Mail Merge For Reports - The Document
Create a new standard document in Word. Go to Tools > Mail Merge…
Indicate that you’ll be
creating Form Letters as shown below. We’re actually creating a report, but Word
doesn’t need to know that.
After that, click on Get Data and Open Data Source… as shown below.
You’ll need to change the type of data source at the bottom of the window
that appears to ‘MS Access databases’.
Once you’ve selected the filename, you should see this box.
Choose the query or table you want to use. In our case it’s Percent New
Products.
You’ll now see a new toolbar at the top of the Word window. On it you’ll
see Insert Merge Field. Begin to type your report, and when you’re ready to
place data in your document, click on Insert Merge Field and choose the
appropriate field. For instance, type “Sales Report for “, click Insert
Merge Field and choose DateofData.
If you want to see how it will look in the final report, click on the
<<< ABC >>> button which toggles between field name and field
values. In the picture above it's greyed out but it's right next to Insert Word
Field.
Now all you need to do is save your document. Your database is updated each
month with sales data so all you need to do is open your document. It will
automatically run the query and create a new report. The same is true for any
set of changing data. Each time you open your report you’ll find updated data.
Even users unfamiliar with Access will be able to use up-to-date data in
their reports and they’ll be able to take advantage of Word’s formatting and
layout features.
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