College Bound Scholarship Tutorial To Run Scholarship Applications Using Mail Merge Programs Used: Skyward and Microsoft Office 2010 Instructions are similar.

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Presentation transcript:

College Bound Scholarship Tutorial To Run Scholarship Applications Using Mail Merge Programs Used: Skyward and Microsoft Office 2010 Instructions are similar in Microsoft Office 2007, but some titles may be slightly different. 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 Advisor Step 1-Data Mining Report You may import my layout by saving this: on your computer. Then, click Import Layout on the bottom of the right side of your Data Mining Screen. Name your report. Click Browse and find the document you just saved. Click Open, then Import. Sorting Note: I have the layout sorted by Advisor, then by Last name for ease of distribution.

Step 2-Microsoft Excel Run the Data Mining Report to Excel. Delete any rows containing students that are not eligible. Save and close the document.

Step 3-Microsoft Word Open the Attached Scholarship Application in Microsoft Word. –Select No when this box pops up: Save this file to your computer.

Step 3-Microsoft Word Continued Click the “Mailings” tab. Click “Select Recipients” Click “Use Existing List” –Click “Browse…” –Find your list that you made in Excel Click “Open” Click “OK”

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 clicking “Insert Merge Field” and clicking on the field(s) you want 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. Click “Preview Results” –If everything worked, you should see student data for the first student on your list.

Step 3-Microsoft Word Continued Click “Finish and Merge” Click “Edit Individual Documents” 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! Feel free to give me a call for assistance. I can also help if you have Office Here is a link to the Microsoft Help article on using Mail Merge in Office 2007: merge-i-us -merge-for-mass-mailings- RZ aspxhttp://office.microsoft.com/en-us/word-help/mail- merge-i-us -merge-for-mass-mailings- RZ aspx Alaina Queen (360)