If you have an Access Database and you would like to easily transition the information in a query to a form letter you can do this by using the Microsoft Word Mail Merge Wizard. It allows you to set up a mail merge from a t query in an Access database as the data source for form letters, e-mail messages, mailing labels, envelopes, or directories. I used our project database as an example.
Our members that have let their gym memberships expire need to be contacted. We might want to offer them a promotional rate to come back, or perhaps we might want to find out why they left us. This will help the gym keep track of attrition and why members are leaving as well as retention efforts. This process can be extremely time consuming if you did not use the mail merge feature. Once this is set up it will be quick and easy to go in and shoot an email or letter to our past customers that have let their membership expire.
First open the members database from our project, and in the Navigation Pane, select the members as the mail merge data source.
- On the External Data tab, in the Export group, click More, and then click Merge it with Microsoft Office Word.
- The Microsoft Word Mail Merge Wizard starts.
- Select that you want to create the link in a new document, and then click OK. Word starts and opens a new document.
- In the Mail Merge pane, under Select document type, click Letters and then click Next: Starting document to continue to step 2.
- In step 2, click Next: Select recipients.Under Select recipients, chose Use an existing list, and browse for the name of your data source.
- Once you select the correct file it should look like this:
Please click the very small dot to he right because no matter how I tried this blog would not allow me to post my picture to the page.
- Click Edit recipient list if you want to customize the contents of the table or query.
- You can filter, sort, and validate the data. Click OK to continue.
- Click Next: Write your letter to continue. Follow the remaining instructions in the Mail Merge pane, and in step 5, click Next: Complete the merge.
This is just one more way to save time and become more efficient by using all of the capabilities that come with the Microsoft Office software. The task of emailing or mailing all of these customers could have taken hours, but with this feature it can literally be reduced to minutes. I hope you have found this informative and I also hope you can put it to use to help you become more efficient.
The instructional information contained in this Blog posting was found on the Microsoft website, URL below. The instructions were changed to fit the circumstance described and the use of this information is strictly for educational use only. The images were screen shots I took while executing the demonstration.
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