![]() Use the navigation buttons on the Ribbon to scroll through the records. This will substitute the field names in the template, with the actual data.ħ. When the data file is attached, the previously greyed-out commands on the Mailings tab are now available.ĥ. To View the data in the letter template, on the Mailings tabĦ. Click the Select Recipients command on the Mailings ribbon then select Use Existing List … from the dropdown menu.Ĥ. In the Select Data Source dialog box. Navigate to the downloaded test pupil data file. Most of the commands on the Mailings tab will appeared greyed-out (unavailable) until a data file has been linked to the template. To link the data file to the Microsoft Word template:Ģ. In the letter template, click the Mailing s tab on the Microsoft Word ribbon.ģ. This is a one-off process and does not require repeating for each mail merge You will need to temporarily link this file to the template in order to complete the template’s setup for your LA. The test pupil data CSV file (PupilFeedback.csv) contains 4 records, one for each BMI category. ![]() It includes your LA’s contact details (address, telephone No.,) and other LA specific information ![]() LA specific text this text has been formatted with a yellow highlight and is specific to each LA so requires modifying.Also, usually shown with a grey highlight For example, the text included in a letter for a child in the Very overweight category to provide sources of helpful information, is not included in a feedback letter for a child in the Healthy weight category. Conditional text Specific paragraphs are designed to be included in the feedback letter depending on the child’s BMI category.These fields (First Name, Last Name etc.) are shown encapsulated within chevrons (>) usually with a grey highlight Mail merge fields Microsoft Word replaces these merge fields with the data from the child data CSV file.Click "OK."Before the template can be used in a live mail merge it must be set up for use within your LA.ġ. Open the feedback template (for example NCMP results letter template.docx) in Microsoft Word. Select the check box next to the name of each contact you want to use in your mail merge. Click "Choose from Outlook Contacts" to select information from your Outlook contacts list.Ĭhoose the Outlook profile you want to access if prompted. Click "Finish & Merge" to complete the merge and then print, save or email the documents.Ĭlick on "Select Recipients" in the Mail Merge group and choose the appropriate option. Edit the merge fields or recipients as necessary. For instance, if you are creating envelopes, you could select "Address Block," which merges the names and addresses of the people on your list.Ĭlick "Preview Results" to see how your merge will appear. Insert the merge fields you want to use from the Write & Insert Fields group. Click the name of the existing column above which you want to add a new field and click "Add." Type the column name and click "OK." Fill in the blanks under the headings for each recipient you want to add to the list. Choose "Type a New List" if you want to type a list of recipients into a Word document.Ĭlick "Customize Columns" to add the column headings for each field you want to include in the merge. ![]() Select the "Mailings" tab, point to "Start Mail Merge" and choose the type of document into which you want to merge your list, such as "Letters" or "Envelopes."Ĭlick on "Select Recipients" in the Mail Merge group and choose the appropriate option. Start Word and open a new, blank document. ![]()
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