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Mail merging students into separate groups

  1. #1
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    Mail merging students into separate groups

    I have a list of students on Excel, about 1000. These students are from 100 schools. So the data looks like this:

    NAME - SCHOOL NAME
    Joe Smith - Polk High School
    Jane Blogs - Polk High School
    Sarah Jones - Polk High School
    Tim Stevens - Roley High School
    Hugh Heffner - Roley High School
    etc etc

    I need to merge this data into a separate letter for each student. Then each school will get the letters for their students.

    What I have had to do in the past was mail merge all 1000 students into a huge Word document sorted by school name. Convert to PDF. So then I had 1000 pages in a PDF document that was sorted by school. Then I would go through and extract the letters for each school into its own PDF file and email it to the associated school.

    Separating the document into schools was really time consuming. The merging was easy. Is there a faster way? I'm using Office 2007.

    Cheers

  2. #2
    Forum Expert newdoverman's Avatar
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    Re: Mail merging students into separate groups

    Import your list into Word. Convert the list to a table. Make sure that the cells in the list do not start with a space. Save this list and it will be your source file. Start the Mail Merge. Select the source file that you created and select the type of file that you are creating. Insert the fields into the letter as you write it.

    When performing the merge, select only the school that you want to get records from and continue with the merge. Repeat the Mail Merge selecting another school.

    The records will be printed out by school....no need to sort.
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    Ron W

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