Re: Word 2000/2002 - Proper Mail Merge steps for ODBC?

From: Peter Jamieson (pjj_at_KillmapSpjjnet.demon.co.uk)
Date: 09/02/04 

Date: Thu, 2 Sep 2004 21:21:53 +0100

> After doing a little testing (though not enough to be
> completely satisfied yet...), I did find that if I go into
> my ODBC entry and click the "Configure" button, and if I
> check the "Read Only" check box from the "Options" button,
> I don't get the "Database has been placed in a state by
> user 'bob' on machine 'mach123' that prevents it from
> being opened or locked" error.

Thanks, useful to know that.

> As for the Parameter Query method and using DDE, how do I
> go about setting this up?

In Word 2000 and earlier, check the Select method option in Open Data Source
and select the DDE method when offered. In Word 2002 and later, check
Tools|Options|General|"Confirm conversions at open" (as before), select the
.mdb in Select Data Source and the DDE option when offered.

When Word opens the document, it will start Access and request it to open
the database. Access should prompt for login/password as usual, but notice
that the Access dialog boxes may appear "behind" Word so you may need to
Alt-tab to reach them). Access runs the query and will prompt for any
parameters.

The trouble with this is that you now have two applications open and
communicating and that usually spells additional trouble if you are creating
an application for others to use.

That assumes you are using normal Access parameter queries. Although that's
the only way you can use such queries in mailmerge using the built-in
facilities, it isn't the only possible way you chould do things if you are
using VBA. With VBA you could decide what information to get from the user,
prompt using a Userform (say), construct your own query and issue it via
OpenDataSource. Using ADO/ADOX or DAO, you could probably retrieve the text
of an Access query (including the question marks used as placeholders for
parameters) and use userforms or inputboxes to solicit the relevant values
from the user, then issue that query using OpenDataSource. Never tried it
myself and can see that in the general case a lot of work might be involved,
but as long as the queries do not exceed Word's length limits (around
255/511 characters) I think the approach could be made to work if DDE won't
do what you really need. 

