1. Mail Merge Instructions (Yanick’s Version)

2. Why I LOVE to use it! Efficiency with Monthly Contact (MC)
Some parents will choose /text contact over phone calls. (Ask preference during Welcome.)
2X per month (I send out on 15th and 30th.)
Parent has the base knowledge of their child’s current status in the class.
Opens up two-way communication with the parents.
Knowledge Base for parents
With the next phone contact – parents are knowledgeable about their child’s grades – and they are able to ask questions.
(*When is returned or there is no response, make note and ask during next MC for updated info and to check Spam Folders.)
Mail Merge

3. Step #1 Create a VSA tab with Information that you want to share in your Letter.
Include Active and CI students in your list.
Saves time when exporting your spreadsheet to Excel.
*Add s to Comments Box.
Boxes checked:
Student name, Date next monthly call due, Last assignment turned in date, Percent Complete, Course Work Current Grade, Number of Assignments Submitted Last 7 Days, Target Completion Date, Weeks Active (Adjusted), Number of Weeks Behind, Comments.
Mail Merge

4. Step #2 Export Excel spreadsheet .
Combine all shells into one sheet if message applies to all students.
**SAVE as .CSV not .xlsx**
*Change label to s if you wish.
Sort by Weeks Behind – Set all negative numbers to ZERO.
Clean out Comments so only addresses remain.
Copy and paste row if parents request separate s.
Mail Merge

5. Step #2 (cont) Export Excel spreadsheet.
Data from VSA will open as .csv file. DO NOT CONVERT.
Warning box will appear EVERY time you try to save to your workbook. Always click “YES”.
Data from multiple shells will need to be on same tab in workbook. (CSV format cannot save multiple tabs in Excel.)
If you want to separate data, you must make separate workbooks.
Mail Merge

6. Step #3 Open Microsoft Word To A Blank Document or Use a Template.
Mail Merge is easier if you have letter prepared so you can just insert Student Data.
Mail Merge

7. Step #4 Click The Tab Named “Mailings”
Mail Merge

8. Step #5 Click “Start Mail Merge” and click “Step by Step Mail Merge Wizard”.

9. Step #6 Follow steps listed on right.
Click Messages.
Click Next.
Mail Merge

10. Step #6 (cont.) Follow steps listed on right.
Click: Use current Document.
Click Next.
Mail Merge

11. Step #6 (cont.) Follow steps listed on right.
Use an Existing List.
Click Browse.
Open Excel spreadsheet you created.
Tips:
Make Mail Merge Folder on Desktop to find quickly.
Label Excel spreadsheet with Dates.
Mail Merge

12. Step #6 (cont.) Follow steps listed on right.
Mail Merge Recipients Box will appear with your data from .csv file.
Click OK.
Double check data is from correct file by date.
Click “Next”.
Mail Merge

13. Step #7 Insert your Data Fields.1
Place cursor in area where data will be inserted. 2
Click “More Items”.
Click “Student Name”.
Click “Insert”.
Mail Merge

14. Step #7 (cont) Insert your Data Fields.
Field will now appear.
Repeat steps to Insert Merge Field for all data to include in your .
You will have to move the cursor, click “More Items”, add next data, then close.
(*Templates can be saved for later use.)
Click “Close”.
Mail Merge

15. Step #7 (cont.) Insert remaining Data Fields.
After repeating “Insert Field Steps” 8X this is how your letter will look.
Click “Next”.
Mail Merge

16. *A note about Saved Templates*
This warning will always appear.
Click “Yes”.
Follow Step by Step Wizard to “browse” for your newest data that will be inserted. You will find the “Data Fields” are there and you won’t have to enter each one separately again.
Mail Merge

17. Step #8“Preview Results”
Look for specific students and modify letter details if needed.
All data will be specific to each student from Excel.
*Select random student to verify info is correct.
Options for deleting students if needed.
Once data is verified, click “Next” to complete your Mail Merge.
Mail Merge

18. .CSV enters 4-digit data in fields.
*Why CSV and not XLSX?*
.CSV enters 4-digit data in fields.
(Pretty! )
.XLS or .XLSX
will enter a string of numbers.
(Not as pretty! )
Mail Merge

19. Step #9 Complete the Merge
Click “Electronic Mail.
Window will appear.
Use label from
Excel workbook.
( or Comments. It doesn’t matter.)
*Be sure to change Subject Line each time.
Click OK.
Mail Merge

20. Step #10 Emails will be sent to the Parents/Guardians for each letter created.
This will take a minute or so to complete. Don‘t close your Word Document until it is done. (Check bottom right corner for progress bar.)
*Remember to verify addresses during Welcome Calls; ask again during Monthly calls if s are returned and unable to be delivered.
Mail Merge

21. If you have any questions, please feel free to ask.
Enjoy!
If you it to their personal vs. ing through VSA, you will get a quicker response. (Most parents have to log into guardian accounts to know there is an in VSA.)
Many parents check s from cell phones and reply immediately to say “Thank You” or will ask questions about their student. You may get an immediate call if you send during office hours. You will find some responses come in a week later!
Create Mail Merge Folder in OUTLOOK and save all communication. (CYB )
Copy and paste parent response in VSA and it can be logged as a Monthly Call since it is communication directly from a parent/guardian. (Ensure you’ve answered all questions and log entire exchange.)
If you have any questions, please feel free to ask.
IM:
Call or Text:
Mail Merge