WD97: Mail Merge Using a Microsoft Access Parameter Query

ID: Q198293

The information in this article applies to:

SUMMARY

This article describes how to merge a Word document with a Microsoft Access database using a parameter query.

MORE INFORMATION

A Microsoft Access parameter query extends the flexibility of other Microsoft Access queries by prompting the user to enter certain criteria each time the query is run.

This article assumes that there is a proper parameter query in Access. For more information about parameter queries, click Contents and Index on the Help menu, click the Index tab in Microsoft Access Help, type the following text 

   parameter queries
and then double-click the selected text to go to the "Create a parameter query that prompts for criteria each time it's run" topic. If you are unable to find the information you need, ask the Office Assistant.

To merge a Word document with a Microsoft Access query using a parameter query, use the following steps: 

 1. Start a new Word document.

 2. On the Tools menu, click Mail Merge.

 3. Click the Create button on the Mail Merge Helper, and select the    
    type of document to merge (such as Form Letter or Mailing Labels).

 4. Click New Main Document.

 5. Click the Get Data button, and select Open Data Source.

 6. Change the List Files to MS Access Databases (*.mdb), and change to
    the folder where Microsoft Access is located.

 7. Select the database you want to use, click the Select Method check
    box to select it, and click the OK or Open button.

 8. In the Confirm Data Source dialog box, select MS Access Databases
    via DDE (*.mdb), and click OK.

    A Microsoft Access dialog box is displayed.

 9. Click the Queries tab.
10. Select the parameter query from the list of queries, and click OK.

11. A dialog box appears on the screen as a result of the parameter 

    query.

    If the dialog box does not appear, and Word does not seem to be
    responding, press the ALT+TAB keys once. The parameter query
    prompt dialog box should now appear.
12. Type the information in the Parameter Query dialog box and click 
    OK.
13. A Word dialog box appears. Click Edit Main Document.

14. Insert the merge fields in the main document, and perform the mail 

    merge as usual.

REFERENCES

For additional information, please see the following articles in the Microsoft Knowledge Base: 

   ARTICLE-ID: Q141922
   TITLE     : How to Start a Mail Merge

   ARTICLE-ID: Q141992
   TITLE     : How to Create Mailing Labels Using the Mail Merge         
               Feature

   ARTICLE-ID: Q141991
   TITLE     : How to Create Envelopes Using Mail Merge

   ARTICLE-ID: Q121109
   TITLE     : Font Changes During Mail Merge

   ARTICLE-ID: Q105745
   TITLE     : Unable to See List of Merge Fields


Keywords          : word97 
Version           : WINDOWS:97
Platform          : WINDOWS
Issue type        : kbhowto

Last Reviewed: February 12, 1999