How to do a Mail Merge in Access 2016
How to do a Mail Merge in Access 2016
Combine Access 2016 with Word to address envelopes to a list of people.
A mail merge lets you address envelopes to all individuals in a table or query.
In the following example, we'll walk through the process of setting up envelopes with names and addresses, so that they're ready for printing and mailing.
Launch the Mail Merge Wizard
Select the table or query that contains the list of names and addresses.
Click Word Merge in the Import & Link group from the External Data tab on the Ribbon.
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.
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.
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
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.
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.
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.
Arrange the Envelope
Click on the envelope where the address block should go.
Then click Address block... from the Mail Merge Wizard.
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....
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.
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.
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.
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.
Complete the Merge
Mail Merge is ready to produce your envelopes.
Click Print... to print the envelopes.
