Using Microsoft Word to Complete a Mail Merge

  1. Creating a Document Containing Your Data
  2. Using a Table to Organize Your Data – Example:

First Name / Last Name / EOG Reading / EOG Math
Oprah / Winfrey / 4 / 4
Jay / Leno / 2 / 3
Fred / Flinstone / 1 / 1
Barney / Rubble / 2 / 2
Tom / Cruise / 3 / 3
  1. Saving Your Table Document to Your Home Directory

II.Creating a New Document For a Merge - Now you are going to create a new document in which to merge your data.

  1. Creating a New Document
  1. Start a new document.
  2. Type the letter or document that will use your data.
  3. Save it to your home directory.
  1. Completing a Merge

A.Preparing the Document with Merge Fields

  1. With your document letter open, click on Tools.
  2. Click on Mail Merge.
  3. Under Main document, click on Create.
  4. Click on Form Letters.
  5. Click on Active Window.
  6. Under 2 Data Source, click on Get Data.
  7. Click on Open Data Source.
  8. Double-click on your file that contains your table with the data.
  9. You will see a message that Word found no merge fields in your main document. It's okay. Click on Edit Main Document.
  10. Place your cursor in the space for the child's name after Dear.
  11. Notice the Insert Merge Field drop down menu near the top left corner. Click on its down arrow to see your merge fields.
  12. Click on First_Name.
  13. Repeat the Insert Merge Field selections to insert the merge fields in the letter for:

Last_Name

EOG_Reading

EOG_Math

  1. Completing the Merge
  1. Click on Tools.
  2. Click on Mail Merge.
  3. When the Mail Merge Helper window appears, click on Mail Merge under #3.
  4. When the Merge window appears, click on Merge.
  5. Your merged letters will appear! (The first page will not contain data. Press the Page Down key to see your merged letters.)
  6. When you close the document, decide if you want to save the document with the merged data.
  7. When you close your letter containing the merge codes, decide if you want to save the letter with the merge codes.

Notes:

Reedy CreekElementary School

940 Reedy Creek Road

Cary, NC27513

919-380-3660

May 13, 2002

Dear Parents of ,

I would like to inform you of your child’s scores on this year’s End of Grade tests.

Reading:

Math:

Sincerely,

[Type Your Name Here]

Teacher Productivity

Microsoft Office Word – Mail Merge