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Mail Merging Microsoft Access Data with a Word Document:

We can use Microsoft Access data as the data source for a Microsoft Word Mail Merge document. The Access data can be used in exactly the way needed to create a personalised letter in Word.

Often your database is going to be storing specific types of information; many times this information is going to be related to personal data such as names, addresses and other contact type information. If, for example, your personnel department were wanting to mail out information to each employee, they could print out information showing the employees names and addresses, and then re-key this information into a Microsoft Word document with the text of the letter.

This approach would be extremely tedious and time consuming, but would get the job done. However, Microsoft Access contains Office Links, with a much easier way of merging Microsoft Access data with Microsoft Word - one that eliminates the unnecessary retyping of the information.

How to Merge Microsoft Access Data with a Microsoft Word Document

To merge an Access table or query with an existing Microsoft Word document:

1. From the Access database window, select the table or query.
   
   Note: to ensure smoother mail merging, check that the field names in the Access table or query are not longer than 20 characters and that they do not contact any special characters or spaces.
2. Choose Tools >> Office Links >> Merge It with Microsoft Office Word or select the option from the database toolbar:
   
   
   Merge It with Microsoft Office Word option available from the database toolbar
3. Choose to link the data to an existing Word document (if you have created this already), and select the document from the saved location. Click OK.
   
   
4. With the Word document open, make any required alterations, and choose Next: Write Your Letter
   
   You will notice that the recipients are from an existing list (from the table or query selected in the database).
   
   
   The Merge Letter opening up in Microsoft Word, using the database table or query as the list of recipients.
5. We can now add the merge fields to the document that are required. Our example shows that we have added the Address Block and the EmployeeName as the greeting line.
   
   
   Merge fields have been added to our mail merge letter.
6. Click Next: Preview your letters, and review the resulting merged letters:
   
   
   Previewing the completed merge letters
7. Complete the mail merge and send the letters required to the printer
   
   

Check out the other articles related to this topic:

• Creating Mailing Labels in Microsoft Access

Related Products:

4TOPS Mail Merge for Microsoft Access
The easy solution to create Microsoft Word, Excel, Email or PDF documents from data in your MS Access database. Documents of any level of complexity can be created easily (contracts, invoices, reports). Supports email mail merge, labels and envelopes, directory reports and listings. Free Trial Version available to download.