From: Linda Donelson

This article about interfacing Access with Word is in two sections:

I will create the Word document and leave space for the parts I will merge in from Access. All of the merging and set up is done from Word and it gathers data from Access.

PART I - Merging Access data into a Word document:

1. Go to Tools on the Menu Bar and Select "Mail Merge" - A mail merge dialogue box opens.

2. Click on Create: Then you would select Form letters, Mailing labels, Envelopes, and Catalogue. The first three are pretty self-explanatory as far as what you use them for. I use Catalogue to merge tables into Word and will discuss how to do that later in this document.

3. I usually use form letters to make a report or to actually produce letters. Click on it and it will ask you if you want to create a new document or if you want to use the document open in the active window of Word. I usually already have the document started and click on the option of the active window. When you click on active window it then gives you an edit option also.

4. Go to step 2 in the dialogue box, which is Data Source and click on the Get Data button. This is where you select your query or table that the document will draw data from. To get data from an Access Database already in existence click on "Open Data Source" - This will give you a typical select file dialogue box. In the list box "Files of Type" at the left-hand bottom of the dialogue box select " MS Access database". If you select create data you can start a new database.

5. Find your data base and click on the open button. Then select the table or query from the dB that you want to use. You cannot select a linked table but most go to the database that holds the linked tables.

6. Then click OK. You will get a message saying; "Word found no merge files ....etc" and showing a button labeled " Edit Main document"

7. Click on the "Edit Main document" button.

8. You will be taken back to the active word document. Up on the top you now have a new menu. It includes Insert Merge Field (which lets you select the field from the dB) Insert Word Field, some selector arrows a box which shows how many documents get merged, a mail merge helper (which re opens the dialogue box) and some other pretty self explanatory things.

9. Place your cursor where you want to insert the Access field and click on Insert Merge Field, select the field you want and it will be placed where your cursor was. Make sure you leave all of the correct spaces etc that you want. Once the field is in place you can move it by selecting the <<field name >> (be sure and include both << >>) then copy and paste where you want it.

10. Once you have any fields in place you will note that the other items on the menu bar are now all enabled.

12. Click on the <<ABC>> icon to view the documents and use the record forward and backward to see each record one by one or click go to end record to see how many letters or reports or what ever are being merged.

13. You can also use the Insert Word Field to select specific records and some other fancy things.

14. When set up like you want click on the merge to printer icon (the one with little documents and an arrow pointing to the printer) When you click this your printer dialogue box open. When you click print you will start seeing lots of print messages which go fast but are telling you how many records it is about to print.


PART II - Merging Access tables into a table in Word:

From Word:

1. Go to Tools on the Menu Bar and Select "Mail Merge" - A mail merge dialogue box opens.

2. Click on Create: Then you would select Catalogue.

3. Click on "Catalogue" and you will be asked if you want to create a new document or if you want to use the document open in the active window of Word. I usually already have the document started and click on the option of the active window. When you click on active window it then gives you an edit option also. The document in Word should include a table with the number of columns that you want. However, it should have only one row. If it includes more rows you will not get an appropriate table created. (After it has merged the table you can add headings and format the text)

4. Go to step 2 in the dialogue box, which is Data Source and click on the Get Data button. This is where you select your query or table that the table will draw data from. To get data from an Access Database already in existence click on "Open Data Source" - This will give you a typical select file dialogue box. In the list box "Files of Type" at the left-hand bottom of the dialogue box select " MS Access database". If you select create data you can start a new database.

5. Find your data base and click on the open button. Then select the table or query from the dB that you want to use. You cannot select a linked table but most go to the database that holds the linked tables.

6. Then click OK. A dialogue box will open which will allow you to select the fields you want to merge into the table. You can also sort the items, you can create a "query" from within word which will select only those items you want, such as selecting only "CA" from the field "state" - much like an AccessDB query.

7. Click on the "Edit Main document" button.

8. You will now have a table. At this time you can add the headers and format the table. The table actually gets produced in another document, if you want to insert it in the middle of some text you can then copy and paste it where you want.

I hope this information is self explanatory and useful. If you would like help on how to do this let me know by e-mailing me at:

Linda Donelson
Competency
Sebastopol, CA