Transcript College Bound Scholarship

College Bound Scholarship
Tutorial To Run
Scholarship Applications
Using Mail Merge
Programs Used: Skyward and
Microsoft Office 2003
Tutorial by Alaina Queen
Mountain View Middle School
Bremerton, WA
(360) 473-0707
Step 1-Data Mining Report
Begin by creating a report in Student Data Mining that
includes all the information needed in the report.
Information Fields Needed:
Student First Name
Student Middle Name
Student Last Name
Birth Date
SSID
Social Security Number
Guardian First Name
Guardian Middle Name
Guardian Last Name
Phone
2nd Phone
Mailing Address (one line)
Email Address
Grade
Advisor
You may import my layout by
saving this:
on your computer. Then, click
Import Layout on the bottom of
the right side of your Data
Mining Screen. Name your
report. Click Browse and find the
document you just saved. Click
Open, then Import.
Step 2-Microsoft Excel
• Run the Data Mining Report to Excel.
• Delete any rows containing students that are not eligible.
• Save and close the document.
Step 3-Microsoft Word
• Open the Scholarship Application in Microsoft Word 2003:
– Select No when this box pops up:
• Save this file to your computer.
• Go to Tools>Letters and Mailings>Mail Merge
– A toolbar will open up to the right of your screen.
Step 3-Microsoft Word Continued
• “Letters” is automatically selected.
– Click “Next: Starting Document”
• “Use Current Document” is selected.
– Click “Next: Select Recipients”
• “Use an existing list” is selected.
– Click “Browse…”
– Find your list that you made in Excel
• Click “Open”
• Click “OK”
• If you want to run it for all students on your list, click “OK”
– If you only want to do it for some of the students on the list, use
the checkboxes to the left of the students names to
select/deselect them, then click “OK”
– Click “Next: Write your letter”
Step 3-Microsoft Word Continued
• I have already added in all the merge fields for you, but if
you have more to add, do it by selecting the area you
would like the item, then click “more items” from the mail
merge toolbar and select the field(s) you would like to
add.
– Note: if the headers in your Excel document are not named
exactly the same as the field name within the << >> in the
College Bound Application document, the merge won’t work.
You can change the text within the << >> to match your
document, but it must be exact.
• Scroll down to the line that states “Name of school:”
and complete it.
• The box next to “What grade are you in?” is checked
for 8th Grade. Change this if you are printing 7th
grade applications by cutting and pasting the two
boxes.
• Click “Next: Preview your letters”
Step 3-Microsoft Word Continued
• If everything worked, you should see student data for the
first student on your list.
• Click “Next: Complete the merge”
• Click “Edit Individual Letters”
• Click “OK”
• Your computer may need a moment to think about this
task.
• You should now have a document that has 2 pages for
every student. Review this document to make sure all
information merged correctly.
• Print this document to your copier, make sure you select
“double-sided”.
– See your tech person if you don’t know how to do this part as
most copiers are different.
Congratulations!
You Did it!
Feel free to give me a call for
assistance. I can also help if
you have Office 2010.
Alaina Queen
(360) 473-0707
[email protected]