Green Bay Area Public School District Jenny VandenPlas May 2010

 Labels  Letters  Forms  Enrollment data

 Provides consistency from school to school  Easy for school staff to produce  Data merged is always up to date  Control over end product  Saves time  Looks professional  No errors

1. Set Up Process  Building the mail merge 2. End User Steps  How the staff uses the mail merge

Begin with the end product, a Word document.

 Make note of fields needing data  Save document if not already saved.

 Name Your Query  Select Output of Microsoft Word Mail Merge  View must have all needed data fields  Select the saved Word Document  Pick any desired filters - Sorting  Click “Execute”

1)Click in the area where you want the data to pull to 2)Then click on insert Merge Field 3)Select the field that corresponds with the data needed 4)When all needed fields are filled, Click “Save”. (This will save the data merge fields into the Query Writer)

 The end user can select to print a date or all dates  They can pick one student or all

1.Click on “Finish & Merge” 2.Select “Edit Individual Documents” 3.All should be pre-selected, Click “OK”

 Talk to the Data Owners and End Users First saves in re-writes and form set up  Try to remove unnecessary steps make document envelope-ready – so no labels needed  Shared Server easier if the server the merged documents are on are shared, so you don’t have to copy to each server separately  Test Your Data to be sure you know what it is pulling  Make sure the data going into Zangle is good Spelling errors, Nicknames vs. real names, Special codes, etc.