Data Import & Export

How to Combine Two Microsoft Access MDB Files for Mail Merge

John Wilson Oct 12, 2026 869 views

Question details

The user needs to combine two identically structured Microsoft Access (.mdb) address databases to use as a unified data source for a mail merge.

How to Combine Two Microsoft Access MDB Address Files for Mail Merge

Product: Microsoft Word / Access
Device & OS: not provided
Scenario: Preparing a consolidated address list to generate letters, labels, or emails through a single mail merge process.
Observed behavior: Word allows using a single .mdb file as a mail merge source but lacks a built-in feature to combine two separate .mdb databases directly.

Before you start

Ensure both .mdb files have identical table structures, including the exact same field names and data types, before attempting to merge them.

Solution 1Recommended

Merge Databases Using Microsoft Access

The most reliable method is to use Microsoft Access to append the records from one database into the other.

Since your word processor cannot merge two separate databases on its own, you must use a database application like Microsoft Access to consolidate the files prior to starting your mail merge.

Open the Primary Database

Launch Microsoft Access and open your first (primary) .mdb address file.

Import External Data

Navigate to the 'External Data' tab on the top ribbon and click on 'New Data Source' (or simply 'Access' depending on your version).

Select the Second Database

Choose 'From Database' > 'Access'. In the dialog box, browse your computer to locate and select the second .mdb file.

Append Records

Select the option to 'Append a copy of the records to the table'. Choose the specific address table from the drop-down menu, click 'OK', and follow the prompts to complete the merge.

Merge Complete: Once appended, you can select this primary .mdb file as your single data source in your word processor's Mailings tab.

Solution 2

Run Separate Mail Merges

If you do not have Microsoft Access or another database application, you can execute the mail merge process twice.

Free Microsoft Office alternative

Perform Seamless Mail Merges with WPS Office

While combining Access databases requires specialized software, WPS Office offers a lightweight, free alternative for your word processing and mail merge needs. You can easily manage your address lists in WPS Spreadsheet and use them for mail merges in WPS Writer without complex database tools.

1. Prepare Data in Spreadsheet: Open WPS Spreadsheet and combine your address lists into a single worksheet, ensuring column headers match.
2. Open WPS Writer: Open your letter or label document in WPS Writer and navigate to the 'References' tab.
3. Start Mail Merge: Click 'Mail Merge', select 'Open Data Source', and choose your consolidated spreadsheet to finish the merge.

Fully compatible with Microsoft Word documents (.docx) and Excel spreadsheets (.xlsx)User-friendly Mail Merge feature integrated directly into WPS WriterManage address lists easily in spreadsheets without needing Microsoft AccessFree, lightweight, and fast installation

microsoft office alternative - wps office

Frequently Asked Questions

Can I select multiple data sources simultaneously in a word processor's mail merge?

No, standard word processors only allow you to connect a document to one data source at a time during a mail merge. The data must be combined beforehand.

What is the easiest format for mail merge lists if I don't use Access?

Spreadsheet formats like Excel (.xlsx) or CSV files are highly recommended. They are much easier to manage, combine, and edit using standard spreadsheet software without needing specialized database programs.

Can I convert my .mdb files to Excel to combine them?

Yes. If you have Access, you can export both tables to Excel format (.xlsx). Once in Excel, simply copy the rows from the second file and paste them at the bottom of the first file's list.

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