Mail Merge Training PRESENTED BY RICHARD SNAPP – NOVEMBER 4, 2014

Applications Used Microsoft Excel 2010 / 2013 Microsoft Word 2010 / 2013

Training Objectives To perform the following tasks:  Preview a Data Source (Microsoft Excel)  Create a Mail Merge Letter (Microsoft Word)  Insert an Envelope into the Letter Document  Merge Data into a Letter and an Envelope  Filter Merged Data  Insert Merge Fields  Preview Results  Finish & Merge

Overview Purpose  To learn how to use the Mail Merge function in Microsoft Word  To learn how to use an external data source for Mail Merge Scenario  You are a college admissions representative tasked with sending letters to local schools notifying them of a recent change in your admissions procedures  Files can be downloaded at

Preview Data Source  Open address_book.xlsx (enable editing/content)  Review the layout of the Schools sheet. Make note of the following:  Auto Filter (heading row)  Top row frozen (scroll down without moving heading row)  Number of records To quickly get to the first cell of a sheet, press CTRL + Home To quickly get to the last cell of a sheet, press CTRL + End  Location of schools (different countries and states)  Close address_book.xlsx without saving changes

Create a Mail Merge Letter  Open admissions_letter.docx (enable editing/content)  Click on the Mailings tab  Click on the Start Mail Merge dropdown  Click on Letters

Insert an Envelope  Click on Envelopes  Cut and paste address from Delivery Address field into Return Address field  Click the Add to Document button (if prompted to save the new return address as the default return address, click No )

Merge Data  Click on the Home tab  Click on the icon to show paragraph marks

Merge Data  Your screen should look something like this:  Place your cursor in the Delivery Address block

Merge Data  Click on the Mailings tab  Click on the Select Recipients dropdown  Click on Use an Existing List… 17

Merge Data  Open the address_book.xlsx file from where you downloaded it on your computer  Select Schools$  Click OK

Filter Merged Data  Click on Edit Recipient List  Click on Filter

Filter Merged Data  Select Country from the Field dropdown  Type UNITED STATES in the Compare to: field  Select State from the next Field dropdown  Type GA in the Compare to: field  Click OK  Click OK to close the filter screen

Insert Merge Fields  With the cursor still in the Delivery Address portion of the envelope, click the Insert Merge Field dropdown  Select School Name  Press Enter  Click the Insert Merge Field dropdown  Select Street_Address  Press Enter  Click the Insert Merge Field dropdown  Select City  Type a, then Space  Click the Insert Merge Field dropdown  Select State  Type 2 Spaces  Click the Insert Merge Field dropdown  Select Zip_Code

Insert Merge Fields  Select all Merged Fields in the envelope  Right click over selection  Click Copy

Insert Merge Fields  In the letter, select the School Address Fields  Right click over selection  Under Paste Options click  NOTE: This will overwrite the text with a copy of the merge fields

Preview Results  Click Preview Results (toggle)  NOTE: This will display each record merged into your envelope. The same information will be displayed in the letter.  Use to navigate to each record. Click to advance forward. Click to advance backward. Type a specific number to reach a specific record

Finish & Merge  Click Finish & Merge dropdown  Click Print Documents…  Click one of the following:  All – prints all records  Current Record – prints only the current record  From/To – specify which series of records to print  Click OK to print

Mail Merge Training PRESENTED BY RICHARD SNAPP – NOVEMBER 4, 2014