MORE INFORMATION
Microsoft Word for Windows 2.x and Microsoft Access 1.x
Microsoft Access copies a query to the Clipboard in unformatted text
format; so, when you link a Microsoft Access query to your Word document,
it appears in tab-delimited text format.
An automatic link to a Microsoft Access query will not be updated. After
you create an automatic link, you must change it to a manual link using the
Links command on the Edit menu. Then you can use the Links Update command
(on the Edit menu) or press F9 to update the Access information.
For more information on editing and updating links, see pages 686-690 in
the Word for Windows, version 2.0, "User's Guide."
It is only possible to link an entire Microsoft Access query in a client
application. It is not possible to link a portion of a Microsoft Access
query to your Word document. If you copy part of the Microsoft Access query
to link to your Word document, the Paste Link button is unavailable, and
the Source is Unknown in the Paste Special dialog box in Word.
NOTES
In Word versions 6.0 and 7.0 and Microsoft Access versions 2.0 and 7.0, the
DDEAUTO field won't change to DDE after you click the Edit Links command
and select Manual. You have to edit the field and remove AUTO.
In Word 7.0 and Microsoft Access 7.0, by default the DDEAUTO field is
inserted with an \r switch instead of the \t switch. The \r switch prevents
user from changing the specified item, like changing "All" to "Data." If
you do change an item to "Data," you will receive the "Word Cannot Obtain
Data from ....." error message. Remove the \r and it will work properly
like Word 6.0. Also, in Word 6.0, the \t for unformatted text is included
by default; in Word 7.0 unformatted text is pasted as formatted text.
Creating the Link
- In Microsoft Access, activate the Database window.
- Choose the Query button (or from the View menu choose Queries.)
- Select the icon representing the desired query to copy. From the
Edit menu, choose Copy. (Note: Do not open the query and choose
Select All Records from the Edit menu.)
- Switch to Word for Windows.
- On the Edit menu, click Paste Special.
- In the Data Type box, select Unformatted Text and then choose the
Paste Link button.
Note: Unformatted Text is the only selection that appears in the
Data Type box.
The above steps create a DDEAUTO field in the document that can be
displayed by turning on Field Codes from the View menu. The DDEAUTO
field will appear as follows:
{DDEAUTO MSAccess "database.mdb;QUERY queryname" All \* mergeformat \t}
To change the link to manual so that it will be updated correctly, from
the Edit menu choose Links, select the desired link, and then choose
Manual under Update. This will change the DDEAUTO field to a DDE field
that can be manually updated by pressing the F9 key.
This field can also be created manually by typing in the above field
code (press CTRL+F9 to create the field brackets) and then pressing F9
to update the field and establish the link. The database must be open
to successfully create and update the link.
The DDE field linking a Microsoft Access query can also be edited to
specify different items in the query. "All" is the item requested by
default when copying and pasting the query in the above example. However,
the following items can be used in the place of "All" in the DDEAUTO
fieldcode to link different items in the query:
Item Result
-------------------------------------------------------------------
All All the data in the table including the column names.
Data All rows of data without the column names.
FieldNames A list of Columns.
NextRow Only the next row in the table/query. When the
conversation is first started, NextRow returns the
first row. If the current row is the last record and
NextRow is executed, the request will fail.
PrevRow Only the previous row. If PrevRow is the first
request ever, a new channel the last row of the
table/query is returned. If the current row is the
first record, the request for PrevRow will fail.
FirstRow Data in the first row of the table/query.
LastRow Data in the last row of the table/query.
FieldCount Count of columns in the table/query.
MacroName You may also send the name if a macro to be executed.
For example, the following field creates a link to the field names in
the Customer List query in NWIND.MDB database:
{DDE MSAccess "C:\\ACCESS\\NWIND.MDB;Query Customer List" FieldNames
mergeformat \t}