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Office & productivity software: Can you do Merge Files with MS Word?
Can you do Merge Files with MS Word?
by N.T.Gray - 10/6/07 6:02 AMI've already stated my preference for WordPerfect in the "Which is your favorite word processor?" thread. One reason is because WordPerfect can function as a database, using the Merge Files function (which is not the same as Word's "Merge Documents"). It's really neat to be able to create a master data file and then punch out various customized printed lists, such as phone lists, birthday lists, etc., from the data in that master.
Question: can this be done in Word? I don't own a manual so I can't look it up, and the Help file isn't showing me anything except Mail Merge, which isn't good enough. I'm trying to find a way to introduce Merge Files to the private school I work for, but of course they use Word rather than WordPerfect.
Re: Merge files
by Kees Bakker
- 10/6/07 7:15 AM
In reply to: Can you do Merge Files with MS Word? by N.T.Gray
I don't see what printing reports from a database has to do with "merging". Anyway, in the MS Office suite, Microsoft has both Excel and Access to manage a database. Excel for simple one-table databases (although vlookup allows using reference tables), Access for complex ones.
Why do it in a word processor if it obviously isn't word processing, but data processing?
Kees
Because. . .
by N.T.Gray - 10/6/07 7:34 AM In reply to: Re: Merge files by Kees Bakker
The result is neatly formatted like a letter, not a worksheet. It has the appearance of being specially typed up for the purpose. The secondary file can even be formatted into columns, which is great for printing a final report that has parents' names, child(ren)'s names, address, home phone, work phone(s), and whatever else you want to include, along with a memo or explanation at the top or bottom.
Yeah, an ordinary database could produce a similar output (though probably not quite ready for printing as a letter or memo for distribution to teachers at the school), but if the school doesn't have a database program, a word processor that functions as one is pretty neat.
Anyway, WordPerfect can do this. Can Word? If so, I'd like to know how so that we can start using this function. If not, maybe I can talk the school into adopting WordPerfect for in-house document creation.
"though probably not quite ready for printing" means
by R. Proffitt - 10/6/07 9:40 AM
In reply to: Because. . . by N.T.Gray
To me this means you are a little unfamiliar with the MS products. Even when I used WP it was a chore at times to do some tasks. The same for MS Word. All you ask can be done, even if it means diving into VBA code the bottom line is it can be done.
"though probably not quite ready for printing" is not true. I take it you have not used Access or any other database product since if you did you wouldn't have written that.
Bob
That's right. . .
by N.T.Gray - 10/6/07 10:08 AM In reply to: "though probably not quite ready for printing" means by R. Proffitt
I'm not all that familiar with MS Office arcana. That's why I'm asking. Don't have any idea how to dive into VBA code (yet). I only want to know whether Word has the capability I'm asking about. If not, I'll find out whether the school office has Access, or whether switching to WordPerfect would be a better solution.
So, can Word do this?
Re: mailmerge
by Kees Bakker - 10/6/07 11:00 AM
In reply to: Because. . . by N.T.Gray
Mail merge to letters is standard Word, and it can be based on either an Access or Excel database or (maybe better) the existing database from the application used by the schools administration, provided it is accessible via ODBC (most are) or can be exported to txt or csv (most can).
Printing a report in columns is best done in Access, based on the same database.
So we can say is that Microsoft has chosen to divide the capabilities you need over two programs, while Corel decided to put them into one program. A minor difference, and both can do the job you need. If I were IT manager of the school, I would see no reason at all to switch.
Kees
Crystal Clear. Thanks.
by N.T.Gray - 10/6/07 11:38 AM In reply to: Re: mailmerge by Kees Bakker
That is precisely what I wanted to know. Thanks for sharing your expertise.
Actually....
by justdaven - 2/10/08 6:47 AM In reply to: Re: mailmerge by Kees Bakker
You can create the same sort of merge data file is Word that you did in WordPerfect. In Access, you can also create a report that looks like a typed document. It just takes more practice and there are formatting limitations.
Take your pick!
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