ID: Q193718
The information in this article applies to:
This article explains how to do the following:
Use the procedure appropriate for your situation:
To use a Microsoft Access query or table as a Word data source, follow these steps:
1. If you want to use the results of a Microsoft Access query or table as
your data source in a Word mail merge, in the Mail Merge Helper (on the
Tools menu, click Mail Merge), click Get Data and then click Open Data
Source.
-or-
If you want to insert the results of a Microsoft Access query or table
in a Word document, in the Database dialog box (on the Insert menu,
click Database), click Get Data.
a. Change the Files of Type box to "MS Access Databases."
b. Click to select your Microsoft Access database file.
c. Click to select the Select Method check box.
d. Click Open.
DDE (*.mdb)," and then click OK.
NOTE: If "MS Access Databases via DDE (*.mdb)" is not available, you
will need to remove and then reinstall Microsoft Access for Windows 95.
tab.
NOTE: On the Queries tab, the Create Link check box is selected by
default. This option creates a link to the Microsoft Access database
query. Select this check box to always retrieve the most up-to-date
version of any of the listed queries. To ignore changes to the original
query instructions, clear the Link to queries check box.
your Word document.
If you are using mail merge, you will be prompted with the following
message:
Word found no merge fields in your main document. Choose the Edit
Main Document button to insert merge fields into your main document.
Click Edit Main Document and continue your mail merge as usual.
-or-
If you are inserting database information, in the Database dialog box,
click Insert Data. In the Insert Data dialog box, select either All to
insert all of the results of the Microsoft Access query into your Word
document or select From and specify which records you want to insert
into your Word document.
NOTE: In the Insert Data dialog box, the "Insert data as field" is not
selected by default. If selected, this option inserts the data into the
table as a field. Select this check box if you want to update the data
in your Word document whenever the data source changes.
To use Microsoft Query to retrieve Microsoft Access data as a data source in Word, follow these steps:
1. If you want to use the results of a Microsoft Access query or table as
your data source in a Word mail merge, in the Mail Merge Helper (on the
Tools menu, click Mail Merge), click Get Data and then click Open Data
Source.
-or-
If you want to insert the results of a Microsoft Access query or table
in a Word document, in the Database dialog box (on the Database toolbar,
click Insert Database), click Get Data.
NOTE: To access the Database toolbar, on the View menu, point to
Toolbars and then click Database.
3. In the Select Data Source dialog box, select "MS Access 7.0 Database,"
and then click Use.
file that you want to use, and then click OK.
NOTE: If you select the Read Only check box, you will be able to read
the file but cannot make changes to it. If you select the Exclusive
check box, the database file will be locked during the time Word is
using the Microsoft Access database.
query and click Add. Select each item (table or query) and add them to
your query and then click Close.
asterick (*) if you want all of the field names) from the Table pane to
the Data pane.
For more information about the Query Window, click Contents on the Help
menu in Microsoft Query Help, and then under Reference, click Query
Window.
to Microsoft Word."
Helper. Click Close and then insert your merge fields and continue your
mail merge as usual.
-or-
If you are inserting database information, in the Database dialog box,
click Insert Data. In the Insert Data dialog box, select either All to
insert all of the results of the Microsoft Access query into your Word
document or select From and specify which records you want to insert
into your Word document.
NOTE: In the Insert Data dialog box, the "Insert data as field" is not
selected by default. If selected, this option inserts the data into the
table as a field. Select this check box if you want to update the data
in your Word document whenever the data source changes.
To export and use your data from Microsoft Access as a Word data source, follow these steps:
1. Open your Microsoft Access database table or query.
2. On the File menu, click Save As/Export.
3. In the Save As dialog box, select "To an External File or Database" and
then click OK.
a. Change the Save as type box to "Microsoft Word Merge".
b. In the File name box, type a name for your exported file.
c. In the Save in box, change to the folder that you want to save the
file.
result as a tab-delimited text file.
In Microsoft Word 95, continue your Word mail merge, or insert your database file as usual.
To copy, pastes, and use Microsoft Access data as a Word data source, follow these steps:
1. Open your Microsoft Access database table or query.
2. On the Edit menu, click Select All Records.
3. On the Edit menu, click Copy.
In Microsoft Word 95, following these steps:
1. On the File menu, click New.
2. On the General tab, select the Blank Document icon and then click OK.
3. In your document, use one of the following methods:
Method 1: Save Data in Table Format
-----------------------------------
a. On the Edit menu, click Paste. The information from your Microsoft
Access table or query will be pasted into a Word table.
b. Save (on the File menu, click Save As) this new file as (Save as
type) "Word document." This new file will be your new Word data
source.
Method 2: Save Data in Tab-delimited Format
-------------------------------------------
a. On the Edit menu, click Paste Special.
b. In the Paste Special dialog box, select Unformatted Text and then
click OK. The information from your Microsoft Access table or query
will be pasted into your Word document as tab-delimited text.
c. On the File menu, click Save As.
d. In the Save As dialog box, change the Save as type box to "Text
Only."
e. In the File name box, type a name for your exported file.
f. In the Save in box, change to the folder that you want to save the
file and then click Save.
or insert your database file as usual.
For additional information, please see the following articles in the Microsoft Knowledge Base:
ARTICLE-ID: Q187383
TITLE : WD: How to Start a Mail Merge
ARTICLE-ID: Q187639
TITLE : WD: How to Design and Set Up Mail Merge Data Sources
databases, Microsoft Access
Additional query words: datasource msaccess msquery
Keywords : kbdta kbmerge word7 word95
Version : WINDOWS:7.0,7.0a
Platform : WINDOWS
Issue type : kbinfoLast Reviewed: February 13, 1999