Mail merge and printer

[woodduck]

I am trying to print a newsletter using an access data base mail merge file. It seems to work fine - BUT the printer will print about 40 address's and then either skip several or just stop. My feeling is that it is a hardware problem - most likely memory in the print queue - but the printer techs claim that it is a software problem Does anyone have any thoughts about this ?

[ItsMe]

You will have to provide more specifics. It is possible that your workstation machine is running out of RAM. If you are creating multiple instances of Microsoft Word, there is a good chance your action is creating a memory leak.

How are you executing the action? Are you using templates, creating new Word Docs, using the Wizard, using code. Post any code you are using here.

[woodduck]

Thanks -

The following code creates a temporary table - I define the table location and the variables for the mail merge in MS publisher. So MS publisher goes to Access and finds the temporary table and begins the mail merge. Word etc is not used.

SELECT [d 1_1 People].Postal, [d 1_1 People].lname, [d 1_1 People].fname, [d 1_1 People].Address, [d 1_1 People].Town INTO [Temp1 postal addresses]
FROM [d 1_1 People]
WHERE ((([d 1_1 People].Postal)=Yes));

[ItsMe]

When I use Merge Fields I usually automate Word from Access, using VBA code. It sounds like you have a predefined Publisher doc that a User opens. When the user opens the Publisher doc, a connection is made to Access. Then, the user sends the document to the printer via the Print command within publisher.

1. Is there only one Publisher document?
2. How many records are in the Access table and how many pages are in a single Publisher doc?

It seems likely the memory in the Printer Hardware is not sufficient. Why Publisher? Are these pages graphic intensive? Is the printer an actual Workstation printer or is it a desktop printer?

A solution may be to send a limited number of pages to the printer. However, splitting the process into segments may introduce other issues with the local PC's memory.

[woodduck]

The publisher doc is 10 pages - graphic intensive. It is a newsletter for our local senior center. The mail merge table is about 250 records. My initial feeling was a printer RAM problem - The printer techs said no - it is a big old (6-7 years) Konica printer/copier. I just joined the BOD and was asked to help. Before i joined they printed labels and stuck them on the newsletter. I figured that printing directly on the newsletter would save some money and time. Unfortunately there is a lease agreement for the printer. I just wanted to make sure that Access was not the problem before further discussion with the printer techs. Thanks for your help.

When I use Merge Fields I usually automate Word from Access, using VBA code. It sounds like you have a predefined Publisher doc that a User opens. When the user opens the Publisher doc, a connection is made to Access. Then, the user sends the document to the printer via the Print command within publisher.

1. Is there only one Publisher document?
2. How many records are in the Access table and how many pages are in a single Publisher doc?

It seems likely the memory in the Printer Hardware is not sufficient. Why Publisher? Are these pages graphic intensive? Is the printer an actual Workstation printer or is it a desktop printer?

A solution may be to send a limited number of pages to the printer. However, splitting the process into segments may introduce other issues with the local PC's memory.

[ItsMe]

It could still be an issue with the local workstation machine. Microsoft Office is typically installed as 32 bit and it is possible video processes are being taxed. Do you have a machine where you can test printing to PDF? If not, I would, at least, try printing to XPS. This might help to isolate some possible causes. PDF will likely preserve formatting. XPS may do it correctly, also. If you are successful in printing to file, you can then send that file to queue on the printer.

Before sending the file to the printer (after the print to file process), close all applications and Log Off then Log back on. Logging off should ensure the elimination of any existing memory leaks.

[HiTechCoach]

Two things I would do first:


1) how much free space in on the system drive (usually the C: drive. ). If there is not enough free space in the drive with windows that the print spool file can't be properly created. How much free space? If less than 10% of the drive is free you may need to defrag.

2) If you have enough free space then try saving the print job to a PDF file. Try printing from the PDF.


I find it best to never mail merge directly with an Access database table or query. Especially while the database is open already opened. This is true for Word and Publisher. I always export my query to a CsV file. I use the text file as my merge soure.