Mail Merge for SmartMath Labels [PDF]

Mail Merge for SmartMath Labels

In a mail merge, Word pulls the information from an Excel document (data source) that contains the information (students name, address, home room, teacher's name, etc.) to be merged with the main Word document.

STEP 1: CREATE THE RECIPIENT LIST IN AN EXCEL DOCUMENT. The first steps in creating a mail merge is to create an Excel document with column heading in the 1 st Row of the document that identify the information in each column. In SmartMath, download the Student Information Report as shown below.

Follow the steps below to get the Excel document in the correct format for a mail merge.    

Delete Rows 1 & 2. Hold your mouse on the Row number to the left of the window for Row 1. Drag down to select Row 2. Choose the arrow under Delete, Select Delete Sheet Rows.

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Delete Row 4 & 5 using the same procedure. Hold your mouse on the Row number to the left of the window for Row 4. Drag down to select Row 5. Choose the arrow under Delete, Select Delete Sheet Rows. Save and Exit the Excel spreadsheet.

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STEP 2: CREATE THE MAIN DOCUMENT FOR THE MAIL MERGE IN WORD The second step in creating a mail merge is to create the main document that contains the labels. Follow the steps below to get the Word document in the correct format for a mail merge.    

Open a new Word document. Select the MAILINGS tab. Select the drop down arrow on the Start Mail Merge button. Select Labels . . .

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In the Label Information section, select the type of label you are using.

 To get the label borders to appear,  Select the box with the four headed arrow. (if the box does not appear click in document)  Select DESIGN from the TABLE TOOLS contextual tools.

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Select the Borders Button, All Borders.

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Click inside the first Label. Select the MAILINGS tab again. Use the down arrow on the Select Recipients button to select the Excel spreadsheet that contains the information for the labels. Select Use an Existing List . . .

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Locate and select the Excel file you downloaded and formatted from SmartMath. Select Open.

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A dialog box will appear requesting you to indicate which sheet in the Excel files contains the student information. Select OK.

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Select the arrow on the Insert Merge Field button. Select the information you want to appear on the label in the order you would like it to appear. In the example shown, First_Name was selected, then the space bar was pressed, then Last_Name was selected then the Enter key was pressed. The text User Name: was typed and then from the Insert Merge Field User_Name was selected then the Enter key was pressed. Finally the word Password: was typed and then from the Insert Merge Field Password was selected.

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To get these fields on all the labels, Select the Update Labels button. (All the fields will appear on each label along with the field Next Record)

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Use the Preview Results to preview your labels. The names and information from your spreadsheet will appear on the labels.

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Use the Finish & Merge button to print the labels.

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Choosing All will print all students from the SmartMath Excel file.

If you have difficulty with the mail merge, please contact Educational Technology 20004. Copyright 2014 MPS Educational Technology

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