How to Access a Query in a Word Document
A query is used in databases to retrieve information from one or more tables. When you modify the contents of a table (connected to the query), your query is modified as well. You can display the data from a query in Microsoft Word for letters, envelopes, labels or a directory to save time. Word's mail merge can help you access queries from your database, so you won't have to retype the data that your query already includes.
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Instructions
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Open a new or existing document in Microsoft Word. Then select "Tools," "Letters and Mailings" and "Mail Merge" from the toolbar.
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Pick the type of document you want to create from the "Mail Merge" task pane on the right-hand-side and click on "Next: Starting document."
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Choose "Use the current document" and select "Next: Select recipients."
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Select "Use an existing list" (to access data from an existing query), then "Browse." Word automatically opens to the "My Data Sources" folder. Click on the correct location of your database under "Look in" if it's not in "My Data Sources," then double-click on the file name.
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Select the query you need from the "Select Table" dialog box and click on "OK." The "Mail Merge Recipients" dialog box will open.
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Remove the checkmark from the recipients you don't need or click on "OK" to accept all the recipients. Then click on ""Next: Write your letter." If you're working on an existing document, place your cursor where you'd like the first data from your query to appear.
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Select "More items..." to customize your document. The "Insert Merge Field" dialog box will appear. Double-click on the first database field you want under "Fields" to insert it into your document. Then click on "Close."
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Return to your document and place your cursor where the next field should appear. Then click on "More items..." again in the "Mail Merge" task pane." Insert the next field from your query into your document.
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Click on "Next: Preview your letters" after you've inserted each field you need and formatted your document. Select "Next: Complete the merge."
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Select the option you want to perform under "Complete the merge"---"Print" or "Edit individual letters..." Then pick "All" and "OK."
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References
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