Created 11/06/2006 Revised 6/2/2010 Office of Information, Technology and Accountability Mail Merge Using MS WORD and EXCEL

Office of Information, Technology and Accountability 2 Created 11/06/2006 Revised 6/2/2010 While Waiting ~ Create a letter in Word save it as “DEAR.doc”  Dear How are you?  Deb Create an EXCEL Spreadsheet Name.doc  Enter five names of staff members. Remember to make the first cell in the column the word “NAME”.

Office of Information, Technology and Accountability 3 Created 11/06/2006 Revised 6/2/2010 Nine Elements of Digital Citizenship Student Learning and Academic Performance 1. Digital Access: full electronic participation in society 2. Digital Literacy: the process of teaching and learning about technology and the use of technology 3. Digital Communication: electronic exchange of information School Environment and Student Behavior 4. Digital Security & Safety: electronic precautions to guarantee safety/physical well-being in a digital technology world 5. Digital Etiquette: electronic standards of conduct or procedure 6. Digital Rights and Responsibilities: those freedoms extended to everyone in a digital world Student Life Outside the School Environment 7. Digital Commerce: electronic buying and selling of goods 8. Digital Health and Wellness: physical and psychological well-being 9. Digital Law: rights and restrictions

Office of Information, Technology and Accountability 4 Created 11/06/2006 Revised 6/2/2010 Digital Citizenship Links spx spx

Office of Information, Technology and Accountability 5 Created 11/06/2006 Revised 6/2/2010 Standard Addressed Standard 1: Demonstrate proficiency in the use of computers and applications as well as an understanding of concepts underlying hardware, software, and connectivity.

Office of Information, Technology and Accountability 6 Created 11/06/2006 Revised 6/2/2010 Mail Merge By the end of this session you will know and be able to:  Create an MS WORD document for merging.  Create an MS EXCEL document for merging.  Merge the documents.

Office of Information, Technology and Accountability 7 Created 11/06/2006 Revised 6/2/2010 You will demonstrate this by... Creating a memo using Mail Merge

Office of Information, Technology and Accountability 8 Created 11/06/2006 Revised 6/2/2010 Why use mail merge? Using mail merge, you can create: A set of labels or envelopes-While the return address is the same on all the labels in your “merge” or envelopes, the destination address is unique to each envelope or label. A set of form letters-Basic content is the same in all the letters, but the individual letter contains information that is specific to the recipient (e.g. name, address, or other pieces of exclusive data).

Office of Information, Technology and Accountability 9 Created 11/06/2006 Revised 6/2/2010 Mail merge process: Start Word. Open the letter DEAR you created earlier. Leave it open. If you close it, the next step won't work. Using the Tools menu, point to Letters and Mailings, and then click Mail Merge. The Mail Merge task pane opens. By using hyperlinks in the task pane, you navigate through the mail-merge process.

Office of Information, Technology and Accountability 10 Created 11/06/2006 Revised 6/2/2010 Mail merge process: Select Letters Click next Click use existing document

Office of Information, Technology and Accountability 11 Created 11/06/2006 Revised 6/2/2010 Mail merge process: Click Use an existing list, Click Browse to locate the file. Find the EXCEL spreadsheet you made earlier called NAME. Click Open

Office of Information, Technology and Accountability 12 Created 11/06/2006 Revised 6/2/2010 Mail merge process: Sheet1 and click OK Select all the names and click ok

Office of Information, Technology and Accountability 13 Created 11/06/2006 Revised 6/2/2010 Mail merge process: Click More Items Click Insert and Close

Office of Information, Technology and Accountability 14 Created 11/06/2006 Revised 6/2/2010 Mail merge process: Your document should now look like this Click Preview

Office of Information, Technology and Accountability 15 Created 11/06/2006 Revised 6/2/2010 Mail merge process: Click >> to see each letter Click Complete merge

Office of Information, Technology and Accountability 16 Created 11/06/2006 Revised 6/2/2010 Mail merge process: Print the letters or edit them individually. If you choose to edit the letters, Word saves them all to a single file, with one letter per page.

Office of Information, Technology and Accountability 17 Created 11/06/2006 Revised 6/2/2010 Your Turn Create Mail Merged Memo  5 teachers Include first and last name and subject

Office of Information, Technology and Accountability 18 Created 11/06/2006 Revised 6/2/2010 Rubric MS WORD document appropriately format for mail merge MS WORD document mostly format for mail merge MS WORD document has some format for mail merge MS WORD document very little format for mail merge No MS Word document MS EXCEL document has all the appropriate fields for the mail merge MS EXCEL document has most of the appropriate fields for the mail merge MS EXCEL document has some the appropriate fields for the mail merge MS EXCEL document has an appropriate field for the mail merge NO MS EXCEL document Successful mail merge provides appropriate document/label/ letter Successful mail merge has minor error Mail merge not successful but is fixed and has mostly correct formatting in document/label/le tter Mail merge runs but resulting document/label or letter not usable Mail merge does not run

Office of Information, Technology and Accountability 19 Created 11/06/2006 Revised 6/2/2010 Resources us/help/HA aspx us/help/HA aspx ISTE Publications, Digital Citizenship in Schools by Mike Ribble and Gerald Bailey, copyright 2007, ISBN No: