The Mail Merge option is a wonderful tool to aide in the creation of letters, labels, certificates, or any other document which requires information from your Classroom Database.
In Microsoft Word
1. Create or open the letter which you wish to use in your merge.
2. From the Menu bar, Click on Tools.
3. In the drop-down menu, choose Mail Merge.
4. In the Mail Merge Helper dialog box, click on the Create button next to Step One.
5. In the drop-down menu, select form letters.
6. In the Microsoft Word dialog box that appears, choose the Active Window option.
7. In Step Two, click on the Get Data button.
8. In the drop-down menu, select Open Data source.
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Note:
At this point, because you are in Word, you will only see Word
files listed. In order to access your database, click on File Type and
select either Excel files, Access files or All files to see the one that
contains your database.
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9. In the Open Data Source dialog box, locate your classroom database and double-click on the name of your database
10. Make sure the name of your table is highlighted and click OK
11. In the next dialog box, click on the Edit Main Document radio button
12. Place your cursor in the document at the point of the desired insertion
13. Now, look above the upper left of your document. The mailmerge toolbar has appeared on the screen. Click on the Insert Merge Field button, then the desired field.
Remember, all spaces and punctuation marks must be entered manually.
14. Now, click Merge on the toolbar.
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If
you do not want to merge to all records in your database, you will need
to do a query. Click on the Query Options button in the Merge dialog box.
Set your query preferences for each desired field.
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15. Finally, click Merge again in the Merge dialog box
Hint - Reduce
the Zoom button to 25% to check that all your records merged successfully!