[mso] Re: Access Concatenate//MS Word Merge :VSMail mx3

Glenda,

This may not be as difficult as you seem to be making it.  This is just an
idea, but it may be worth trying.  How about writing code to loop through
your listing of participants and create a letter listing each category they
are in, in the appropriate letter.  You could include some code in your on
format property that would set the Top margin based on the number of records
in query.  This way your letter would always be centered horizontally and
vertically.

I think between Anthony and myself we could get you through most of this
code without too much  of a problem.

James

-----Original Message-----
From: Glenda Wells [mailto:gwells@xxxxxxxxxxx]
Sent: Friday, June 27, 2003 12:14 PM
To: mso@xxxxxxxxxxxxx
Subject: [mso] Re: Access Concatenate//MS Word Merge :VSMail mx3


Hi James (and group).
 
The reason I was thinking of concatenating the awards into one field is that
it works already.  Lemme 'splain:
 
Currently, we get data via a rather complex and time consuming process.  The
data is in a CSV format with elements for each multi-record data type in a
single field separated by an ASCII character box.  I don't know what that
character is called but it looks like a space if imported to Word or a
verticle rectangle in Notepad.  Here's a sample with 2 pipes representing
the ASCII character:
 
"Smith", "John", "HighScore||Layout||Track||Image", "3.45||1027||15||A12BC4"
 
We use Word/Merge to create letters which might look something like this:
 
Dear John.
 
Thank you for your contribution of the following.  Please note the scores
for each submission.  A year-end total will be provided once all entries
have been collected.
 
HighScore          3.45
Layout              1027
Track                   15
Image         A12BC4
 
Thanks again for participating.  We look forward to your additional
contributions.
 
Sincerely,
 
Somebody Incharge
 
My task James, has been to simplify the process.  Right now, the whole thing
takes about 3 hours.  I can successfully get the data in about 10 minutes
using Access.  Yaaaayyy me right?  Not so fast cowboy...my "customers"
aren't happy.  They don't like the way the letter looks in Access.  They
want it centered on a page - horizontally OK-but VERTICALLY as well.
 
With help from this list, I've created Access reports/letters based on
queries that retrieve the specific data from a single data file.  There are,
so far, 15 letters, each slightly different.  Using the example above with
Access Reports I can get a letter but if it's a short letter, then it
displays too high up on a page. I can't find a way to do the vertical
centering.  Another thing is that sometimes, depending upon the submission,
a special note may be needed. These notes are in a table which is fine,
unless a particular person has more than one. Then, I get multiple records
in the detail of the report.  The notes are memo fields which sometimes get
truncated. I've tried placing these as footers and as their own group and
still haven't gotten it right.
 
When I try Word Merge, I get a letter for each person for each submission.
In the example above, I would get 4 letters rather than one letter with the
elements listed as shown.
 
I'm very frustrated and unfortunately don't know enough about Access
Reports, VBA or Word Merge to solve the problem.  I'm so ignorant I may not
even be asking the questions correctly.  Sigh.  The only thing I have going
for me right now is that I'm willing to try anything...if only I knew what
it was. Heavy sigh.  
 
Thanks /g
 
 
From: James LaBorde [mailto:jlaborde@xxxxxxxxx] 
Glenda,

Just curious but is there a reason that you need it as a single field and
not a single record?  A single record would be fairly simple to get with a
Cross-tab query.

James


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