College Bound Scholarship Tutorial To Run Scholarship Applications Using Mail Merge Programs Used: Citrix/Skyward and Microsoft Office 2003 Tutorial by Alaina Queen Mountain View Middle School Bremerton, WA (360)

Begin by creating a report in Student Data Mining that includes all the information needed in the report. Information Fields Needed: Student First Name Student Middle Name Student Last Name Birth Date SSID Social Security Number Guardian First Name Guardian Middle Name Guardian Last Name Phone 2 nd Phone Mailing Address (one line) Address Grade Current F/R Reason note: set ranges from 1 to ZZZ on Current F/R Reason to only report on students that are eligible for this scholarship. All other information fields should have default ranges. The screenshot on the next page is modified to include all selected fields. Step 1-Data Mining Report The applications will print by whatever sort order you have in your report. If you would like your applications sorted by Advisor, add the Advisor field, then click the pink arrow in the middle of the screen to add it to your sort order.

Step 2-Microsoft Excel Run the Data Mining Report to Excel. Copy the Excel Report. Open Microsoft Office Excel 2003 on your computer’s desktop. –(not in the WRDC Wise Desktop) Paste the report into Excel. Save and close the document.

Step 3-Microsoft Word Open the Scholarship Application in Microsoft Word 2003: –Select No when this box pops up: Go to Tools>Letters and Mailings>Mail Merge –A toolbar will open up to the right of your screen.

Step 3-Microsoft Word Continued “Letters” is automatically selected. –Click “Next: Starting Document” “Use Current Document” is selected. –Click “Next: Select Recipients” “Use and existing list” is selected. –Click “Browse…” –Find your list that you made in Excel Click “Open” Click “OK” If you want to run it for all students on your list, click “OK” –If you only want to do it for some of the students on the list, use the checkboxes to the left of the students names to select/deselect them, then click “OK” –Click “Next: Write your letter”

Step 3-Microsoft Word Continued I have already added in all the merge fields for you, but if you have more to add, do it by selecting the area you would like the item, then click “more items” from the mail merge toolbar and select the field(s) you would like to add. –Note: if the headers in your Excel document are not named exactly the same as the field name within the > in the College Bound Application document, the merge won’t work. You can change the text within the > to match your document, but it must be exact. Scroll down to the line that states “Name of school:” and complete it. The box next to “What grade are you in?” is checked for 8 th Grade. Change this if you are printing 7 th grade applications by cutting and pasting the two boxes. Click “Next: Preview your letters”

Step 3-Microsoft Word Continued If everything worked, you should see student data for the first student on your list. Click “Next: Complete the merge” Click “Edit Individual Letters” Click “OK” Your computer may need a moment to think about this task. You should now have a document that has 2 pages for every student. Review this document to make sure all information merged correctly. Print this document to your copier, make sure you select “double-sided”. –See your tech person if you don’t know how to do this part as most copiers are different.

Congratulations! You Did it!