1. Penny Pearson, Facilitator OTAN

2. Personalize communication with students 3 parts: Main document, data source, results Results are: letters, name badges, certificates, labels, email… The Process… Then Practice!! Mail Merge

3. Understand the fundamental steps to using Mail Merge. Create a main document Create a data document Merge the data with the main document. Preview the steps for this process. Download necessary files. Practice, practice, practice! Objectives for our Session

4. Create your main document in Word Click the Office Button and choose “New” Choose the template category Select the document Note: Sample files used in this workshop are found at http://otandemo.weebly.com

5. Customize your document Add ‘static’ information (it doesn’t change)

6. Link your document to your data Select the Mailings tab Click “Select Recipients, then Choose “use existing List” Navigate to your exported Excel File

7. Select “Name of Awardee” Be sure your cursor is where you want your data to appear!

8. Embed Personalized Fields

9. Add your field names Click “Insert Merge Field” drop down Click FirstName (or any other field you want to appear in this spot)

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

11. Preview your document Use the navigation buttons to preview all your recipients.

12. Ready to merge! 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.

13. Merge options Choose your merge options. Click OK.

14. MAGIC! Each certificate is a separate page. You can add text – such as a special message – to any page. You can save all 11 certificates as ONE Word document. You can easily return and print out just one page if necessary.

15. Let’s get started!