Mail Merge using Access Data Base

Last Updated: October 23, 2003

• For Word XP (2002) (Labels)
• For Word 2000 (Letter)
• Download an Excel File to practice (also for CIN Plus May/Jun 2007 article).

Word XP (2002)

1. With Word open on the menu line click on Tools>Letters & Mailing>Mail Merge.
2. Select the type of document you wish to create from the menu on the right.
3. Then click on Starting Document in the lower part of the window on the right.
4. If you are doing labels, click on select label size.
5. Select the label from the window that appears.
6. Then click on select recipients.
7. Click on browse.
8. Locate the file you want and the table within that database and click ok. This can be a table in Word, an Excel spreadsheet or a table in Access.
9. Click on arrange your labels
10. Under arrange your labels click on "More Items."
11. Highlight the first field you want in the label and click on insert. Do this for every field you want in the label and click close.
12. Now rearrange the fields so what you want is on each line by placing your insertion point betwee the >> << between each field and entering the needed formatting. E.g between mailing name and address with the insertion point between the fields tap the enter key. Don't forget to add a comma after city and a few spaces between the state and zip code.
13. Click on preview labels.
14. If it's not correct click again on arrange your labels. When correct click on preview your labels. (For some obtuse reason known only to Microsoft clicking on "complete your merger" does not work.)
15. Click on update all labels.
16. Then click on preview your labels and they will all be there.
17. Close the mail merge box and print!

Word 2000

1. Click on Tools/Mail Merge.
2. Then select “Get Data and Open Data Source.” Change the type of file to MS Access database. You may have to open the folder where the Access database is.
3. Click on the database itself, and select the table you wish to use and click on open.
4. Then create the main document.
5. You will now see two additional boxes on the lowest tool bar - one says Insert Merge Field, the other Insert Word Field.
6. You will choose the fields you want when you want them from the Inset Merge Field box by clicking on the field.
7. Pretend that they are the actual data and place them on lines where you need them, adding the necessary spaces, commas and hard returns. When you are all done, go back to the Tools/Mail Merge and select merge.
8. Note that you can select which records you want to include in your form letter. Check out Query options. Play until you figure it out. Oh, save your letter first!

For questions or broken links please email the author .

Copyright 2003/2008 Linda Q. Thede
All rights reserved