Performing a Mail Merge from a Banner Roster
The Mail Merge feature in Microsoft Word is a handy tool for creating form letters, email lists, mailing labels, envelopes, and contact lists. All it needs is the data required to create these documents. The Downloadable Banner Roster Report, SWRRSTR, can provide this data.
The following directions are general Microsoft Word directions. Different versions of Word may look a little different, but the general procedure will be similar.
Before the steps below can be performed, you first need to run SWRRSTR and save the report onto your computer.
- Open a new, blank Word document.
- Click to select the "Mailings” tab near the top.
- Click the “Start Mail Merge” icon on the toolbar and select "Step by Step Mail Merge Wizard."
- A column giving directions for performing the mail merge will appear on the right side of your screen. On the bottom right, you will see a message that states you are on “Step 1 of 6.”
- For Step 1, choose which type of document you wish to create. (For example, "Letters" to create form letters.
- Other Mail Merge documents can be created, such as addressed envelopes, contact lists, and labels. The following directions use Form Letters as an example, but the process is very similar for the other options.
- If you have already created a letter and wish to use that old letter for this new project, choose “Start from existing document.”
- Write your form letter, leaving places where you want the data from your SWRRSTR report to appear. (For example, first name, last name, CRN.)
- Now you are ready to insert the field titles that exist in your Banner document.
Place your curser in the spot where you want your first merge field to go. (For example, "First Name.")
- Click on the "Insert Merge Field" icon. An “Insert Merge Field” popup box will appear.
- "Insert" the merge field you want, then click on the "Close" button.
- Place your curser in the spot where you want your second merge field to go (for example, last name).
- Continue this process of inserting merge fields until you are finished inserting all the fields you want in your letter.
You are now ready to print your completed form letters.