Preparing the Database Data Source
LO5 :: To be able to select and present information in the development of the solution to meet an identified need
You need to prepare your list so it is ready to mail merge into your letter.
You included a field called Permission in your database table. If the individual would like to receive a letter they will have given permission and the Permission field will contain a tick .
You will need to create a Query in your database to select all the individuals who have given permission.
Only writing to the individuals who have given permission is an important part of Data Protection. You can click on the link below to work through the Data Protection tutorial.
Create the Query
Click on the Create tab on the menu and find the Query Wizard command.
If you are asked to save any changes to your database, asked to save the table, click Yes. Select Simple Query Wizard and click OK.
Use the drop-down list to select the table that contains the list of names and addresses to use in your mail merge.
Select the field to include in the query in the Available Fields box. Use the add button to include each field on the query. Repeat this step will each field.
Click Next and Next again. On the last screen select Modify the Query Design and click Finish.
Only Individuals who have given Permission
You now need to get your query to only select those individuals who have given permission to receive a letter.
In the Permission field and on the Condition line, type in true.
Click on the Run button to see the results of your query. Only those individuals who have given permission will be selected and shown by your query.
Your data source is now ready to use with your mail merge.
Print out this Page
Creating a Mail Merge Letter