3/15/2016

SBAC Mail Merge for Student Cards

1. Open Microsoft Word. While in Microsoft Word, click the “Mailings” tab and click the “Start Mail Merge” icon. On the dropdown menu click “Labels”

2. A window will then pop up. On the “Label Vendors” dropdown menu select “Avery US Letter.” Then, on the “Product Number” menu select 5960 “Easy Peel Address Labels.” Click “Ok.”

3. A blank label sheet will pop up. Next, click on the “Select Recipients” icon and choose “Use Existing List” from the dropdown menu.

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3/15/20164. The window below will pop up. Locate your excel student file (TOMS or Powerschool created student list). Click

on the document and the name will appear in the “File Name” area. Click “Open.”

5. After opening the Excel file, this window will appear. The “student export” document will appear highlighted; click “Ok.”

6. Your label document should appear with “<<Next Record>>” fields in each label, with the exception of the first label which will be blank.

7. Your cursor will be on the first blank label by default. Click the “Insert Merge Field” icon and select the following fields from the dropdown menu, one at a time and in the following order (see image below): a) “First_Name”; b) “Last_Name”; c) “SSID”or “State_StudentNumber” (if you pulled your list from PowerSchool); d) “Grade” or “Grade Assessed” (if you pulled your list from TOMS)

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8. Next, type the following titles in front of each of the label fields (see image below). For example, type Confirmation: in front of the “<<First_Name>>” field. As in step 7, “Grade” will be replaced by “Grade Assessed” if you pulled your student list from TOMS, and “SSID” will be replaced by “State_StudentNumber” if pulled from PowerSchool.

9. Next, highlight the contents of the first label. Click the “Home” tab and under “Styles”, click the “No Spacing” icon and under “Paragraph” click “Center”(grip icon) to center your text and margins.

10. Click on the “Mailings Tab” and click “Update Labels”. This will automatically update the rest of your labels and they should look like the labels below:

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11. Under the mailings tab, click on “Preview Results” to view your labels. You will see your student’s information populated on all labels. If everything looks correct, select “Finish & Merge” and “Print documents.”

12. The “Merge to Printer” box will pop up (box 1). “Print All” will be the default; click “Ok.” On the “Print” box (box 2), select printer name, click “Properties” and click “Ok”. On the “Document Properties” window (box 3), change “Paper type” to “Labels” and “Color options” to “Black & white”. Add label paper to your printer and click “Ok.”

13. Once labels are ready, you can make your student cards.

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