Mail-MergeMail-Merge

Dr. John Wm (Jay) SandersDr. John Wm (Jay) SandersMiddle Tennessee State UniversityMiddle Tennessee State University

Using Word & Excel 2007 to create Using Word & Excel 2007 to create for individualized Letters to Parentsfor individualized Letters to Parents

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Merging Parent-letter in Word Merging Parent-letter in Word with Student-database in Excelwith Student-database in Excel

This is a 3 Step Process:This is a 3 Step Process:1.1. Creating a Student-Database in ExcelCreating a Student-Database in Excel

2.2. Writing Letter in Word, Merging with Excel file, & Writing Letter in Word, Merging with Excel file, & Inserting the MergefieldsInserting the Mergefields

3.3. Merging the letters to create multiple personalized Merging the letters to create multiple personalized letters to your student’s parentsletters to your student’s parents

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Step 2: Getting Started in WORDStep 2: Getting Started in WORD

Click: Click: the the [Mailings][Mailings] RibbonRibbonThe The [Mailings][Mailings] Ribbon Ribbon appearsappears:

Click: Click: [[Start Mail Merge] Start Mail Merge] Icon Icon Click to advance

Continued on next Continued on next slideslideContinued on next Continued on next slideslide

Step 1Step 1

Click: Click: [Letters][Letters]

Next:Next: Revising Revising document & insert document & insert “mergefields“mergefields”

Either type your own letter creating a Either type your own letter creating a school letterheadschool letterhead.OrOr

Download the example by clicking Download the example by clicking [main.doc] >>

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Revising the Letter & Preparing Revising the Letter & Preparing to to InsertInsert “Mergefields” “Mergefields”

11stst: Note that the : Note that the “mergefields are hi-lighted in “mergefields are hi-lighted in gray gray 2nd: Click on border of box 2nd: Click on border of box & press [delete]& press [delete]

3rd: Click each 3rd: Click each “mergefield” & press “mergefield” & press [delete] [delete] (You will be (You will be inserting your own after inserting your own after you attach your Excel you attach your Excel “grades.xls” to this “grades.xls” to this document)document)4th: Your letter will look 4th: Your letter will look like this & you are ready to like this & you are ready to attach the “grades.xls” fileattach the “grades.xls” file

Note “formatting has been Note “formatting has been turned on.turned on.

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Attaching “grades.xls” & inserting Attaching “grades.xls” & inserting “mergefields” “mergefields”

Click: Click: [Select Recipients] [Select Recipients] iconiconClick: Click: Use Existing List]Use Existing List]

When “Select Data Source” box appears When “Select Data Source” box appears find/click your ‘grades.xls’ file & click find/click your ‘grades.xls’ file & click [Open][Open]

Now you are to insert Now you are to insert “mergefields”“mergefields”

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When “Select Table” box appears When “Select Table” box appears click [OK]click [OK]

Finally…..Inserting “mergefields” Finally…..Inserting “mergefields”

Click: [Insert Merge Field]

1. Click in the 4th paragraph below date2. Click [parent-first] on the box

3. Click [Insert]

4. Click [Close]

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Inserting “mergefields” Inserting “mergefields” continued… continued…

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]

Repeat this Repeat this with each with each [Merge Field][Merge Field]

5. Repeat this with each [Merge Repeat this with each [Merge Field]Field]6. Change name, email address, phone #, etc. to personalize the letter.7. Save file as [main.doc]

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Before you MergeBefore 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.Remember to save your file as “main.doc”

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Step 3…Merge!Step 3…Merge!

Click: [Finish & Merge]

[Edit Individual Documents][All] to merge all records

[OK] to merge all records

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Know you have 10 individualized Know you have 10 individualized letters to the parent of your letters to the parent of your students.students.

After the MergeAfter the Merge

Check each letter Check each letter & see if it has the & see if it has the correct correct information & information & revise as neededrevise as needed.

After all the After all the letters are letters are corrected, if corrected, if needed, then ……needed, then ……

Save the file as “merged-letters.doc”Save the file as “merged-letters.doc”

Post both “main.doc” & “merged-letters.doc” on your Post both “main.doc” & “merged-letters.doc” on your website.website.

This is the last slide.

These are 2 letters out of 10These are 2 letters out of 10