HOW TO: Use Mail Merge with an Access Parameter Query in Word 2000

This article explains how to merge a Microsoft Word document with a Microsoft Access database by using a parameter query.

An Access parameter query extends the flexibility of other Access queries by prompting the user to enter certain parameter values each time the query is run.

This article assumes that there is a proper parameter query in Access. For more information about parameter queries, click Microsoft Access Help on the Help menu, type create a parameter query that prompts for criteria each time it is run in the Office Assistant or the Answer Wizard, and then click Search to view the topic.

How to Perform a Mail Merge Operation by Using an Access Parameter Query

To merge a Word document with an Access query by using a parameter query, follow these steps:

1. Start Word, and then open a new blank document.
2. On the Tools menu, click Mail Merge.
3. Click Create in the Mail Merge Helper dialog box, and then select the type of document to merge (such as Form Letters or Mailing Labels).
4. Click New Main Document.
5. Click Get Data, and then click Open Data Source.
6. In the Files of type box, click MS Access Databases (*.mdb;*.mde). In the Look in box, navigate to the folder in which the Access database file is located.
7. Select the database that you want to use, click to select the Select method check box, and then click Open.
8. In the Confirm Data Source dialog box, click MS Access Databases via DDE (*.mdb;*mde), and then click OK.
   
   The Microsoft Access dialog box is displayed.
9. Click the Queries tab.
10. Select the parameter query in the Queries in database name list, and then click OK.
    
    NOTE: database name is the name of your Access database.
11. A dialog box is displayed on the screen as a result of the parameter query.
    
    NOTE: If the dialog box is not displayed and Word does not appear to be responding, press ALT+TAB once.
    
    The dialog box should now appear.For additional information, click the article number below to view the article in the Microsoft Knowledge Base:
    211353  (http://support.microsoft.com/kb/211353/EN-US/ ) WD2000: Mail Merge Stops Responding When You Use an Access Parameter Query
12. In the Parameter Query dialog box, type the parameter that is required, and then click OK.
13. Click Edit Main Document in the Microsoft Word dialog box that appears.
14. Insert the merge fields in the main document, and then perform the mail merge as usual.

For additional information about how to use Mail Merge, click the article numbers below to view the articles in the Microsoft Knowledge Base: