Microsoft KB Archive/96899

= ACC: Importing Word Print Merge Data Files to Microsoft Access =

Article ID: 96899

Article Last Modified on 1/18/2007

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APPLIES TO


 * Microsoft Access 1.0 Standard Edition
 * Microsoft Access 1.1 Standard Edition
 * Microsoft Access 2.0 Standard Edition
 * Microsoft Access 95 Standard Edition
 * Microsoft Access 97 Standard Edition
 * Microsoft Word 1.0 Standard Edition
 * Microsoft Word 1.1 Standard Edition
 * Microsoft Word 1.1 Standard Edition
 * Microsoft Word 2.0 Standard Edition
 * Microsoft Word 2.0a
 * Microsoft Office Word 2003
 * Microsoft Word 2.0c
 * Microsoft Word 6.0 Standard Edition
 * Microsoft Word 6.0a
 * Microsoft Word 6.0c
 * Microsoft Word 97 Standard Edition
 * Microsoft Word 95 Standard Edition

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This article was previously published under Q96899



Novice: Requires knowledge of the user interface on single-user computers.



SUMMARY
This article describes how to import data from a Microsoft Word for Windows print merge data file for use in Microsoft Access.



MORE INFORMATION
In order to use data from a Word for Windows print merge data file in Microsoft Access, the file must be saved as a comma- or tab-delimited unformatted text file.

Word for Windows can perform print merges on data contained in files that are comma- or tab-delimited, or on data formatted from a table. If the data is already comma- or tab-delimited, you must take care to ensure that the file is saved as an unformatted text file.

If the data is in table form, the table must first be converted to a tab-delimited format before saving it as a text file.

NOTE: In Word for Windows, you can create multiple-line information within a table cell that contains carriage returns (paragraph marks). The carriage returns must be removed before converting the table to a tab-delimited format.

Converting Data from a Table to a Tab-Delimited Format
Word for Windows 1.x:


 * 1) Open the data document in Word for Windows.
 * 2) Position the insertion point anywhere inside the table.
 * 3) Press ALT+Keypad 5 to select the entire table (make sure that NUM LOCK is turned off).
 * 4) From the Insert menu, choose Table To Text.
 * 5) In the Convert Table To box, select Tab Delimited, and then choose OK.

Word for Windows 2.x:


 * 1) Open the data document in Word for Windows.
 * 2) Position the insertion point anywhere inside the table.
 * 3) From the Table menu, choose Select (or press ALT+Keypad 5).
 * 4) From the Table menu, choose Convert Table To Text.
 * 5) Choose the Tabs button from the Separate Text With group, and then choose OK.

Word for Windows 6.0, 7.0 and 97:


 * 1) Open the data document in Word for Windows.
 * 2) Position the insertion point anywhere inside the table.
 * 3) On the Table menu, click Select Table (or press ALT+Keypad 5).
 * 4) On the Table menu, click Convert Table To Text.
 * 5) Click the Tabs button in the Convert Table to Text dialog box and then click OK.

Saving the Data File as an Unformatted Text-Only File
Word for Windows 1.x:


 * 1) From the File menu, choose Save As, and enter an unique file name in the Save File Name box.
 * 2) Choose the Options button.
 * 3) From the File Format box, select Text Only, and choose OK.

Word for Windows 2.x and 6.0:


 * 1) From the File menu, choose Save As, and type a unique file name in the File Name box.
 * 2) In the Save File As Type box in the lower left corner, select Text Only, and choose OK.

Word 7.0:


 * 1) On the File menu, click Save As, and type a unique file name in the File Name box.
 * 2) In the Save File As box in the lower-left corner, select Text Only, and click Save.

Word 97:


 * 1) On the File menu, click Save As, and type a unique file name in the File Name box.
 * 2) In the Save As Type box in the lower-left corner, select Text Only, and click Save.

Removing Unwanted Carriage Returns from a Table-Formatted Data File
Word for Windows 1.x:


 * 1) In the Search For box type &quot;^p&quot; (the caret symbol (^) is generated by pressing SHIFT+6).
 * 2) In the Replace With box press SPACEBAR once.
 * 3) Clear the Confirm Changes check box and choose the OK button.

Word for Windows 2.x, 6.0, 7.0 and 97:


 * 1) On the Edit menu, click Replace.
 * 2) In the Find What box, type &quot;^p&quot; (the caret symbol (^) is generated by pressing SHIFT+6).
 * 3) In the Replace With box, press SPACEBAR once.
 * 4) Click Replace All.

Importing the Text Data File into Microsoft Access 1.0, 1.1 and 2.0

 * 1) From the File menu, choose Import.
 * 2) Select Text (Delimited) from the Data Source list and choose OK.
 * 3) Select the Word for Windows text file to import from the file list and choose the Import button.
 * 4) Select First Row Contains Field Names if the first row in the Word data file contains a list of field names.
 * 5) Choose the Options button.
 * 6) Choose {tab} in the Field Separator box.
 * 7) Choose the OK button to begin the import.

Importing the Text Data File into Microsoft Access 7.0 and 97

 * 1) On the File menu, point to Get External Data, and then click Import.
 * 2) In the Files Of Type box, select Text Files.
 * 3) Select the Word for Windows text file to import, and click Import.
 * 4) Select the Delimited option in the Text Import Wizard, and then click Next.
 * 5) Select Tab for the Delimiter and click to select the &quot;First Row Contains Field Names&quot; check box if the first row in the Word data file contains a list of field names.
 * 6) Select {none} in the Text Qualifier box, and then click Finish to complete the import.

Additional query words: winword

Keywords: kbhowto kbinterop KB96899

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