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Creating Multi Page Letters As One Report

Posted on 2014-01-21
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Last Modified: 2014-01-22
I have a client that want to generate letters with up to nine pages from the database we built for them.

Each page contains some date from our DB but each page also contains paragraphs of non repetative text.  This is a law firm.

I development, I created all of the pages as individual reports with the intent of combining them onto one report for producstion.  I planned to do this by cutting and pasting from the individual reports/pages into one consolidated report, with a hard pagebreak between the pages.

That didn't work.  Even with page break controls on the report the page size will not expand enough to get more than a couple pages on.

So for right now I have the app setup to print all nine pages/reports when the option to print the letter is selected.  The reports are created in preview mode.  This creates a mess on the user screen.  Once the user verifies the content they have to print nine individual pages to get the complete output.  Not very acceptable, especially when they do these in batches.

Questions:
Is there a way to combine all the pages onto one report that I just don't know about?

Secondly, if I have to go directly to the printer with these reports rather than put them up in preview mode:  The user may not want the reports to go to their default printer.  Is there a way for the user use do that in such a way that the user can select which printer to send them to.? Although even that would be a pain since they would have to select it nine times.

Any better options?  We;ve had some unpleasant experiences with Mail merges that's why I'm trying to stay away form that option.
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Question by:mlcktmguy
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7 Comments
 
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Assisted Solution

by:Boyd (HiTechCoach) Trimmell, Microsoft Access MVP
Boyd (HiTechCoach) Trimmell, Microsoft Access MVP earned 500 total points
ID: 39799143
Is there a way to combine all the pages onto one report that I just don't know about?
Yes, Use sub reports.

You can place each of the nine reports on a report as sub reports.


Is there a way for the user use do that in such a way that the user can select which printer to send them to.? Although even that would be a pain since they would have to select it nine times.

Sure. Use the Application Printer object. The user would only  have to set the printer once for all reports.

Any better options?  
I like to store  all the paragraph text in a table. I generate lot of contracts using this method.  I have one client with contracts that are over 25 pages of text. It use a single report.
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by:mlcktmguy
ID: 39799175
How do I use the application printer object.  I am opening the reports with
Docmd.OpenReport "ReportName",acpreview
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by:
Boyd (HiTechCoach) Trimmell, Microsoft Access MVP earned 500 total points
ID: 39799203
You would use the Application.Printer object to set the printer before printing the reports not preview them.

Docmd.OpenReport "ReportName1"
Docmd.OpenReport "ReportName2"

About the printer object, see:  Programming Printer Settings in Microsoft Access 2002 and later

I use the Printer object to send reports to different printers and/or trays automatically without the users having to do anything.  Cover letters to letterhead, Contracts to legal paper, envelopes to the envelope printer. etc.  all with the click of a single button by the user.
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Author Closing Comment

by:mlcktmguy
ID: 39799206
Thanks you so much, the sub report idea works perfectly.

I'll post this as another question if you like but since you are also working with legal output have you figured out a way to bold or underline one word or maybe even one sentence in the middle of a paragraph?

The way I'm doing it with text boxes, either the entire paragraph is bold or none of it is.

Thanks again or the sub report tip.
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LVL 21
ID: 39800192
Glad to hear the sub report trick worked for you.

have you figured out a way to bold or underline one word or maybe even one sentence in the middle of a paragraph?
Sure, use the new Rich Text formatting in Access 2007 and later.

If you will need more assistance with this then it would be best to start a new question.
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Author Comment

by:mlcktmguy
ID: 39800229
Yes I was aware of the RTF available in later versions but they are still in 2003.  Soon to move to 2010 but right now RTF isn't an option.

Thanks for your help on the original question.
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Author Comment

by:mlcktmguy
ID: 39802137
I posted a followup question on this topic.

I tried using the sub-report technique this evening on a nine page report.  What worked so well last night did not tonight.  Please see this question:

http://www.experts-exchange.com/Microsoft/Development/MS_Access/Q_28345909.html
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