Mail-Merge Dr. John Wm (Jay) Sanders & Dr. Joel Hausler Middle Tennessee State University Using Word XP & 2003 for Parent Letters.

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Presentation transcript:

Mail-Merge Dr. John Wm (Jay) Sanders & Dr. Joel Hausler Middle Tennessee State University Using Word XP & 2003 for Parent Letters

Merging Parent-letter in Word with Student-database in Excel This is a 3 Step Process: 1.Creating a Student-Database in Excel 2.Writing Letter in Word, Merging with Excel file, & Inserting the Mergefields 3.Merging the letters to create multiple personalized letters to your student’s parents

Getting Started Click: [Tools] Letters and Mailings Mail Merge Wizard

Step 1 Click: Type of document, in this case [letter] Next: Starting document

Step 2 Click: Selecting document, in this [Use the current Document Next: Select Recipents

Step 3 Click: Use an Existing List Browse: To find Excel file

Step 3 Click: Click the down-arrow to locate the file Select Data Source

Step 3 Click: Click on the file Open Data Source [Open]

Step 3 Click: Click on Sheet1$ This is the 1 st page (worksheet) in Excel Selecting Sheet1$ in Excel [OK]

Step 3 Click: Next: Write your letter Writing Letter

Step 4 Writing Letter Click Here: To write your letter Mail-merge Toolbar

Step 4 Write Letter Here When you get here: Click on: Insert Mergefields Icon Click on: “Parents-First” Click [Insert], then Click [Close] Writing Letter & Inserting Mergefields

Continue inserting Mergefields & typing the letter until your letter looks similar to the one at the right. Step 4 Completed Letter The table is 2 columns x 5 rows & centered. When you have proofed the letter, then save it as main.doc. Note the spacing between parts!

Step 4 Click: Next: Preview your letter Previewing Letters

Step 5 Proof each letter & make changes as needed: Names? Rounding test scores? Click the >>> to view the next letter, or <<< to go back to a letter. Previewing Individual Letters

Step 6 To produce the Merged Letters: Click : Next: Complete the Merge Merging the Documents!

Step 6 To complete the Merge: Click: Edit Individual Letters (Merge to new document) Merging to New Document After selecting [All] Click: [OK]

Step 6 Here are all 10 merged letters in 1 file named Letters1.doc Proof the letters again to make sure they look professional. Save this file as formletters.doc & post on your website. The Merged Parent Letters