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Mail-Merge

Mail-Merge. Using Word & Excel 2007 to create for individualized Letters to Parents. Click to advance. Dr. John Wm (Jay) Sanders Middle Tennessee State University. Merging Parent-letter in Word with Student-database in Excel. This is a 3 Step Process: Creating a Student-Database in Excel

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Mail-Merge

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  1. Mail-Merge Using Word & Excel 2007 to create for individualized Letters to Parents Click to advance Dr. John Wm (Jay) Sanders Middle Tennessee State University

  2. Merging Parent-letter in Word with Student-database in Excel • This is a 3 Step Process: • Creating a Student-Database in Excel • Writing Letter in Word, Merging with Excel file, & Inserting the Mergefields • Merging the letters to create multiple personalized letters to your student’s parents Click to advance

  3. Step 2: Getting Started in WORD Click: the [Mailings] Ribbon The [Mailings] Ribbonappears: Click: [Start Mail Merge] Icon Click to advance Continued on next slide

  4. Step 1 Click: [Letters] Either type your own letter creating a school letterhead. Or Download the example by clicking [main.doc]> Next: Revising document & insert “mergefields” Click to advance

  5. Revising the Letter & Preparing to Insert “Mergefields” 1st: Note that the “mergefields are hi-lighted in gray 2nd: Click on border of box & press [delete] 3rd: Click each “mergefield” & press [delete] (You will be inserting your own after you attach your Excel “grades.xls” to this document) 4th: Your letter will look like this & you are ready to attach the “grades.xls” file Click to advance Note “formatting has been turned on.

  6. Attaching “grades.xls” & inserting “mergefields” Click: [Select Recipients] icon Click: Use Existing List] When “Select Data Source” box appears find/click your ‘grades.xls’ file & click [Open] When “Select Table” box appears click [OK] Click to advance Now you are to insert “mergefields”

  7. Finally…..Inserting “mergefields” Click: [Insert Merge Field] 1. Click in the 4th paragraph below date 2. Click [parent-first] on the box 3. Click [Insert] 4. Click [Close] Click to advance

  8. Inserting “mergefields” continued… Repeat this with each [Merge Field] 1.While still in the 4th paragraph press [Space Bar], then Click: [Insert Merge Field] 2. Click [parent-last] on the box 3. Click [Insert] 4. Click [Close] 5. Repeat this with each [Merge Field] 6. Change name, email address, phone #, etc. to personalize the letter. Click to advance 7. Save file as [main.doc] Click to advance

  9. Before you Merge Before you merge your letter it should look similar to the example, except it will have your name & info. Note, you can not type in the “merge fields”…they must be inserted from your Excel “grades.xls” attached file. Click to advance Remember to save your file as “main.doc”

  10. Step 3…Merge! Click: [Finish & Merge] [Edit Individual Documents] [All] to merge all records [OK] to merge all records Know you have 10 individualized letters to the parent of your students. Click to advance

  11. After the Merge Check each letter & see if it has the correct information & revise as needed. After all the letters are corrected, if needed, then …… These are 2 letters out of 10 Save the file as “merged-letters.doc” Post both “main.doc” & “merged-letters.doc” on your website. This is the last slide.

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