1. Mail-Merge Dr. John Wm (Jay) Sanders Middle Tennessee State University Using Word & Excel 2007 to create for individualized Letters to Parents Click to advance

2. 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 Click to advance

3. Step 2: Getting Started in WORD Click: the [Mailings] Ribbon The [Mailings] Ribbon appears The [Mailings] Ribbon appears: Click: [ Start Mail Merge] Icon Click to advance Continued on next slide

4. Step 1 Click: [Letters] Next: Revising document & insert “mergefields Next: Revising document & insert “mergefields” Either type your own letter creating a school letterhead Either type your own letter creating a school letterhead. Or Download the example by clicking [main.doc] > [main.doc] Click to advance

5. Revising the Letter & Preparing to Insert “Mergefields” 1 st : Note that the “mergefields are hi-lighted in gray 2nd: Click on border of box & press [delete] 3rd: Click each “mergefield” & press [delete] (You will be inserting your own after you attach your Excel “grades.xls” to this document) 4th: Your letter will look like this & you are ready to attach the “grades.xls” file Note “formatting has been turned on. Click to advance

6. Attaching “grades.xls” & inserting “mergefields” Click: [Select Recipients] icon Click: Use Existing List] When “Select Data Source” box appears find/click your ‘grades.xls’ file & click [Open] Now you are to insert “mergefields” Click to advance When “Select Table” box appears click [OK]

7. Finally…..Inserting “mergefields” Click: [Insert Merge Field] 1. Click in the 4 th paragraph below date 2. Click [parent-first] on the box 3. Click [Insert] 4. Click [Close] Click to advance

8. Inserting “mergefields” continued… 1.While still in the 4 th paragraph press [Space Bar], then Click: [Insert Merge Field] 2. Click [parent-last] on the box 3. Click [Insert] 4. Click [Close] Repeat this with each [Merge Field] Repeat this with each [Merge Field] 5. Repeat this with each [Merge Field] 6. Change name, email address, phone #, etc. to personalize the letter. 7. Save file as [main.doc] Click to advance

9. Before you Merge Before you merge your letter it should look similar to the example, except it will have your name & info. Note, you can not type in the “merge fields”…they must be inserted from your Excel “grades.xls” attached file. Remember to save your file as “main.doc” Click to advance

10. Step 3…Merge! Click: [Finish & Merge] [Edit Individual Documents] [All] to merge all records [OK] to merge all records Click to advance Know you have 10 individualized letters to the parent of your students.

11. After the Merge Check each letter & see if it has the correct information & revise as needed Check each letter & see if it has the correct information & revise as needed. After all the letters are corrected, if needed, then …… Save the file as “merged-letters.doc” Post both “main.doc” & “merged-letters.doc” on your website. This is the last slide. These are 2 letters out of 10