-- 
Peter Jamieson
"Tony_VBACoder" <anonymous@discussions.microsoft.com> wrote in message
news:52d101c49125$1b11def0$a301280a@phx.gbl...
> After doing a little testing (though not enough to be
> completely satisfied yet...), I did find that if I go into
> my ODBC entry and click the "Configure" button, and if I
> check the "Read Only" check box from the "Options" button,
> I don't get the "Database has been placed in a state by
> user 'bob' on machine 'mach123' that prevents it from
> being opened or locked" error.
>
> As for the Parameter Query method and using DDE, how do I
> go about setting this up?
>
> Thank you for all your insight.
>
> >-----Original Message-----
> >FWIW,
> > a. for parameter queries, you have to use DDE because it
> is Access that
> >displays the pop-ups that solicit the parameter values
> from the user, and
> >DDE is the only connection method that actually starts
> Access.
> > b. although you can /probably/ specify the access mode
> Word will use when
> >using a .udl, .odc or ODBC Connection parameter in VBA
> (there is a tab for
> >this in the Datalink editor),
> >    - it obviously won't help if someone else is opening
> the database in an
> >incompatible sharing mode (e.g. some sort of exclsive
> access mode)
> >    - I get the impression that by default, when Word
> connects to a .mdb
> >using OLEDB, it uses a more exclusive mode than it really
> should. I'm not
> >completely convinced that anything you specify in a .odc
> will change that.
> >But I don't know the facts on that one.
> >
> >-- 
> >Peter Jamieson
> >
> >"Tony_VBACoder" <anonymous@discussions.microsoft.com>
> wrote in message
> >news:45bf01c49065$3edfd690$a501280a@phx.gbl...
> >> Peter, thanks for all your help.
> >>
> >> I was able to find the MS Query button and locate my
> >> correct Query, and everything is working great.
> >>
> >> There are still a couple of other issues that I am
> running
> >> into in terms of wanting to pull data from a Parameter
> >> Query in Access, and I am also running into the "The
> >> Database has been placed in a state by user 'bob' on
> >> machine 'mach123' that prevents it from being opened or
> >> locked" error.  But I will be posting these as separate
> >> issues as soon as I do a little more testing so that I
> can
> >> properly post what is going on.
> >>
> >> Thanks again.
> >>
> >>
> >> >-----Original Message-----
> >> >> Here, you first said that I should go the ODBC route
> if
> >> I
> >> >> want to get this to work in both Word 2000 and Word
> >> 2002,
> >> >> but then you go onto say that an "ODBC connection
> set up
> >> >> in Word 2000 are discarded when you open the .doc in
> >> Word
> >> >> 2002".  I am a little confused here.  Will this
> method
> >> >> (ODBC) work in both Word 2000 and Word 2002?
> >> >
> >> >WHat I mean is that the OLEDB connection is simply not
> >> available in Word
> >> >2000. So the only option (other than DDE) that will
> work
> >> in both is ODBC.
> >> >However, that does not mean that Word 2002 will
> correctly
> >> recognise an ODBC
> >> >data source which has been set up in Word 2000 and vice
> >> versa. So...
> >> >
> >> >> I will be
> >> >> needing this work with both versions, where I will
> >> >> probably end of creating the final Word Mail
> Merge .doc
> >> >> using Word 2000 because about 90% of the users have
> >> Office
> >> >> 2000, whereas the rest of Office XP (Word 2002).
> >> >
> >> >....you /may/ need to create Word 2000 and Word 2002
> >> versions of each mail
> >> >merge app. I can't remember off the top of my head so
> you
> >> will need to
> >> >check. I would also take a bit of time to ensure that
> >> your users can do what
> >> >they need - e.g. if they need to apply their own
> >> filters/sorting, you may
> >> >need to confirm that this approach allows them to do
> so.
> >> >
> >> >> In regards to using ODBC, you
> mentioned "Unfortunately,
> >> >> the route you have taken in your example actually
> uses
> >> >> OLEDB, using the ODBC provider for OLEDB".  If I
> wanted
> >> to
> >> >> use the ODBC method, what should I have done so that
> I
> >> can
> >> >> be certain that I am using the OLEDB method?
> >> >
> >> >Assuming you meant "certain that I am using the ODBC
> >> method", then you
> >> >either need to go via MS Query, or go the VBA
> >> OpenDataSource route, or check
> >> >Word Tools|Options|General|"Confirm conversions at
> open",
> >> go through the
> >> >Select Data Source dialog, pick your .mdb, then select
> >> the User/System DSN
> >> >from the list of possible connection options. If you
> >> don't see it there, you
