Presentation Transcript

1. Word & Mail Merge: Magic in the Classroom Penny Pearson, OTAN ppearson@otan.us
2. Mail Merge in Word 3 parts: Main document, data source, results Personalize communication with students Merge to: letters, name badges, certificates, labels, email… Practice! Outline
3. Data – topsPRO, spreadsheets, tables Data for a certificate or other correspondence Data should be in the smallest pieces possible (i.e. First Name and Last Name, not Name (which is both) Exporting to Excel Choosing options in topsPRO or your attendance system (work with your office staff) Considerations – frequency, purpose Create your own Data source in Excel Create your own Data source in a Word Table
4. Payment Points Monitor Report (topsPRO)
5. Choose class, one, some or all
6. Select “.xls” file – then print Step 2: click the “print” icon Step 1
7. Save to your desktop Saving on the desktop makes it easier to find your spreadsheet!
8. And voila!
9. Now, one more thing…
10. Right-Click on heading “Gender” choose “Insert” Add a new column – ‘split’ data
11. Adding a new column continued A new empty column is inserted.
12. Highlight Name column (to be split)
13. Choose Data and Text to Columns
14. Click next…
15. Click “Comma”
16. Names will be separate in the preview And click “Next.”
17. And click “Finish”
18. If you didn’t add a new column…
19. Taa-Daa! Change the column headers to FirstName and Lastname
20. Personalize communication with students 3 parts: Main document, data source, results Results are: letters, name badges, certificates, labels, email… Demo Time! Mail Merge Slides are marked for Word 2007 or Word 2003.
21. Word 2007 Create your main document Click the Office Button and choose “New” Select the document Choose the template category
22. Word 2003 Create Your Main Document Click “File” on the menu bar, then “new” Search for an appropriate template. Select it for download.* From the task pane on the right, choose “Templates on Office Online” * Note: Be sure you choose documents for Word 2003.
23. Customize your document Add ‘static’ information (it doesn’t change)
24. Word 2007 Link your document to your data Click on Mailings tab Navigate to your exported Excel File Click “Select Recipients, then Choose “use existing List”
25. Word 2003 Start the Mail Merge Wizard Click Tools>Letters & Mailings>Mail Merge The wizard will walk you through step-by-step
26. Word 2003 Selecting the data source 2 Find your data source 1 Click Browse 3 Select your data source 4 Select sheet
27. Select data continued 5 Confirm your data list and Click OK Click “Next: Write Your Letter” in the Mail Merge Wizard (task pane on the right)
28. Word 2007 Embed Personalized Fields
29. Select “Name of Awardee” Be sure your cursor is where you want your data to appear!
30. Word 2007 Embed personalized fields (data) Select the text you wish to change. Choose “More items” from the Mail Merge Wizard Select the field name you want and click “Insert” Repeat these two steps for each field you want to insert into your document.
31. Word 2007 Add your field names Click “Insert Merge Field” drop down Click FirstName (or any other field you want to appear in this spot)
32. Continue inserting fields When you complete the merge, each field will display the data in your Excel worksheet. Don’t forget spaces and punctuation!
33. Word 2007 Preview your document Use the navigation buttons to preview all your recipients.
34. Word 2003 Preview your document Review your document to make sure everything is correct. Next is to actually merge the document into individual certificates. Use the Wizard to scroll through all your documents. In the Mail Merge Wizard, click the next step “Complete the Merge”
35. Word 2007 Ready to merge! 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. Click on “Finish & Merge” in the ribbon
36. Word 2003 Ready to merge! Choose “Edit individual letters” Choose your merge options. Click OK.
37. Merge options Choose your merge options. Click OK.
38. MAGIC!  Each certificate is a separate page. You can add text – such as a special message – to any page. You can save all 81 certificates as ONE Word document. You can easily return and print out just one page if necessary.
39. Other notes When you re-open your main document (certificate) Word gives you a warning. It is simply telling you that it is linked to a data source. Be sure to say “Yes” to open the document. You can always CHANGE the data source once the file is open. (See slide “Link your document to your data”)
40. Brainstorm with your neighbor on how you could use this at your school. The resource CD contains files you can use. Data files (Excel) Main documents (cards, certificate) Explore using built-in Word templates The resource files also include links to Mail merge tutorials online. Practice, practice, practice! What can YOU do?
41. So, how are you doing?
42. Use the files provided on your resource CD Create your own document if you prefer. Complete one final document to prove you can do it! Time to practice!
43. Thank you for coming today! Please fill out an evaluation and give them to the room monitor. Please contact me if you have questions: Penny Pearson, ppearson@otan.us Mail merge IS magic!