College Bound Scholarship

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Presentation transcript:

College Bound Scholarship Tutorial To Run Scholarship Applications Using Mail Merge Programs Used: Skyward and Microsoft Office 2003 Tutorial by Alaina Queen Mountain View Middle School Bremerton, WA (360) 473-0707

Step 1-Data Mining Report 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 2nd Phone Mailing Address (one line) Email Address Grade Advisor 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 Scholarship Application in Microsoft Word 2003: Select No when this box pops up: Save this file to your computer. 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 an 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 8th Grade. Change this if you are printing 7th 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.

You Did it! Congratulations! Feel free to give me a call for assistance. I can also help if you have Office 2010. Alaina Queen (360) 473-0707 Alaina.Queen@BremertonSchools.org