save time with mail merge

Save Time withMail Merge

Presented by:Julie Quast, M.S.E.

National Board Certified Teacher 1

“Eight hours to work,

Eight hours to play,

Eight hours to sleep,

seems the ideal

division.”~The Empire of Business

by Andrew Carnegie 2

GOALS1. To inspire you and give ideas on ways to use Mail Merge. The possibilities are endless!

2. Provide resources to help you implement Mail Merge successfully.

3. For you to only type your class list ONCE! 3

What is Mail Merge?

Mail Merge is a process that allows you to create one document and quickly

personalize multiple copies to meet your needs using a

database like Microsoft Excel or Access.

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Why Mail Merge?Mail Merge saves time when

creating labels, form letters, mail outs, bus tags, classroom lists, and

much more!

Instead of sending home letters that say, “Dear Parents,” you can send

“Dear Mr. and Mrs...” with just a couple of clicks

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Examples of Classroom

Use: First Names for charts and puzzlesClass list with numbers or without

Class list last name firstClass list sorted boys and girls

Letters home to parents Post Card to Welcome Students

Bus TagsBus List

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Examples of Classroom

Use:

Field trip notes Class books made easy!

Tests!NO more asking, “Whose paper is

this?”

Labels for EVERYwhere! Portfolios, cubbies, coat hooks, tubs,

Browsing Boxes, Notebooks... 7

Parts of a Mail MergeThree

Elements 1. The main document that you start with2. Data: Information, such as names and

addresses, that you want to merge into the main document to create a set of unique documents

3. The finished set of documents

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Take your time designing the ‘main document.’ 

The merge fields will take on the font of the main document’s ‘Normal’ style.

Determine the data that will change for each letter or form.

The Main Document

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Fields• Add placeholders, called fields, to the main document for each category (column) of unique information that you want to include.

A field representing data is surrounded by chevrons (« »). 10

Next RecordMerge will create a new page for each record.

For multiple records on a single page, select “Next Record” and copy paste your information under. You need to do this for each additional item you want on the single page. If you want four names on a page, copy paste “Next Record” with your information four times. Examples: a postcard, class list, reading log

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Example of “Next Record”

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If…Then…Else…

Select “If…Then…Else” under “Rules” to add pronouns like he/she.

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How to Mail Merge...

1. Create a database of information. This can be done in Excel or in Word.

Think about the information you will want in your database. For example, pronouns (he/she, his/her), titles (Mr. Mrs. for parents), etc. You can always add to the database.

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How to Mail Merge...continued

2. Begin Mail Merge Process Select “Mailings” - “Start Mail Merge Wizard”

You can use the Mail Merge Wizard or enter fields on your own using the toolbar.

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How to Mail Merge...continued3. Select document

type

Make sure to select specifications for labels and envelope size. This is under Change Document Layout choose Label options or Envelope Options... It will then ask you if you want to start from

“current document” or use an “existing document.”

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How to Mail Merge...continued

4. Select Recipients “Use Existing List” or “Browse” to connect to your Excel file, existing database OR type a new list By selecting “type a new list” you ensure your Merge Fields will match... very important later! :)

For future merges when your list is finished, you will “BROWSE” to find your file

Make sure to SAVE your file where you can find it!

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Complete the Merge Click “Finish & Merge” box

similar to this.

This is your last opportunity to limit the records you want to include in the final merge. If you choose Current record, you can produce just one document to see how it looks before you produce the entire batch.

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Complete the MergeSelect “Merge to new document”

or “Edit Individual documents” (depending on version of Word) to create a new file of the merged list.

By creating a new file, you can view actual documents and easily return to the main document.

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TipsIf you think you might do a similar merge in the future, save the main document. This saves the connection between it and the data file. The next time you open the main document, you'll see information from the first data file record already merged. You can quickly complete the merge or connect to a different file. 20

TipsDon’t be overwhelmed!Go step by step…

If you want to make a change, select “Previous” in Mail Merge Wizard OR press “ctrl + z” to undo your last actions.

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More information..

. http://word.mvps.org/FAQs/MailMerge/CreateAMailMerge.htm

Provides technical information and FAQ

http://office.microsoft.com/en-us/help/HA010349201033.aspx

A walk through the mail merge process, explained in understandable terms

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More information..

. http://www.ideas.aetn.org/

The technology section of this online professional development site offers step by step training for the Mail Merge process.

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Questions or Comments?

Thank you for your time!

Feel free to contact me at: juliequast@hotmail.com

www.thereadinglady.wikispaces.com 24