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Microsoft Access and Microsoft Word

 

Introduction

There are various ways you can use Microsoft Word with a Microsoft Access database. The simplest way consists of copying and pasting. To transfer a database table, in the Navigation Pane of Microsoft Access, you can right-click a table and click Copy. In a Microsoft Word document, you can paste in the desired section. The whole table, including its columns and all the records, would be created in the document. Instead of the whole object, first open a table in Microsoft Access, select only some columns and/or some records, copy them, and then paste them in a Microsoft Word document.

As opposed to copying from a database table and pasting to a table, you may want the reverse. That is, you can copy a table from a Microsoft Word document. To do this, in Microsoft Word, select the table in a document and copy it. Start a table in Microsoft Access and paste in the Add New Field box.

Mail Merge

Mail merging allows you to use data on your database to create letters, labels, envelopes, and other documents that require external data originating from another document. When performing a mail merge, you usually do not need all the fields that are part of a table. Although you can use all fields on a table, you can create a query made only of fields you need for your document. This would include the names and addresses of the recipients.

To start a mail merge, in the Navigation Pane:

  • Click the table that holds the information you want to use. On the Ribbon, click External Data. In the Export section, click More -> Merge it with Microsoft Office Word
  • Right-click the table, position the mouse on Export and click Merge it with Microsoft Office Word

This would open the Microsoft Word Mail Merge Wizard. If you want to create a new document, click the second radio button:

 Mail Merge

And click OK. Microsoft Word would open. In the Mail Merge window, if you want to create a letter to be sent out, accept the Letters radio button

 
Otherwise, you can click another radio button for the type of document you want to create. Then click the Next link.

In the second page of the wizard, you can specify whether to continue with the currently opened document or you want to use a template. For our example, you would accept to use the current document and click the Next link.

The third page of the wizard wants you to specify the list that holds the fields that will be used. If you want to create a new list, you can click the Type A New List radio button. Otherwise, to use the table you selected in Microsoft Access, accept the first radio button and make sure it is specified in the Use An Existing List section:

Once the list is ready, click the Next link. You would then have to create the document

Mail Marge

When creating the letter, you can edit to insert different types of items. To add a field from the list, in the Mail Merge window, you can click More Items. This would open the Insert Merge Field dialog box:

Insert Merge Field

In the Insert Merge Field, you can click the field you want to add and click Insert. You can continue doing this for each field you want to add:

Mail Merge

To insert other types of items, in the Mail Merge window, you can click the Address Block link, the Insert Address Block dialog box would come up:

The Insert Address Block dialog box is made of various sections. It allows you to specify a type of greeting and other pieces of information to be inserted in the document. After making the selection(s), you can click OK.

After creating the document and adding the necessary fields to it, you can preview and review it. To do this, in the Mail Merge window, click the Next: Preview Your Letters link. When you do this, the letter appears with the value(s) of the first record. To review the document with the other values, in the Mail Merge window, you can click the previous or the next buttons.

After reviewing the document, in the Mail Merge window, you can click the Next: Complete The Merge link. You can then save, print, and manage the document. In the same way, you can create labels or envelopes. 


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