Mail merge

Sherry BrottSherry Brott 11

Mail Merge 101Mail Merge 101

Creating CertificatesCreating Certificates


Create Your Recipients ListCreate Your Recipients List

Create in ExcelCreate in ExcelDoesn’t have to be fancyDoesn’t have to be fancyUse heading terms that will be included in your Use heading terms that will be included in your letter (certificate)letter (certificate)Save to your desktop or other location.Save to your desktop or other location.– Note: If you think you will be editing this mail merge Note: If you think you will be editing this mail merge

at a later time, DON’T change the location of the at a later time, DON’T change the location of the recipient list. Word will not know where to find the recipient list. Word will not know where to find the data.data.

Tip: Rename your spreadsheet tabs so that you Tip: Rename your spreadsheet tabs so that you know exactly which one contains the data or know exactly which one contains the data or delete all unused sheets.delete all unused sheets.


Rename sheet tab Rename sheet tab (double-click the tab and type (double-click the tab and type new name or right-click and new name or right-click and choose ‘rename’).choose ‘rename’).

Use auto-fill to copy Use auto-fill to copy identical data.identical data.

SaveSave


Mail Merge WizardMail Merge Wizard

Open your blank Open your blank certificate.certificate.

Open the Mail Open the Mail Merge Wizard in Merge Wizard in the task pane.the task pane.– ToolsTools

Letters and Letters and MailingsMailings

– Mail MergeMail Merge


Step 1Step 1

Choose Letters if you Choose Letters if you are creating a are creating a certificate.certificate.

Click Next: Starting Click Next: Starting document.document.


Step 2Step 2

Use the current Use the current document.document.

Click Next: Select Click Next: Select recipients.recipients.


Step 3Step 3

Use an existing list (the Use an existing list (the spreadsheet you already spreadsheet you already created).created).Click Browse and find the Click Browse and find the spreadsheet. Highlight spreadsheet. Highlight the sheet where the data the sheet where the data was entered. Your data was entered. Your data will pop up.will pop up.Click Next: Write your Click Next: Write your letterletter


Step 4Step 4

Click in your certificate Click in your certificate where data will be added.where data will be added.Click “More Items”.Click “More Items”.Choose the data from the Choose the data from the window that pops up. window that pops up. Click Insert.Click Insert.Click to close the Click to close the window, then repeat for window, then repeat for all other areas.all other areas.Click Next: Preview your Click Next: Preview your letters.letters.


Step 5Step 5

Make any corrections Make any corrections to spacing, font, font to spacing, font, font size, etc. that are size, etc. that are needed.needed.

You can remove You can remove recipients from the list recipients from the list if you want.if you want.


Step 6Step 6

Make changes to all of Make changes to all of the letters, by going to the letters, by going to the previous step.the previous step.Click Edit individual Click Edit individual letters to have Word letters to have Word create a new document create a new document that contains each of the that contains each of the certificates certificates (recommended)(recommended)Or Print if you do not Or Print if you do not want to keep a copy of want to keep a copy of the certificates. the certificates.


Finished CertificatesFinished Certificates

SaveSave

PrintPrint

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Mail merge