How to Create Mailing Labels
and Letters Using Mail Merge with
Microsoft Office 2007 for PC

1.      For this exercise start with using the following files.  

ADHoc Report Example.xlsx

The ADHoc Report Example is an example of a report that can be exported out of Infinite Campus.  

Mail Merge Sample Letter.docx

The Mail Merge Sample Letter is a practice letter that we will use for this exercise.

2.      Open up the 32713_71141_0.jpg  file.  When opened it will look like this:
32713_71200_1.png
3.      Because a Mail Merge will only work with a Zip Code in Text Format we will need to sort the Zip Codes and then change the cell format.  To do this hold down the Ctrl and A keys at the same time so the spreadsheet is highlighted.  Now click on the  32713_71236_2.png button and scroll down to Custom sort so this box appears.
32713_71304_3.png

4.      Now just click OK.  So that it will sort by Zip Code.  Now click on the J cell so it is highlighted.

5.      Now click the  32713_71337_4.png tab under Home.  Go to Format Cells at the very bottom of the box.

6.      This box will appear.  
32713_71412_5.png

7.      Change it from Special to Text as shown below.  
32713_71513_6.png

9.      Now click into J2 and type a 0 in front of 4020 so it looks like this.   32713_71547_7.png

10.     Now click on J2 and highlight down to the bottom of that series of numbers.  Click Ctrl and D to fill the numbers down.  

11.     Now do the rest of the zip codes and save the page.

12.     If we want to have our labels print in alphabetical order by student we will need to sort this sheet before creating the Mailing Labels.  To do this hold down the Ctrl and A keys at the same time so the spreadsheet is highlighted.  Now click on the  32713_71236_2.pngbutton and scroll down to Custom sort so this box appears.
32713_71651_9.png

13.         Because I don’t want to sort by Zip Code, I will need to click on the 32713_71806_11.png so my sort will look like this:
32713_71755_10.png

14.      Now my spreadsheet will just sort by the Student’s Name.  Change it so it sorts by Last Name then by First Name as shown below.
32713_71845_12.png
15.     Now click the  32713_71914_13.png  button.  Your spreadsheet should now be sorted by the Student’s Last Name.  

16.     Now click on the 32713_71934_14.jpg  to do a File Save As and call this spreadsheet Student Info 040513.  
32713_71948_15.png
17.     Now click the Save button and close out of the spreadsheet.

18.     Now go to Microsoft Word and open it up.  Click on the 32713_72025_16.png  tab and click on 32713_72037_17.png and click on Labels.

19.     When you do that this screen will appear.  
32713_72109_18.png
20.     Make sure it is set as above and click OK.

21.     Now click on 32713_72138_19.png and Use Existing List.

22.     This screen will now appear.  
32713_72149_20.png
23.     Here we will change the Look In:  to Desktop because that is where our spreadsheet is located.  It should look like this:  
32713_72215_21.png
24.     Now click Open and this screen will appear:  
32713_72237_22.png

25.     Now click OK so the following appears:  
32713_72305_23.png
 
26.     Now type the following in the first box.
32713_72329_24.png


27.     Go back up to the 32713_72025_16.png  tab and click Insert Merge Fields
32813_74829_1.png

28.     Now click on Student’s First Name, Insert, Student’s Last Name, Insert, Street Address, Insert, City, Insert, State, Insert, Zip Code and Insert then click Close.

