Mail merge Word document - how to create a contract

This example shows step by step how to create a mail merge template and process using the 4TOPS Mail Merge for Microsoft Access tools.

  1. Use the mail merge wizard to set up the process - no programming required
  2. Use the Template Designer to drag & drop the fields on your template
  3. Start using the mail merge process you created

Create a contract in Word  

In this demo you see how to set up a Word mail merge. The result is a Word template, a contract, based on an old contract that is adapted to the new situation by the Template Editor. You also see it filled in with table-data.

Use the mail merge wizard to set up the process

You always need to have the database open with the form or datasheet you want to use the information from. (You should have already installed the Mail Merge Addin. If not see Installation and activation.)

1.1 Open the data source (table, query or form - in this example table Customers is used)

1.2 Start the Mail Merge wizard

1.2.a Select the Mail Merge Ribbon

1.2.b Press the Word Mail Merge button

(Access 2003: on the Mail Merge menu: New > Word Mail Merge... )

This opens the mail merge wizard, with 'Word Document' pre-selected.

1.3 Give a name to the process, here 'Contract' and press 'Next'

1.4 You may already have a template which resembles the new template. In that case select it 'Select a file to base the new template on'

2. Use the Template Designer to drag & drop the fields on your template

2.1 Press the 'Create' (or 'Edit') button to open the Template Designer

2.2 Drag & Drop mail merge fields from the left panel onto the template

2.3 Close Template Designer (save changes)

2.4 On the wizard, skip the following screens, don't check automatic file naming or logging.

2.5 Press 'OK'

The template and mail merge process have been created.

3. Start using the mail merge process you created

3.1 Press 'Open the Mail Merge Selection dialog' on the What's next dialog. The next time you will be using the 'Existing' button on the Mail Merge ribbon (Access 2003: menu Mail Merge > Open...).

3.2. Press 'Run' to create the new contracts on the selected records using the new mail merge process.