CCS – Mail Merge Mail Merge This presentation is incomplete without the associated discussion 1 Coloma Community Schools In-service 21 March 2014

CCS – Mail Merge Overview What is a mail merge What is the process Walk through Let’s try it! 2

CCS – Mail Merge Mail Merge Mail Merge combines content from a Word document and information from a data source (Excel) resulting in personalized documents for multiple recipients

CCS – Mail Merge 4 Mail Merge Process Create/Use a data source in Excel Open Word and Use the Mail Merge Wizard –Create Master Document –Select data source (Excel file) –Insert Merge Fields Merge

CCS – Mail Merge 5 Create/Use a data Source in Excel Importing data –Comma separated values (text file with commas) aka CSV Put Labels on the columns –headers for the 1 st row on all columns with data Each row is a record One Column for each data element so you have what you want to show Inspect and clean your data

CCS – Mail Merge Mailings Ribbon Start Mail Merge With main document open Choose and edit the data source (recipients) Area for inserting fields into the main document Preview Results Merge the data and the document Match Fields if necessary Specialty merge documents

CCS – Mail Merge 7 A Simple Main Document Note: Placeholders designated by «marks» indicate where data from Data Source will go

CCS – Mail Merge Mail Merge: The Main Document The main document (source document) contains Fields where record information is linked and ultimately integrated The body of the document is written here The same content for each document Fields will be replaced by information in records A field in the body of the document

CCS – Mail Merge Mail Merge: Data Source A Record consists of related fields grouped by rows A Field Name is the column heading A Field is a single piece of data from a record to be used in a source document

CCS – Mail Merge Mail Merge: Link a Data Source Select Recipients to link the data source to the main document Select Recipients links a data source

CCS – Mail Merge Mail Merge: Excel as Data Source If the Worksheet has a header row, it may be used as a data source Choose Select Recipients then choose Use Existing. Then browse to the Excel Workbook Header row

CCS – Mail Merge Mail Merge: Edit Records Edit records by making changes to the active record Be sure spelling and capitalization are correct

CCS – Mail Merge Click Edit Recipient List Mail Merge: Selecting Recipients Choose only the recipients who should receive the merged document Use the checkboxes to add or remove recipients from the merge

CCS – Mail Merge Mail Merge: Sort Records Use the Filter and Sort dialog box to sort records into desirable orders before merging to save time later Sort and Filter links

CCS – Mail Merge Mail Merge: Using a Filter Specify criteria to choose only certain types of records for a merge Filter tab

CCS – Mail Merge Merge Fields Fields placed in the main document are replaced with corresponding data from the data source when merged

CCS – Mail Merge Mail Merge: Inserting Merge Fields With the main document open add fields from the data source using the Insert Merge Fields button Available fields are shown

CCS – Mail Merge Merging a Main Document and a Data Source Once the main document and the data source are merged, a separate document for each record is produced Select Finish & Merge to complete the merge

CCS – Mail Merge Printing Mailing Labels or Envelopes Produce envelopes and labels using Mail Merge Choose Envelopes or Labels Follow the Wizard This is step 4 of 6

CCS – Mail Merge Let’s Try It Use the Mail Merge Wizard 20

CCS – Mail Merge Additional Resources Using Mail Merge to create labels – Mail Merge step by step – l_merge_tutorial_using_microsoft_word_and_excel#. UynjX6hkTnghttp:// l_merge_tutorial_using_microsoft_word_and_excel#. UynjX6hkTng 21

CCS – Mail Merge 22 Addendum Mail Merge to

CCS – Mail Merge Mail Merge to Mail merges are used to send personalized Under Finish & Merge you may merge to Choose field for addresses Choose the Mail format