created 11/06/2006 revised 10/3/2014sps technology department mail merge using ms word and excel...
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Created 11/06/2006Revised 04/11/23 SPS Technology Department
Mail Merge Using MS WORD and EXCEL2010
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SPS Technology Department2Created 11/06/2006Revised 04/11/23
While Waiting ~
Create a letter in Word save it as “DEAR.doc”Dear
How are you?
Deb Create an EXCEL Spreadsheet Name .doc
Enter five names of staff members. Remember to make the first cell in the column the word
“NAME”.
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SPS Technology Department3Created 11/06/2006Revised 04/11/23
Standard Addressed
Standard 1: Demonstrate proficiency in the use of computers and applications as well as an understanding of concepts underlying hardware, software, and connectivity.
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SPS Technology Department4Created 11/06/2006Revised 04/11/23
Mail Merge
By the end of this session you will know and be able to:Create an MS WORD document for merging.Create an MS EXCEL document for merging.Merge the documents.
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SPS Technology Department5Created 11/06/2006Revised 04/11/23
You will demonstrate this by . . .
Creating a memo using Mail Merge
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SPS Technology Department6Created 11/06/2006Revised 04/11/23
Why use mail merge?
Using mail merge, you can create: A set of labels or envelopes-While the return
address is the same on all the labels in your “merge” or envelopes, the destination address is unique to each envelope or label.
A set of form letters-Basic content is the same in all the letters, but the individual letter contains information that is specific to the recipient (e.g. name, address, or other pieces of exclusive data).
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SPS Technology Department7Created 11/06/2006Revised 04/11/23
Mail merge process:
Start Word. Open the letter DEAR you created earlier. Leave it open. If you close it, the next step won't work.
Using the Tools menu, point to Letters and Mailings, and then click Mail Merge.
The Mail Merge task pane opens. By using hyperlinks in the task pane, you navigate through the mail-merge process.
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SPS Technology Department8Created 11/06/2006Revised 04/11/23
Navigate to Mailings tab, and from Start Mail Merge options, click Step by Step Mail Merge Wizard.
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SPS Technology Department9Created 11/06/2006Revised 04/11/23
Mail merge process:
Select Letters Click next Click use existing document
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SPS Technology Department10Created 11/06/2006Revised 04/11/23
Mail merge process:
Click Use an existing list, Click Browse to locate the file. Find the EXCEL spreadsheet you made
earlier called NAME. Click Open
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Mail Merge process
SPS Technology Department11Created 11/06/2006Revised 04/11/23
Find the EXCEL spreadsheet you made earlier called NAME.Click Open
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SPS Technology Department12Created 11/06/2006Revised 04/11/23
Select Table dialog will appear, now choose the worksheet which contains required data, if first row contains column headings, then enable First row of data contains column headers option, and click OK.
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SPS Technology Department13Created 11/06/2006Revised 04/11/23
Mail merge process:
Click More Items Click Insert and Close
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SPS Technology Department14Created 11/06/2006Revised 04/11/23
Mail merge process: Your document should now look like this
Click Preview
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SPS Technology Department15Created 11/06/2006Revised 04/11/23
Mail merge process: Click >> to see each letter
Click Complete merge
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SPS Technology Department16Created 11/06/2006Revised 04/11/23
Mail merge process:
Print the letters or edit them individually. If you choose to edit the letters, Word saves them all to a single file, with one letter per page.
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SPS Technology Department17Created 11/06/2006Revised 04/11/23
Your Turn
Create Mail Merged Memo5 teachers
Include first and last name and subject
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SPS Technology Department18Created 11/06/2006Revised 04/11/23
Rubric
4 3 2 1 0
MS WORD document appropriately format for mail merge
MS WORD document mostly format for mail merge
MS WORD document has some format for mail merge
MS WORD document very little format for mail merge
No MS Word document
MS EXCEL document has all the appropriate fields for the mail merge
MS EXCEL document has most of the appropriate fields for the mail merge
MS EXCEL document has some the appropriate fields for the mail merge
MS EXCEL document has an appropriate field for the mail merge
NO MS EXCEL document
Successful mail merge provides appropriate document/label/ letter
Successful mail merge has minor error
Mail merge not successful but is fixed and has mostly correct formatting in document/label/letter
Mail merge runs but resulting document/label or letter not usable
Mail merge does not run
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SPS Technology Department19Created 11/06/2006Revised 04/11/23
Resources
http://office.microsoft.com/en-us/help/HA010349201033.aspx
http://mistupid.com/technical/mailmerge/