Merge Field and Query

[Victor Lazlo]

Merge field is displaying the record number/id of the underlying query. I
want the underlying query field's data displayed, not the id number. How is
this fixed.

 

[Cindy M -WordMVP-]

Hi =?Utf-8?B?VmljdG9yIExhemxv?=,

Merge field is displaying the record number/id of the underlying query. I
want the underlying query field's data displayed, not the id number.

It always helps to mention the type of data source involved, as well as the
version of Word. I'm betting this is an Access data source (because you seem
to expect to see related information automatically in place of an ID field)?

Place the field that contains the information you want to see in the query,
as well, then use that instead of the ID field in the mail merge.

The "magical" display of data in place of an id field is something Access can
do in its own user interface, but that doesn't carry across to the actual
data mail merge uses.

Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update Jun 8 2004)
http://www.word.mvps.org

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[Victor Lazlo]

Thank you. Datasource is MS Access 2002. I did in fact merge the
document(s) to a query. Question remains "how" to change the field
properties in the query to populate the word field with the data and not the
id information.

 

[Cindy M -WordMVP-]

Hi Victor,

Question remains "how" to change the field
properties in the query to populate the word field with the data and not the
id information.

You need to redesign the query in Access. Look at the table that provides both
the ID and the related text information. DRAG the field with the text
information down into the query grid. Save and close the query.

In Word, open the mail merge document. Check the list of fields to see if the
field you just dragged into the query appears. If it does not, then you need to
repeat the steps to link the document to the data source. Now you can insert
this field into the main merge document (and delete the ID field).

Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update Jun 8 2004)
http://www.word.mvps.org

This reply is posted in the Newsgroup; please post any follow question or reply
in the newsgroup and not by e-mail