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WORD XP mail-merge FAILS using ACCESS query
I suddenly have a problem mail-merging labels and letters in WORD from an
ACCESS Database. I am guessing it is an incompatible problem but I just can't seem to fix it - any ideas would be really appreciated. I can get round the problem by exporting from Access to Excel then merging into Word - but of course that is a bit crazy - and the records are not "up-to-date" from the latest Query. I have also "Googled" the problem to no avail. I was using Word 2000 and Access 2000 - during that time - the Access database (with just under 1,000 records) merged beautifully with Word - and I have lots of documents saved in Word with "permanent" links to certain Queries - so that I can print out labels and sometimes merge letters. I have recently upgraded to Office XP and am up-to-date with all the patches(and come to think about it - also 'successfully' downloaded SP2 for Windows XP Home too). I have tried my database converted from Access 2000 to Access 2002 (which apparently 'is' XP) and I have also retained the database in the 2000 format - but either way..... Now I have a problem - HOWEVER, all my original mail-merged Word documents still work successfully (thank goodness) - its only brand new mail-merges that I create which go wrong........ Any new mail-merge I attempt now - ends up with the recipients list "empty" - I either get a warning saying the "data records were empty" and/or "no recipients were found because the list was empty" - when all the time - the various Queries I have tried linking to - definitely have records in them - and they successfully Export to Excel and in fact a Label Report within Access itself works fine too. So it is somehow Word not reading the Query successfully I guess. The only thing I can see as different comparing a "new" unsuccessful merge with an "old" successful mail-merge is that if I look at the Mail-merge Wizard in Word XP - the successful OLD version states it is using: "database name" QUERY query-name whereas the new style states: [query-name] in "database-name" (showing query name first - yet not mentioning the word QUERY as above). But I've no idea whether I can ever change that? Has anyone else experienced these problems? has anyone an idea? Sue I suddenly have a problem mail-merging labels and letters in WORD from an ACCESS Database. I am guessing it is an incompatible problem but I just can't seem to fix it - any ideas would be really appreciated. I can get round the problem by exporting from Access to Excel then merging into Word - but of course that is a bit crazy - and the records are not "up-to-date" from the latest Query. I have also "Googled" the problem to no avail. I was using Word 2000 and Access 2000 - during that time - the Access database (with just under 1,000 records) merged beautifully with Word - and I have lots of documents saved in Word with "permanent" links to certain Queries - so that I can print out labels and sometimes merge letters. I have recently upgraded to Office XP and am up-to-date with all the patches(and come to think about it - also 'successfully' downloaded SP2 for Windows XP Home too). I have tried my database converted from Access 2000 to Access 2002 (which apparently 'is' XP) and I have also retained the database in the 2000 format - but either way..... Now I have a problem - HOWEVER, all my original mail-merged Word documents still work successfully (thank goodness) - its only brand new mail-merges that I create which go wrong........ Any new mail-merge I attempt now - ends up with the recipients list "empty" - I either get a warning saying the "data records were empty" and/or "no recipients were found because the list was empty" - when all the time - the various Queries I have tried linking to - definitely have records in them - and they successfully Export to Excel and in fact a Label Report within Access itself works fine too. So it is somehow Word not reading the Query successfully I guess. The only thing I can see as different comparing a "new" unsuccessful merge with an "old" successful mail-merge is that if I look at the Mail-merge Wizard in Word XP - the successful OLD version states it is using: "database name" QUERY query-name whereas the new style states: [query-name] in "database-name" (showing query name first - yet not mentioning the word QUERY as above). But I've no idea whether I can ever change that? Has anyone else experienced these problems? has anyone an idea? Sue |
#2
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Hi Sue,
I'm not sure if it is the source of your problem, but many Mail Merge problems cropped up in Office 2002 as a result of a change in the default way that Word connects to Access. The following, an old post from Cheryl Fischer, describes the case very well. "Peter Jamieson, MS Word MVP, offered the following explanation and work-around (which I found by doing a Google search on "Word mail merge does not show all Access queries"). I tested his work-around and it works. "This is partly a result of a change in the default way Word connects to Access data. In Word 2000 and earlier, Word used DDE and started Access itself. In Word 2002, Word uses OLEDB which just uses the underlying Jet engine to get the data. The two different methods basically use different dialogs, which "explains" your question 1. As for question 2, I do not know why OLEDB does not show /all/ the queries. As far as I can tell, there are two possible reasons: a. security - e.g. if you are using a workgroup database and have set up security differently for some queries. b. queries that use "user defined functions", i.e. functions you have written in Access VBA cannot be executed by OLEDB and are not presented, and other types of query such as parameter queries will probably not work even if you can connect to them. A workaround is to revert to the old DDE connection mechanism - to do this, check Word Tools|Options|General|"Confirm conversions at open" and reconnect to the .mdb. After you have selected the .mdb in "Select Data SOurce" you will see a dialog box listing connection methods - choose the one with Access and DDE in it."" If that doesn't help, you may want to try googling the Access or Word communities specifically, using: http://groups.google.com/groups?hl=e....public.access HTH, Ted Allen "SueMackay" wrote: I suddenly have a problem mail-merging labels and letters in WORD from an ACCESS Database. I am guessing it is an incompatible problem but I just can't seem to fix it - any ideas would be really appreciated. I can get round the problem by exporting from Access to Excel then merging into Word - but of course that is a bit crazy - and the records are not "up-to-date" from the latest Query. I have also "Googled" the problem to no avail. I was using Word 2000 and Access 2000 - during that time - the Access database (with just under 1,000 records) merged beautifully with Word - and I have lots of documents saved in Word with "permanent" links to certain Queries - so that I can print out labels and sometimes merge letters. I have recently upgraded to Office XP and am up-to-date with all the patches(and come to think about it - also 'successfully' downloaded SP2 for Windows XP Home too). I have tried my database converted from Access 2000 to Access 2002 (which apparently 'is' XP) and I have also retained the database in the 2000 format - but either way..... Now I have a problem - HOWEVER, all my original mail-merged Word documents still work successfully (thank goodness) - its only brand new mail-merges that I create which go wrong........ Any new mail-merge I attempt now - ends up with the recipients list "empty" - I either get a warning saying the "data records were empty" and/or "no recipients were found because the list was empty" - when all the time - the various Queries I have tried linking to - definitely have records in them - and they successfully Export to Excel and in fact a Label Report within Access itself works fine too. So it is somehow Word not reading the Query successfully I guess. The only thing I can see as different comparing a "new" unsuccessful merge with an "old" successful mail-merge is that if I look at the Mail-merge Wizard in Word XP - the successful OLD version states it is using: "database name" QUERY query-name whereas the new style states: [query-name] in "database-name" (showing query name first - yet not mentioning the word QUERY as above). But I've no idea whether I can ever change that? Has anyone else experienced these problems? has anyone an idea? Sue I suddenly have a problem mail-merging labels and letters in WORD from an ACCESS Database. I am guessing it is an incompatible problem but I just can't seem to fix it - any ideas would be really appreciated. I can get round the problem by exporting from Access to Excel then merging into Word - but of course that is a bit crazy - and the records are not "up-to-date" from the latest Query. I have also "Googled" the problem to no avail. I was using Word 2000 and Access 2000 - during that time - the Access database (with just under 1,000 records) merged beautifully with Word - and I have lots of documents saved in Word with "permanent" links to certain Queries - so that I can print out labels and sometimes merge letters. I have recently upgraded to Office XP and am up-to-date with all the patches(and come to think about it - also 'successfully' downloaded SP2 for Windows XP Home too). I have tried my database converted from Access 2000 to Access 2002 (which apparently 'is' XP) and I have also retained the database in the 2000 format - but either way..... Now I have a problem - HOWEVER, all my original mail-merged Word documents still work successfully (thank goodness) - its only brand new mail-merges that I create which go wrong........ Any new mail-merge I attempt now - ends up with the recipients list "empty" - I either get a warning saying the "data records were empty" and/or "no recipients were found because the list was empty" - when all the time - the various Queries I have tried linking to - definitely have records in them - and they successfully Export to Excel and in fact a Label Report within Access itself works fine too. So it is somehow Word not reading the Query successfully I guess. The only thing I can see as different comparing a "new" unsuccessful merge with an "old" successful mail-merge is that if I look at the Mail-merge Wizard in Word XP - the successful OLD version states it is using: "database name" QUERY query-name whereas the new style states: [query-name] in "database-name" (showing query name first - yet not mentioning the word QUERY as above). But I've no idea whether I can ever change that? Has anyone else experienced these problems? has anyone an idea? Sue |
