How can we save a report based on a template with all the data intact

[DeLara]

I have created a database in Access 2010 and a word 2010 template (.dotm)
The database is used as a placeholder for data and once used is deleted.
In the Access database is a menu. when you click on "Report A", first the import data window comes up and then the user goes where his data is located and imports it into the database (at which point any data that was previously in the record is deleted).
Once this is done the end user will add any additional information that is needed.
When the user is finished they save the document 1 (which is what the template (dotm) brings up) under a new name.dotx and prints it.

Problem:

If the user for some reason needs to re print the newname.dotx, word will bring it up but it wants to connect to the data source, since none exists once the report is done, there is nothing to connect to. So the newname.dotx will show the data that is in the main body of the report but resorts to database field names in the headers and footers. How can we save a report based on a template with all the data intact but not dependant on the database once it is saved.

 

[BlueHorizon]

Hi DeLara,

I'm assuming that the Word template you're using is part of a Mail Merge set up to produce letters or something with the data in the fields in Access.

If this is true, then you can try a couple of things:

1. You can export the Access data to an Excel file and use that with your Word template or

2. You can preserve the data from the Mail Merge by selecting the Edit Individual Letters (Documents) as the final step in the merge.

Hope it helps,


Best,
Blue Horizon

 

[Markus4]

Hi,

I do not quite understand the problem.

In the Access database is a menu. when you click on "Report A", first the import data window comes up and then the user goes where his data is located and imports it into the database (at which point any data that was previously in the record is deleted).

I do not know Access but this looks to me as if a query on a database is done by creating a new database importing the desired values.

Once this is done the end user will add any additional information that is needed.When the user is finished they save the document 1 (which is what the template (dotm) brings up) under a new name.dotx and prints it.

This is unclear to me. Somehow (all?) of the new database's information goes into this Document1. But how?
Then this Document1 is saved as a template rather than a document, retaining the links to a database which just has been deleted. Seems odd to me.

I'd suggest that a proper query is done. With these data a Word mail-merge is done: print into a document, print and save it. This would keep the information at the time of print which I think the OP want's.

Markus