Inserting MS Access Query Brings in Extra Fields

ID: Q113704

The information in this article applies to:

SYMPTOMS

If you insert data in a Word document from a Microsoft Access database using DDE as the conversion method, Word for Windows inserts all the fields in the query, even though you specify only certain fields. (To insert data, use the Database command on the Insert menu or the Mail Merge feature. To specify fields, choose the Select Fields option in the Query Options dialog box.)

By contrast, this problem does not occur when you insert data using a database table or when you use ODBC for the conversion method.

STATUS

Microsoft is researching this problem and will post new information here in the Microsoft Knowledge Base as it becomes available.

WORKAROUNDS

Method 1: Insert the information using an MS Access table for the data 

          source, rather than a query. You can then refine the inserted
          information from the database based on both fields and records.
          All the options will be available and usable.
Method 2: Insert the information using an MS Access query for the data 
          source. Then delete the unwanted fields by first selecting that
          column in Word and then choosing Delete Column from the Table
          menu.
Method 3: Insert the information using ODBC as the conversion method, 
          rather than DDE. To choose ODBC, do the following:

          a. From the Insert menu, choose Database.
          b. Under Data Source, choose the Get Data button.
          c. Select the Confirm Conversions check box.
          d. Open the Microsoft Access database from which you want to
             insert information.
          e. In the Confirm Data Source dialog box, select "MS Access
             Databases via ODBC (*.mdb)."

MORE INFORMATION

Steps to Reproduce the Problem

1. From the Insert menu, choose Database.

2. Under Data Source, choose the Get Data button. Select the Confirm 

   Conversions check box. In the List Files Of Type list, select MS Access
   Databases (*.mdb). Select the Microsoft Access program directory and
   open the NWIND.MND file. In the Confirm Data Source dialog box, select
   "MS Access Databases via DDE (*.mdb)."
3. Microsoft Access will open, and the Microsoft Access dialog box will 
   open. Select the Queries tab, and then double-click Customer List in the
   queries list box.
4. In the Database dialog box, select the Query Options button.

5. Choose the Select Fields tab, and then choose the Remove All button.

6. Under Fields In Data Source, select Company_Name, then choose the Select 

   button. This will leave just the Customer_Name field in the Selected
   Fields box. Choose OK.
7. In the Database dialog box, choose the Insert Data button. In the Insert 
   Data dialog box choose From 1 to 5 (just to limit the amount of data
   coming in) and select OK.
The expected table should be only one column with just the Company_Name field. The actual result is both of the original query's fields as they were set up in the original query created in Microsoft Access.

REFERENCES

"Microsoft Word User's Guide," version 6.0, pages 624-632, 676-677

KBCategory: KBSubCategory: Additional reference words: 6.0 6.0a odbc winword word6 

Keywords          : kbinterop
Version           : 6.0 6.0a
Platform          : WINDOWS

Last Reviewed: February 5, 1998