

I wanted the report in access so the various fields are drawn into the document such as lastname, firstname, date of birth etc

 

[GaryPanic]

ok-
make a query with all the fields your require then use the report wizard and base it on this qry

 

[sadie]

Did as you suggested and now I have a new problem..The report comes in with the fields I inserted but how do I make call up the report for a specific child without having to go through all the cases

 

[GaryPanic]

this is fine - and exactly as it should be ...
on your qry you should have the primary key (PK) which will be the "child reference "- let me know if this doesn't make sense

what we will do is refine the qry to look for this number and to do this will will need to do the following

=forms!formname!fieldname!

this code in your qry under the PK reference number
= forms = means when the qry runs where it looks for the corrct information ie the answer to the question is in a form
formname - menas the name of the form that the qry looks at
and the field name means the name of the field in your form

so if your child has a PK of say 125

then it will filter the qry to 125 only -- I have an example at home if this doesn't make sense

then we need to tie a button to the qry (easy to do this bit as well)

so we need to know the name of the form and the field that idenfies the child

 

[GaryPanic]

if you want zip the (empty )file up
and tell me the form name and the report name and I'll do this bit - it really is a 2 minute job

I am in th eUK and its nearly going home time - so if you do this - i will look at it when i am at home - couple of hours or so..
but have a go first and see if my take on this makes sense

 

[sadie]

They say my file exceeds the limit (even thought I deleted the data)
But thanks anyway

 

[Rich]

They say my file exceeds the limit (even thought I deleted the data)
But thanks anyway

Compact the DB first and then use something like Winzip or even the zip within Windows

 

[GaryPanic]

ok - if you have not figured this out
tell me the name of the form
and the field where the unique number per child is

look at the attached zip file
access 2000
and its the child stuff you want to look at (not the memo stuff )

 

[sadie]

Thank you so much for your help...I created the report from a word doc and quert
I finally got it by putting a button on my form and having the report open once I input the student's name

Thanks again