[mso] Re: E-mail merge using Access and Word
- From: "Peter Chiavaro" <kp@xxxxxxxx>
- To: <mso@xxxxxxxxxxxxx>
- Date: Tue, 1 Jun 2004 10:03:21 -0400
-----Original Message-----
From: mso-bounce@xxxxxxxxxxxxx [mailto:mso-bounce@xxxxxxxxxxxxx]On =
Behalf Of Cherie
Sent: Monday, May 31, 2004 11:27 PM
To: mso@xxxxxxxxxxxxx
Subject: [mso] Re: E-mail merge using Access and Word
WOW!
What a chunk of info!..see interspersed comments below:
Yeah, way too big a chunk of info! When I type I have a tendency to over =
describe and make a big project out of everything. I think it's in my =
genes. I am Italian and I need to talk with my hands. If I can't use my =
hands, I'm sunk.
I think you are more or less just starting with this database. I can see =
that you have just a few tables and a few fields in each perhaps. You'll =
notice my long Emails are full of "air" and really not telling to "do" =
very much. That's mainly because I wasn't quite sure your foundation was =
correct. Now I can see that it's not right. I'd like to see about fixing =
that first. You'll be much MUCH better off in the long run. There is no =
sense building queries, macros, reports from a faulty structure because =
when you find out you're screwed and fix the structure, then all of your =
queries, macros etc, will go in the garbage. I am really sorry if I am =
frustrating you further, but somehow I get the feeling that you might =
like to get the thing RIGHT from the beginning. (while it's still REAL =
easy to fix)
ID:
Is the ID field alphanumeric (letters and numbers)? And I think you =
mentioned the County generated this ID? Of course you can store this =
value in your database, but it should be stored in a field named =
"CountyID", and used only for reference. You'll ALSO need a field named =
"StudentID". This field should be an "AutoNumber" field that =
automatically increments itself by one every time you add a new student. =
This field will generate a unique ID number in order to do your =
"relational" look-ups inside the database. This may be the reason you =
are not understanding "relationships". The way you have it now... you've =
"handcuffed" yourself. Also, the "naming" of fields and tables are =
semi-important. If you'll be needing any VBA coding done for this =
database, the programmers like to see one word names with a little =
prefix. Like this: "tblStudents", "fldCountyID", "qryAnyQureyName", =
"rptAnyReportName", and so on. The little prefixes are not as important =
as giving them OneWord names. (no spaces). The programmers will want to =
kill you if you have a table name like "8th grade students". Since I =
think you might not need any "extensive" coding for your simple needs, =
you can just go with simple one-word names. Since I am a "drag n drop" =
guy, I prefer the names without the prefixes so you and I can read them =
easier. Just remember... NO SPACES. Use underscores if you must, but not =
spaces.
I am not too fond of the way you have your "Name" field set up either. =
If you want to use one field for the name, then it absolutely has to be =
in "LastName, FirstName, MiddleInitial, Suffix (if any) format. =
Otherwise you can also go with 2 separate fields "FirstName", =
"LastName". NOW... since you might be handling a bunch of different =
"type" of names in your database, you will definitely need to prefix =
each field with the type. "StudentName" "TeacherName", "ParentName" =
"SchoolEmployeeName", "SchoolBusDriverName" etc. Or, for split name =
fields. [StudentFirstName] - [StudentLastName]. Get the Idea? No spaces =
in the names because the programmers will order a Mafia hit on you.
Getting too long again with this post. You decide,, fix it now, or =
struggle for all eternity with what you have.LOL I think you mentioned =
you have until August to get it running. For right now, there should =
STILL be a way to extract the exact Email addresses you want, should you =
need to output TODAY, but... I really think you should fix up your field =
types and field names, and also your ID fields; otherwise you'll be just =
spinning your wheels. Ultimately I will need your Email address so I can =
send you the little example picture database and the bulk mailer thing. =
Maybe we'll take a shot at setting that up as well. I'm sure the =
principal would like to compose the Email and click one button... POOF,, =
send 500 emails. We can make that our goal.
My Email is:
kp@xxxxxxxx
Have a nice day.
Peter C.=20
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