Microsoft Office Tutorials and References
In Depth Information
Using Access Data in a Word Mail Merge
Using Access Data in a Word Mail Merge
If you want to use data from Access in Word, chances are that you need the
mail-merge feature, which you generally use to write a letter and personalize
it with a person’s name and address inserted seamlessly into the letter. We’re
sure that you can think of other uses for merging your Access data into Word.
Doing a mail merge consists of creating a Word document containing special
merge codes that, in the final document, are replaced by data from Access. You
can create the document before you begin the merge process or afterward.
To use Access data in a Word document, you should have some knowledge
of using Microsoft Word. Creating the Word document is beyond the scope
of this topic. Word’s help system is helpful if you have difficulties.
Follow these steps to export Access data to a Word document:
1. To begin the merge from Access, select (in the Navigation Pane) the
query or table that contains the data you want to use in Word.
2. Click the Word Merge button in the Export group on the External Data
tab of the Ribbon.
The Microsoft Word Mail Merge Wizard starts, asking you whether you
want to link your data to an existing Microsoft Word document or to
create a new document and then link the data to it.
3. For this example, choose to create a new Word document and link the
data to it; then click OK.
If you choose the first option instead, you need to tell Access where the
Word document is.
Microsoft Word opens, with the Mail Merge options displayed. You may
need to view Word if it’s running in the background.
4. Proceed to create your Word document.
5. At Step 3 of the Word merge process, you see the name of your table
(or query) and your database as the recipients of the document; click
the Edit Recipient List link to see your data.
6. At Step 4 of the Word merge process, insert the codes into your
document that coincide with the fields in your database.
Word is pretty good at figuring out how to use your data, but if your
field names don’t match up well with Word’s expectations, you can
match fields manually. (Look for the Match Fields button as you’re
choosing the address block and so on.)
That’s it for the Access side of the merge. Mail merge can be difficult, but
if you have a lot of data that you want to include in letters or similar
documents, it’s worth the effort.
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