Prototype Bid Instructions

Save “Milk Bid with Mail
Merge.doc,” “Bread Bid with
Mail Merge.doc” and “Food
Bid Template.mdb” to hard
drive. Note location files were
saved.

Open “Bread Bid with Mail
Merge.doc” file.
1. You will be promted to
anwer a few secruirty
warnings.
 Answer - “Yes” to the
‘Opening this document
will run the following SQL
command:’ prompt.

Answer – “Open” to the Do you want to
open this file or cancel the operation?’
prompt.
-1-

Open “Food Bid Template.mdb” in
MS Access.

Add your SFA and Bid Information
in the form.
1. Create a record for a milk bid –
Note record number.
2. Create a record for a bread bid
– Note record number.
3. Click to the next record so your
new information will save to the
“Bid Data” table.
4. Close MS Access - Data saves
automatically
Record #

Open the “Bread Bid with Mail
Merge” document.
1. You will be prompted with
two buttons. Click the
button that reads “Find
Data Source…”
2. Navigate to the file that
you saved the “Food Bid
Template.mbd” file.
Change the “Files of type”
selection at the bottom of
the menu to “MS Access
Database Files.”
3. Select the “Food Bid
Template.mdb” file and
click open.
4. You will be prompted to
select the “Bid Data”
table. Click “OK.”
-2-

If you have the “Mail Merge”
toolbar on the top of the page,
then:
1. Click the “Right or Left”
arrow button to choose the
data record (created earlier)
for the “Bread Bid.”
2. Click “View Merge Data”
button on toolbar near the
top of the screen
“<<ABC>>”. This will
replace the mail merge field
with your data.
Mail Merge Toolbar

If you do not have a “Mail
Merge” toolbar, then:
1. Click the “Tools” dropdown
menu and select customize.
2. Select the “Mail Merge”
toolbar and click close.
3. Follow the directions above.

To create a bid document to print, then:
1. Click “Start Mail Merge” button or click “Tools,” click “Mail Merge” under #3/Merge data with the document
click “Merge.”
2. Select the merge to “New Document” option.
3. Enter the appropriate record number. Example: “1 to 1”
4. Click “Merge” button.
5. Click the “Save as” button and rename document. Example: “Bread Bid 2004”
Important:
-If you make changes to the “Bread Bid with Mail Merge” or “Milk Bid with Mail Merge” documents the change
will be made in the template.
-If you make changes to the new document that was created in the previous step the changes will only effect
the new document.

Add Local Instructions and Optional County Language.

Save

Print
-3-