How to Create Mail Merge Reports MS Access

Quick summary

A mail merge in MS Access lets you automatically populate a Word document with data from an Access table, enabling bulk document creation such as letters, labels, or reports. This step-by-step walkthrough covers the entire process — from launching the Word Merge wizard to finishing and outputting your merged documents.

Steps

1. In the Access ribbon, go to the External Data tab.
2. Go to the Export group and select Word Merge.
3. Follow the Word Mail Merge Wizard, select from the available options, and click OK.
4. Select the type of document you want to create and click Open.
5. Place the cursor where you want the merge field to appear in the document.
6. Click on the Insert Merge Field button on the Mailings tab to add fields from your Access table.
7. Select the desired fields and click Insert.
8. Click the Preview Results button in Word to review how the merged data will appear.
9. If everything looks correct, click Finish & Merge.
10. Choose what to do with your document — print, edit individual documents, or save the merged output.