How to create a listing

Introduction

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.

  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

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)

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... )

mailmerge on the toolbar

This opens the mail merge wizard.

select a documenttype for this merging

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

give a name to this mailmerge process

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’.

select the fields you want to mailmerge with

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'.

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

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.

template designer mailmerge with the chosen 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.

decide if you want to log this mailmerge

2.3 Press 'OK'

The template and mail merge process have been created.

3. Start using the mail merge process you created

run the mailmerge process

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...).

select one of the saved mail merges

3.2. Press 'Run' to create the document with all records.

the listing mailmerge, result