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Word 2007 mail merge not filtering correctly

Posted on 2011-09-29
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I have several mail merge documents (Word 2007) that use an Access 2007 query as the datasource.  The Access query is filtered with criteria entered for some columns ... however, when I open the Word mail merge document, it retrieves ALL records and seems to ignore the criteria filters I have in the query ??!!  I am aware I can filter within the Word document itself, but I prefer not to do that to keep the merges user-friendly for the users.

Does anyone know why the filtering criteria works at the query level, but not in the mail merge documents?

Max
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Question by:MaxwellTurner
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7 Comments
 
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Expert Comment

by:Jeffrey Coachman
ID: 36817415
Sounds odd.

Make *Sure* the mail merge source is indeed to query you want. (Not a table, or some other query)

Then run the query by itself and verify that it is filtering correctly
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Expert Comment

by:Jeffrey Coachman
ID: 36817536
<The Access query is filtered with criteria entered for some columns>
How exactly?
In the SQL itself, of by some selections that the user makes...?

In other words, make sure the Filters are being applied.
If you are selecting the criteria from a form, make sure the form is open and the selections are made, and the filters are being applied.
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Author Comment

by:MaxwellTurner
ID: 36817794
This is odd indeed ... triple confirmed the document was linked to the corrrect query ... all criteria is within the query (no forms).  To make it stranger, I have criteria in several columns, but just ONE column is not filtering properly at the merge document level.  Must be a syntax issue that Access and Word are not completely compatible ... ??  I've certainly encountered much of this with Access vs. SQL Server syntax.

Max
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Expert Comment

by:Jeffrey Coachman
ID: 36817926
Then post the SQL for the query please
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Accepted Solution

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MaxwellTurner earned 0 total points
ID: 36818210
It is a basic SELECT-FROM-WHERE query.  The only part of the WHERE claus that is ignored by Word is:

Not Like "*5l*" And Not Like "*6l*" And Not Like "1*" And Not Like "*lj 1*" And Not Like "*lj1*"

... and upon closer inspection, it is the only column that is filtered using LIKE.  I found this on google, which confirms there is an issue using the like condition in a query that is used in a mail merge.

http://ittidbit.blogspot.com/2011/08/ms-word-mail-merge-using-ms-access-like.html

I don't like the DNS solution (unless I can use DSN-less connection with Word?)  This Dbase is maintained each night, so I think my best option is to create an additional 'flag' column in my table, and update it to YES or NO based on the above like condition, then use the flag column to filter the merge query.

Max
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Expert Comment

by:Jeffrey Coachman
ID: 36824409
Yeah, wild cards use a lot of processing because they must check all the possibilities.

Also try using Instr()

something like this perhaps:
    Instr([YourField],"5l")=0

This translates into: [YourField] does not contain "5l"

...but your "Flag" column sounds like a good option as well.

;-)

Jeff
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Author Closing Comment

by:MaxwellTurner
ID: 36938206
Kinda figured it out on my own ...
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