Producing Letters from Access

[Kettrick33]

Hi All,



Very new to Access (I've done one simple database in the past), but because I know my way around a PC I've been tasked with replacing our MyPHP database and using Access to hold all the required information.

I'm looking to be able to use a Form that my colleague can input all the information into and once he's done this, be able to print a letter to the company with a specific reference number and additional information.

Apart from some wording on the letter staying the same, the rest would need to be able to automatically add in the data my colleague has input into the form.

I know how to create the form and the database etc, what I can't work out is how to get the letter part to materialise. Can someone point me in the right direction?

I have added a screenshot of the previous form we used to fill and a screenshot of the letter.

I hope I've wrote this so it's easy to understand what I'm looking to do.

[pbaldy]

You can base a report on the table or a query with criteria. In a textbox you can have:

="Dear " & [FieldNameFromTable] & " some more text here"

You can get pretty creative, but that's the basic way of combining fixed text with data.

[CJ_London]

the other way is to include in your text a placeholder, then use the replace function e.g

text is stored in a field called say lettertext

Dear [Salutation],

I write to you about....

and you would then use the replace function

fullletter=replace(lettertext,"[Salutation]",salutationfield)

for many changes, either use nested replaces or a loop depending on whether this is being done is a query or vba

[Kettrick33]

Thanks for the responses, however, I have no idea how to do either of those. Do you know of anywhere that I could read up on how to do something similar to what I'm trying to do?

Thanks again.

[CJ_London]

can't suggest anything specific but suggest you google/bing 'access vba concatenation' for Pauls suggest or 'access vba replace function' for my suggestion.

you will probably also want to look at allen brownes 'concat related' function which may be helpful for your additional conditions - http://allenbrowne.com/func-concat.html

You can also look at using a report for the letter which may be easier for you. I would expect your db to have 5 or 6 tables and unlike forms you can use multi table queries as the recordsource.

[June7]

You know how to create a report in Access?

[moke123]

Another option is Albert Kallal's Super Easy Word Merge available here...http://www.kallal.ca/msaccess/msaccess.html
This would be especially helpful if you have many different documents.