Mail Merge

For Our  Mail Merge we will 

• create 2 word pages
  • the certificate we want to use 
  • the list of student names and other data
• merge the 2 documents
• save all the files

To view sample files click here and save each file to your computer , save them all in the same folder then open them in Word

• sample certificate
• sample data
• sample finished form

(close these down after you have viewed them to avoid confusion)

1

Create the First Page  -a Certificate

1. Open MS Word, create a new document 

2. Go to File select Page Setup  select Paper Size tab and in orientation select landscape. click OK

3. in the Zoom box on the menu bar select 50%

4. create your certificate , where you want the name of the student to appear write name, where you want space for their achievements write achievement, for the date write date

5.  Sample

   Congratulations  Name for earning these awards achievements on  date

save this file as certificate in a new folder in the My Documents folder of the computer

2

The 2nd Page -  your data

1. Open MS Word create a new document

2. using the table tool create a table 3 columns across and 10 down          

3. In the top cell of first column write Name , Top cell of second column write Achievements, third column date

4. Sample

save file as data in same folder as certificate (see above)

3

close the data document but keep open  certificates

1. Go to Tools menu select Mail Merge, this dialogue box should open

2. 
   
   

3. for main document click on create select Form Letters

4. 
   

5. select Active Window
   
   

6. Next for Data Source select Open Data Source select your data document.

7. 
   
   

8. You should get a dialogue box telling you there is no merge fields select Edit Main Document

Editing the Main Document

1. You now should have the main document open in front of you , notice the new menu bar with the command Insert Merge Field.

2. Highlight the text you want i.e. Name  , then click and hold open Insert Merge Field and select name .

3. Repeat for Achievements and Date

Merging

Now click on Tools , mail Merge again 

This time click on Merge

click on Merge and the program should open up with a new document with all of  your certificates ready to be printed out. Save this new file for use later.

Thank You.