Mailmerge

[Gill]

I am looking to create a database of names and addresses in Access which I will need to use as a mailmerge with Word letters, labels, etc.

What I need is step-by-step instructions on:

1 The correct way of setting up the database of information.
2 How to merge this with a Word document.
3 ......... and most importantly - how I can set up the mailmerge so that I can select only the appropriate addresses for my particular merge. I would like to me prompted to make my selectios each time.

I am only a basic user in Access.

 

[Howlsta]

Hi Gill

If you already have an existing database then you can just create a query based on the table with just the fields that you require.
Depending which version of word you have (mine is 97). Go to tools and mailmerge.

Create main document pick mailing labels if that's what you require.

Open a new datasource, and navigate to the database that you require. When you select this it will give you a choice of the tables/queries in the db.

The create labels wizard allows to to select the columns you want included and the order.

Select merge to create the labels. You may have to go to the edit button of data source to put in the spaces, otherwise the fields might not have gaps.

You can change the query options, without Access by setting your requirements with query options button in the Word mail merge.

I know the latest version of word is different, but i've used that one as well and it is quite simple if you follow the help.

HTH

Rich

 

[Gill]

Hi,
Thanks for this - it's very helpful.
Does it allow you to select Rows too as I want to select the appropriate names for my letters/labels.
Thanks.

 

[Howlsta]

yeah, if you have a table with firstname, surname address, post code etc... Select all of those column names and each label will have the info from a separate row when you do the merge.

Hope that makes sense.

Rich