WORD Mail Merge with Excel data source and Access data source

 

    1. In Windows Explorer from the mail merge folder, open the document “WindSport Collection Letter.doc”
    2. Ctrl F1 (Opens task pane), CLICK TASK PANE DOWN ARROW AND SELECT “Mail Merge”
  1. Step 1:
    1. Select letter (or e-mail if the source data has an e-mail field)
    2. Then at bottom of mail merge task pane click “NEXT: starting document”

                                                               i.     

  1. Step 2:
    1. Select radio button “Use the current document”
    2. Then at bottom of mail merge task pane click “NEXT: select recipients”
  1. Step 3
    1. Select radio button “Use an existing list”
    2. Click “Browse” and navigate to our mail merge folder and double-click “WindSport Database.mdb”
    4. Then you see: , double click “Accounts Receivable”

      5.
    5. Click “NEXT: Write your letter,” then you see this:
  1. Step 4:

                                                               i.       

    1. Highlight the text in the letter that says: “Inside Address”
    2. Click : “Address block”
    3. Click “Match Fields,” and use drop-down arrows to add fields

                                                               i.       

                                                             ii.      Click OK, click OK

                                                            iii.      Highlight the text in the letter that says: “First and Last Name”

1.      Click “More items,” you should see this:

2.     

                                                           iv.      Double-click “First Name,” click “Close”

1.      Type a space

2.      Click “More items,” double-click “Last Name,” click “Close”

                                                             v.      Highlight the text in the letter that says: “DAYS”

1.      Click “More items,” double-click “Days Past Due”, click “Close”

                                                           vi.      Highlight the text in the letter that says: “$$$”

                                                          vii.      Click “More items,” double-click “Balance Due,” click “Close”

                                                        viii.      Click “NEXT: Preview your letters”

  1. Step 5
    1. Click through to see all letters one-by-one
    2. Notice that the format for the dollar amount is inadequate
    3. In the help box on the standard tool bar type in: “format merged fields”

                                                               i.      Alt F9 ( to view code)

                                                             ii.      Insert code at end of merged field for “Balance Due”: \# $#,###.00

                                                            iii.      The code will look like this:

1.      { MERGEFIELD "Balance_Due"\# $#,###.00 }

                                                           iv.      After you toggle out of Code view (Alt F9), the answer will be formatted like this: $2,100.00.

    1. Click :NEXT: “Complete the merge”
  1. Step 6
    1. Click “Print”
  1. F12 (Save As)
    1. Name the file “WindSport Collection Letter Access.doc”
  2. Repeat this whole process, but with the Excel document called “Customer AR Balances.xls”
    1. You can address the formatting problem in Step 5 with the DOLLAR function in Excel