How to Mail Merge Using a List from Access Database

Last Updated: October 21, 2021

If you need to send a letter to several people, however would like to make it different for each person, then Mail Merge can be very useful. There are several ways to use Mail Merge. You can use a list from an Access Database for this.

Steps

1
Open Access Database.
2
Click 'Blank Desktop Database'.

Advertisement
3
Name your file and then click 'Create'.
4
Click 'Design View' in the bottom right-hand corner of the screen.
5
Name your table and click 'OK'.
6
In the second row, type 'Name'.
7
Click 'Datasheet View' next to 'Design View' and then click 'Yes' when prompted to save.
8
In the 'Name' column, type the names of the people you would like to write to, one in each line. (This can be as long as it has to be.)
9
Save your database and close.
10
Open Microsoft Word.
11
Click 'Blank Document'.
12
Click 'Mailings', 'Select Recipients' then 'Use an Existing List'.
13
Locate your access database and click 'Open'.
14
If your letter requires a return address, write it now.
15
Begin your letter as you choose, then click 'Insert Merge Field'.
16
Click 'Name' then click 'Insert'.
17
Click 'Close'.
18
Click 'Finish & Merge' and 'Print Documents'.
19
Press 'OK'.
20
Choose your printer. (If you don't want to print, but would just like to have the letters ready, print to an xps file.) Click 'OK'.
21
Finish the rest of your letter, using Mail Merge for other variables.

Advertisement