This example shows step by step how to create a mail merge listing template and process using the 4TOPS Mail Merge for Microsoft Access tools. In this example we create a listing with pictures and their description The pictures are stored in the database.
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)
1.2 Start the Mail Merge wizard
1.2a 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.
1.3 Give a name to the process, here 'Categorylisting' and press 'Next'
1.4 don’t check 'use existing template'
1.4.1 keep or rename the given template name
1.4.2 (optional specify a listing or template you want to base the template on). We now let it blank and just press ‘create’.
1.5 Select the fields you want to have in the listing. It is possible to change the order in which they will appear and press 'OK'.
The template designer opens with the selected fields on the template. It is possible to drag and drop more mail merge fields from the left side. You can add more text, etcetera. We now only place the title 'Product overview' above the fields.
2.1 Close the Template Designer (save changes)
2.2 On the wizard, skip the following screens, don't check 'automatic file naming' or logging.
2.3 Press 'OK'
The template and mail merge process have been created.
3.1 Press 'Open the Process 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 document with all records.