To show merge fields and conditional text with or without the grey background, click highlight merge fields. You can now merge documents with Microsoft Word and upload them to your employee records. Example of each letters are available from the gov.uk website.Ĩ. When scrolling, notice the conditional text changing for each BMI category.

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 Mail Merge is a handy feature that incorporates data from both Microsoft Word and Microsoft Excel and allows you to create multiple documents at once. 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.NCMP results letter template.docx) in Microsoft Word. For more info, see Set up a mail merge list with Word.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 (e.g. Word data file is a data source you can create on the fly, within Word. See Use Outlook contacts as a data source for a mail merge Outlook Contact List contains data in a format that can be read by Word. For more info, see Prepare your data source in Excel for a mail merge in Word for Mac. Excel spreadsheets and Outlook contact lists are the most common data sources, but if you don't yet have a data source, you can type it up in Word, as part of the mail merge process.Įxcel spreadsheet works well as a data source if all data is on one sheet and the data is formatted so that it can be read by Word.

Your first step in setting up a mail merge is to pick the source of data you'll use for the personalized information. This type of document is also called a catalog merge.Ĭreate a directory of names, addresses, and other information

When the mail merge is complete, the merge. Use it to print out your contact list, or to list groups of information, like all of the students in each class. You work on the main document in Word, inserting merge fields for the personalized content you want to include. You'll be sending the email directly from Word.Įnvelopes or Labels where names and addresses come from your data source.Ĭreate and print a batch of envelopes for mailingĬreate and print sheets of mailing labelsĭirectory that lists a batch of information for each item in your data source. Each letter prints on a separate sheet of paper.Ĭreate and print a batch of personalized lettersĮmail where each recipient's address is the only address on the To line. Letters that include a personalized greeting. Follow the links for details about each type: Word provides tools for incorporating your data into the following kinds of documents. Use Outlook contacts as a data source for a mail merge If you know you'll be using Excel or Outlook as the source of your data, see: If you don't yet have a data source, you can even type it up in Word, as part of the mail merge process.įor details about data sources, see Data sources you can use for a mail merge. Excel spreadsheets and Outlook contact lists are the most common data sources, but any database that you can connect to Word will work.

Word mail merge