Advanced Query Tool – Mail Merging

Abstract

Please refer to the other Mail Merge Knowledge Based Articles located in fundamentals training.

Underlying challenge

To merge data extracted from Capable 21C using the Advanced Query Tool with a pre-made existing Word Document containing merge fields.

Resolution

There are three core components to Microsoft Word mail merges.

  1. The Microsoft Word Document itself.
  2. The underlying Microsoft Access database.
  3. The configuration of Capable 21C to enable easy access to the Microsoft Word Documents

Detailed Information

From the Advanced Query Tool on the output options screen:

  1. Select merge with Word Document and select the document to merge with by pressing the … button to the right of the empty box.
  2. Press Apply
  3. Press Run Now
  4. The document will now appear with the fields present.  In the Mail Merge Toolbar, press the “Merge to New Document” button.  This is the 4th icon from the Right.

If you can’t see the toolbar, in the drop down menus goto View -> Toolbars -> Mail Merge.  If you see a toolbar disappear, most likely you just turned it off.

  1. A New document will appear using the data from Capable 21C and the template selected.

You can now save, edit this document (if needed), or print it out.

If the toolbar is “greyed out”, then Microsoft Word is having trouble finding the data source.  To fix this:

  1. In the Mail Merge Toolbar, select the second icon titled “open data source”.
  2. Point this towards the Capable Database.  This is usually C:\CAPABLE\CAPABLE.MDB however if you’re in a Server Environment it might be in \\SERVERNAME\CAPABLE\CAPABLE.MDB instead.  If you’re unsure, please get a Capable Technician or your Network Administrator to help you.

If you can’t see the toolbar, in the drop down menus goto View -> Toolbars -> Mail Merge.  If you see a toolbar disappear, most likely you just turned it off.

  1. Select the table labelled “Mail Merge Data”.
  2. The toolbar should now be reavailable.
This knowledge resource is designed for use on a Windows (tm) XP system operating at a screen resolution of 1024x768 or better. Windows Media Player must be installed for this training resource to operate correctly.

Copyright 2008 Capable Software Pty Ltd

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