Word Mail Merge from Access Database

In this demonstration I am going to show you how you can Word mail merge information from a Microsoft Access database. Whether you are performing a Word 2007 mail merge or mail merge Word 2010 functionality then the principals are essentially the same. A mail merge usually brings in information such as a customer address from the database or the Excel spreadsheet.

So now let us look at how to mail merge.

First make sure you know exactly where on the document you wish to insert the information from the database. Go up to the Ribbon and click on the tab called ‘Mailings’. Go to the area that says ‘Start mail merge’ and click on the button of the same name. You will then see a small menu of options. Select the one called ‘Letters’.

Now select the recipients for your Word mail merge. Again go to the start mail merge area and select the button called ‘Select recipients’.  Select the option ‘Use existing list’. Now select the Access database you wish to use as part of the mail merge routine. You will now see a box containing all the tables and queries held in the database. Select the table or query you wish to use and then click the ok button.

Now that the connection is made between Access and Word you can now start adding recipients to the document. Go up to the Ribbon to the area called ‘Start mail merge’ and select the ‘Edit recipient list’ button. You will now be able to see the records in your Microsoft Access table. Click the mouse on the small tick box to the left to either turn on or off the records you wish to show in your Word mail merge document. Then click the ok button.

Go to the Ribbon and to the section called ‘Write & insert fields’. These are common fields which you may find useful to add into your document. For example select the address block option. You are then given the option to format it anyway you want. Click the ok button and the address block will be inserted into your document.

Also if you again go to the Ribbon and to the section called ‘Write & insert fields’ and select the option called greeting line, you will be able to add your own greeting to the letter.

At this point you may want to see how your document is shaping up. All you have to do is go to the Ribbon and to the area called ‘Preview Results’. Click the option called ‘Preview Results’ to see a quick print preview of the document. In the same Ribbon section you can flick through the records. You will notice the data changes in your document as you move through the records. To return to design mode again, simply click on the ‘Preview Results’ option.

Start the mail merge process

If you are happy with the format of the document all you now need to do is complete the Word mail merge. You can start the mail merge process by going to the Ribbon and then to the section called ‘Finish’. Click the finish and merge button. You will be given three choices – Select the one called ‘Edit individual documents’. Now select the all option. Each letter will now be shown on a separate page. Move from page to page and make any final changes to a particular letter if need be.

Now if you go to the file tab you will be taken to the backstage view. Click on the print button to send the document to the printer.

Check out the video below for a complete demonstration of this tutorial.

I hope you have seen the power of the Word mail merge. It is hoped this tutorial gave you a good idea how you mail merge from Access to Word.