Merging Data from a query

Posted on 2013-09-05
Medium Priority
Last Modified: 2013-09-09

I have a database (MS Access 2003), until recently I had 1 table with pupil names and addresses which I merged with MS Word 2003 and all worked fine. I have now had to split the table as pupils can have more than one Parent at different addresses. So, I have a 1-many relationship between pupil and address table.

I have created a query to bring all the data together but now when I try and merge it I only get 1 record rather than 180 as there should be.

I have searched loads of web sites tried all sorts of connotations of queries and word docs.  Any suggestions appreciated.

Question by:tmckeating
  • 2
LVL 17

Expert Comment

by:Barry Cunney
ID: 39467422
As a once off make the 'created query to bring all the data together' a Make Table query to get a table with the required format.
Then change this query to an Append Query for future runs.
Make the newly created table the source for the mail merge.

So the going forward you will need 2 steps(which can possibly be automated with VBA)
1. Clear out the table with merge address details
2. Run Append query to populate above table.

The do the merge
LVL 77

Expert Comment

ID: 39467438
That would be a one-to many query. Word's Mail merge needs a one-to-one query. I have listed some alternatives here.

If you want help or further assistance with any of the workarounds, let us know.

Author Comment

ID: 39475659
Struggling to understand any of the solutions maybe the best solution is not to use Word and just design reports like the main documents?
LVL 77

Accepted Solution

GrahamSkan earned 1500 total points
ID: 39475670
If you don't need the extra features that Word provides (formatting, merging to email etc), then the Access report facility provides a very good alternative.

Featured Post

Easily Design & Build Your Next Website

Squarespace’s all-in-one platform gives you everything you need to express yourself creatively online, whether it is with a domain, website, or online store. Get started with your free trial today, and when ready, take 10% off your first purchase with offer code 'EXPERTS'.

Question has a verified solution.

Are you are experiencing a similar issue? Get a personalized answer when you ask a related question.

Have a better answer? Share it in a comment.

Join & Write a Comment

Beware when using the ListIndex and the Column() properties of a listbox in Access 2007.  A bug has been identified in the Access 2007 listbox code which can cause the .ListIndex property to return a -1, and the .Columns(#) property to return a NULL…
A Case Study of using the Windows API to provide RS232 communications capability in Access without the use of Active-X controls.
Office 365 is currently available in five editions. Three of them are for business use: Office 365 Business Essentials, Office 365 Business, and Office 365 Business Premium. Two of them are for home/personal use: Office 365 Home and Office 365 Perso…
Enter Foreign and Special Characters Enter characters you can't find on a keyboard using its ASCII code ... and learn how to make a handy reference for yourself using Excel ~ Use these codes in any Windows application! ... whether it is a Micr…

627 members asked questions and received personalized solutions in the past 7 days.

Join the community of 500,000 technology professionals and ask your questions.

Join & Ask a Question