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Microsoft Access

Microsoft Access. Exporting Access Data and Mail Merging. Objectives. Access export options Mail Merge Data Sources Form Letter. Access Export Options. Data within Access can be exported in a variety of ways. The most common are exporting to a text file (.txt) an Excel file (.xls)

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Microsoft Access

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  1. Microsoft Access Exporting Access Data and Mail Merging

  2. Objectives • Access export options • Mail Merge Data Sources • Form Letter

  3. Access Export Options • Data within Access can be exported in a variety of ways. The most common are exporting to • a text file (.txt) • an Excel file (.xls) • a web page table (.html) • In addition to exporting, the database file itself can be a data source for MS Word mail merged documents

  4. An Exported Text file • Each field is separated by a tab character (tab delimited), even if the column headers do not visually line up with its contents • The Send Card column contains a 0 for No and 1 for Yes • Text files can be opened from almost any program. The above view is from MS Word

  5. An Exported Excel file • The Send Card column contains a FALSE for No and a TRUE for Yes • You can use Excel files as a data source to mail merge a form letter in MS Word

  6. An Exported HTML Table • The Send Card column contains a 0 for No and 1 for Yes • Useful for creating web pages that contain tables of data

  7. Mail Merge Data Sources • Mail merging takes data from a source and populates a template form to produce multiple forms output • Data source can be a text file, a word processor document, a spreadsheet table, or a database file • The multiple forms produced by this process includes mailing labels, envelopes, and letters

  8. Template Form • A template document that contains placeholder variables for data source fields • Can produce mailing labels, envelopes with mailing information, and mass mailed letters containing information specific to each recipient • Examples include: sweepstake notifications, promotional mailings, acceptance letters, and notification letters

  9. MS Word Merged Output with Different Text • The merged output contains data from the source • The Send Card information (Yes or No) determines the ending of the second paragraph

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