INSERT DATE You could just type the date. However, use the Insert ...
INSERT DATE You could just type the date. However, use the Insert Date function so that every time you open this file, the date will automatically update to the current date. 1. Place the cursor in the desired location for the date to appear. 2. Click the Insert tab. Click the Date and Time button from the Text group. 3. Select a date format. Click to “check” the box next to Update Automatically. 4. Click OK. OPEN AND EDIT (OPTIONAL) THE SPREADSHEET TEMPLATE 1. Open your excel spreadsheet file. 2. This file will be used to perform a Mail Merge in the your letter. a. A Mail Merge is used to join two sources of information into one document. b. You can use Mail Merge to quickly generate address labels, personalized information into letters, business data into a form letter for clients, email addresses and more! c. The “Fields” (Column Headings) can be edited to integrate different data of your choosing. d. The merge fields must be the first row of data. You can change the names in the column headings, but keep the headings as the first row in the sheet. e. Once you decide on the field names (headings), you may also change the “Records” (the data under the column headings).. This data will determine the content of the letter. f. Note where you save this Spreadsheet. You will browse to it to perform the mail merge. TYPE AND FORMAT TEXT 1. Return to the Word document to begin typing the letter. 2. Place the cursor at the end of the date. Press Enter. 3. Begin typing the letter. a. To remove the space after a paragraph, click the Home tab. b. Click the Line Spacing button in the Paragraph group. c. Select, Remove Space After Paragraph. 4. Insert underlines to represent a blank space where a merge field will appear. These underlines will eventually be deleted and replace with the word(s) from the spreadsheet data. 5. Format the text. Use the Font buttons from the Font group on the Home tab to change the type, size and style of the font. MAIL MERGE 1. With your Word Document (Letter) open, click the Mailings Tab. 2. Click the Start Mail Merge button in the Start Mail Merge group. 3. Select Letters. 4. Click the Select Recipients button. Choose Use Existing List. 5. Browse to the spreadsheet file you wish to use. 6. Click Open. 7. Click OK to select the Sheet1$. (This refers to using the first sheet in that spreadsheet file.) Notice that once a Spreadsheet file is selected, the remaining buttons in the Mailings tab become activated. 8. Place the cursor in the first blank. 9. Delete the underline place holder. 10. Click the Insert Merge Field button from the Write & Insert group. 11. Select a merge field such as First Name and/or Last Name. a. It may appear like this , b. Enter spaces and commas where necessary.
12. Continue to delete all spaces and replace them with the appropriate merge fields from the spreadsheet. 13. Click Preview Results in the Preview Results group. 14. Use the arrows in the Preview Results group to click through each record. Notice how they change according to the data on the spreadsheet. 15. Click the Finish and Merge button and select Edit individual Documents. 16. Under Merge Letters, choose All. Click OK. This option will open a new file entitled, “Letters1.” You can now save your file with a name that you will remember it with!
In Excel, copy the following spreadsheet:
Title Mrs. Mr. Mrs.
Parent Sally Roger Mary
Last Name West Long Strong
Student George Michael Lindsay
Address 1 Address 2 432 Wales St. York, PA 17404 635 First St. York, PA 17404 1154 Country Rd. York, PA 17404
Eval Date April 23, 2016 May 16, 2016 May 30, 2016
Eval time 2:00 10:00 1:30
Save as “eval spreadsheet”. Highlight the three dates and times and in the “number” group click the down arrow next to “general” and change to “text”. Open Word and type the following letter: ____
____ April 5, 2016 Dear ____, Thank you for your interest in using my evaluation services. At Excel Evaluations, we desire to see you and your student(s) achieve all that they can with the most reward possible. ___, you and ___ are currently scheduled for an evaluation on ___ at ___. I look forward to seeing you! Sincerely,
Save as “eval letter”. 2nd Class Project You are going on a mission trip. Create a spreadsheet with 10 names, addresses and “donation given”. Make sure you include first names separate from last names. Save as “mission spreadsheet” Write a short letter thanking your donors for their support of your ministry. Create your mail merge by following the directions under “Mail Merge”. Save as “mission letter”.
12. Continue to delete all spaces and replace them with the appropriate merge fields from the spreadsheet. 13. Click Preview Results in the Preview Results group. 14. Use the arrows in the Preview Results group to click through each record. Notice how they change according to the data on the spreadsheet. 15. Click the Finish and Merge button and select Edit individual Documents. 16. Under Merge Letters, choose All. Click OK. This option will open a new file entitled, “Letters1.” You can now save your file with a name that you will remember it with!
In Excel, copy the following spreadsheet:
Title Mrs. Mr. Mrs.
Parent Sally Roger Mary
Last Name West Long Strong
Student George Michael Lindsay
Address 1 Address 2 432 Wales St. York, PA 17404 635 First St. York, PA 17404 1154 Country Rd. York, PA 17404
Eval Date April 23, 2016 May 16, 2016 May 30, 2016
Eval time 2:00 10:00 1:30
Save as “eval spreadsheet”. Highlight the three dates and times and in the “number” group click the down arrow next to “general” and change to “text”. Open Word and type the following letter: ____
____ April 5, 2016 Dear ____, Thank you for your interest in using my evaluation services. At Excel Evaluations, we desire to see you and your student(s) achieve all that they can with the most reward possible. ___, you and ___ are currently scheduled for an evaluation on ___ at ___. I look forward to seeing you! Sincerely,
Save as “eval letter”. 2nd Class Project You are going on a mission trip. Create a spreadsheet with 10 names, addresses and “donation given”. Make sure you include first names separate from last names. Save as “mission spreadsheet” Write a short letter thanking your donors for their support of your ministry. Create your mail merge by following the directions under “Mail Merge”. Save as “mission letter”.
