1. ? Back Next INTRO

2. ? Back Next INTRO Main Menu What is Mail Merge? Slide 2 Purpose of Mail Merge Slide 3 Mail Merging Certificates Slide 5 Help Slide 24

3. ? Back Next INTRO Mail Merge allows you to create more than one document that contains the same information on each document. Each document can be personalized to address each person by name, date, or unique information that is different from page to page. Personalized information comes from entries in a data source. An Excel spreadsheet helps create a data source.

4. ? Back Next INTRO You can create many documents without having to enter individualized personalized information on each document, which can usually can take hours to create with multiple documents.  Mail Merge allows to create one document and re-create the same document over 100 times and it does it in seconds.  You can create many documents with efficiency and saves you time in the end.

5. ? Back Next INTRO

6. ? Back Next INTRO You will create your data source that contains the personal information to be merged into a document. OPEN EXCEL

7. ? Back Next INTRO This example uses the following headers in the first row and first column: Type headings Student’s First Name, Last Name, Street, and Award

8. ? Back Next INTRO Insert information in the spreadsheet starting with the second row, do not skip rows. Type the personal information

9. ? Back Next INTRO Save the data source. In the example create a folder called CMSAwards. Saving the data source file specific to it’s contents, Such as CMSAwardsDataSource. Click SAVE

10. ? Back Next INTRO Follow the steps to create the certificate and to connect to the data source to the document being created. OPEN WORD First things first, to get the most use of the paper being used set all margins a.5

11. ? Back Next INTRO 1. Click on Mailings tab 2. Click on Select Recipients 3. Click on Use Existing List Connect the document to Excel

12. ? Back Next INTRO Find your Excel data saved in the folder called CHSAward Click OPEN Click OK for Sheet1$ TIP: Sheets are where you saved your data in Excel. There can be as many sheets you want in file called a workbook.

13. ? Back Next INTRO Create the Certificate by typing the following information including the text recipient instead of actual student names or the type of awards.

14. ? Back Next INTRO Highlight the word Recipient,CLICK Insert Merge Fields

15. ? Back Next INTRO The fields are the same name as you typed as headers in each column of your Excel spreadsheet. Select First_Name Last Name Make sure you put the spaces in between first and last name. Change the appropriate font

16. ? Back Next INTRO Place cursor in front of Honor Roll and INSERT MERGED FIELDS, Honor_Roll Change to the appropriate font.

17. ? Back Next INTRO So far this is what the certificate should look like with fields inserted.

18. ? Back Next INTRO NOW merge the certificate with the data source. 1. Click on Finish & Merge 2. Click on Edit Individual Documents 4. Check All 5. CLICK OK

19. ? Back Next INTRO The certificate with the personal information from the data source.

20. ? Back Next INTRO You will notice that you have two files open: one containing the merged fields (called Document 2). Make sure you save this certificate if you want to use it again. Save in the same folder (CMSAwards) with your data source.

21. ? Back Next INTRO one containing all the letters (called Letter1). You only have to save this file for your own reason but is not necessary. If you do save it Save it in the same folder (CMSAwards) with your data source as CMSAwardsDone

22. ? Back Next INTRO Congratulations! On merging your certificates! A FAST and EASY way to create an award letter that goes to many recipients.

23. ? Back Next INTRO HELP If you add or change your data source just re-save and select recipients again in your word document. The data source or Excel spreadsheet must be closed to use it in a mail merge. To view how to mail merge letters http://www.christinalouisesmith.com/christinalouisesmith.com/CTEConnec tions/index.html and click mail merge documents. http://www.christinalouisesmith.com/christinalouisesmith.com/CTEConnec tions/index.html  To view “How to create Mail Merge” go to http://word.mvps.org/FAQs/MailMerge/CreateAMailMerge.htm http://word.mvps.org/FAQs/MailMerge/CreateAMailMerge.htm HELP Button Go back one slide Go back to Main Menu Go forward one slide Takes you back to the INTRO