In many cases, the data file that you want to use for a mail merge will already exist. For example, you might have access to a data file that lists:
- Customer or contact names, addresses, and more.
- The products or services your company offers.
- Information about your employees.
If the data file exists, you can just connect to it during a mail merge (you'll get a chance to try this during the practice session at the end of this lesson).
But don't worry if you don't have a data file yet. As shown on the left, the mail merge process includes a step where you can create a data file from scratch.
The new file is saved as a mailing database (.mdb) file in the My Data Sources folder, which is located in your My Documents folder. You can reuse the file for future mail merges. You can also make changes to the records in the file by opening the Mail Merge Recipients dialog box during a merge or by opening the file in Access.