Mail Merge & Printing 

When you need to create multiple copies of essentially the same document, yet with customized information in each one, you need to use mail merge. A mail merge uses a new or existing database table to fill in fields in the document while retaining the surrounding content. Mail merge is most commonly used on letters—thus its name—but it's equally handy for other database/word processing tasks.

You can create Access database reports to print information stored in a database, and this is preferable for dumps of query results and simple forms. Using mail merge in Word, however, allows you to get more creative, such as typing a multipage newsletter and having the subscriber's address print directly on the back page, thus avoiding the need for labels. You can also use mail merge to print labels for CDs, complete with graphics.

Creating a mail merge begins by choosing Tools | Letters and Mailings| Mail Merge. This opens the Mail Merge task pane. You can invoke this tool on a blank page and wait to be prompted to create the document as you step through the Mail Merge wizard. You can begin typing the document before launching the tool.

• Letters Used when creating a form letter. This is also the document type to use if you're using mail merge for a more creative purpose.
• E-Mail Messages Used to create a form letter that is then automatically sent to a list of e-mail addresses or business faxes, drawn from the Outlook contacts list. 
• Envelopes   Used to create envelopes with mail-merge fields. You can use the same database as the source for this merge, ensuring that you have envelopes for each form letter. You'll be prompted to choose an envelope size in addition to the normal mail-merge steps. 
• Labels   Used to create mailing labels. You can set the Avery label type or create a custom label, in addition to the other options. 

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