1. How to do a Mail Merge

3.  There will be 2 updated Offer Letters for: ◦ Non-Exempt ◦ Exempt  There will also be 2 Mail Merge Spreadsheets for: ◦ Non-Exempt ◦ Exempt

5.  Font color is Red  Inside >  Connected to Mail Merge Document (Spreadsheet)

6. Merge Fields

7.  Fill out all the fields on the Mail Merge spreadsheet ◦ This will import directly into the Offer Letter word document  To make it easy, always enter into the same spreadsheet so the Mail Merge will always know what document to look up ◦ DO NOT CHANGE any of the header names on the spreadsheet, otherwise the Mail Merge will give you errors  If you are working on the spreadsheet, make sure the Offer Letter isn’t open otherwise you will get an error. Likewise, make sure the spreadsheet is closed if you are working on the Offer Letter as well.

9.  After the Spreadsheet is updated with all the candidates you want to make an offer to, open up the appropriate Offer Letter template (Non-Exempt or Exempt)  You may or may not get a pop-up requesting permission to run a SQL command. Go ahead and click yes to proceed

11.  Once open, on the Ribbon, navigate to Mailings  Under Mailings will be “Start Mail Merge” and when clicked on will open a drop down list  Click on “Letters” in the drop down

13.  Next to Start Mail Merge will be “Select Recipients”  After clicking on “Select Recipients”, a drop down appears  Click on “Use Existing List”

14.  Clicking on “Use Existing List” brings up another window where you can navigate to wherever you saved the New Hire Information spreadsheet  Once you locate the spreadsheet, double click in the same window to open it/import it

15.  Click “Edit Recipient List”  This will bring up a “Mail Merge Recipient” window

17.  In the window, click on the check mark box to check or uncheck who you are making the offer letter out to  After you’ve selected/checked the candidates you want to make offer letters to, click “Ok”

18.  Click on Preview Results to see if the data was imported correctly. All the fields in Red should now be populated. Click on the left and right arrows to preview the other candidates

19.  If everything looks correct from the preview, go ahead and click “Finish & Merge”

20.  You can choose to have Microsoft Word do each candidate individually or all at once  After you examine and make sure all the information was correctly imported, remove all the red font color and replace with black  Save the offer letter(s) and then you can print or email them to the candidates

22.  That’s it! Now you’re a mail merge expert! Feel free to contact Lyon at (714) 828-1800 x244 or by email at lyon.huang@centerfordiscovery.com if you have any questions lyon.huang@centerfordiscovery.com