Merging information from a table into a Microsoft Word Document

This is an Access question. I have a table of information I need to merge
into a Word Doc. For easier dataentry I have used drop down tables for
things like states and people's names. When I merge using the field name the
information displays as a number. I'm getting the ID number instead of the
item from the drop down that I selected. I'm using version 2007.

I hope my explanation was clear enough. Any suggestions?

Rather than merging data from your table, you need to create a query that
includes your table of information and the related tables of states,
people's names, etc. Then for example, for states you would pull down the
state name into your query rather than StateID. You would then merge the
data from the query.

Steve



"Needing Access" Needing wrote in message
...
This is an Access question. I have a table of information I need to merge
into a Word Doc. For easier dataentry I have used drop down tables for
things like states and people's names. When I merge using the field name
the
information displays as a number. I'm getting the ID number instead of the
item from the drop down that I selected. I'm using version 2007.

I hope my explanation was clear enough. Any suggestions?

If you created the "drop downs" via the Lookup Wizard in your table design
then, most likely, you left the "hide primary key" checkbox checked. Thus,
while you are actually storing the value of the primary key in the table that
you are trying to export, you see the text value of the state or the number.
This is one of the drawbacks of using the Lookup Wizard in table design.

You will need to create a query that includes the text values from the
lookup table and export the results of that query to word.

--
Lynn Trapp


"Needing Access" wrote:

This is an Access question. I have a table of information I need to merge
into a Word Doc. For easier dataentry I have used drop down tables for
things like states and people's names. When I merge using the field name the
information displays as a number. I'm getting the ID number instead of the
item from the drop down that I selected. I'm using version 2007.

I hope my explanation was clear enough. Any suggestions?

Thank you. That helps. I'm off to learn how to use Queries.
It's good to have a new learning experience!
Thanks.

"Steve" wrote:

Rather than merging data from your table, you need to create a query that
includes your table of information and the related tables of states,
people's names, etc. Then for example, for states you would pull down the
state name into your query rather than StateID. You would then merge the
data from the query.

Steve



"Needing Access" Needing wrote in message
...
This is an Access question. I have a table of information I need to merge
into a Word Doc. For easier dataentry I have used drop down tables for
things like states and people's names. When I merge using the field name
the
information displays as a number. I'm getting the ID number instead of the
item from the drop down that I selected. I'm using version 2007.

I hope my explanation was clear enough. Any suggestions?

When you go to create the query, select the option "New Query" and the query
wizard will appear. Follow the instructions and it will be easy to create
the query you need.

Steve


"Needing Access" wrote in message
...
Thank you. That helps. I'm off to learn how to use Queries.
It's good to have a new learning experience!
Thanks.

"Steve" wrote:

Rather than merging data from your table, you need to create a query that
includes your table of information and the related tables of states,
people's names, etc. Then for example, for states you would pull down
the
state name into your query rather than StateID. You would then merge the
data from the query.

Steve



"Needing Access" Needing wrote in
message
...
This is an Access question. I have a table of information I need to
merge
into a Word Doc. For easier dataentry I have used drop down tables for
things like states and people's names. When I merge using the field
name
the
information displays as a number. I'm getting the ID number instead of
the
item from the drop down that I selected. I'm using version 2007.

I hope my explanation was clear enough. Any suggestions?