User Guide

ASSOCIATE (MAIL MERGE)

The process of associating the data you input into the excel file into a word document is called ‘Mail Merge’. To execute a mail merge follow the following instructions.

Before beginning the mail merge, ensure the excel file saved as FRCGradingSheetCOMM04 is closed.

To begin the mail merge:

1. Open the Word Document FRCFinalLetterTemplate

* A pop-up window will open *

2. Select the ‘Mailings’ tab at the top of the Word ribbon.

3. Select ‘Start Mail Merge’, the third icon from the left on the Word ribbon.

· From the drop-down menu, select ‘Letters’

4. Next click on, ‘Select Recipients’ – the icon to the right of ‘Start Mail Merge’

· From the drop-down menu, select ‘Use existing list’ * A pop-up window will open *

· Navigate to the saved FRCGradingSheet-COMM04 and select the ‘Open’ command button.

* A pop-up window will open *

· Select the top-most row named ‘Sheet1$’

By default, excel workbooks contain 3 spreadsheets. In this case, the data is only on Sheet 1.

5. Next, select the ‘Insert merge fields’ icon located near the ‘Mailings’ tab.

The drop down menu will offer each of the column headings from the excel spreadsheet.

· Insert each of those items into their appropriate areas in the document by moving the insertion point to the appropriate area and returning to the ‘Insert merge fields’ icon and selecting the appropriate column heading.