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Mail merge


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This PowerPoint presentation takes viewers through the steps of creating a certificate using mail merge.

Published in: Self Improvement

Mail merge

  1. 1. Mail Merge 101 Creating Certificates
  2. 2. Create Your Recipients List <ul><li>Create in Excel </li></ul><ul><li>Doesn’t have to be fancy </li></ul><ul><li>Use heading terms that will be included in your letter (certificate) </li></ul><ul><li>Save to your desktop or other location. </li></ul><ul><ul><li>Note: If you think you will be editing this mail merge at a later time, DON’T change the location of the recipient list. Word will not know where to find the data. </li></ul></ul><ul><li>Tip: Rename your spreadsheet tabs so that you know exactly which one contains the data or delete all unused sheets. </li></ul>
  3. 3. <ul><li>Rename sheet tab (double-click the tab and type new name or right-click and choose ‘rename’). </li></ul><ul><li>Use auto-fill to copy identical data. </li></ul><ul><li>Save </li></ul>
  4. 4. Mail Merge Wizard <ul><li>Open your blank certificate. </li></ul><ul><li>Open the Mail Merge Wizard in the task pane. </li></ul><ul><ul><li>Tools </li></ul></ul><ul><ul><ul><li>Letters and Mailings </li></ul></ul></ul><ul><ul><ul><ul><li>Mail Merge </li></ul></ul></ul></ul>
  5. 5. Step 1 <ul><li>Choose Letters if you are creating a certificate. </li></ul><ul><li>Click Next: Starting document. </li></ul>
  6. 6. Step 2 <ul><li>Use the current document. </li></ul><ul><li>Click Next: Select recipients. </li></ul>
  7. 7. Step 3 <ul><li>Use an existing list (the spreadsheet you already created). </li></ul><ul><li>Click Browse and find the spreadsheet. Highlight the sheet where the data was entered. Your data will pop up. </li></ul><ul><li>Click Next: Write your letter </li></ul>
  8. 8. Step 4 <ul><li>Click in your certificate where data will be added. </li></ul><ul><li>Click “More Items”. </li></ul><ul><li>Choose the data from the window that pops up. Click Insert. </li></ul><ul><li>Click to close the window, then repeat for all other areas. </li></ul><ul><li>Click Next: Preview your letters. </li></ul>
  9. 9. Step 5 <ul><li>Make any corrections to spacing, font, font size, etc. that are needed. </li></ul><ul><li>You can remove recipients from the list if you want. </li></ul>
  10. 10. Step 6 <ul><li>Make changes to all of the letters, by going to the previous step. </li></ul><ul><li>Click Edit individual letters to have Word create a new document that contains each of the certificates (recommended) </li></ul><ul><li>Or Print if you do not want to keep a copy of the certificates. </li></ul>
  11. 11. Finished Certificates <ul><li>Save </li></ul><ul><li>Print </li></ul>