Mail Merge

Ok so you have created your database and filtered out some information in the form of a query.  Now you want to send letters to those basketball and football athletes to inform them about the cost of uniforms this school year.  It is time to do a mail merge.  A mail merge allows you to to create one word processing document and insert the names of all the students in your database or query in the appropriate places.  Each student can get his own letter with only his information on it.  This is how you do it:

• Type your letter in Microsoft Word.  Don't type in the names of the students or any information that you plan to get from your table.
  
  
• When you have typed and saved your letter, click on tools from the menu bar and then mail merge.

• Click on create and then form letters.

• Click on active window, get data, open data source.

• Find your database file and open it.

  
  

• Open your query.

• Click on edit main document.

  
   

• You should be back to your word document now.
  
  
• Place your cursor at the point where you want to insert some information.  For example, you may have typed "Dear" and left a space to insert the student's name.  Place your cursor at that empty space.
  
  
• Look in the upper left corner of the screen and click on the menu bar option insert field.
  
  
• A list of the fields in your query should drop down.
  
  
• Click on the field name to want to insert.  Be sure to type in the appropriate spaces.  They will not be put there automatically.  The field will be inserted at exactly the point you tell it.  You must type a space after "dear" if you want there to be a space between it and the student's name.
  
  
  

  
   
   

• Once you have inserted all the fields, click on the button that looks like this <<ABC>> to see how your letter will look after it is merged.
  
  
• Save your file.