> >> >will need to use MS Query or VBA.
> >> >
> >> >-- 
> >> >Peter Jamieson
> >> >
> >> >"Tony_VBACoder" <anonymous@discussions.microsoft.com>
> >> wrote in message
> >> >news:010001c4904a$5f303130$a401280a@phx.gbl...
> >> >> Peter, thank you for all your insight...it will take
> me
> >> a
> >> >> little while to absorb it and test it out with both
> Word
> >> >> 2000 and 2002.  I do have one question in regards to
> >> >> something you mentioned:
> >> >>
> >> >> > First, if you want to connect the same way in Word
> >> 2000
> >> >> and Word 2002, you have to use ODBC (or the old DDE
> >> >> method).....But in addition, you may find that ODBC
> >> >> connections set up in Word 2000 are discarded when
> you
> >> >> open the .doc in WOrd 2002 and/or vice versa.
> >> >>
> >> >> Here, you first said that I should go the ODBC route
> if
> >> I
> >> >> want to get this to work in both Word 2000 and Word
> >> 2002,
> >> >> but then you go onto say that an "ODBC connection
> set up
> >> >> in Word 2000 are discarded when you open the .doc in
> >> Word
> >> >> 2002".  I am a little confused here.  Will this
> method
> >> >> (ODBC) work in both Word 2000 and Word 2002?  I will
> be
> >> >> needing this work with both versions, where I will
> >> >> probably end of creating the final Word Mail
> Merge .doc
> >> >> using Word 2000 because about 90% of the users have
> >> Office
> >> >> 2000, whereas the rest of Office XP (Word 2002).
> >> >>
> >> >> In regards to using ODBC, you
> mentioned "Unfortunately,
> >> >> the route you have taken in your example actually
> uses
> >> >> OLEDB, using the ODBC provider for OLEDB".  If I
> wanted
> >> to
> >> >> use the ODBC method, what should I have done so that
> I
> >> can
> >> >> be certain that I am using the OLEDB method?
> >> >>
> >> >> Thanks
> >> >>
> >> >>
> >> >> >-----Original Message-----
> >> >> >> Question: Is this the proper way of getting a Word
> >> >> >> Document to connect to a Secured Access Database,
> by
> >> >> >> having to create a separate Connection File for
> each
> >> >> Mail
> >> >> >> Merge Letter I am wanting to create?
> >> >> >
> >> >> >IMO there is no "proper" way. At best, there may be
> a
> >> way
> >> >> that works for
> >> >> >your application and minimises problems if you need
> to
> >> >> distribute your
> >> >> >solution to mutliple systems.
> >> >> >
> >> >> >There are a number of issues here and unfortunately
> I
> >> >> don't think I can give
> >> >> >you reliable suggestions in all cases, but here
> goes.
> >> >> >
> >> >> >First, if you want to connect the same way in Word
> 2000
> >> >> and Word 2002, you
> >> >> >have to use ODBC (or the old DDE method). OLEDB is
> only
> >> >> supported in Word
> >> >> >2002 and later. Unfortunately, the route you have
> taken
> >> >> in your example
> >> >> >actually uses OLEDB, using the ODBC provider for
> OLEDB.
> >> >> Any connection that
> >> >> >uses a .odc (or .udl, as we will see) is actually
> using
> >> >> OLEDB. So those
> >> >> >connections won't work with Word 2000. But in
> addition,
> >> >> you may find that
> >> >> >ODBC connections set up in Word 2000 are discarded
> when
> >> >> you open the .doc in
> >> >> >WOrd 2002 and/or vice versa.
> >> >> >
> >> >> >> This brings up the "Select Data Source" dialog
> box.
> >> >> Here,
> >> >> >> the "My Data Sources" is selected in the "Look
> in:"
> >> >> combo
> >> >> >> box and all my ODBC entries are showing EXCEPT my
> >> newly
> >> >> >> created Access ODBC entry I created in my above
> steps
> >> >> (a-
> >> >> >
> >> >> >The reason (probably) that some ODBC entries appear
> >> here
> >> >> and some do not is
> >> >> >that there are three types of ODBC DSN, as follows:
> >> >> >
> >> >> >FIle DSNs: these are just text files in "INI" format
> >> that
> >> >> contain the
> >> >> >connection information you provided in the ODBC
> >> >> administrator. Typically
> >> >> >they have a .dsn extension. These are probably the
> ones
> >> >> you can see
> >> >> >
> >> >> >Machine DSNs: these DSNs are not stored in text
> files.
> >> >> They are stored in
> >> >> >the Windows registry, so I do not think you will see
> >> them
> >> >> listed in "My Data
> >> >> >Sources". There are two types of Machine DSN:
> >> >> > a. User DSNs. These are intended to be visible to a
> >> >> single user on a
> >> >> >machine which may have several different users. They
> >> are
> >> >> stored in the
> >> >> >per-user part of the registry.
> >> >> > b. System DSNs (the type you created). These are
> >> >> intended to be visible to
> >> >> >all users on a particular machine.
