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Word 2010 mail merge not retrieving all records from Access query

Posted on 2013-01-04
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Last Modified: 2013-01-09
I have a Word mail merge that's part of our Purchase Order suite, which is in a Word 2003 format doc, but accessed from Word 2010. The mail merge refers to an Access database with the query "SELECT * FROM 'Purchase Orders Query'". The query works correctly within Access, but in the Word mail merge it currently retrieves only records from before the end of 2012.

The Access database uses linked tables to a "hidden" database that contains the actual data, which is in a separate folder. This supports data entry and printing functions for our purchase order system, and has around 25000 records accumulated over 10 years or so. All the records appear to be visible from the linked tables within Access.

The server (Win Server 2008) the files are on doesn't seem to have been restarted for a long time, so this shouldn't be caused by anything there. We're in an Active Directory  environment.

I've had this happen once before, and fixed it by rebuilding the query in the Word document, but this hasn't worked this time round, and it's quite a lot of work to set it all up so I'd rather find the cause of the problem rather than a workaround.
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Question by:Ian Gooding
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Expert Comment

by:Jeffrey Coachman
ID: 38743989
Then there may be a filter set in the Word part of this that filters for 2012...
You did not mention how you fixed this previously, so I am not quite sure where to tell you to look.

If you want to come at this from a different angle,...most "Mail Merges' can be simulated in Access quite easily with a report.
Thus eliminating the need to jump between two programs
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Accepted Solution

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Ian Gooding earned 0 total points
ID: 38744363
I solved this one myself, thanks, but have awarded points anyway. It turned out to be some form of data corruption, as compacting the master database sorted out the missing records in the query.
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by:Jeffrey Coachman
ID: 38744467
Then you should accept your own post as the solution...

This will make the actual answer more obvious to there members searching here for the same issue.

Please click the "Request Attention" link and ask that the accepted solution be changed to your post.

;-)

JeffCoachman
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