How to Create a Database for Your Mailing List

Many names can be merged with a single document in a mail merge.

Microsoft Access has a built-in template for creating a mailing list that can be integrated with word processing or presentation software for a mail merge. Enter the names and other contact information once into the database to make the information available for a mail merge with Microsoft Word or another program. Save time and effort and reduce the chance for typographical errors by automating the form letter mail merge routine with a Microsoft Access database.

Instructions

1. Launch Microsoft Access 2010 and click "File" and "New." Select "Sample Templates" and "Contacts Web Database." Change the file name and location if desired, and click "Create."

2. Press "Enable Content" on the yellow warning banner.

3. Click the "Datasheet" tab, and choose "New Contact." Enter the contact information and click "Save & New" if there are more contacts to enter, or click "Save & Close" for the last contact. Exit the database and close Access when you are finished entering the data.

4. Launch Microsoft Word 2010.

5. Create a document that will be sent to multiple people. Type it using your own name and contact information where appropriate as this information will be replaced with information from the database during the actual mail merge operation. Save the document.

6. Click "Select Recipients" from the "Mailings" tab, and click "Use Existing List."

7. Navigate to the location that the database was saved and click on the database. Click "Open" to connect the database to the Word document. Choose "Contacts" from the list of tables and click "OK" to attach the table.

8. Highlight your first name in the document and press "Insert Merge Field." Click "FirstName" in the list of fields and click "Insert." Repeat this for any other data fields that will be used and for other locations that this field will be used. Save the document.

9. Select "Finish & Merge" and click "Edit Individual Documents." Choose "OK" to merge all records, or select the range of records to merge. The new merged document is created with the information from the database inserted into the Word document. Scroll down to check each individual page for errors.

Tips & Warnings

• Review the final merged document closely to ensure accuracy and proper alignment of the merged fields.

References

• Microsoft Access: Easy Access with Templates I: Create a Database
• Microsoft Office: Use Mail Merge to Create and Print Letters and Other Documents