> >> >> >
> >> >> >Neither Word 2000 nor Word 2002, as far as I know,
> lets
> >> >> you open a .dsn file
> >> >> >directly (in the Open/Select Data Source dialog
> box).
> >> >> Word just tries to get
> >> >> >the data directly from the .dsn file, not from the
> >> >> database it refers to. If
> >> >> >you are trying to open a file data source such as
> >> a .mdb
> >> >> in Word 2000, you
> >> >> >can select the .mdb in the Open Data Source dialog,
> >> >> check "Select method",
> >> >> >and click Open. If the DSN is a Machine DSN you will
> >> >> probably see it in the
> >> >> >list of connection methods. Otherwise, you have to
> use
> >> MS
> >> >> Query to select
> >> >> >the DSN (of any type) and set up the connection. You
> >> can
> >> >> do the same in Word
> >> >> >2002, although MS Query is a little harder to find -
> >> it's
> >> >> on the Tools menu
> >> >> >in the top right hand corner of the Select Data
> Source
> >> >> dialog. (You may also
> >> >> >find you need to install MS Query to get what you
> >> want).
> >> >> >
> >> >> >In both Word 2000 and 2002, you should only need one
> >> DSN
> >> >> to allow you to use
> >> >> >all the tables and queries in your database that are
> >> >> accessible via ODBC.
> >> >> >But you will need to go through the MS Query route
> to
> >> >> choose the table/query
> >> >> >or define your own.
> >> >> >
> >> >> >An alternative to all this is to write, or macro
> >> record,
> >> >> a short macro
> >> >> >containing an OpenDataSource command that uses an
> ODBC
> >> >> connection string in
> >> >> >the Connection parameter. Then you have to work out
> the
> >> >> corrct SQL to get
> >> >> >the data you want, and insert it in the SQLStatement
> >> >> parameter, then run the
> >> >> >macro. You will find examples I've posted if you
> search
> >> >> this newsgroup, e.g.
> >> >> >using Google. One of the problems here is that Word
> >> 2002
> >> >> requires an
> >> >> >additional parameter (Subtype) if you want to
> connect
> >> via
> >> >> ODBC.
> >> >> >
> >> >> >If you are /only/ concerned with Word 2002 and
> prefer
> >> to
> >> >> use OLEDB, there
> >> >> >are a couple of ways you can proceed without
> creating
> >> an
> >> >> ODBC DSN.
> >> >> > a. use a .udl file. If you create a Notepad (.txt)
> >> file
> >> >> and rename it to
> >> >> >something.udl, then double-click on the file name,
> you
> >> >> should see the
> >> >> >Datalink editor. This is like, if not identical to,
> the
> >> >> editor you used to
> >> >> >select your DSN in your point 2. However,
> >> >> > a. in the Provider tab, select the Jet provider
> rather
> >> >> than the ODBC
> >> >> >provider
> >> >> > b. in the Connection tab, you may need to check
> Blank
> >> >> password and Allow
> >> >> >saving password
> >> >> > c. in the All tab, you will need to edit the
> valueJet
> >> >> OLEDB:System databse
> >> >> >to be the pathname of your workgroup file.
> >> >> > d. When you click OK, you do not see the questions
> >> that
> >> >> come at the end of
> >> >> >the dialog you used to set up your .odc
> >> >> >
> >> >> >If you select this file as your data source, you
> should
> >> >> be presented with a
> >> >> >list of tables, so you only really need one .udl for
> >> all
> >> >> your documents. It
> >> >> >may be possible to use it to connect to a specific
> >> table
> >> >> or query, but
> >> >> >that's for you to discover if you want.
> >> >> >
> >> >> >Alternatively, you can set up a .odc using much the
> >> same
> >> >> process you used
> >> >> >before in your point (2), but choose the
> Other/Advanced
> >> >> option instead of
> >> >> >ODBC DSN. Then fill in the datalink dialog options
> in
> >> the
> >> >> same way as for
> >> >> >the .udl file above. When you get to save the .odc,
> >> there
> >> >> is a checkbox that
> >> >> >lets you specify whether your .odc should cause
> Word to
> >> >> display a list of
> >> >> >tables/queries within your .mdb, or whether Word
> should
> >> >> connect to a
> >> >> >prespecified table/query. Again, if you use the
> former,
> >> >> you should be able
> >> >> >to use a single .odc for all your mailmerge
> documents.
> >> >> >
> >> >> >-- 
> >> >> >Peter Jamieson
> >> >> >
> >> >> >"Tony_VBACoder"
> <anonymous@discussions.microsoft.com>
> >> >> wrote in message
> >> >> >news:42db01c49037$6c339f60$a601280a@phx.gbl...
> >> >> >> I am new at setting up a Word document as a Mail
> >> Merge
> >> >> to
> >> >> >> an Access Database.  My situation involves a
> secured
> >> >> >> Access 2000/2002 Database, with a Word 2000/2002
> Mail
> >> >> >> Merge Letter.  My Access Databases are secured
