Question : Need check boxes to appear on Word document from MS Access DB

Hello,

Can anyone tell us how to make check boxes appear on MS Word documents when data is created and produced from Access table.

When we use create a document in Word using Access for the source data everything comes over except the checkboxes.  Sometimes they come over as true or false rather than a true checkbox.

Any help will be appreciated.

Answer : Need check boxes to appear on Word document from MS Access DB

You put it in the document where the checkbox is to show up.
In Word, put your cursor where you want the checkbox
Go to insert>field.  In the upper right window select IF, uncheck perserve fomatting during updates.  Click OK.
If you see "!Unexepected end of fomula", press Alt-F9 so you see { = }
Place your cusor between the opening bracket and the first space, like so:  {| = }
Go to insert>field.  In the upper left window, select mail merge, in the upper right window select Mergefield
In the textbox behind where it now says "MERGEFIELD", type in the name of your checkbox field.
Uncheck perserve fomatting during updates.  Click OK.
You should now see:  {{MERGEFIELD NameOfYourField} = }
Place the cursor just in front of the last bracket like so:  {{MERGEFIELD NameOfYourField} = |}
Type -1.  Should look like this:  {{MERGEFIELD NameOfYourField} = -1 }
Goto Insert>Symbol> Font: Wingdings.  Select the box with the check or X in it. (Last row, 2 or 3 from right)  Click insert.
Select the box with no check or X in it. (Third row, 5 from right)  Click insert. Click close.
Put a space between the two boxes.  Put quotation marks around each box.
Should look like this:     {{MERGEFIELD NameOfYourField} = -1 "X" "O"}  where X is the checked box, O is the unchecked box
Good news!!   For the next boxes, copy the one you just made and paste it in the new location and change the name of your field.


Now that I have told you this, it is easier to do it in Access.  Copy the Word document and paste it in an Access report.  Overlay your checkboxes over the Word document.  If you need to merge fields in the text, use a textbox for one paragraph and paste from Word for paragraphs you need fancy formatting.  Something like this:

Letterhead pasted from Word

Textbox: =Date()

Textbox: =[firstname] & " " & [lastname]
Textbox: [address]
Textbox: =[city] & " " & [state] & [zip]

Textbox: ="Dear " & [firstname] & ":"

Textbox: ="We have sent you several statements and a letter requesting payment of your past due amount of " & Format([Accountbalance],"Currency") & ".

Paragraph pasted from Word:
If you don't pay up, you dirty #%!! of a #%!@!!, we will send Vinny to blow your kneecaps off!

Thank you for your swift attention to this matter.

With great regard, your friends at:



Bit lengthy, hope it helps