Word and Mail Merge

When people hear mail merge, they think of making a form letter. This is not the only way mail merges can be used. They can be used to individualize handouts. Take for instances the JCPS Online handout you received last week. This handout has graphics, general information, and information specific to you.
Mail Merges can use Excel files or Tab delimited or comma separated files. In our case we are going to use an Excel file. Each column had a header or title for that columns content.
Open a Word document. This can already have the general information typed in and you just add the information from the Mail Merge or you can type in the general information as you go. To start the Mail Merge, go to Letters and Merge and choose Mail Merge
In Word XP and 2003 and side bar will appear to the right of your document. There will be six steps. The bottom will tell you what step you are on. You also have 5 Choices. Letter – Send a letter or create a personalize form for a group of people. Email – Send an email that is personalized for each person. Envelopes – Creates individual envelopes Labels – Creates labels for a group of people Directory – Creates a listing or catalog for a group of people. You can use this to print more than one record on a page.
Letters has one sheet for each record in the source file. Directory is a super choice when you do not want to use a full sheet of paper for each record. It will produce a list without starting a new sheet for each record.
In this Example I have typed in the general Information. Since this is a simple progress report I have made this a directory so more than one report can go on this sheet. Since I don’t want to waste paper, I also reset the margins to .5 for top, bottom, right and left. I choose directory and clicked Next. In this screen you will select your document. I just keep it on default, but could use another document, or create a template. Click Next to select Recipients
At this point you can use an existing account select from your Outlook our create a list at this time. I use a list I have already prepared in Excel so I click on Browse…
This dialogue box will open. You need to find the Excel file you wish to use. And click on the file and the click on the open button.
When you find your file and press open this screen will appear. For each sheet on the file there will be a line. In this case there is only one sheet on this spreadsheet
When you click on OK, the list of student will appear. If you do not want a report on one of these students you just uncheck the box. And click on OK.
Your list will appear under use existing list. You can change you list here if you want another list.
Now it is time to Arrange your letter or directory. Now click on More Items and this will give you list from your Excel file
Place your insertion point where you want the information. Click on More Items and click on the Field you want to insert and press insert or double click. The filed will appear. In this case I want the last name, a comma, a space, and then the first name. I close the box after inserting last name and put in the comma and space. Then click More Items and then click on first Name it will look like this
You may find you want to change or add more information. You can do it at this point. In this case I have added Over all Grade and Bold my label and the field. Notice I also Bolded and changed font size on the fields that contain the names of the students. Now click next to Preview one record.
At this point I add a line on directories so it will appear between each record. This makes it easy to cut them apart. If correct click next. Select new document. This screen will appear:
A new file will appear. It will be a form letter2 or Directory1 and will contain all your files. At this point you can personalize each record by typing in any additional information. Tip – on a directory make sure each record is on the same page.
Now you need to save both the original file and the merged document.