The Center for Teaching, Learning, & Technology

Instructional Technology Workshops

Microsoft Office

Mail Merge and Charts

Albert Robinson / Delwar Sayeed

Faculty and Staff Development Programs

Colston Hall Room 226

718-289-5100 ext. 3142

MS Office – Mail Merge and Charts

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Mail Merge (Letter, Labels, Envelopes)

Creating a Mail Merge (Letter)

1. Open a blank Word document 2. Click the Mailings ribbon 3. Click on Start Mail Merge and select Letters

4. Click on Select Recipients and select Use Existing List

5. Navigate to the Data file and click Open 6. Click OK on the Select Table window

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Adding addresses

1. Click on the Address Block button

2. Choose the format for the recipient’s name 3. Preview the recipient’s list 4. Click OK 5. Click Enter on your keyboard to add a line after “Address Block”

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Adding a Greeting Line

1. Click on the Greeting Line button 2. Click on the Preview Results

button to see your letters

3. Click on the Finish & Merge button to see and edit all of your letters on a separate page, print them, and Send E-mail Messages.

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Creating a Mail Merge (Labels)

1. Click on the Mailings ribbon 2. Click on Start Mail Merge button 3. Select Labels 4. Select the product number for the

labels you are using 5. Click OK

6. Click on Select Recipients and select Use Existing List

7. Navigate to the Data file and click Open 8. Click OK on the Select Table window

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Adding addresses

1. Click on the Address Block button

2. Choose the format for the recipient’s name

3. Click on the Update Labels button 4. Click on the Preview Results button to see your Labels

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5. Click on the Finish & Merge button to see and edit all of your letters on a separate page, print them, and Send E-mail Messages.

Creating a Mail Merge (Envelopes)

1. Click on the Mailings ribbon 2. Click on Start Mail Merge button 3. Select Envelopes 4. Select the envelope and printing options 5. Click OK 6. Click on Select Recipients and select Use Existing List

7. Navigate to the Data file and click Open 8. Click OK on the Select Table window

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Adding addresses

1. Click on center of the envelope 2. Click on the Address Block button

3. Choose the format for the recipient’s name 4. Click on the Preview Results button to see your Envelopes

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5. Click on the Finish & Merge button to see and edit all of your envelopes, print them, and Send E-mail Messages.

Charting data

1. Click on Cell K1

Type in the data on the right

2. Select the following cells:

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3. Click on the Insert Ribbon

4. Click on the Column button

5. Click on the first 2-D column button on the left.

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6. Using the Layout Ribbon tools, add the following; a legend, data labels, and chart bar colors.