Creating a Mail Merge

Here are some simple steps to follow to use Microsoft Word Mail Merge to create custom documents.  In this example, we will be creating diplomas for all of the 2009 first semester grads of Ocean Grove Charter School

Step 1 – Get your export

· In the Student file in FRED, find all the students in school 17 who are graduating in 2009_1.

· Go to a layout that has the fields you want to export on it.  This makes it easier to choose the export fields.  For example, for the diploma, we only need to export the Diploma Name, so it will be best to do the export while viewing the Grad Participation layout.

· Choose File>>Export Records…

· Locate the folder where you want to save the file, give it a name, and under Save as Type, select *.xls, then click OK.

· In the first dialog window, you will see 4 blank lines.  You don’t need to do anything here, just click OK.

· In the next dialog window, you are able to select the fields you want to export.  In this example, we only need one field, the diploma name.  It is OK if you export more than is necessary, however.  On the left of the dialog window, you will see all of the fields that are on the current layout that you are viewing.  First will be listed any fields that come directly from the file you are working from, then will be listed the fields that come from related files.  In this example, you will be looking for the field called “stu_MST~MasterStuNum::DipName_MSTt”.  Double click the field to move it to the right.  Once you have all the required fields moved into the right, click Export.

Step 2 – Set up your Word document

· Open Word and find the document you want to use as the template for your merge.  In this example, that is the OGCS Diploma.

· On the Ribbon at the top, click the Mailing tab, then Start Mail Merge, then select Letters.

· Next, Click the following click Select Recipients, then choose Use Existing List…

· A dialog will appear that says “Select Data Source”.  Navigate to the folder where you saved your export from FRED (probably in the Desktop or My Documents).  Select the Excel file and click Open. 

1. Note** Make sure the Excel file is not already open on your desktop when you do this.

· The document we are working with looks like the picture below.  We only need to make sure that the name changes for each document we need to print out.  So select the name, Susie Clark.

· Click on the lower half of the Insert Merge Field button.  You will get a drop down with all of the available fields listed from your excel file.  (If you click on the icon in the top half of the Insert Merge Field button, you will get a pop-up dialog instead) In this case, we only have one choice, which is the Diploma Name field that we need.  Click on that.

· You will probably see that the hard return between the name line and the next line was removed and it looks something like this:

· If this happens, simply insert your cursor after the “>>” where the hard return is supposed to be, and hit the return key. 

· Now use the Preview results button at the top right of the screen.  Once you have done this, you will see that there is a diploma for each student on the list, and you can view each by using the left and right navigation arrows.

· Next click the Finish & Merge button, and then select Print Documents… from the drop-down.

· In the following dialog, leave All selected, and press OK.  Then select the appropriate printer and select OK again.

· Close the document, saving changes when prompted.

Using the same document again

· If you would like to work with the same document that you used the last time you printed diplomas, the first thing you will notice is that when you open the document you will see this dialog window. Just click Yes.

· Click the Mailings tab, then Select Recipients, then choose Use Existing List…

· Find the new Excel file you would like to use (Probably in My Documents or Desktop) and open that file. At the dialog window that comes up, make sure that Sheet1$ is selected and click OK.

· The names on the diplomas will change to the new set. You can use the navigation arrows at the top right of the screen to flip through and see each diploma.

· Click the Finish & Merge button, then select Print Documents…

· Leave All selected and click OK. Then choose the appropriate printer and click OK again.