WD: Mail Merge Using a Microsoft Access Parameter Query

 Last reviewed: February 4, 1998
Article ID: Q155487
The information in this article applies to:
  • Microsoft Word for Windows, versions 6.0, 6.0a, 6.0c
  • Microsoft Word for Windows 95, versions 7.0, 7.0a
  • Microsoft Access, versions 2.0, 7.0
  • Microsoft Word 97 for Windows
  • Microsoft Access 97 for Windows

SYMPTOMS

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 Access Parameter Query in Access. For information on Parameter Queries, see the "More Information" section at the end of this article.

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 (the Confirm Conversions check box in Word 6.x), and
click 
    the OK or Open button.

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

    A Microsoft Access dialog box is displayed.

  • Click the Queries tab.

  • Select the Parameter Query from the list of queries and click OK.

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

    If the dialog box does not appear and Word doesn't seem to be responding, press the ALT+TAB keys once. The parameter query prompt dialog box should now appear.

  • Type the information in the Parameter Query dialog box and click OK.

  • A Word dialog box appears. Click Edit Main Document.

  • Insert the merge fields in the main document and perform the mail merge 
        as usual.

    MORE INFORMATION

    For more information on how to create a Microsoft Access Parameter Query, see Microsoft Access Help.

    In Microsoft Access 97

    For more information about Parameter Queries, click the Office Assistant, type "Parameter Queries," click Search, and then click to view "Parameter Queries."

    NOTE: If the Assistant is hidden, click the Office Assistant button on the Standard toolbar. If Microsoft Access Help is not installed on your computer, please see the following article in the Microsoft Knowledge Base: 

       ARTICLE-ID: Q120802
   TITLE     : Office: How to Add/Remove a Single Office
               Program or Component

    In Microsoft Access 7.0

    1. On the Help menu, click Answer Wizard.

    2. In Step 1, type in "How Do I Create A Parameter Query?", and click the Search button.

    3. In Step 2, under "How Do I", select "Create a Parameter Query That Prompts for Criteria Each Time It's Run", and click the Display button.

    In Microsoft Access 2.0

    1. On the Help menu, click Search.

    2. Type "parameter" (without the quotation marks).

    3. Select "parameter query" and click Show Topics.

    4. Under Select a Topic, select "Creating a Parameter Query" and click the Go To button.

    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

    • KBCategory: kbusage
    KBSubcategory:
    Additional query words:
    Keywords : kbualink97
    Version : 6.0 6.0a 6.0c 7.0 7.0a 97
    Platform : WINDOWS

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    Last reviewed: February 4, 1998
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