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How To Create A Mail Merge

This document provides instructions for creating a mail merge using Microsoft Access and Excel. It is a 14 step process that involves: 1) launching the mail merge wizard in Access and selecting the data source, 2) creating a new Word document, 3) selecting envelopes as the document type, 4) choosing the envelope size, 5) selecting recipients from the Access data, 6) arranging the envelope layout, 7) inserting address fields and matching them to the data, 8) previewing the envelopes, 9) completing the merge to output the envelopes. A similar 5 step process is described for performing a mail merge from an Excel data source into a Word document.

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78 views21 pages

How To Create A Mail Merge

This document provides instructions for creating a mail merge using Microsoft Access and Excel. It is a 14 step process that involves: 1) launching the mail merge wizard in Access and selecting the data source, 2) creating a new Word document, 3) selecting envelopes as the document type, 4) choosing the envelope size, 5) selecting recipients from the Access data, 6) arranging the envelope layout, 7) inserting address fields and matching them to the data, 8) previewing the envelopes, 9) completing the merge to output the envelopes. A similar 5 step process is described for performing a mail merge from an Excel data source into a Word document.

Uploaded by

cvcvxczv
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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How to create a Mail Merge using

Microsoft Access and Excel


Members:
Kaye Ivana S. Solis
Patricia Grace Cruz
Jan Carla Misa
Create a Mail Merge
o A mail merge lets you address envelopes to all individuals in a table or query
How to do a Mail Merge in Access

1. Launch the Mail Merge Wizard


Select the table or query that contains the list if names and addresses.
Click Word Merge in the Import & Link group from the External Data tab on the Ribbon
2. Select the Document Option
Select whether you want to link the data to an existing document or create a new document.
For this example, we'll create a new document from scratch.
Click Create a new document and then link the data to it.
3. Switch to Microsoft Word
At this point, Microsoft Word should be open and blinking in the Taskbar.
Click on the Microsoft Word button in the Taskbar to open Word.
4. Select the Document Type
Select the document type that you'd like to work on.
For this example, we're doing a mail merge so that we can put names and addresses on envelopes.
So select Envelopes from the Mail Merge wizard at the right of the screen.
Click Next: Starting document
5. Select the Envelope Size and other options
Select Change document layout then click Envelope options... to launch the Envelope Options dialog box.
Click OK when done.
6. Review and Continue
The Use the current document is now selected.
The envelope is now displayed in relative proportions to the size that you selected.
Check that it looks correct and click Next: Select recipients to continue.
7. Select Recipients
This is where you get to select the recipients. However, Word recognizes that we're already using a table from Access, so Use an existing list is now
selected, with the details listed below.
Check that it looks correct and click Next: Arrange your envelope to continue.
8. Arrange the Envelope
Click on the envelope where the address block should go.
Then click Address block... from the Mail Merge Wizard.
9. Insert Address Block
Use this dialog box to determine how the fields will be displayed on the envelope.
Depending on how your database has been designed, you may be able to select Insert recipient's name in this format and Insert postal address.
However, if the envelope preview is blank (like in this example), you will need to match the fields.
To match the fields, click Match Fields…
10. Match Fields
Use this dialog box to match the fields that appear on the envelope, with the fields from your database.
Use the drop-down list to select a field from your database that matches the field on the left.
In this example, there's only one required field (Company).
We can use CustomerName from our database for this field (our database only has one field for the customer name).
Had we selected Insert recipient's name and Insert postal address at the previous dialog box, there would be many more required fields — some of which we don't have matching fields in our database.
Therefore, by deselecting that option at the previous step, the wizard is less restrictive and we can continue by matching some of the optional fields.
If you find yourself in a similar situation, and you plan to do more mail merges in the future, you may wish to check Remember this matching for this set of data sources on this computer to save you from having to manually
match the fields each time.
Click OK once you've matched the fields you need
11. Review and Close the dialog box
Now the envelope preview is displaying an address from our list.
Check that it appears in the correct format. Use the little arrows to step through the list if you need to.
You'll also notice that Insert postal address is now selected.
Click OK to continue.
12. Review and Continue
The dialog box has closed and we're now back at the Arrange your envelope step.
You'll notice that «AddressBlock» is now displayed on the envelope where the address will appear.
Click Next: Preview your envelopes to continue.
13. Preview your Envelopes
The preview envelope is now displaying the actual names and addresses from our database, exactly as they'll appear when they're mailed out.
You can use the little arrow buttons to navigate through the list to see how other records appear.
If all looks good, click Next: Complete the merge.
14. Complete the Merge
Merge is ready to produce your envelopes.
Click Print... to print the envelopes..
How to do a Mail Merge in Excel

1. How to export contacts from ClientLook to Excel


First, determine which records you want to export. You can export your entire list or perform some sort of search to limit the records on the list (the
export always includes the records that appear in the list below).
Once you determine the record set you want to export just click the ‘Export’ pulldown and choose Excel-CSV.
Click YES and your export will open.
Once you are done preparing your data, press File Save As and save the data to your computer as a CSV UTF-8 (Coma delimited)(*.csv).
2. Create a mail merge document
In Word, open the existing file and press the Mailings tab in the main menu.
On the Mailings tab, choose the Start Mail Merge button, a list of different types of documents will drop down choose the kind of merge you want to
run.

Now choose the ‘Select Recipients’ button and choose Use an Existing List

Browse to find your Excel spreadsheet you previously saved, and then
choose OK.
3. Inserting the merge fields
On your Word document, highlight the field you want to populate with the data from Excel.
On the Mailings tab, choose the Insert Merge Field button, a list of the column headers on your saved excel document will drop down.
Choose the appropriate field you want to merge and choose Insert..
Repeat step 3 for each of the fields you want to merge and choose Close when done.
Now choose Save.
4. Previewing the mail merge
After you insert the merge fields you want you can now preview the results to confirm that the document is set-up the way you want.
On the Mailings tab, choose Preview Results.
The merge fields will be populated with the data on the first row of your excel document.
To move through the records in your data source and view how they will appear in the document choose the right arrow to advance or the left arrow for the previous record.
5. Merging and Saving your mail merge
On the Mailings tab, choose the Finish & Merge button, a list of different types of merges will drop down choose Edit Individual Documents. A
Merge to New Document pop-up box will appear, choose OK.
You will now have a separate letter for each of the rows on the excel document which you can print, email, etc.

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