MailMerge

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Mail-Merge
Using Word XP 2003 for Parent Letters
Dr. John Wm (Jay) Sanders Dr. Joel
Hausler Middle Tennessee State University
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Merging Parent-letter in Word with
Student-database in Excel

• This is a 3 Step Process
• Creating a Student-Database in Excel
• Writing Letter in Word, Merging with Excel file,
  Inserting the Mergefields
• Merging the letters to create multiple
  personalized letters to your students parents

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Getting Started
Click Tools
Mail Merge Wizard
Letters and Mailings
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Step 1
Click Type of document, in this case letter
Next Starting document
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Step 2
Click Selecting document, in this Use the
current Document
Next Select Recipents
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Step 3
Click Use an Existing List
Browse To find Excel file
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Step 3
Select Data Source
Click Click the down-arrowto locate the file
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Step 3
Open Data Source
Click Click on the file
Open
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Step 3
Selecting Sheet1 in Excel
Click Click on Sheet1This is the 1st page
(worksheet) in Excel
OK
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Step 3
Writing Letter
Click Next Write your letter
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Step 4 Writing Letter
Mail-merge Toolbar
Click Here To write your letter
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Step 4
Writing Letter Inserting Mergefields
When you get here
Click on Insert MergefieldsIcon
Write Letter Here
Click on Parents-First
Click Insert, then Click Close
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Step 4 Completed Letter
Continue inserting Mergefields typing the
letter until your letter looks similar to the one
at the right.
The table is 2 columns x 5 rows centered.
When you have proofed the letter, then save it as
main.doc.
Note the spacing between parts!
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Step 4
Previewing Letters
Click Next Preview your letter
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Step 5
Previewing Individual Letters

• Proof each letter make changes as needed
• Names?
• Rounding test scores?
• Click the gtgtgt to view the next letter, or ltltlt to
  go back to a letter.

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Step 6
Merging the Documents!
To produce the Merged Letters Click Next
Complete the Merge
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Step 6
Merging to New Document
After selecting AllClick OK
To complete the Merge Click Edit Individual
Letters (Merge to new document)
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Step 6
The Merged Parent Letters
Here are all 10 merged letters in 1 file named
Letters1.doc Proof the letters again to make
sure they look professional. Save this file as
formletters.doc post on your website.