This article was previously published under Q209562
Novice: Requires knowledge of the user interface on single-user computers.
This article applies only to a Microsoft Access database (.mdb).
To perform a mail merge with Microsoft Access data, you can export or copy your data to a word processor program, or you can use the Microsoft Word Mail Merge Wizard. However, you can also create a Microsoft Access report to generate mail-merge documents. This article demonstrates a technique that uses a Microsoft Access report as the main document in a mail merge.
The following is an example of a business letter that you can create as aMicrosoft Access report. All placeholder (italicized or bracketed) items represent values that can be filled in during the mail merge.
KB Advertising Agency
February 5th, 1993
John Doe 123 E. Main Street Middle Town, OH 44044
Dear Mr. Doe,
We are pleased to announce our new line of office furniture. As avalued customer, you are entitled to a 10% discount off our catalog prices.
Call us today toll-free at (800) 555-1212 and receive a freefull-color catalog detailing all our top-of-the-line office products.
J. GrantManager, Office Products
How to Create the Sample Mail Merge
Open a new, blank database.
Create the following new table and save it as Customer:
Table: Customer ---------------------- Field Name: Salutation Data Type: Text Field Name: First Name Data Type: Text Field Name: Last Name Data Type: Text Field Name: Address Data Type: Text Field Name: City Data Type: Text Field Name: State Data Type: Text Field Name: ZIP Data Type: Text Field Name: Customer Type Data Type: Text Field Name: Discount Pct Data Type: Number
Open the table in Datasheet view and add the following records:
Salu- First Last Cust Disc tation Name Name Address City St ZIP Type Pct ------------------------------------------------------------------- Mr. John Doe 123 Main Middleton OH 44044 Valued 10 Mrs. Sally White 52A Elm Florence KY 45123 Special 5 Dr. Fred Weiss Box 456 Camden SC 29332 Super 25
Create a new report in Design view based on the Customer table; to do so, follow these steps:NOTE: Do not use a Microsoft Access Report Wizard to create this report.
On the View menu, click to clear the Report Header/Footer and Page Header/Footer check boxes; this removes those sections from the report.
Set the following properties for the report's Detail section:
Section: Detail---------------------------ForceNewPage: After SectionCanGrow: Yes
Add the following controls to the Detail section of the report, and then delete the label controls that are created by default with each text box control:
Label: Name: Company Label Caption: KB Advertising AgencyText Box: Name: Today's Date ControlSource: =Date() Format: Long DateText Box: Name: Name Line ControlSource: =[First Name] & " " & [Last Name]Text Box: Name: Address Line ControlSource: =[Address]Text Box: Name: CSZ Line ControlSource: =[City] & ", " & [State] & " " & [ZIP]Text Box: Name: Salutation Line ControlSource: ="Dear "&[Salutation]&" "&[Last Name]&","Text Box: Name: Para 1 ControlSource: ="We are pleased to announce our new line of office furniture. As a " & [Customer Type] & "customer, you are entitled to a " & [Discount Pct] & "% discount off our catalog prices." CanGrow: YesLabel: Name: Rest of Letter Caption: Call us today toll-free at (800) 555-1212 and receive a free full-color catalog detailing all our top-of-the-line office products.Label: Name: Closing Caption: Sincerely,Label: Name: Grant Caption: J. GrantLabel: Name: Title Caption: Manager, Office Products
NOTE: You can press CTRL+ENTER to force new lines in controls. Forexample, the Closing, Grant, and Title labels can be combined into a single label control by pressing CTRL+ENTER at the end of each line in the Caption property:
Label:Name: ClosingCaption: Sincerely, <CTRL+ENTER><CTRL+ENTER><CTRL+ENTER>J. Grant <CTRL+ENTER>Manager, Office Products
Size and position the controls on the report, and then set the font styles and sizes.
Save the report. Print or preview the report to see the results of the merge.
Summary and General Notes
Use label controls for all paragraphs with fixed text.
Use text box controls for all paragraphs with variable content.
Margins are determined by the width of the control. The text wraps within the width of the control, not the width of the report.
The Name property of a text box must be different from its field name in the table. If they are the same, the name appears as the following error message:
You cannot change the formatting of individual words. You can change only the formatting of the control.
You are limited to 1024 characters in the ControlSource property of a text box. For long paragraphs, create one or more invisible text boxes to contain the text, and then concatenate them in a visible text box.
For more information about merging data using the Microsoft Word Mail Merge Wizard, click Microsoft Access Help on the Help menu, type merge data from a table or query by using the microsoft word mail merge wizard in the Office Assistant or the Answer Wizard, and then click Search to view the topic.