Use Microsoft Access to Start the Merge

If you’ve stored your mailing list in Microsoft Access, you can start the mail merge from Microsoft Access instead of from Word.

Use Microsoft Access to create a query and start the merge   To target the exact audience for the form letter, design a query that retrieves only the names and addresses you want. (For more information, see Evaluate Sales Performance in a Microsoft Access Database.) Then, in the Database window, select the query you just created. Click the OfficeLinks button, select Merge It, and follow the instructions on the screen.

Next, use Microsoft Word to create the form letter and complete the merge   Write the generic form letter; then insert the merge fields. And, finally, complete the merge as described earlier in this topic.

Then, use Microsoft Access to print matching mailing labels   Select a query in the Database window, click the New Object button, and then click New Report. Start the Label Wizard, and then follow the instructions on the screen.

Next Steps

To	See
Decide which application to use for your address list	Where Should You Store Your Contact Information
Manage contacts with customers, including updating the mailing list and tracking responses from the form letter	Manage Contacts with Outlook, Create a Business Contact List in Microsoft Excel, and Track Your Business Contacts in Microsoft Access
Schedule follow-up calls, sales visits, and demos	Add Activities to the Calendar
Prepare a bid or quote	Prepare a Customer Quote
Track new orders	Track Orders in a Shared Database
Print a report that summarizes how many new orders your form letter generated	Create a Sales Summary and Create a Business Report