ACC2000: Sending the Current Record to Word 2000 with Automation

• Microsoft Access 2000
• Microsoft Word 2000

SUMMARY

Advanced: Requires expert coding, interoperability, and multiuser skills.

This article shows you how to merge the current record in a Microsoft Access object into a Microsoft Word document, to print it, and then to close Microsoft Word.

MORE INFORMATION

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Q124862 ACC: Sending the Current Record to Word with OLE Automation

Creating a Microsoft Word Document

1. Start Microsoft Word and create the following new document:




First Last
Address
City, Region, PostalCode

Dear Greeting,

Northwind Traders would like to thank you for
your employment during the past year. Below
you will find your photo. If this is not your
most current picture, please let us know.

Photo

Sincerely,

Northwind Traders

2. Create a bookmark in Microsoft Word for the words "First," "Last," "Address," "City," "Region," "PostalCode," "Greeting," and "Photo." To do so, follow these steps:



1. Highlight the word "First," and then press CTRL+C.



2. On the Insert menu, click Bookmark.



3. Click in the Bookmark Name box, press CTRL+V, and then click Add.



4. Repeat steps a through c for each of the remaining words, substituting that word for the word "First" in steps a and c.



3. Save the document as C:\MyMerge.doc, and then quit Microsoft Word.

Sending Data to Microsoft Word from a Microsoft Access Form

1. Start Microsoft Access and open the sample database Northwind.mdb.



2. Set a reference to the Microsoft Word 9.0 Object Library. To do so, follow these steps:



1. Open any module in Design view.



2. On the Tools menu, click References.



3. Click to select the Microsoft Word 9.0 Object Library check box in the Available References box. If that selection does not appear, browse for Msword9.olb, which is installed by default in the C:\Program Files\Microsoft Office\Office folder.



4. Click OK.



5. Close the module.



3. Open the Employees form in Design view.



4. Add a command button to the form and set the following properties:




   Name: MergeButton
   Caption: Send to Word 

5. Set the OnClick property of the command button to the following event procedure:




Private Sub MergeButton_Click()
    On Error GoTo MergeButton_Err

    Dim objWord As Word.Application

    'Copy the Photo control on the Employees form.
    DoCmd.GoToControl "Photo"
    DoCmd.RunCommand acCmdCopy

    'Start Microsoft Word 97.
    Set objWord = CreateObject("Word.Application")

    With objWord
        'Make the application visible.
        .Visible = True

        'Open the document.
        .Documents.Open ("C:\MyMerge.doc")

        'Move to each bookmark and insert text from the form.
        .ActiveDocument.Bookmarks("First").Select
        .Selection.Text = (CStr(Forms!Employees!FirstName))
        .ActiveDocument.Bookmarks("Last").Select
        .Selection.Text = (CStr(Forms!Employees!LastName))
        .ActiveDocument.Bookmarks("Address").Select
        .Selection.Text = (CStr(Forms!Employees!Address))
        .ActiveDocument.Bookmarks("City").Select
        .Selection.Text = (CStr(Forms!Employees!City))
        .ActiveDocument.Bookmarks("Region").Select
        .Selection.Text = (CStr(Forms!Employees!Region))
        .ActiveDocument.Bookmarks("PostalCode").Select
        .Selection.Text = (CStr(Forms!Employees!PostalCode))
        .ActiveDocument.Bookmarks("Greeting").Select
        .Selection.Text = (CStr(Forms!Employees!FirstName))

        'Paste the photo.
        .ActiveDocument.Bookmarks("Photo").Select
        .Selection.Paste
    End With

    'Print the document in the foreground so Microsoft Word will not close
    'until the document finishes printing.
    objWord.ActiveDocument.PrintOut Background:=False

    'Close the document without saving changes.
    objWord.ActiveDocument.Close SaveChanges:=wdDoNotSaveChanges

    'Quit Microsoft Word and release the object variable.
    objWord.Quit
    Set objWord = Nothing
    Exit Sub

MergeButton_Err:
    'If a field on the form is empty, remove the bookmark text, and
    'continue.
    If Err.Number = 94 Then
        objWord.Selection.Text = ""
        Resume Next

    'If the Photo field is empty.
    ElseIf Err.Number = 2046 Then
        MsgBox "Please add a photo to this record and try again."
    Else
        MsgBox Err.Number & vbCr & Err.Description
    End If

    Exit Sub
End Sub 

6. Save the Employees form and open it in Form view.



7. Click Send To Word to start Microsoft Word, to merge data from the current record on the form into MyMerge.doc, to print the document, and then to close Microsoft Word.

.ActiveDocument.Bookmarks("Last").Select
.Selection.Text = (CStr(Forms!Employees!LastName))

'Add this line to reapply the bookmark name to the selection.
.ActiveDocument.Bookmarks.Add Name:="Last",Range:=Selection.Range 

REFERENCES

For more information about Automation between Microsoft Access and Microsoft Word, click Microsoft Access Help on the Help menu, type "sharing data between applications, Microsoft Word mail merge data." in the Office Assistant or the Answer Wizard, and then click Search to view the topics returned.

For more information about bookmarks, click Microsoft Word Help on the Help menu, type "bookmarks" in the Office Assistant or the Answer Wizard, and then click Search to view the topics returned.

Additional query words:

Keywords          : kbmacro kbole kbprg AccCon word8 IntpOlea 
Version           : WINDOWS:2000
Platform          : WINDOWS 
Issue type        : kbhowto 

Last Reviewed: July 6, 1999