> with a
> >> >> MDW
> >> >> >> Security File required to open my Database.  I
> have
> >> >> >> various queries within my Access database are
> >> specific
> >> >> for
> >> >> >> each Word Mail Merge document.  In my Access DB
> >> >> workgroup
> >> >> >> security file, I have created a user
> >> called "WordUser"
> >> >> >> whose sole purpose is to be able to run the Word
> Mail
> >> >> >> Merge Letters.  This user has no password and only
> >> >> >> has "Read" permission on all the tables/queries
> >> required
> >> >> >> for each letter and nothing else.  I have had no
> luck
> >> >> >> being able to get my Word 2002 letter to connect
> to
> >> my
> >> >> >> secured Access database with the Mail Merge Wizard
> >> >> within
> >> >> >> Word (I have posted a few questions in the
> >> newsgroups,
> >> >> but
> >> >> >> have not gotten any responses).  So instead, I
> have
> >> >> tried
> >> >> >> to go the ODBC route, where I would create a new
> DSN
> >> >> entry
> >> >> >> that points to my Access database, in hopes that I
> >> could
> >> >> >> use this ODBC entry as my datasource for my Word
> Mail
> >> >> >> Merge document.  However, this method has also
> raised
> >> >> some
> >> >> >> questions that I hope someone can answer for me or
> >> help
> >> >> in
> >> >> >> the right direction.
> >> >> >>
> >> >> >> 1) To create a new ODBC entry, I do the following:
> >> >> >>    a) click on "System DSN" Tab in the ODBC Data
> >> Source
> >> >> >> Administrator
> >> >> >>    b) click the "Add" button
> >> >> >>    c) select "Microsoft Access Driver (*.mdb)"
> >> >> >>    d) click the "Finish" button
> >> >> >>    e) In the "ODBC Microsoft Access Setup" Form I:
> >> >> >>    f) enter "MyDB" in the "Data Source Name:" text
> >> box
> >> >> >>    g) click the "Select..." button in
> the "Database"
> >> >> Frame
> >> >> >> to located my Access Database
> >> >> >>    h) click the "Advanced..." button
> >> >> >>    i) enter my "WordUser" in the "Login name:"
> text
> >> box
> >> >> in
> >> >> >> the "Set Advanced Options" form and click the "OK"
> >> >> button.
> >> >> >>    j) select the "Database:" radio button in
> >> the "System
> >> >> >> Database" frame
> >> >> >>    k) click the "System Database..." button to
> >> select my
> >> >> >> MDW file for my secured database
> >> >> >>    l) click the "OK" button on the ODBC Microsoft
> >> Access
> >> >> >> Setup form to complete setting up my new ODBC
> entry
> >> >> >>
> >> >> >> 2)  Now, once my ODBC entry has been created, I go
> >> to my
> >> >> >> Word 2002/2000 letter and select Tools>Letters and
> >> >> >> Mailings>Mail Merge Wizard.  At the Wizard's Step
> >> #3, I
> >> >> >> select "Browse" from the "Use an existing list"
> >> option.
> >> >> >> This brings up the "Select Data Source" dialog
> box.
> >> >> Here,
> >> >> >> the "My Data Sources" is selected in the "Look
> in:"
> >> >> combo
> >> >> >> box and all my ODBC entries are showing EXCEPT my
> >> newly
> >> >> >> created Access ODBC entry I created in my above
> steps
> >> >> (a-
> >> >> >> l).  However, there are 2 entries that I am not
> >> familiar
> >> >> >> with: "+Connect to New Data Source.odc" and "+New
> SQL
> >> >> >> Server Connection.odc".  I selected the "+Connect
> to
> >> New
> >> >> >> Data Source.odc" option and it took me into a
> >> new "Data
> >> >> >> Connection Wizard" where I did the following:
> >> >> >>    a) Select "ODBC DSN" from the "What kind of
> data
> >> >> source
> >> >> >> do you want to connect to?" list and clicked
> >> the "Next"
> >> >> >> button
> >> >> >>    b) Now my newly created ODBC entry shows up in
> >> >> >> the "ODBC data sources" list.  I selected it and
> >> clicked
> >> >> >> the "Next" button
> >> >> >>    c) At this point, all my tables and queries
> were
> >> >> >> listed.  From the list, I selected my query for
> the
> >> >> letter
> >> >> >> I am creating and clicked the "Next" button.
> >> >> >>    d) Now, the "Save Data Connection File and
> Finish"
> >> >> >> dialog box is shown, prompting me to save this as
> a
> >> >> >> connection file (*.odc).  I entered a name and
> >> clicked
> >> >> >> the "Finish" button.
> >> >> >>
> >> >> >> Question: Is this the proper way of getting a Word
> >> >> >> Document to connect to a Secured Access Database,
> by
> >> >> >> having to create a separate Connection File for
> each
> >> >> Mail
> >> >> >> Merge Letter I am wanting to create?
> >> >> >>
> >> >> >>
> >> >> >
> >> >> >
> >> >> >.
> >> >> >
> >> >
> >> >
> >> >.
> >> >
> >
> >
> >.
> >
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