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Creating Mailing Labels Using Mail Merge

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The steps below will explain how to run a custom report with parent address information and how to create labels using Office 2010.

  1. Reports
  2. Custom Reports

When the Custom Report cue opens, click the checkbox beside Last Name, First Name, Mailing Address, City, State, and Zip from the "Parent" column.

 Note: The Custom Report will include the students on the campus(es) for which the user has been given access. If the user wants to run the report for a specific campus, consider including "Current Campus" as one of the fields. Doing this will enable the user to filter by a specific campus and run labels for just that set of students.

With these options selected, click View.

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Once the information loads, click the  Excel icon in the top corner of the report cue.

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Windows will display a message prior to opening. This message informs the user that windows will try to save this file with a different file extension. *See instructions below for saving this file.

When Excel opens, choose Yes and click Enable Editing, if prompted.

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Highlight the Student ID, Student Last Name, and Student First Name columns and click Delete.

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Column A shows as Parent Last Name, Column B shows as Parent First Name, and Column C shows as Mailing Address. Change Column A to Last Name, change Column B to First Name, and change Column C to Address.

 Note: This is how the fields are matched up within the Mail Merge, so it is extremely important to change these headers on the spreadsheet.

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Once the headers have been changed, we recommend you reference this Microsoft help document to ensure your address information will transfer correctly.

Once the template is ready, click File > Save As and choose the location to save the report (i.e., Desktop, Documents,). As you do this, enter in a title for the report in the File name field; then, click the dropdown and change the Save as type to Excel Workbook or Excel 97-2004 Workbook.

Once you are finished, click Save and close the spreadsheet.

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The spreadsheet will now be ready for you to proceed with setting up the mail merge.

We recommend you reference this Microsoft help document for a detailed walkthrough to complete this process. The steps will differ between Windows and Mac, as well as each system's versions, so the Microsoft walkthrough will offer the most thorough explanation.
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