Using Access with Word Mail-Merge
At the time this page was written, MS Access had no built-in components
to apply the formula needed to format the static data appropriately.
This conversion must be done either before the data is put into the
table, or by using one of
VBA functions when the data is ready to display in an Access form
or report. In Excel, however, the data is formatted correctly into another
column using the macros and can then be pulled into the mail merge.
There are three options:
- Print directly from Access by creating an Access Report, or
use the built-in templates for creating documents & labels as desired.
This may be the least flexible approach. IDAutomation has outlined
- Create a simple program, using Visual Basic or the programming
language of your choice, which would convert the data into the correct
format before the data is put into the table. The program would
insert the actual data into one column in the table and put the
converted data in another column. Once the data is in the table,
a mail merge can be accomplished in Word by linking to the formatted
data column and applying the barcode font to the mail merged field.
- Export the Access table to an Excel spreadsheet, because Excel
allows for the application of special formulas to the data in the
columns. Using Excel requires exporting the data from Access into
Excel. The Export wizard will be found in the File menu in Access.
Once the data is in Excel, add an additional column to the spreadsheet
and follow the tutorial for
custom formulas. Now that the data is formatted properly in
Excel, use IDAutomation's
Merge Tutorial for finishing the task.