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Mail Merge in Word 3 parts: Main document, data source,
results Personalize communication with students Merge to: letters, name badges,
certificates, labels, email… Practice!
Data – topsPRO, spreadsheets, tables Data for a certificate or other
correspondence Data should be in the smallest pieces possible
(i.e. First Name and Last Name, not Name (which is both)
Exporting to Excel Choosing options in topsPRO or your attendance
system (work with your office staff) Considerations – frequency, purpose
Create your own Data source in Excel Create your own Data source in a Word Table
Payment Points Monitor Report (topsPRO)
Choose class, one, some or all
Step 1
Step 2: click the “print” icon
Select “.xls” file – then print
Saving on the desktop makes it easier to find your spreadsheet!
Save to your desktop
And voila!
Now, one more thing…
Add a new column – ‘split’ data
Right-Click on heading “Gender” choose “Insert”
Adding a new column continued
A new empty column is inserted.
Highlight Name column (to be split)
Choose Data and Text to Columns
Click next…
Click “Comma”
Names will be separate in the preview
And click “Next.”
And click “Finish”
If you didn’t add a new column…
Change the column headers to FirstName and LastnameTaa-Daa!
MAIL MERGE
Personalize communication with students
3 parts: Main document, data source, results
Results are: letters, name badges, certificates, labels, email…
Demo Time!Slides are marked for Word 2007
or Word 2003.
CREATE YOUR MAIN DOCUMENT
Click the Office Button and choose
“New”
Choose the template category
Select the document
Word 2007
CREATE YOUR MAIN DOCUMENT
Click “File” on the menu
bar, then “new”
From the task pane on
the right, choose
“Templates on Office Online”
Search for an
appropriate template.
Select it for download.*
* Note: Be sure you choose documents for Word 2003.
Word 2003
CUSTOMIZE YOUR DOCUMENTAdd ‘static’ informatio
n (it doesn’t change)
LINK YOUR DOCUMENT TO YOUR DATA
Click on Mailings tab
Click “Select Recipients,
then Choose “use existing
List”
Navigate to your
exported Excel File
Word
2007
START THE MAIL MERGE WIZARD
Click Tools>Letter
s & Mailings>Ma
il Merge
The wizard will walk you
through step-by-step
Word 2003
SELECTING THE DATA SOURCE
1Click
Browse
2Find your
data source 3
Select your data
source4
Select sheet
Word 2003
SELECT DATA CONTINUED
5Confirm
your data list and Click OK
Click “Next: Write Your Letter” in the Mail Merge Wizard (task pane on the
right)
EMBED PERSONALIZED FIELDSWord 2007
SELECT “NAME OF AWARDEE”
Be sure your cursor is where you want
your data to appear!
EMBED PERSONALIZED FIELDS (DATA)
Select the text you wish to change. Choose “More items”
from the Mail
Merge Wizard
Select the field name you want and click “Insert”
Repeat these two steps for each
field you want to insert into your
document.
Word
2007
ADD YOUR FIELD NAMES
Click “Insert Merge Field” drop down
Click FirstName (or any other field you want to appear in
this spot)
Word 2007
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.
Word 2007
PREVIEW YOUR DOCUMENT
Use the Wizard to
scroll through all your
documents.
Review your document to make sure everything is
correct. Next is to actually merge the document into individual certificates.
In the Mail Merge Wizard, click the next step “Complete the
Merge”
Word 2003
READY TO MERGE!
Click on “Finish &
Merge” in the ribbon
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.
Word 2007
READY TO MERGE!
Choose “Edit individual letters”
Choose your merge options.
Click OK.
Word 2003
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 81 certificates as ONE
Word document. You can easily return and print
out just one page if necessary.
OTHER NOTES
When you re-open your main document (certificate) Word
gives you a warning. It is simply telling you that it is linked to a
data source. Be sure to say “Yes” to open the document.
You can always CHANGE the data source once the file is open.
(See slide “Link your document to your data”)
WHAT CAN YOU DO?
Brainstorm with your neighbor on how you could use this at your school.
The resource CD contains files you can use. Data files (Excel) Main documents (cards, certificate)
Explore using built-in Word templates The resource files also include links to Mail
merge tutorials online. Practice, practice, practice!
SO, HOW ARE YOU DOING?
TIME TO PRACTICE!
Use the files provided on your resource CD
Create your own document if you prefer.
Complete one final document to prove you can do it!
MAIL MERGE IS MAGIC!
Thank you for coming today! Please fill out an evaluation and give
them to the room monitor. Please contact me if you have
questions: Penny Pearson, [email protected]
