Finish Preparing Your Document

To finish preparing your document, perform the following actions based on your Word version.

Note: For more instructions on using Word's mail merge feature, refer to your Microsoft documentation.
Word Version Action
2000
  1. Click Edit Main Document to continue preparing your document. Notice that new mail merge buttons have been added to the toolbar.
  2. Place the cursor in your document where you want to insert the data and click Insert Merge Field to see a drop-down list of table columns. These are the columns that you selected in Microsoft Query.
  3. Click the merge field you wish to insert. The control characters for this field are placed in your document.
  4. To display the data that corresponds to each field code, click the <<ABC>> button on the Mail Merge toolbar. Use the control buttons on the Mail Merge toolbar to move to the next, previous, first, or last record in the table.
  5. Edit and save your document as you normally would. Whenever you want to insert a data field, click Insert Merge Field once again and click the appropriate field.
2003
  1. Click Next on the Mail Merge task pane and continue preparing the body of your letter as needed.
  2. Place the cursor in your document where you want to insert the data and click More items on the Mail Merge task pane. The Insert Merged Field dialog box appears.
  3. Make sure the Database Fields radio button is selected. Click the field name you want to appear first in your document and click Insert. Click the next field you want and click Insert again. Repeat this process for each field that you want to add to your document. Once you have added all desired fields, close the Insert Merge Field dialog box.
    Note: This dialog box does not allow you to select multiple fields and insert them all at once. You must select and insert them individually.
  4. Format your fields as desired, and then click Next on the Mail Merge task pane. The data corresponding to each field is displayed. Notice the options on the Mail Merge task pane to preview or edit your letters.
  5. When you are satisfied with your letters, click Next on the Mail Merge task pane.
  6. Click Edit Individual Letters on the Mail Merge task pane. The Merge to New Document dialog box appears. Consider your options for selecting which records to merge.
  7. Click All and then click OK. A new document containing individual letters for each record is created.
  8. Edit and save your letter document as you normally would. You can also save your original document containing the mail merge query and reuse it to create additional mail merge letters.
2007
  1. Click Next on the Mail Merge task pane and continue preparing the body of your letter as needed.
  2. Place the cursor in your document where you want to insert the data. From the Mailings tab, click Insert Merge Field to display a list of field names you added previously.
  3. Click the field name you want to appear first in your document.
  4. Repeat steps 2-3 for each field that you want to add.
  5. Format your fields as desired, and then click Next on the Mail Merge task pane. The data corresponding to each field is displayed. Notice the options on the Mail Merge task pane to preview or edit your letters.
  6. When you are satisfied with your letters, click Next on the Mail Merge task pane.
  7. Click Edit Individual Letters on the Mail Merge task pane. The Merge to New Document dialog box appears. Consider your options for selecting which records to merge.
  8. Click All and then click OK. A new document containing individual letters for each record is created.
  9. Edit and save your letter document as you normally would. You can also save your original document containing the mail merge query and reuse it to create additional mail merge letters.
Parent topic: To access data from Word