word – pika training © august 2006, pro seniors, inc. microsoft office automation using pika data...

Word – Pika Training © August 2006, Pro Seniors, Inc.

Microsoft Office Automation Using

Pika Data Overview


The Parts of the Process

Part 1 – Create an MS Query (pulls the necessary data records from Pika)

Part 2 – Create a Word Mail Merge Main Doc (this is the doc that the data will be merged into)

Part 3 – Attach the Query to the Merge Doc (this will merge the Pika data into the main doc)

Part 4 – Create a Network Global Word Template (allows network-wide simple access to main doc)

Part 5 – Automate Process With Simple Macros (makes the entire process seamless)


Part 1: MS Query

1) Query was designed to work with Excel, so

First create and save the query using Excel Once saved, from Word we attach the Query as the

Merge Data Doc to the Main Doc

2) MS Query supports MySQL formulas including And, Or, & If . . Then . . Else statements


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Part 2: Word Mail Merge

1) Word Mail Merge has 2 parts: Main document Data document

2) The Main Doc can be any document type

Letter Labels List

Envelopes

Pleadings

Directory



3) The Data Doc can be a

Word doc Excel spreadsheet Outlook contacts Database

Access SQL or MySQL (Pika)



4) Main Doc has fields where the data is merged

5) These fields can be Data fields

<<LastName>> Word fields

<< If … Then … Else >> << Skip Record If >>


Part 3: Attach Query To Merge Doc

1) Click Open Data Source Button on Mail Merge Tool Bar

2) Browse and find Query


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Part 4: Create a Network Global Word Template

1) Create a Word Global Template2) Create a custom Word Menu drop-down and

save it in the global template3) Save the global template on the terminal server

in: C:\Program Files\Microsoft Office\ OFFICE11\STARTUP

4) Now all network users will have the custom Word drop-down menu


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Part 5: Use Simple Macros to Automate the Process

1) Open the Word Global Template

2) Create a simple Macro to access a copy of the mail merge doc

3) Store the Macro in the global template

4) Assign the Macro to your custom Word drop-down menu


Part 5: Use Simple Macros to Automate the Process

5) Simple macro to open copy of main merge doc:

Documents.Add Template:= _

“C:\Word Pika Training\Admin Menu.dot", _

NewTemplate:=False, DocumentType:=0

6) Create macros by recording keystrokes


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Helpful Hints

1) Link to Microsoft Office Online – Excel for help with accessing and configuring MS Query:

http://office.microsoft.com/en-us/assistance/hp051902761033.aspx

2) Link to MySQL 5.1 Reference Manual to find formulas to use with MS Query:

http://dev.mysql.com/doc/refman/5.1/en/index.html


Helpful Hints

3) While in MS Query, press F1 or click the Help link to access the MS Query manual.

4) Always save your query as its own document in order to access it later from Word.

5) Save the Excel doc, the Query and the Word main merge doc using the same name, in the same folder for ease of reference later.


Helpful Hints

6) Have users lower Macro Security Settings so they can run your macros and add-ins.

7) Fix Windows Registry for each user to avoid the “Opening this will run SQL command” pop-up warning in Word.

8) Fix Windows Registry to avoid same warning in Excel when bringing Pika data from Excel to Word.


Helpful Hints

9) Use Alt + F8 to access the Microsoft Visual Basic window.

10) Then use F1 to access Visual Basic Help which has lots of examples and references.

11) This is a link to Microsoft Visual Basic Developer Center which has learning tools and references: http://msdn.microsoft.com/vbasic/.

word – pika training © august 2006, pro seniors, inc. microsoft office automation using pika data...

Documents

word pika trainingadmin

word main merge doc

pro seniors

word global template

query slide

word mail merge main

mysql pika slide

data fields word fields