Access Mail Merge to different documents based on specific criteria - ms-access

Question

I'm trying to figure out if there is a way to take a code that I have for merging to a document and set up an if...then that will merge to a different document based on a specific text in a field in a table.
My code that works.
Sub SendConfirmation_Click(CourseNumber As Index)
DoCmd.SetWarnings False
DoCmd.OpenQuery "ConfirmationMailMerge"
Dim LevelIConf As String
Dim OpenWord As Object
'Path to word document
LevelIConf = "G:\POSTPROFESSIONAL\NAIOMT\Classes\PTH536 Level I\LevelIConf.doc"
'Create instance of Word
Set OpenWord = CreateObject("Word.Application")
OpenWord.Visible = True
'Open the document
OpenWord.Documents.Open FileName:=LevelIConf
DoCmd.SetWarnings True
End Sub
I have several Courses that I send out confirmation letters for and each letter is different based on the course. I would like to be able to push a button on the form and have correct document come up based on the course number.
Any help is appreciated. I am a self taught coder and still have lots to learn.
Thanks,

Answer 1

Please note I provide generic solution that may need to be adapted depending on your actual requirements/setup.
Option 1: Your approach (using Word's mail-merge)
You need the following setup:
Two related tables:
Query that returns path to the Conf Letter based on Course ID:
Function that calls the query from previous step:
Function GetConfLetterPathByCourseID(CourseID As Integer) As String
GetConfLetterPathByCourseID = ""
Dim qdf As QueryDef
Dim rs As Recordset
Set qdf = CurrentDb.QueryDefs("GetConfLetterPathByCourseId")
qdf.Parameters("CourseID_par") = CourseID
Set rs = qdf.OpenRecordset
If rs.RecordCount > 0 Then
GetConfLetterPathByCourseID = rs("ConfLetterPath")
End If
End Function
Form with the Send button. Something like this:
And, finally, the Sub for the Send Button:
Sub ConfLetterButton_Click()
DoCmd.SetWarnings False
Dim LevelIConf As String
Dim OpenWord As Object
'Path to word document
LevelIConf = GetConfLetterPathByCourseID(Me.CourseID)
'Create instance of Word
Set OpenWord = CreateObject("Word.Application")
OpenWord.Visible = True
'Open the document
OpenWord.Documents.Open FileName:=LevelIConf
DoCmd.SetWarnings True
End Sub
Please note, I altered slightly your code (e.g. removed Index type, removed Docmd.OpenQuery)
Option 2: Compose email in VBA code and attach the Conf Letter doc file using the Query/Function from option 1. I think this link from Microsoft can provide some details. I did implement similar solution in the past. Worked pretty well.