Using Access Data in a Mail Merge

Word and Publisher both have mail merge capabilities that work in similar ways. When you couple a mail merge with an Access database, you can create a highly selective mail merge much more easily than you could if you tried to do a selective mail merge directly in Word or Publisher.

Create a Mail Merge Using Access Data

  1. In Access, create and save a query that displays only the records you want to use, and then close Access.

  2. In Word or Publisher, create the document or the publication that you’ll use for your mail merge.

  3. Start the mail merge: In Word, on the Mailings tab, click the Start Mail Merge button, and choose the type of merge you want. In Publisher, point to Mail And Catalog Merge on the Tools menu, and choose the type of merge you want.

  4. Step through the mail merge process, specifying that you’ll be using an existing list as the data source.

  5. In the Select Data Source dialog box that appears, locate and double-click the Access database that contains the query you created.

  6. In the Select Table dialog box that appears, double click the query.

  7. In the Mail Merge Recipients dialog box that appears in Publisher (or that appears in Word when you click the Edit Recipient List), make any necessary changes to specify which records you want to be included. Click OK.

  8. Insert the fields from the database table or query into your document or publication, and format the fields as you want them to appear in the final document or publication. Complete the mail merge setup, check for errors, and then execute your merge.

    Create a Mail Merge Using Access Data
    Create a Mail Merge Using Access Data
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