Use mail merge to send Access data to Word

Applies to: Access for Microsoft 365, Access 2019, Access 2016, Access 2013, Access 2010, Access 2007.

Mail merge is a brilliant way to compile your Access data to begin working on it. This video indicates how you design a typical form letter in Microsoft Word by starting with the Word Merge command in Access. Or if you want a series of instructions to follow, read below the video.

Note: This video was recorded using Access 2013 but the same basic steps apply to Access 2010, Access 2016 and the subscription version of Access.

In the video

Here’s the typical procedure for making a Word mail merge from within Access:

  1. Enter the Access database that contains the addresses you want to merge with Word.
  1. If the Navigation Pane is closed, press F11 to open it.
  1. Pick the table or query that contains the addresses. If the address fields are spread across several tables, create a simple select query that includes the fields you need, and choose that query for the merge operation.
  1. On the External Data tab, in the Export group, press Word Merge.

  1. The Microsoft Word Mail Merge Wizard dialogue box emerges.Select to link your data to an existing Word document or create a new document.
  2. Select whether you want the wizard to link your address data into an current Word document, or to begin with a new, blank document.

  1. Click OK.

Word gets to work and presents the Mailings tab and the Mail Merge pane.

  1. Progress through the wizard steps by selecting the Next and Previous links at the bottom of the Mail Merge pane.
  1. In Step 3 of the wizard, you aren’t required to choose the recipient list. That was set in stone once you clicked it in Access. However, you may want to fine-tune the list by pressing Edit recipient list. In the box that opens, you can delete individual recipients from the merge, set filters, sort the list, and so on.
  1. In Step 4 of the wizard, compose the letter (unless you’re working with an existing document).
  1. Position the cursor in the document where you want the address data to appear, and pick Address blockGreeting line, or More items in the Mail Merge pane to insert the Access data into the document. In the boxes that appear, tap the format you want, and select Match Fields to ensure the fields are matched up correctly.
  1. In Step 5 of the wizard, press the Next (>>) and Previous (<<) buttons to preview how the merged data will look when you print the document.
  1. In Step 6 of the wizard, select Print and confirm your desired print options.
  1. Save and close the Word document.

Notes: 

  • If you must return and modify any of your merge settings after finishing the wizard, each of the operations are available on the Mailings tab in Word.
  • If you apply design changes in the Access database, you might have to amend some of the merge settings in Word to rectify the merge’s function.
  • The mail merge wizard is constructed around working with mailing address data. However, you can use the mail merge feature to merge any type of data with Word, like inventory records, tasks, or whatever you store in Access.

For more in-depth information about Word’s mail merge features, see these articles:

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