Using Forms/Reports for 4 or more pages of text documents

[P-C-Surgeon]

I typically use MS Word/MS Excel for documents. I use access for forms. I was wondering if MS Access can be used for documents, like MS Word, for documents with multiple paragraphs that can be edited in certain fields. Would I use MS Access forms or reports? Would I use MS Access 'Labels' for the non-editable text fields? And if I have to have editable areas in the middle of a paragragh, what would be a good technique to use? Am I better off with Word and Excel for these types of documents? Too many questions to ask regarding this area!!!! Thanks for you help......

 

[SydneyGeek]

Hi P-C-Surgeon,

Yes you can use Access for long text reports, but it's a pain. You have very limited formatting options. You'll find it more efficient to dump the data into Access and create a merge letter in Word to pick up the fields.

That way, you get much more control over formatting and spacing, and the boilerplate text is mucher easier to maintain.

Denis

 

[P-C-Surgeon]

Thanks for your suggestion.

Would it be possible to go into a little more detail please? Do you mean write it first in Access, then somehow? merge it into Word, and then put it back into Access so the form fields can be added? Not sure exactly what you meant? Thanks for your initial response. I will try to create the document as you mentioned.

 

[SydneyGeek]

Hi P-C-Surgeon, I was thinking along these lines:

1. Build the query that will form the basis of the report. Make sure that all of the fields you need are in the query. Let's call it qryWordReportData for now. You'll need to set it so it filters just on the current record, if I understand your intention.
2. Launch Word and use the Mail Merge Wizard to create a merge letter for the report. Wherever you need data from Access, you insert a merge field. Otherwise you just type a standard Word document. Here's a useful link: http://word.mvps.org/FAQs/MailMerge/CreateAMailMerge.htm Once you are happy with the layout, you'll need to save the document -- probably as a template.
3. The third bit is to trigger this file to open when you click the button that launches the report. Here's a link to get you started: http://support.microsoft.com/?id=209976

Also, go to http://www.helenfeddema.com and check in the Access Archon section. She has some useful sample databases with working code, showing several different ways to automate Word from Access (Access Archon 92, Mail Merge Mysteries).

Hope that helps

Denis