Form based on Query duplicating information

[gsc]

Hello


I have a form based on a query that shows the name and address of an invigilator and the exam details they are scheduled to cover, in the query each exam is a new line.
M Adams Film Studies 14/05/2012 9:00 11:30
M Adams Accounting 15/05/2012 9:00 11:30
G Green Accounting 15/05/2012 9:00 10:30
G Green Film Studies 14/05/2012 9:00 11:30

When converted to a form I have 4 records but each record includes both exams for each person (two identical records for each person).

Further more, I need to mail merge all the information into a letter for each person. I have tried to set up the letter in reports but not very successfully.

Slightly out of my depth with this one but hate to be beaten, so would be grateful to any help available.

Best wishes gsc

[A S MANN]

Correct me if i am wrong
You have a table Exam with Records
M Adams Film Studies 14/05/2012 9:00 11:30
M Adams Accounting 15/05/2012 9:00 11:30
G Green Accounting 15/05/2012 9:00 10:30
G Green Film Studies 14/05/2012 9:00 11:30
You Have two persons ( Examinee) each for Adams and Two person for Green
If this being the case than

you need to have Three tables
Table 1 : Course with Two records M Adams and G Green
Table 2: Examination with 4 Records M Adams Film Studies 14/05/2012 9:00 11:30
M Adams Accounting 15/05/2012 9:00 11:30
G Green Accounting 15/05/2012 9:00 10:30
G Green Film Studies 14/05/2012 9:00 11:30

Table3 Examinee with Records of person say A And B
You need to link table via ralationship, than create a query than link your form that query
that will solve your issue.
Reply me soon

[gsc]

I have the following tables:
Invigilator Personal Details
Exams details
Exam schedules
Invigilator Availabilty

At the moment the tables are linked so that Invigilators can be matched by their availablity and then to the scheduled exams.
Thank you for getting back so quickly.

[A S MANN]

Ok
The relationship is quite clear. i Think You have a working query as disired.
This is better if you create a report by wizard and take group by field having name field (eg M Adams and G Green ) That way you report will have one page of one Invigilators in report print preview( On group footer Force New Page property Select After Section ) In Report detail field show Exam Details
Group by Name : M Adams

Details
Film Studies 14/05/2012 9:00 11:30
Accounting 15/05/2012 9:00 11:30

For Next page Group By For G Green

Details
Accounting 15/05/2012 9:00 10:30
Film Studies 14/05/2012 9:00 11:30
In page header and footer type the constant letter information
Print the letter as appointment letter wothout mail merge.
Hope that will solve your issue.

[gsc]

Thank you so much, that worked brilliantly. Just one more thing, I was wondering if you can help with, I am trying to email an individual report from the form to the invigilator however I obviously get the whole report not just the one record. I thought if I set this up as a separate report and have a field to separate those wishing to receive emails (making a separate query) this would work but I'm not very good at coding and as yet have not found an easy to understand explanation as how to do this.
Any help would be gratefully appreciated as has been your help so far.

[A S MANN]

I am using the same in my DB
you can downlod it from the following link

http://www.sendspace.com/file/1ilvwp
You need to use it Understand the method and apply it to DB
Contact me if stuck