How to Merge Data in Access
Data that are entered into Microsoft Access are placed in cells or tables that are in a specific database. When you have information stored in the database, such as an address or contact information, you are able to merge the data with Microsoft Word. Merging data in Access allows you to prepare a form letter, in Word, with information that is contained in the Microsoft Access database.
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Instructions
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Double-click the Microsoft Access icon to open the program. Click "More" on the right side of the window.
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Select the database that you want to use from the "Databases" folder. Click the small arrow that is next to the "Open" button. Select "Open" from the menu.
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Select the "Customers" option, under Tables, from the left panel. Click "External Data" and click "More" in the Export group. Click "Merge with Microsoft Office Word" at the bottom of the list. This will open the Microsoft Word Mail Merge Wizard.
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Click the radio button for "Create a new document and then link the data into it." Click "OK" to continue. This will open a new Microsoft Word document with the "Mailings" tab already selected.
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Click the radio button for "Letters" and click "Next: Starting Document" at the bottom of Mail Merge. Click the radio button for "Use the current document" and click "Next: Select recipients." Click the radio button for "Use existing list" and click "Next: Write your letter."
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Enter your contact information first and then click "Address block..." in the Mail Merge section. Click "OK." This will add "AddressBlock" to the letter. Type the remainder of the letter. Click "Next: Preview your letters."
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Scroll through your list of recipients by using the "<<" and ">>" buttons in the Mail Merge Section.
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Click "Next: Complete the merge."
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Tips & Warnings
If you do not select "Open" from the menu list, you will not be able to merge the Access data with Word.
