Instructions for Merging Employee Data Excel Worksheet and LOA Word 2003 Documents

1. Download documents from the following webpage: http://www.montana.edu/hraa/forms.html

2. Click on Adjunct, Professional, and Research Hire – Merge links (Word document). Save in a secure location.

3. Click on Excel Information Document (Excel document). Save in a secure location.

4. Open Excel document and enter LOA data into corresponding worksheet. (ie. Adjunct, Professional, Research) (see Information

Document located on forms page for column explanations)

5. After data is entered, Save and Close. You will need to save each tab as a new excel document as 2003 does not allow you to pick the

tab you wish to merge.

6. Open saved word document – Note: Provisions may appear blurry. When you print they should be clear.

7. Go to the Tools -> Mail Merge…

8. The Mail Merge Helper will appear:

9. 1 – ‘Main Document’ - Click Create, select ‘Form Letters’.

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10. In the pop up select ‘Active Window’.

11. 2 – ‘Data Source’ - Click Get Data -> Click ‘Open Data Source’

12. Locate the Excel worksheet in the Select Data Source dialog box, and double-click it. Note: In the ‘Files of type:” box you may need to

select ‘MS Excel Worksheets (*.xls)’ so the excel document will appear.

13. After selecting the excel document, click Open.

14. The following box will appear. Select ‘Entire Spreadsheet’ press OK.

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15. 3 - ‘Merge the Data with the Document ‘– Click on Merge….

16. In the Merge pop up that appears select the following options. Merge to ‘New Document’. Records to Merge: All. When Merging records: Don’t Print blank lines when data fields are empty. Click Merge. Note: you will be able to select which pages (employees) you

wish to print.

17. A new document will be created. Name this Document and Save.

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18. Save the original Word Document that is still open. This document is connected to your excel data source. If you want to change your

merge selections (i.e. which records are merged) you can open this document go to tools, merge, and make changes.

19. Be sure to review each employee’s Letter of Appointment contract to verify information is correct. Corrections can be easily made in the

newly created document. However, remember changes in the word document will not be changed in the excel document.

20. Each employee will have a letter created within the new document. When you go to print you can select which letters you to print by

entering the page numbers in the Page Range area of the print box.

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