Mail Merge Problems (Acc97 sr2)

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I have a Quote table that has a lookup field referencing a Customer table. This lookup field is linked to the Customer Account ID field which is the Customer table primary key. The lookup field is linked to the AccID and Customer Name fields and is set to show the CustomerName. I have the LimitToList set to no so that non existing customers names can be used as well.

When I do a mail merge using this table, the data brought through to word for existing customers is the AccID number, not the CustomerName. I realize that the table is actually using the AccID to give me the combobox list, but I need to be able to get the actual customer name from the list as well as any names added through the LimitToList being active.

I hope this is clear.

Also, when I open the mailmerge document from access, it of course opens word but it also opens another copy of access rather than linking to the current one. Is this normal???

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Rather than using only the Quote table for the Mail Merge, use a query in which you link the Quote table to the table containing the CustomerName. Place the CustomerName field in the grid along with the other fields and it will be available for the mail merge. (I am not sure what you meant by “as well as any names added through the LimitToList being active”)

Look at Microsoft Knowledge Base Article Number Q199963 for information regarding a second copy of Access opening when doing a Mail Merge.

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With a combo box

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If the combo box is based on a table, the query will work as I described it. You can place the CustomerName into the query results and therefore available to the Mail merge.

I still don’t understand “as well as any names added through the LimitToList being active”. If you have the LimitToList property set to yes on the combo box, you shouldn’t be able to add any names through it. If this part is important, can you describe how you are adding names, selecting records for the mail merge and why this combo box is a concern to you?

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In a case of “I don’t know how I did it but I know I did it” I have achieved what I wanted.

In reference to the notinlist thing:

With a combo box, the data in it can be limited to the list, that is, to the table or query behind it. With Limit to List turned off, it allows for non list items to be entered and saved in the table behind the form but not in the data source of the combo box.

My form and associated table is for quotes. The customer is selected from the combo box or a new customer name can be added. This info is written back to the underlying table.

If I use a query to base my merge on, I can get the actual names of existing customers but new customers do not show up. (We do not want new customers to be added to the customerlist (which would solve the problem) until the quote is actually accepted and the job becomes live.)
If I pull direct from the table, I get the new customers, but only get the linking accno of the existing customers.

By playing around with the order of the fields in the combo box I was able to achieve what I wanted. (I think!)

Apologies about my short earlier post. I have JUST got back my internet access at work and I was trying to post the above on another machine. I wrote the 3 words and did a test post which worked and then attempted to edit it but the site crashed it said and then later I could edit the message.

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