created 11/06/2006 revised 10/3/2014sps technology department mail merge using ms word and excel...

Created 11/06/2006Revised 04/11/23 SPS Technology Department

Mail Merge Using MS WORD and EXCEL2010

SPS Technology Department2Created 11/06/2006Revised 04/11/23

While Waiting ~

Create a letter in Word save it as “DEAR.doc”Dear

How are you?

Deb Create an EXCEL Spreadsheet Name .doc

Enter five names of staff members. Remember to make the first cell in the column the word

“NAME”.


Standard Addressed

Standard 1: Demonstrate proficiency in the use of computers and applications as well as an understanding of concepts underlying hardware, software, and connectivity.


Mail Merge

By the end of this session you will know and be able to:Create an MS WORD document for merging.Create an MS EXCEL document for merging.Merge the documents.


You will demonstrate this by . . .

Creating a memo using Mail Merge


Why use mail merge?

Using mail merge, you can create: A set of labels or envelopes-While the return

address is the same on all the labels in your “merge” or envelopes, the destination address is unique to each envelope or label.

A set of form letters-Basic content is the same in all the letters, but the individual letter contains information that is specific to the recipient (e.g. name, address, or other pieces of exclusive data).


Mail merge process:

Start Word. Open the letter DEAR you created earlier. Leave it open. If you close it, the next step won't work.

Using the Tools menu, point to Letters and Mailings, and then click Mail Merge.

The Mail Merge task pane opens. By using hyperlinks in the task pane, you navigate through the mail-merge process.


Navigate to Mailings tab, and from Start Mail Merge options, click Step by Step Mail Merge Wizard.


Mail merge process:

Select Letters Click next Click use existing document


Mail merge process:

Click Use an existing list, Click Browse to locate the file. Find the EXCEL spreadsheet you made

earlier called NAME. Click Open

Mail Merge process


Find the EXCEL spreadsheet you made earlier called NAME.Click Open


Select Table dialog will appear, now choose the worksheet which contains required data, if first row contains column headings, then enable First row of data contains column headers option, and click OK.


Mail merge process:

Click More Items Click Insert and Close


Mail merge process: Your document should now look like this

Click Preview


Mail merge process: Click >> to see each letter

Click Complete merge


Mail merge process:

Print the letters or edit them individually. If you choose to edit the letters, Word saves them all to a single file, with one letter per page.


Your Turn

Create Mail Merged Memo5 teachers

Include first and last name and subject


Rubric

4 3 2 1 0

MS WORD document appropriately format for mail merge

MS WORD document mostly format for mail merge

MS WORD document has some format for mail merge

MS WORD document very little format for mail merge

No MS Word document

MS EXCEL document has all the appropriate fields for the mail merge

MS EXCEL document has most of the appropriate fields for the mail merge

MS EXCEL document has some the appropriate fields for the mail merge

MS EXCEL document has an appropriate field for the mail merge

NO MS EXCEL document

Successful mail merge provides appropriate document/label/ letter

Successful mail merge has minor error

Mail merge not successful but is fixed and has mostly correct formatting in document/label/letter

Mail merge runs but resulting document/label or letter not usable

Mail merge does not run


Resources

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

http://mistupid.com/technical/mailmerge/

created 11/06/2006 revised 10/3/2014sps technology department mail merge using ms word and excel...

Documents

mail merge slide

mailmerge process

use mail merge

mail merge options

usable mail merge

mail merge ms word document

mail merge ms excel

complete merge slide