29.     When it is done it will look like this:   32813_74916_2.png

30.     Now reposition the fields.  Put one space between first and last name, click return after last name, place a comma between city and state, and place two spaces between state and zip code so it looks like this:  
32813_74945_3.png

 
31.     Now go back to Mailing and click Update Labels.

32.     It will now look like this:
32813_75014_4.png
 
33.     Now click Mailings and Preview Results.  Once you do this It will populate your labels as shown below:
32813_75035_5.png
34.     If you want to change the font, color, etc. click on the label and hold down the Ctrl and A keys at the same time to highlight the labels.  Now go the Home tab and change the font, size etc. here.  
32813_75101_6.png

 
35.     Once you have checked your labels you are now ready to print.  Click on Mailings and go to 32813_75127_7.png.  Here you will click Print Documents so the following box will appear.
32813_75139_8.png

36.     You will want all records so each label will print.  Then just print as you normally do.

37.     Once you are done, you can save the labels for future use.  If you change the information inside your spreadsheet the labels will update as well when you open the file back up again.  To save click on the 32713_71934_14.jpg  icon and go to Save As.  Then name and save your document to the location of your choice.

38.     Now please open the 32813_75254_10.jpg to create a letter with Mail Merge using the same base Excel Spreadsheet.  This is just a base template for this lesson.  

39.     Go down to the greeting section and click your cursor after the word of as shown below:
32813_75304_11.png

40.     Now click on  32713_72138_19.png and Use Existing List.

41.     This screen will now appear.
32713_72149_20.png

42.     Here we will change the Look In:  to Desktop because that is where our spreadsheet is located.  It should look like this:  
32713_72215_21.png
43.     Now click Open and this screen will appear:  
32713_72237_22.png


44.     Now click OK.

45.     Go to Mailings and Insert Merge Field.  

46.     So this box is displayed.
32813_75527_16.png

47.     Click Student’s First Name and Insert.

48.     Click Student’s Last Name and Insert.  Now click the Close tab.

49.     Now it will look like this.
32813_75606_17.png

50.     Now go back and place a space between the First and Last Name Fields.  Remove the spaces after the Last Name field.  It should now look like this.
32813_75646_18.png

51.     Now we will add the Student’s Name, Grade and School in the first sentence of this letter.  We will do this the same way but using Mailing and Insert Merge Field.  

52.     Click here in the letter so your cursor is here as shown below:
32813_75738_19.png

53.     When this box appears, 32813_75811_20.png click on Student’s First Name, Insert, Student’s Last Name, Insert, and Close.  
Now place a space between  32813_75824_21.png

54.     Move your mouse to the space after Grade as shown below:  
32813_75901_22.png
 
55.     Now go to Mailings and Insert Merge Field.  

56.     Click on Grade, Insert, and Close.  
32813_75921_23.png

57.     Now place your cursor before the word School as shown here.
32813_75949_24.png

58.     Now go to Mailings and Insert Merge Field.  

59.     Click on School, Insert, and Close.  
32813_80036_26.png


60.     Go down to Student’s First Name and place your cursor as shown here.
32813_80105_27.png
61.     Go to Mailings and Insert Merge Field.  

62.     Click Student’s First Name, Insert, and Close.  
32813_80128_28.png

63.     Place your cursor as shown after Last Name:

64.       32813_80154_29.png

65.     Go to Mailings and Insert Merge Field.  

66.     Click Student’s Last Name, Insert, and Close.  
32813_80210_30.png

67.     Place your cursor after  32813_80231_31.png

68.     Go to Mailings and Insert Merge Field.  

69.     Click Guardian’s Name, Insert, and Close.  
32813_80245_32.png

 
70.     Place your cursor after  32813_80312_33.png

71.     Go to Mailings and Insert Merge Field.  

72.     Click Street Address, Insert, City, Insert, State, Insert, Zip Code, Insert, and Close.  
32813_80325_34.png

73.     It will now look like this:   
32813_80355_35.png

74.     Now click in between the arrows to place your spaces and commas.

75.     Place your cursor after  32813_80407_36.png

76.     Go to Mailings and Insert Merge Field.  

77.     Click on Phone, Insert, and Close.  
32813_80423_37.png

78.     Now that all of the fields have been entered we need to merge the information.  To do this click the Mailing tab and 32813_80459_38.png.  You will now see your finished letters.

79.     To do this click on the Mailing tab and  32813_80513_39.png

80.     Now click print documents and all of your letters will print.