In this sample, I have left room for a greeting at the top of the page as well as space to enter in the individual scores, comments, and total score.
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- Aubrey Simmons
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1 The steps below use Excel 2010, Word 2010 and Outlook 2010 to create a standard message with individual information customized for each student. The message will be sent from the default account in Outlook To carry out the mail merge, I need a source that contains the information I will put in the messages as well as the addresses of the students. The easiest way to do this is to download the information from your learning management system (LMS) and save it as an Excel 2010 file. 1. Download an Excel file from your LMS and save it as an Excel workbook. You may also choose to download other information along with the students first and second name as well as their addresses. In the Excel file pictured below, I downloaded an Excel file containing columns A through C. I added the remaining columns headings after downloading the file. As I graded each student s project, I added scores and comments for each student. 2. Open Word Type in the message you want to send in each . This part of the will be the same for all students. In later steps, we ll add the parts of the that will be different for each student.
2 In this sample, I have left room for a greeting at the top of the page as well as space to enter in the individual scores, comments, and total score. 3. From the top of the Word 2010 window, select the Mailings tab.
3 4. In the Start Mail Merge panel, select Start Mail Merge. 5. From the menu that appears, select Messages. 6. In the Start Mail Merge panel, choose Select Recipients. 7. Fron the menu that appears, select Use Existing List. 8. Locate the Excel file from step 1. In this case, the Excel file is called Project_Data_212_f12. Select Open.
4 9. The Excel file Project_Data_212_f12 contains two worksheets, Project_1_Data_212_f12 and Project_2_Data_212_f12. Your Excel file may only contain one. Choose the worksheet that contains the data you would like to include in the message and select OK. Word 2010 will locate the addresses in the worksheet as well as the other data. 10. We ll start by creating a greeting at the beginning of the message. Place the insertion point in the first line of the message. 11. Select Greeting Line from the Write & Insert Fields panel. 12. You can use the Insert Greeting Line box to tailor the greeting in the . The first and last name comes from the worksheet.
5 13. Move the insertion point to the point you want to put the first data. In this case, I place the insertion point next to Draft. 14. From the Write & Insert Fields panel, select the small black triangle on the Insert Merge Fields buttons. 15. A menu will appear that includes the column heading in the Excel worksheet. I ll select Draft to insert the scores for the draft into the . You will see your column headings here and be able to select the appropriate one for your .
6 16. An indicator, <<Draft>>, represents the data that will be placed into the messages. Move the Insertion point next to Review. 17. Repeat steps 14 and 15 to place the data in the Review column of the Excel worksheet. 18. You ll see an indicator for the data inserted into the document. Repeat steps 13 through 15 to place the rest of your data in the message.
7 19. You can preview what each message will look like by selecting Preview Results. Pressing the forward arrow allows you to move through the different messages. 20. As you move forward through the different recipients, you should see the different messages.
8 21. Once you are satisfied with the message, select Finish & Merge from the Finish panel/
9 22. Select Send Messages. 23. In the Merge to E mail box, you need to fill out where the will be sent and a subject line. Next to To:, select the column heading under which the address are located. In this case, addresses were in a column headed with Type a subject line next to Subject line: 25. Clicking OK will the message to each of the addresses using the default account in Outlook Open Outlook The messages are sent as your mailboxes are updated Click on your Sent folder to see that the messages have been sent.
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