#3
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Thank you Ted - I am off to look at that now - to see if I can cure the
problem as described Sue "Ted Allen" wrote: Hi Sue, I'm not sure if it is the source of your problem, but many Mail Merge problems cropped up in Office 2002 as a result of a change in the default way that Word connects to Access. The following, an old post from Cheryl Fischer, describes the case very well. "Peter Jamieson, MS Word MVP, offered the following explanation and work-around (which I found by doing a Google search on "Word mail merge does not show all Access queries"). I tested his work-around and it works. "This is partly a result of a change in the default way Word connects to Access data. In Word 2000 and earlier, Word used DDE and started Access itself. In Word 2002, Word uses OLEDB which just uses the underlying Jet engine to get the data. The two different methods basically use different dialogs, which "explains" your question 1. As for question 2, I do not know why OLEDB does not show /all/ the queries. As far as I can tell, there are two possible reasons: a. security - e.g. if you are using a workgroup database and have set up security differently for some queries. b. queries that use "user defined functions", i.e. functions you have written in Access VBA cannot be executed by OLEDB and are not presented, and other types of query such as parameter queries will probably not work even if you can connect to them. A workaround is to revert to the old DDE connection mechanism - to do this, check Word Tools|Options|General|"Confirm conversions at open" and reconnect to the .mdb. After you have selected the .mdb in "Select Data SOurce" you will see a dialog box listing connection methods - choose the one with Access and DDE in it."" If that doesn't help, you may want to try googling the Access or Word communities specifically, using: http://groups.google.com/groups?hl=e....public.access HTH, Ted Allen "SueMackay" wrote: I suddenly have a problem mail-merging labels and letters in WORD from an ACCESS Database. I am guessing it is an incompatible problem but I just can't seem to fix it - any ideas would be really appreciated. I can get round the problem by exporting from Access to Excel then merging into Word - but of course that is a bit crazy - and the records are not "up-to-date" from the latest Query. I have also "Googled" the problem to no avail. I was using Word 2000 and Access 2000 - during that time - the Access database (with just under 1,000 records) merged beautifully with Word - and I have lots of documents saved in Word with "permanent" links to certain Queries - so that I can print out labels and sometimes merge letters. I have recently upgraded to Office XP and am up-to-date with all the patches(and come to think about it - also 'successfully' downloaded SP2 for Windows XP Home too). I have tried my database converted from Access 2000 to Access 2002 (which apparently 'is' XP) and I have also retained the database in the 2000 format - but either way..... Now I have a problem - HOWEVER, all my original mail-merged Word documents still work successfully (thank goodness) - its only brand new mail-merges that I create which go wrong........ Any new mail-merge I attempt now - ends up with the recipients list "empty" - I either get a warning saying the "data records were empty" and/or "no recipients were found because the list was empty" - when all the time - the various Queries I have tried linking to - definitely have records in them - and they successfully Export to Excel and in fact a Label Report within Access itself works fine too. So it is somehow Word not reading the Query successfully I guess. The only thing I can see as different comparing a "new" unsuccessful merge with an "old" successful mail-merge is that if I look at the Mail-merge Wizard in Word XP - the successful OLD version states it is using: "database name" QUERY query-name whereas the new style states: [query-name] in "database-name" (showing query name first - yet not mentioning the word QUERY as above). But I've no idea whether I can ever change that? Has anyone else experienced these problems? has anyone an idea? Sue I suddenly have a problem mail-merging labels and letters in WORD from an ACCESS Database. I am guessing it is an incompatible problem but I just can't seem to fix it - any ideas would be really appreciated. I can get round the problem by exporting from Access to Excel then merging into Word - but of course that is a bit crazy - and the records are not "up-to-date" from the latest Query. I have also "Googled" the problem to no avail. I was using Word 2000 and Access 2000 - during that time - the Access database (with just under 1,000 records) merged beautifully with Word - and I have lots of documents saved in Word with "permanent" links to certain Queries - so that I can print out labels and sometimes merge letters. I have recently upgraded to Office XP and am up-to-date with all the patches(and come to think about it - also 'successfully' downloaded SP2 for Windows XP Home too). I have tried my database converted from Access 2000 to Access 2002 (which apparently 'is' XP) and I have also retained the database in the 2000 format - but either way..... Now I have a problem - HOWEVER, all my original mail-merged Word documents still work successfully (thank goodness) - its only brand new mail-merges that I create which go wrong........ Any new mail-merge I attempt now - ends up with the recipients list "empty" - I either get a warning saying the "data records were empty" and/or "no recipients were found because the list was empty" - when all the time - the various Queries I have tried linking to - definitely have records in them - and they successfully Export to Excel and in fact a Label Report within Access itself works fine too. So it is somehow Word not reading the Query successfully I guess. The only thing I can see as different comparing a "new" unsuccessful merge with an "old" successful mail-merge is that if I look at the Mail-merge Wizard in Word XP - the successful OLD version states it is using: "database name" QUERY query-name whereas the new style states: [query-name] in "database-name" (showing query name first - yet not mentioning the word QUERY as above). But I've no idea whether I can ever change that? Has anyone else experienced these problems? has anyone an idea? Sue |
#4
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Ted - it worked - THANK YOU - I did as you suggested:
"..A workaround is to revert to the old DDE connection mechanism - to do this, check Word Tools|Options|General|"Confirm conversions at open" and reconnect to the .mdb. After you have selected the .mdb in "Select Data SOurce" you will see a dialog box listing connection methods - choose the one with Access and DDE in it......." And all is now well... thanks Sue "SueMackay" wrote: Thank you Ted - I am off to look at that now - to see if I can cure the problem as described Sue "Ted Allen" wrote: Hi Sue, I'm not sure if it is the source of your problem, but many Mail Merge problems cropped up in Office 2002 as a result of a change in the default way that Word connects to Access. The following, an old post from Cheryl Fischer, describes the case very well. "Peter Jamieson, MS Word MVP, offered the following explanation and work-around (which I found by doing a Google search on "Word mail merge does not show all Access queries"). I tested his work-around and it works. "This is partly a result of a change in the default way Word connects to Access data. In Word 2000 and earlier, Word used DDE and started Access itself. In Word 2002, Word uses OLEDB which just uses the underlying Jet engine to get the data. The two different methods basically use different dialogs, which "explains" your question 1. As for question 2, I do not know why OLEDB does not show /all/ the queries. As far as I can tell, there are two possible reasons: a. security - e.g. if you are using a workgroup database and have set up security differently for some queries. b. queries that use "user defined functions", i.e. functions you have written in Access VBA cannot be executed by OLEDB and are not presented, and other types of query such as parameter queries will probably not work even if you can connect to them. A workaround is to revert to the old DDE connection mechanism - to do this, check Word Tools|Options|General|"Confirm conversions at open" and reconnect to the .mdb. After you have selected the .mdb in "Select Data SOurce" you will see a dialog box listing connection methods - choose the one with Access and DDE in it."" If that doesn't help, you may want to try googling the Access or Word communities specifically, using: http://groups.google.com/groups?hl=e....public.access HTH, Ted Allen "SueMackay" wrote: I suddenly have a problem mail-merging labels and letters in WORD from an ACCESS Database. I am guessing it is an incompatible problem but I just can't seem to fix it - any ideas would be really appreciated. I can get round the problem by exporting from Access to Excel then merging into Word - but of course that is a bit crazy - and the records are not "up-to-date" from the latest Query. I have also "Googled" the problem to no avail. I was using Word 2000 and Access 2000 - during that time - the Access database (with just under 1,000 records) merged beautifully with Word - and I have lots of documents saved in Word with "permanent" links to certain Queries - so that I can print out labels and sometimes merge letters. I have recently upgraded to Office XP and am up-to-date with all the patches(and come to think about it - also 'successfully' downloaded SP2 for Windows XP Home too). I have tried my database converted from Access 2000 to Access 2002 (which apparently 'is' XP) and I have also retained the database in the 2000 format - but either way..... Now I have a problem - HOWEVER, all my original mail-merged Word documents still work successfully (thank goodness) - its only brand new mail-merges that I create which go wrong........ Any new mail-merge I attempt now - ends up with the recipients list "empty" - I either get a warning saying the "data records were empty" and/or "no recipients were found because the list was empty" - when all the time - the various Queries I have tried linking to - definitely have records in them - and they successfully Export to Excel and in fact a Label Report within Access itself works fine too. So it is somehow Word not reading the Query successfully I guess. The only thing I can see as different comparing a "new" unsuccessful merge with an "old" successful mail-merge is that if I look at the Mail-merge Wizard in Word XP - the successful OLD version states it is using: "database name" QUERY query-name whereas the new style states: [query-name] in "database-name" (showing query name first - yet not mentioning the word QUERY as above). But I've no idea whether I can ever change that? Has anyone else experienced these problems? has anyone an idea? Sue I suddenly have a problem mail-merging labels and letters in WORD from an ACCESS Database. I am guessing it is an incompatible problem but I just can't seem to fix it - any ideas would be really appreciated. I can get round the problem by exporting from Access to Excel then merging into Word - but of course that is a bit crazy - and the records are not "up-to-date" from the latest Query. I have also "Googled" the problem to no avail. I was using Word 2000 and Access 2000 - during that time - the Access database (with just under 1,000 records) merged beautifully with Word - and I have lots of documents saved in Word with "permanent" links to certain Queries - so that I can print out labels and sometimes merge letters. I have recently upgraded to Office XP and am up-to-date with all the patches(and come to think about it - also 'successfully' downloaded SP2 for Windows XP Home too). I have tried my database converted from Access 2000 to Access 2002 (which apparently 'is' XP) and I have also retained the database in the 2000 format - but either way..... Now I have a problem - HOWEVER, all my original mail-merged Word documents still work successfully (thank goodness) - its only brand new mail-merges that I create which go wrong........ Any new mail-merge I attempt now - ends up with the recipients list "empty" - I either get a warning saying the "data records were empty" and/or "no recipients were found because the list was empty" - when all the time - the various Queries I have tried linking to - definitely have records in them - and they successfully Export to Excel and in fact a Label Report within Access itself works fine too. So it is somehow Word not reading the Query successfully I guess. The only thing I can see as different comparing a "new" unsuccessful merge with an "old" successful mail-merge is that if I look at the Mail-merge Wizard in Word XP - the successful OLD version states it is using: "database name" QUERY query-name whereas the new style states: [query-name] in "database-name" (showing query name first - yet not mentioning the word QUERY as above). But I've no idea whether I can ever change that? Has anyone else experienced these problems? has anyone an idea? Sue |
#5
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Glad to hear it worked Sue. Sorry for the delayed response, I was having
trouble getting into the newsgroup last Tues and I've been off since last Wed. "SueMackay" wrote: Ted - it worked - THANK YOU - I did as you suggested: "..A workaround is to revert to the old DDE connection mechanism - to do this, check Word Tools|Options|General|"Confirm conversions at open" and reconnect to the .mdb. After you have selected the .mdb in "Select Data SOurce" you will see a dialog box listing connection methods - choose the one with Access and DDE in it......." And all is now well... thanks Sue "SueMackay" wrote: Thank you Ted - I am off to look at that now - to see if I can cure the problem as described Sue "Ted Allen" wrote: Hi Sue, I'm not sure if it is the source of your problem, but many Mail Merge problems cropped up in Office 2002 as a result of a change in the default way that Word connects to Access. The following, an old post from Cheryl Fischer, describes the case very well. "Peter Jamieson, MS Word MVP, offered the following explanation and work-around (which I found by doing a Google search on "Word mail merge does not show all Access queries"). I tested his work-around and it works. "This is partly a result of a change in the default way Word connects to Access data. In Word 2000 and earlier, Word used DDE and started Access itself. In Word 2002, Word uses OLEDB which just uses the underlying Jet engine to get the data. The two different methods basically use different dialogs, which "explains" your question 1. As for question 2, I do not know why OLEDB does not show /all/ the queries. As far as I can tell, there are two possible reasons: a. security - e.g. if you are using a workgroup database and have set up security differently for some queries. b. queries that use "user defined functions", i.e. functions