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Dec 21 2007, 8:52 AM EST (current) gsteele 692 words added
Dec 21 2007, 8:48 AM EST gsteele

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Mail Merge Instructions for Word 2003:

Connie Shriver, an E 4 ME instructor, graciously wrote these directionsfor us, on how to perform a mailmerge .

  1. Save the class list you receive from Gail before the start of your class in a location you remember.
  2. Open the Reminder Mail Merge Document.
  3. Click on “Tools” then “Letters and Mailings” then “Mail Merge…”
  4. This should open the mail merge task pane on the left side of the screen.
  5. Select Document type: Letter. Click “Next” at the bottom of the task pane.
  6. Select Starting Document: Choose “Use current document.” Click Next at the bottom of the task pane.
  7. Select Recipients: Choose “Use an existing list.”
  8. Then click “Browse” The “Select Data Source” Window will open. Navigate to the class list you received from Gail. Select the list, then click open. If a “Select Table” window opens, select “Sheet 1$” and click OK.
  9. This will open the “Mail Merge Recipients” window. In this window you have the option of selecting the students to whom you wish to send the reminder. This is helpful if you have several students who have signed on and are working through the course because, of course, they do not need to receive the reminder.
  10. Once you have selected the recipients you wish to merge, click “OK.”
  11. Then, click “Next” at the bottom of the task pane.
  12. Assuming Gail uses the same headings that Katie has used previously, the Mail Merge Document should have the correct fields already in the document that I am sending.
  13. It’s really easy to insert “Mail Merge Fields” if you are using your own brand new document.
a. To start, I place my cursor before the beginning of the letter to insert the student’s email address.
b. Click “More Items…” in the task pane. The “Insert Merge Field” Window pops up.
c. Select “email” then click “insert” and then “close.”
d. Next, place your cursor after “Hello” in your letter. Here is where you would want to insert the student’s first name.
e. Click “More Items…” in the task pane. The “Insert Merge Field” Window pops up.
f. Select “firstname” then click “insert” and then “close.”
g. Place your cursor after User Name:
h. Click “More Items…” in the task pane. The “Insert Merge Field” Window pops up.
i. Select “id” then click “insert” and then “close.”
j. Place your cursor after Password:
k. Click “More Items…” in the task pane. The “Insert Merge Field” Window pops up.
l. Select “Password” then click “insert” and then “close.”
  1. This would be an excellent time to be sure the “E4ME_247_November_07” information is correct if you choose to include that in the letter.
  2. Click “Next” at the bottom of the task pane. This gives you a chance to preview your letter. If there’s anything that doesn’t look right, just click the “Previous” link at the bottom of the task pane and make any corrections necessary.
  3. Click “Next” at the bottom of the task pane.
  4. This brings up the “Complete the Merge” window in the task pane. Click on the link “Edit Individual Letters.” This will bring up the “Merge to New Document” window. Select “All,” then click “OK.”
  5. A new document will be created called “Letters1” that has a page for each student with their individual sign on information on it.
  6. I recommend reviewing this document, mainly to make Proper Names capital since so many students do not bother to use capital letters, or use them exclusively. (grrr…)
  7. The final step is to copy the first letter, paste it into your email, then simply cut the email address and put it into the “TO” box in your email. Send email, and repeat as necessary.
Save the Reminder Mail Merge Document, but I personally do not save the “Letters1” document with the merge information.

When written out like this it sounds like a lot of work, but it really isn’t once you have done it once or twice. If you use Outlook, you can actually merge directly to Outlook and it will automatically create individual messages. (I don’t use Outloook.)

Any questions, please just shoot me an email at cshriver@wscc.edu.

J