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Mail Merge in Microsoft Word for letters and labels

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How to export SMS student and caregiver data and merge it into Microsoft Word for customised letters and labels.

Microsoft Word merge features can be used with your SMS data to produce individually customised letters and labels. Here's advice for merging data into MS Word.

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Exporting data

Both Student and Caregiver data can be exported.

Student data:

  1. People > Students > Student Lists > Filterable Lists link

  2. Select the students and information you wish to export

  3. Click ‘Export Details’

  4. A StudentQuery.csv file will be saved into the default Downloads folder on your computer

Caregiver data:

  1. People > Caregivers > Export Contact Details  Select the classes you require then click ‘Export’

  2. After a short time a ‘Download the Contact Export File’ link will appear on the page. Click this and a data.xlsx file will be saved into the default Downloads folder on your computer

  For more help on this including removing duplicates

Merging data to a letter in MSWord

In Microsoft Word open a new document; or open the file you want to create a mail merge document

  1. Choose the Mailings tab, and select ‘Start Mail Merge’

  2. Choose Step by Step Mail Merge Wizard .. and a panel will appear on the right of the screen with Steps 1 of 6 listed at the bottom

  3. Leave the dot in Letters and click Next: Starting document

  4. Choose ‘Use the current document’ then click Next: Select recipients.

  5. Choose your data source to be merged into your letter. Click ‘Browse’ and navigate to the file you saved.

  6. Click on the file name, then click ‘Open’.

  7. The fields and data will open giving you the chance to unselect any fields or data you don’t require. When finished, click ‘Ok’.

  8. Click Next: Write your letter and create/edit your letter.  Where merge data is required in your document, position the cursor at that point then click More items… from the right hand panel. Choose the field then click ‘Insert’ to add the merge field to your letter.

  9. When your letter is ready for distribution click Next: Preview your letters.

  10. Check how your data looks using the tools in the right hand panel.

  11. Click Next: Complete the merge - where you can print or further personalise your letters.

Merging data to labels in MSWord

In Microsoft Word open a new document

  1. Choose the Mailings tab, and select ‘Start Mail Merge’

  2. Choose Step by Step Mail Merge Wizard .. and a panel will appear on the right of the screen with Steps 1 of 6 listed at the bottom

  3. Click the dot next to Labels and click Next: Starting document

  4. Click the Label options… link

  5. From the ‘Label vendors’ drop down choose the brand of your label .. often Avery A4/A5

  6. From the Product number list choose label type and click Ok

  7. If prompted about ‘New document’ click Okay or Yes’ then click Next: Select recipients.

  8. Choose your data source to be merged into your labels. Click ‘Browse’ and navigate to the file you saved.

  9. Click on the file name, then click ‘Open’.

  10. The fields and data will open giving you the chance to unselect any fields or data you don’t require. When finished, click ‘Ok’.

  11. Click Next: Arrange your labels. 

  12. Click into the top left hand label (the frame may not be visible) then click More items… from the right hand panel. Choose the field you require, eg. Caregiver title then click ‘Insert’ to add the merge field to your letter.

  13. Close the More items… box, reposition the cursor then open More items… again to add another field. Repeat for other required fields.

  14. Click ‘Update Labels’ from tab bar to see your merged data.

  15. When completed Save your labels then click ‘Finish & Merge’ from the tab bar to print your labels.

There is an older video on this available here