Penny Pearson, Facilitator

OTAN

Mail Merge Magic!Using Mail Merge for Student Certificates

Personalize communication with students3 parts: Main document, data source, resultsResults are: letters, name badges, certificates, labels, email… The Process…Then Practice!!

Mail Merge

Create your main document in Word

Click the Office Button and choose

“New”Choose the template category

Select the document

Note: Sample files used in this workshop are found at http://otandemo.weebly.com

Customize your documentAdd ‘static’ informatio

n (it doesn’t change)

Link your document to your data

Select the Mailings tab

Click “Select Recipients,

then Choose “use existing

List”

Navigate to your

exported Excel File

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 documentUse the navigation

buttons to preview all your

recipients.

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.

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.

Let’s get started!

Your Turn! Practice!