Green Bay Area Public School District Jenny VandenPlas May 2010.

Green Bay Area Public School District

Jenny VandenPlasMay 2010

Labels

Letters

Forms

Enrollment data

Provides consistency from school to

school

Easy for school staff to produce

Data merged is always up to date

Control over end product

Saves time

Looks professional

No errors

1. Set Up ProcessBuilding the mail merge

2. End User StepsHow the staff uses the mail merge

Word Document

Draft your

document, letter,

form, etc.

Determine what

data fields you

want to pull from

Zangle

Save your

document

Begin with the end product, a Word document.

Query Writer

Determine the data

views you want to

pull from Zangle

Create your Query

Identify-select the

Word document.

Make note of fields needing data

Save document if not already saved.

Name Your Query Select Output of Microsoft Word Mail MergeView must have all needed data fieldsSelect the saved Word DocumentPick any desired filters - SortingClick “Execute”

1) Click in the area where you want the data to pull to

2) Then click on insert Merge Field

3) Select the field that corresponds with the data needed

4) When all needed fields are filled, Click “Save”.

(This will save the data merge fields into the Query Writer)

The end user can select to print a date or all dates

They can pick one student or all

1. Click on “Finish & Merge”2. Select “Edit Individual Documents”3. All should be pre-selected, Click “OK”

Talk to the Data Owners and End Users First

• saves in re-writes and form set up

Try to remove unnecessary steps• make document envelope-ready – so no labels needed

Shared Server •easier if the server the merged documents are on are shared, so you don’t have to copy to each server separately

Test Your Data •to be sure you know what it is pulling

Make sure the data going into Zangle is good•Spelling errors, Nicknames vs. real names, Special codes, etc.