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Producing a Mail Merged Letter with Access Database

Learn how to create a mail merged letter using Microsoft Access database and Microsoft Word. Follow these step-by-step instructions to merge data into a form letter and print merged documents.

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Producing a Mail Merged Letter with Access Database

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  1. Producing a Mail Merged Letter Step 1 • Create an Access database for Names and Addresses you can use the ‘Customers’ template in Group Work. • Enter the necessary records

  2. Producing a Mail Merged Letter Step 2 • Open Word and produce a standard letter ie a form letter. • Now you are ready to MAIL MERGE! Remember to leave space where you want to insert data

  3. Producing a Mail Merged Letter Step 3 • Go to the Tools Menu • Select Mail Merge • Click on the Create button and select Form Letters

  4. Producing a Mail Merged Letter Step 4 • Click on Active Window to use the document you have just created

  5. Producing a Mail Merged Letter Step 5 • Now click on Get Data and select Open Data Source

  6. Producing a Mail Merged Letter Step 6 • Find your database – remember to change the File Type to Access Databases • Open the Table you wish to use eg Customers

  7. Producing a Mail Merged Letter Step 7 You now have an extra Tool bar

  8. Producing a Mail Merged Letter Step 8 • Position the cursor at the point you want to insert data • Click on Insert Merge Field button and click on the required field to insert into the form letter

  9. Producing a Mail Merged Letter Step 9 • Print a copy of your form letter displaying the fields. • Go to Tools Menu – Mail Merge and click on the Query Options button if you want to select specific records or the Merge button if you wish to merge all records into the document. • Check that the merge is successful. • Print your merged documents in the usual way.

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