Save Time with Mail Merge

1. Presented by: Julie Quast, M.S.E. National Board Certified Teacher Save Time withMail Merge

2. ~The Empire of Business by Andrew Carnegie “Eight hours to work, Eight hours to play, Eight hours to sleep, seems the ideal division.”

3. 1. To inspire you and give ideas on ways to use Mail Merge. The possibilities are endless! 2. Provide resources to help you implement Mail Merge successfully. 3. For you to only type your class list ONCE! GOALS

4. Mail Merge is a process that allows you to create one document and quickly personalize multiple copies to meet your needs using a database like Microsoft Excel or Access. What is Mail Merge?

5. Mail Merge saves time when creating labels, form letters, mail outs, bus tags, classroom lists, and much more! Instead of sending home letters that say, “Dear Parents,” you can send “Dear Mr. and Mrs...” with just a couple of clicks Why Mail Merge?

6. First Names for charts and puzzles Class list with numbers or without Class list last name first Class list sorted boys and girls Letters home to parents Post Card to Welcome Students Bus Tags Bus List Examples of Classroom Use:

7. Field trip notes Class books made easy! Tests! NO more asking, “Whose paper is this?” Labels for EVERYwhere! Portfolios, cubbies, coat hooks, tubs, Browsing Boxes, Notebooks... Examples of Classroom Use:

8. Three Elements Parts of a Mail Merge The main document that you start with Data: Information, such as names and addresses, that you want to merge into the main document to create a set of unique documents The finished set of documents

9. Take your time designing the ‘main document.’  The merge fields will take on the font of the main document’s ‘Normal’ style. Determine the data that will change for each letter or form. The Main Document

10. Fields • Add placeholders, called fields, to the main document for each category (column) of unique information that you want to include. A field representing data is surrounded by chevrons (« »).

11. Merge will create a new page for each record. For multiple records on a single page, select “Next Record” and copy paste your information under. You need to do this for each additional item you want on the single page. If you want four names on a page, copy paste “Next Record” with your information four times. Examples: a postcard, class list, reading log Next Record

12. Example of “Next Record”

13. Select “If…Then…Else” under “Rules” to add pronouns like he/she. If…Then…Else…

14. 1. Create a database of information. This can be done in Excel or in Word. Think about the information you will want in your database. For example, pronouns (he/she, his/her), titles (Mr. Mrs. for parents), etc. You can always add to the database. How to Mail Merge...

15. 2. Begin Mail Merge Process Select “Mailings” - “Start Mail Merge Wizard” You can use the Mail Merge Wizard or enter fields on your own using the toolbar. How to Mail Merge...continued

16. 3. Select document type Make sure to select specifications for labels and envelope size. This is under Change Document Layout choose Label options or Envelope Options... How to Mail Merge...continued It will then ask you if you want to start from “current document” or use an “existing document.”

17. 4. Select Recipients “Use Existing List” or “Browse” to connect to your Excel file, existing database OR type a new list By selecting “type a new list” you ensure your Merge Fields will match... very important later! :) For future merges when your list is finished, you will “BROWSE” to find your file Make sure to SAVE your file where you can find it! How to Mail Merge...continued

18. Complete the Merge Click “Finish & Merge” box similar to this. This is your last opportunity to limit the records you want to include in the final merge. If you choose Current record, you can produce just one document to see how it looks before you produce the entire batch.

19. Select “Merge to new document” or “Edit Individual documents” (depending on version of Word) to create a new file of the merged list. By creating a new file, you can view actual documents and easily return to the main document. Complete the Merge

20. Tips If you think you might do a similar merge in the future, save the main document. This saves the connection between it and the data file. The next time you open the main document, you'll see information from the first data file record already merged. You can quickly complete the merge or connect to a different file.

21. Tips Don’t be overwhelmed! Go step by step… If you want to make a change, select “Previous” in Mail Merge Wizard OR press “ctrl + z” to undo your last actions.

22. http://word.mvps.org/FAQs/MailMerge/CreateAMailMerge.htm Provides technical information and FAQ http://office.microsoft.com/en-us/help/HA010349201033.aspx A walk through the mail merge process, explained in understandable terms More information...

23. http://www.ideas.aetn.org/ The technology section of this online professional development site offers step by step training for the Mail Merge process. More information...

24. Feel free to contact me at: juliequast@hotmail.com www.thereadinglady.wikispaces.com Questions or Comments? Thank you for your time!