Form Letters with Microsoft Office 2003/2007

Form letters can be created by merging the data from a database (or spreadsheet or table) with a word processing file. This information shows how it is done with the Word 2003, with exceptions by the Word 2007 version noted in parentheses). 

These directions assume that you have completed the creation of your database and completed the entering of the necessary data in the fields of the database that will be used in the form letter. 

Set Up

Click View in the menu bar, select Toolbars. Next, select Mail Merge if it does not already have a check mark in front of it. (2007 version: select the Mailings tab in the top menu bar.)
First open a blank word processing document. You might want to begin with the date at the top of your document. So, select Insert Date. (2007 version: select Insert then Date & Time). Then begin with a simple letter header. 

“Dear Parent or Guardian of  ”

Step 1: Link Word file to Access file

Now it is time to insert field tags into the letter from a database. Word will need to learn where the database is located. Select Tools from the menu bar. Next select Letters & Mailings. Next select Mail Merge Wizard. A "wizard" column appears to the right of your Word document. This is step 1. Do not change the default choice of Letters. (2007 version: select Start Mail Merge, then Step by Step Mail Merge Wizard...)

Step 2

In the column that appears on the right side of the Word window, at the bottom under the heading of Step 1 of 6, click Next: Starting Document. Do not change the default of Use the current document. (2007 version: select Use the current document.)

Step 3

Next, click Next: Select recipients at the bottom of the wizard column to reach step 3. Next in this column select the Browse icon and the find the appropriate database (or spreadsheet file) with the data needed for your form letter. Work thru the file folders until you have found it. Double click on this database file. 

In the dialog box that opens, click OK to select all the records in the database. 

Step 4 Finish Composing the Letter and Inserting Database fields

At the bottom of the Wizard column choose the Next step. The directions change to the step called Write Your Letter. Check to see that the cursor is position at the point where data from a field in the database needs to be inserted (after Dear Mr. & Mrs.).

Click the More items... icon in the Wizard column. This same More Items icon can also be found to the left of the text phrase (Insert Word Field) in the Mail Merge tool bar. A list of database fields appears. From these database fields, first select First Name, close the Merge Fields box, tap the space bar and then from the More Items icon, select Last Name and tap the comma key, then press the Enter key twice.

Now add, “Your child has just finished the first quarter of our grading period. Their grade for this quarter is “ then find the lst quarter grade field from the Insert Merge Field icon.
 

Then type “I certainly enjoy your child’s company in our classroom.” Then add the <comments> field. 

Put a closing on the letter. 

Type a “P.S. I have your telephone number listed as”Insert the <phone> field. “If this is the best number at which to reach you during the school day, please let me know.” 

Click File in the menu bar and Print out this letter that shows the database field name inserts. Also, save this form letter as a web page and link to your unit plan in Section IX.

Step 5

Click the Next link at the bottom of the Wizard column. Preview your letter. This will put sample data from the database in the letter and show it in the letter. Click the forward arrow next to Recipient will bring the data from one record after another into view. Make any last changes to the content of the letter. It will still be possible to add individualized comments to these letters after the next step.

Step 6

At the bottom of the Wizard column, click the link to Compete the Merger. Now you are choosing to print immediately, or to further edit the form letters as one large word processing file. Select not the Print command found under the File command in the menu, but instead select the Print icon in the Wizard column. 
 

Assignment

Your assignment is to print out the the letters for the three students in your database.
1. Put the previously printed form letter on tape of these 3 finished form letter, staple them together and hand them in at the next class meeting.
2. Remember to link the form letter to your unit plan.
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