Microsoft KB Archive/113704

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Inserting MS Access Query Brings in Extra Fields

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Q113704

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The information in this article applies to:


 * Microsoft Word for Windows, versions 6.0, 6.0a

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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.

WORKAROUND
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:

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

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.