Mail Merge Magic! Using Mail Merge for Student Certificates

Mail Merge Magic!Using Mail Merge for Student Certificates Penny Pearson, Facilitator OTAN

Mail Merge • Personalize communication with students • 3 parts: Main document, data source, results • Results are: letters, name badges, certificates, labels, email… • The Process… • Then Practice!!

Create your main document in Word Click the Office Button and choose “New” Select the document Choose the template category Note: Sample files used in this workshop are found at http://otandemo.weebly.com

Customize your document Add ‘static’ information (it doesn’t change)

Link your document to your data Select the Mailings tab Navigate to your exported Excel File Click “Select Recipients, then Choose “use existing List”

Select “Name of Awardee” Be sure your cursor is where you want your data to appear!

Add your field names Click “Insert Merge Field” drop down Click FirstName (or any other field you want to appear in this spot)

Continue inserting fields When you complete the merge, each field will display the data in your Excel worksheet. Don’t forget spaces and punctuation!

Preview your document Use the navigation buttons to preview all your recipients.

Ready to merge! Choose “Edit Individual Documents” to get a separate file of each of your records. You can add special information to a certificate that was not in your data document. Click on “Finish & Merge” in the ribbon

Merge options Choose your merge options. Click OK.

MAGIC!  Each certificate is a separate page. You can add text – such as a special message – to any page. You can save all 11 certificates as ONE Word document. You can easily return and print out just one page if necessary.

Your Turn! Practice! Let’s get started!

Mail Merge Magic! Using Mail Merge for Student Certificates