you have written in Access VBA cannot be executed by OLEDB and are not presented, and other types of query such as parameter queries will probably not work even if you can connect to them. A workaround is to revert to the old DDE connection mechanism - to do this, check Word Tools|Options|General|"Confirm conversions at open" and reconnect to the .mdb. After you have selected the .mdb in "Select Data SOurce" you will see a dialog box listing connection methods - choose the one with Access and DDE in it."" If that doesn't help, you may want to try googling the Access or Word communities specifically, using: http://groups.google.com/groups?hl=e....public.access HTH, Ted Allen "SueMackay" wrote: I suddenly have a problem mail-merging labels and letters in WORD from an ACCESS Database. I am guessing it is an incompatible problem but I just can't seem to fix it - any ideas would be really appreciated. I can get round the problem by exporting from Access to Excel then merging into Word - but of course that is a bit crazy - and the records are not "up-to-date" from the latest Query. I have also "Googled" the problem to no avail. I was using Word 2000 and Access 2000 - during that time - the Access database (with just under 1,000 records) merged beautifully with Word - and I have lots of documents saved in Word with "permanent" links to certain Queries - so that I can print out labels and sometimes merge letters. I have recently upgraded to Office XP and am up-to-date with all the patches(and come to think about it - also 'successfully' downloaded SP2 for Windows XP Home too). I have tried my database converted from Access 2000 to Access 2002 (which apparently 'is' XP) and I have also retained the database in the 2000 format - but either way..... Now I have a problem - HOWEVER, all my original mail-merged Word documents still work successfully (thank goodness) - its only brand new mail-merges that I create which go wrong........ Any new mail-merge I attempt now - ends up with the recipients list "empty" - I either get a warning saying the "data records were empty" and/or "no recipients were found because the list was empty" - when all the time - the various Queries I have tried linking to - definitely have records in them - and they successfully Export to Excel and in fact a Label Report within Access itself works fine too. So it is somehow Word not reading the Query successfully I guess. The only thing I can see as different comparing a "new" unsuccessful merge with an "old" successful mail-merge is that if I look at the Mail-merge Wizard in Word XP - the successful OLD version states it is using: "database name" QUERY query-name whereas the new style states: [query-name] in "database-name" (showing query name first - yet not mentioning the word QUERY as above). But I've no idea whether I can ever change that? Has anyone else experienced these problems? has anyone an idea? Sue I suddenly have a problem mail-merging labels and letters in WORD from an ACCESS Database. I am guessing it is an incompatible problem but I just can't seem to fix it - any ideas would be really appreciated. I can get round the problem by exporting from Access to Excel then merging into Word - but of course that is a bit crazy - and the records are not "up-to-date" from the latest Query. I have also "Googled" the problem to no avail. I was using Word 2000 and Access 2000 - during that time - the Access database (with just under 1,000 records) merged beautifully with Word - and I have lots of documents saved in Word with "permanent" links to certain Queries - so that I can print out labels and sometimes merge letters. I have recently upgraded to Office XP and am up-to-date with all the patches(and come to think about it - also 'successfully' downloaded SP2 for Windows XP Home too). I have tried my database converted from Access 2000 to Access 2002 (which apparently 'is' XP) and I have also retained the database in the 2000 format - but either way..... Now I have a problem - HOWEVER, all my original mail-merged Word documents still work successfully (thank goodness) - its only brand new mail-merges that I create which go wrong........ Any new mail-merge I attempt now - ends up with the recipients list "empty" - I either get a warning saying the "data records were empty" and/or "no recipients were found because the list was empty" - when all the time - the various Queries I have tried linking to - definitely have records in them - and they successfully Export to Excel and in fact a Label Report within Access itself works fine too. So it is somehow Word not reading the Query successfully I guess. The only thing I can see as different comparing a "new" unsuccessful merge with an "old" successful mail-merge is that if I look at the Mail-merge Wizard in Word XP - the successful OLD version states it is using: "database name" QUERY query-name whereas the new style states: [query-name] in "database-name" (showing query name first - yet not mentioning the word QUERY as above). But I've no idea whether I can ever change that? Has anyone else experienced these problems? has anyone an idea? Sue |
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