Performing a Mail Merge from a Banner Roster

Print-Friendly Version [pdf]

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.


mail merge steps 

  1. Open a new, blank Word document.
  2. Click to select the "Mailings” tab near the top.
  3. Click the “Start Mail Merge” icon on the toolbar and select "Step by Step Mail Merge Wizard."
  4. 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.”
  5. 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.
  6. Click on the “Next” link, located just below the heading “Step 1 of 6” on the bottom right, to proceed to Step 2.
  7. For Step 2, we suggest choosing "Use the current document."
    • If you have already created a letter and wish to use that old letter for this new project, choose “Start from existing document.”
  8. Click on the “Next” line just below the heading “Step 2 of 6” on the bottom right to continue on to Step 3.
  9. For Step 3, click on the “Browse…” hyperlink to locate the .dat file (the downloaded version of SWRRSTR that you downloaded earlier) on your computer.
  10. A pop-up menu like the one below will appear. Change the “Files of Type” line on the bottom to read “All Files” so that you can find your .dat file.

    all files
  11. Navigate to the folder in which your downloaded roster report is located. (It may be in the "Downloads" folder, or on your Desktop.)
  12. Double-click on the name of your downloaded file when you have found it.
  13. One or two pop-up windows will appear asking questions about your data. Press “OK” and move on. Proceed to "Step 4 of 6."
  14. For Step 4, you will be asked to start composing your letter and then insert Merge Fields.
    • 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. 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.
      merge fields inserted
  15. When you are finished composing your letter and inserting your Merge Fields, proceed to Step 5.
  16. For Step 5, Preview your letters by clicking on the “>>” button repeatedly. If they are not looking right, return to Step 4.
  17. For Step 6, choose whether you want to print all of your letters without looking at them or “Edit Individual letters.” We recommend the second option.

    You are now ready to print your completed form letters.