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SKIP INTRO

SKIP INTRO. MAIL MERGE. Main Menu. What is Mail Merge ? Slide 2. Purpose of Mail Merge Slide 3. Mail Merging Certificates Slide 5. Help Slide 24. What is Mail Merge?. Mail Merge allows you to create more than one document that contains the same information on each document.

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SKIP INTRO

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  1. SKIP INTRO

  2. MAIL MERGE • Main Menu • What is Mail Merge? Slide 2 • Purpose of Mail Merge • Slide 3 • Mail Merging Certificates • Slide 5 • Help • Slide 24

  3. What is Mail Merge? 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. Purpose of Mail Merge • 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. Mail Merge Certificates

  6. Creating Certificates Step 1 You will create your data source that contains the personal information to be merged into a document. OPEN EXCEL

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

  8. Creating Certificates Type the personal information Insert information in the spreadsheet starting with the second row, do not skip rows.

  9. Creating Certificates 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. Creating Certificates Step 2 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. Creating Certificates Connect the document to Excel 1. Click on Mailings tab 3. Click on Use Existing List 2. Click on Select Recipients

  12. Creating Certificates 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. Creating Certificates Create the Certificate by typing the following information including the text recipient instead of actual student names or the type of awards.

  14. Creating Certificates Highlight the word Recipient, CLICK Insert Merge Fields

  15. Creating Certificates 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. Creating Certificates Place cursor in front of Honor Roll and INSERT MERGED FIELDS, Honor_Roll Change to the appropriate font.

  17. Creating Certificates So far this is what the certificate should look like with fields inserted.

  18. Creating Certificates 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. Creating Certificates The certificate with the personal information from the data source.

  20. Creating Certificates 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. Creating Certificates 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. Creating Certificates Congratulations! On merging your certificates! A FAST and EASY way to create an award letter that goes to many recipients.

  23. HELP HELP Button Takes you back to the INTRO • 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/CTEConnections/index.htmland click mail merge documents. • To view “How to create Mail Merge” go to http://word.mvps.org/FAQs/MailMerge/CreateAMailMerge.htm Go back to Main Menu Go forward one slide Go back one slide

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