I would like to set up a database in Access containing the following fields: Name, Address, E-Mail Address, Tel No, Fax No, etc. What I would like to do is use this database for mailmerges, using Microsoft Word as a base for my letter, labels, etc, but to be able to select which address I would like to pick out of my Access database. Is there a way that I can do this easily - and be prompted to select which addresses I want to use for the relevant letter. A simple response would be appreciated as I am fairly new to Access 97/2000. Thank you.
Access Merge
- Thread starter Gill
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See my reply somewhere below today on mail merges - set up your mail merge in word as normal and when getting the data link it to the table you have set up in your access database - use the query option in word when actually carrying out the mail merge to select the specific record (s) you want to merge.
Have a go .....it took me a while to sus it but now it makes life so much easier and saves stacks of time.
Have a go .....it took me a while to sus it but now it makes life so much easier and saves stacks of time.
vangogh228
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MERGING
Richio, thanks for your response which seems to be most helpful, however, I am quite a novice in Access and would like a bit more guidance. Any chance of a few step-by-step directions or some more instructions - thank you.
Richio, thanks for your response which seems to be most helpful, however, I am quite a novice in Access and would like a bit more guidance. Any chance of a few step-by-step directions or some more instructions - thank you.
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Gill, my favorite method for this is to add one extra field to the table, call it "TAGGED" or something that tickles your fancy. Make it a Yes/No field.
Now write a query that selects each field you want from the table. Plus [TAGGED], for which the "Show" box can be unchecked if you like. Put a criterion under this one, use TRUE
When you do the mail merge, do it through the query, not the raw table. You'll do this once and never have to set it up again.
Now write an UPDATE query that sets all [TAGGED] values to FALSE.
So now, when you are ready to do one letter, run the UPDATE query that untags every record. Then go back by hand and tag the one you wanted.
This has the added benefit that if you wish to do another merge using a multi-record merge, just check ALL of the records you want to include.
Finally, if you want a merge of all records, write one more query that sets all [TAGGED] values TRUE. Run that, then run your merge.
Hope that was clear enough.
Now write a query that selects each field you want from the table. Plus [TAGGED], for which the "Show" box can be unchecked if you like. Put a criterion under this one, use TRUE
When you do the mail merge, do it through the query, not the raw table. You'll do this once and never have to set it up again.
Now write an UPDATE query that sets all [TAGGED] values to FALSE.
So now, when you are ready to do one letter, run the UPDATE query that untags every record. Then go back by hand and tag the one you wanted.
This has the added benefit that if you wish to do another merge using a multi-record merge, just check ALL of the records you want to include.
Finally, if you want a merge of all records, write one more query that sets all [TAGGED] values TRUE. Run that, then run your merge.
Hope that was clear enough.
Merging from Word is easy....If you have a very simple database set up in access with a table with name and addresses etc
In word - go to tools mail merge as normal
Create the letter as normal
In get data use Open data source
Change file type to MS Access databases
Select the database
a box should appear listing the tables
you can then select the fields you want to merge from here
The only problem I had was that each time I did this it opened the database - I had to experiment with the "select method" ie between DDE / ODBC but can't remember which one!! sorry. But get the right one and merges can be done easliy without even knowing the database is there
I now have a standard letter which is linked to the table of the database and use for all mail merges
Richio
In word - go to tools mail merge as normal
Create the letter as normal
In get data use Open data source
Change file type to MS Access databases
Select the database
a box should appear listing the tables
you can then select the fields you want to merge from here
The only problem I had was that each time I did this it opened the database - I had to experiment with the "select method" ie between DDE / ODBC but can't remember which one!! sorry. But get the right one and merges can be done easliy without even knowing the database is there
I now have a standard letter which is linked to the table of the database and use for all mail merges
Richio
