Created 11/06/2006 Revised 10/3/2014SPS Technology Department Mail Merge Using MS WORD and EXCEL 2010.

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Presentation transcript:

Created 11/06/2006 Revised 10/3/2014SPS Technology Department Mail Merge Using MS WORD and EXCEL 2010

SPS Technology Department 2 Created 11/06/2006 Revised 10/3/2014 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”.

SPS Technology Department 3 Created 11/06/2006 Revised 10/3/2014 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.

SPS Technology Department 4 Created 11/06/2006 Revised 10/3/2014 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.

SPS Technology Department 5 Created 11/06/2006 Revised 10/3/2014 You will demonstrate this by... Creating a memo using Mail Merge

SPS Technology Department 6 Created 11/06/2006 Revised 10/3/2014 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).

SPS Technology Department 7 Created 11/06/2006 Revised 10/3/2014 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.

SPS Technology Department 8 Created 11/06/2006 Revised 10/3/2014 Navigate to Mailings tab, and from Start Mail Merge options, click Step by Step Mail Merge Wizard.

SPS Technology Department 9 Created 11/06/2006 Revised 10/3/2014 Mail merge process: Select Letters Click next Click use existing document

SPS Technology Department 10 Created 11/06/2006 Revised 10/3/2014 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 SPS Technology Department 11 Created 11/06/2006 Revised 10/3/2014 Find the EXCEL spreadsheet you made earlier called NAME. Click Open

SPS Technology Department 12 Created 11/06/2006 Revised 10/3/2014 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.data

SPS Technology Department 13 Created 11/06/2006 Revised 10/3/2014 Mail merge process: Click More Items Click Insert and Close

SPS Technology Department 14 Created 11/06/2006 Revised 10/3/2014 Mail merge process: Your document should now look like this Click Preview

SPS Technology Department 15 Created 11/06/2006 Revised 10/3/2014 Mail merge process: Click >> to see each letter Click Complete merge

SPS Technology Department 16 Created 11/06/2006 Revised 10/3/2014 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.

SPS Technology Department 17 Created 11/06/2006 Revised 10/3/2014 Your Turn Create Mail Merged Memo  5 teachers Include first and last name and subject

SPS Technology Department 18 Created 11/06/2006 Revised 10/3/2014 Rubric 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/le tter Mail merge runs but resulting document/label or letter not usable Mail merge does not run

SPS Technology Department 19 Created 11/06/2006 Revised 10/3/2014 Resources us/help/HA aspx us/help/HA aspx