Word & Mail Merge: Magic in the Classroom Penny Pearson, OTAN

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Presentation transcript:

Word & Mail Merge: Magic in the Classroom Penny Pearson, OTAN

 Mail Merge in Word  3 parts: Main document, data source, results  Personalize communication with students  Merge to: letters, name badges, certificates, labels, …  Practice!

Data – topsPRO, spreadsheets, tables  Data for a certificate or other correspondence  Data should be in the smallest pieces possible (i.e. First Name and Last Name, not Name (which is both)  Exporting to Excel  Choosing options in topsPRO or your attendance system (work with your office staff)  Considerations – frequency, purpose  Create your own Data source in Excel  Create your own Data source in a Word Table

Payment Points Monitor Report (topsPRO)

Choose class, one, some or all

Step 1Step 2: click the “print” icon Select “.xls” file – then print

Saving on the desktop makes it easier to find your spreadsheet! Save to your desktop

And voila!

Now, one more thing…

Add a new column – ‘split’ data Right-Click on heading “Gender” choose “Insert”

Adding a new column continued A new empty column is inserted.

Highlight Name column (to be split)

Choose Data and Text to Columns

Click next…

Click “Comma”

Names will be separate in the preview And click “Next.”

And click “Finish”

If you didn’t add a new column…

Change the column headers to FirstName and Lastname Taa-Daa!

 Personalize communication with students  3 parts: Main document, data source, results  Results are: letters, name badges, certificates, labels, …  Demo Time! Slides are marked for Word 2007 or Word 2003.

Click the Office Button and choose “New” Choose the template category Select the document Word 2007

Click “File” on the menu bar, then “new” From the task pane on the right, choose “Templates on Office Online” Search for an appropriate template. Select it for download.* * Note: Be sure you choose documents for Word Word 2003

Add ‘static’ information (it doesn’t change)

Click on Mailings tab Click “Select Recipients, then Choose “use existing List” Navigate to your exported Excel File Word 2007

Click Tools>Letters & Mailings>Mail Merge The wizard will walk you through step-by-step Word 2003

1 Click Browse 2 Find your data source 3 Select your data source 4 Select sheet Word 2003

5 Confirm your data list and Click OK Click “Next: Write Your Letter” in the Mail Merge Wizard (task pane on the right)

Word 2007

Be sure your cursor is where you want your data to appear!

Select the text you wish to change. Choose “More items” from the Mail Merge Wizard Select the field name you want and click “Insert” Repeat these two steps for each field you want to insert into your document. Word 2007

Click “Insert Merge Field” drop down Click FirstName (or any other field you want to appear in this spot) Word 2007

When you complete the merge, each field will display the data in your Excel worksheet. Don’t forget spaces and punctuation!

Use the navigation buttons to preview all your recipients. Word 2007

Use the Wizard to scroll through all your documents. Review your document to make sure everything is correct. Next is to actually merge the document into individual certificates. In the Mail Merge Wizard, click the next step “Complete the Merge” Word 2003

Click on “Finish & Merge” in the ribbon Choose “Edit Individual Documents” to get a separate file of each of your records. You can add special information to a certificate that was not in your data document. Word 2007

Choose “Edit individual letters” Choose your merge options. Click OK. Word 2003

Choose your merge options. Click OK.

Each certificate is a separate page. You can add text – such as a special message – to any page. You can save all 81 certificates as ONE Word document. You can easily return and print out just one page if necessary.

When you re-open your main document (certificate) Word gives you a warning. It is simply telling you that it is linked to a data source. Be sure to say “Yes” to open the document. You can always CHANGE the data source once the file is open. (See slide “Link your document to your data”)

 Brainstorm with your neighbor on how you could use this at your school.  The resource CD contains files you can use.  Data files (Excel)  Main documents (cards, certificate)  Explore using built-in Word templates  The resource files also include links to Mail merge tutorials online.  Practice, practice, practice!

 Use the files provided on your resource CD  Create your own document if you prefer.  Complete one final document to prove you can do it!

 Thank you for coming today!  Please fill out an evaluation and give them to the room monitor.  Please contact me if you have questions:  Penny Pearson,