How to: Link data from MS Access to MS Word for form letters or envelopes.
Solution:
Select the desired table or query, select 'OfficeLinks' from the 'Tools' menu and select 'Merge It', then follow the instructions displayed by the Microsoft Word Mail Merge Wizard.
NOTE: Only data from a table or query can be linked to Word.
1) Open the Access database containing the data to link.
2) If the Database window is not active, activate the Database window.
3) In the Database window, click the 'Tables' or the 'Queries' tab.
4) Select the desired table or query from the list. (The table or query is highlighted.)
5) Select the 'Tools' menu and select 'OfficeLinks'. (A submenu appears.)
6) Select 'Merge It' from the submenu. (The Microsoft Word Mail Merge Wizard appears.)
the Merge It command
7) Do one of the following in the 'Microsoft Word Mail Merge Wizard' dialog box.
a) To link the data to an existing document:
1] Select the 'Link your data to an existing Microsoft Word document' radio button.
Linking data to an existing document
2] Click 'OK'. (The Select Microsoft Word Document dialog box appears.)
3] Select the drive where the existing Word file is located from the 'Look in' drop-down list.
4] Select the folder that contains the file in the 'Look in' list box.
NOTE: If the file is in a subfolder, continue selecting the subfolder(s) until the file is displayed in the 'Look in' list box.
5] Select the file. (The file is highlighted.)
Selecting an existing document
6] Click 'Open'. (The existing document opens with the Mail Merge toolbar displayed.)
the Open button
b) To link the data to a new document:
1] Select the 'Create a new document and then link the data to it' radio button.
2] Click 'OK'. (A new document opens with the Mail Merge toolbar displayed.)
the Mail Merge toolbar
8) Click 'Insert Merge Field'. (A drop-down menu appears showing a list of fields from the Access table or query.)
the Insert Merge Field button
NOTE: Data in these fields can be linked to Word.
9) Select the desired field name from the drop-down menu. (The field name appears in the Word document with angle brackets.)
10) Repeat steps 8) and 9) to insert other fields in the Word document.
11) Arrange the fields as appropriate.
NOTE: Leave spaces and/or line breaks between fields when necessary.
Merged fields in a document
12) Click 'View Merged Data' to view the actual data in the document.
the View Merged Data button
