MS Access Office 97 question

[Anita L. Klassen]

**The final objective here is to mail merge this info into MS Word for
labels to be printed out for bottles in a research study.

No actual names of people will need to be listed anywhere-including in the
database.
There are 65 participants. Each participant (numbered from 01-65) will need
6 labels (numbered 1-6).

The mail merge (unless someone has an idea of how to do this in exclusively
in Word) will be merged into a small corner of the label.

Example of data needed on lables:

01-1
01-2
01-3
01-4
01-5
01-6

02-1
02-2
02-3
02-4
02-5
02-6

etc. etc.

Any ideas on:

1) how to set up the table(s)---(relational?)
2) how to assign the needed numbers (automatically hopefully?)
3) how to merge the different "sets" into Word to print the labels

Thanks a BIG million!

Anita Klassen
Computer Resource Specialist
University of California, Davis
One Shields Avenue
3150B Meyer Hall
Davis, CA 95616
(530) 752-6575
(530) 752-1297 FAX
alkl...@ucdavis.edu

[Nancy Capitanio]

Anita,

>From your description, it seems like you don't need Word at all to create
your labels -- it all can be done in Access:

Create a table where the primary key (subject ID?) is an auto-numbered
field. Add whatever fields you need to keep track of by subject ID to this
table. I don't know what your data look like, so I can't help you with
this part of the design.

Create a second table that consists of one numeric field and create six
records to contain the values 1, 2, 3, 4, 5, and 6

Create a query that includes both tables -- there is no common field on
which to join the two tables, so your query result set will contain every
subject ID joined to 1, 2, 3, 4, 5, 6 (a cartesian product).

(SELECT test1.ID_num, test2.Label_num
FROM test1, test2;)

Go to reports and select the label wizard.

Choose the query you just created as your base table

Choose the label size

Put whatever other fields you require on the label and position the id
numbers wherever you want them in the following way:

=Trim(Format([ID_num],"00") & "-" & [Label_num])

This will create the 01-1, 01-2, 01-3, etc. on the label.

Hope this helps,

Nancy Capitanio

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Nancy Capitanio phone: (530)754-4174
Programmer Analyst fax: (530)752-3388
Campus Events & Visitor Services email: nlcap...@ucdavis.edu
UC Davis
One Shields Avenue
Davis, CA 95616