Prom Committee Project-Mail Merge
Directions to create mailing labels
1.	 First, you will create mailing labels to send a letter home to parents/guardians:
a.	Get to a New Word screen
b.	Choose the Mailings Tab
c.	Start Mail Merge
d.	Labels
e.	Change the Label vendors to Avery US Letter
f.	Choose the 5160 Product Number
g.	OK
h.	If you do not see gridlines that shows each label’s boundaries, click on the Layout Tab and View Gridlines
i.	Using the Table Selection handle (four-headed arrow in the upper, left-hand corner) select the entire table.
j.	On the Home Tab, run the MyStyle macro by clicking on the  symbol on the Quick Access Toolbar
k.	Click in the top line of the labels and click the Mailings Tab
l.	Type To the parent/guardian of: and Enter
m.	Click the Select Recipients button in the Start Mail Merge section 
n.	Choose Use Existing List and select the Prom Committee Members file
o.	In the Write and Insert Fields sections on the Mailings tab, click the Insert Merge Field button and insert the following fields.  You will need to add spaces and Enter at the end of lines and place a comma and space between city and state.
«First_Name_» «Last_Name»
«Address»
«City», «ST» «Zip»
p.	Click the Update Labels button to place the field codes throughout the labels
q.	Click the Preview Results button to view your labels.  Each prom committee member’s label with address, etc. should fill the page of labels.  If spaces, commas, line breaks are missing – click the Preview Results button to correct.
r.	Print your results by choosing the Finish and Merge button on the Mailings Tab

Directions to use the Mail Merge feature to send a form letter to each parent/guardian of prom committee members.
1.	 In Word, you will use the Prom Letterhead Template you created to prepare the Mail Merge form letter.
2.	Click the File tab and New
3.	Choose From Existing File and select the Prom Letterhead Template and Create New
4.	Press Ctrl+End to get below the letterhead
5.	On the Mailings Tab, click on Start Mail Merge and choose letters
6.	Click the Select Recipients button and choose Use Existing List and select the Prom Committee Members file
7.	Type the following letter using the Insert Merge Field button to insert fields as indicated.  Also, replace the italicized information with your information.
8.	Change the Hyphenation to Automatic to hyphenate some words.
9.	Use the Thesaurus to change give out in paragraph 2 to distribute.
10.	Proofread, spell check, and save your letter to your student folder as Prom Letter to Parents

Current Date

Parent/Guardian of:
«First_Name_» «Last_Name»
«Address»
«City», «ST» «Zip»

Dear Sir or Madam

I am writing to you on behalf of the Junior Class of Your High School.  I am the secretary/treasurer of our class. The theme of our prom this year is Midnight in Paris. We have checked prices for music, food, rentals, and decorations and the total cost of our prom this year will be $3,000.  In our first fundraiser, we have raised $1,560.00.  We are halfway there!

We will be participating in two more fundraisers.  We will be selling Your High School T-shirts for Homecoming and selling donuts.  We need your help!  We will have a meeting with all prom committee members and their parents/guardians Thursday, September 23 at 5:00 p.m. in the high school auditorium to give out fundraiser information and order forms.  We hope you and your student, «First_Name_», will be able to attend this meeting.  Each prom committee member has a goal of $200 to earn through fundraisers.  So far, «First_Name_» has earned «Funds_Raised».

If you have any further questions, please contact my adviser, Mr. Joe Tooker at 770-555-5555 or via email tookerj@school.k12.ga.us.  We look forward to seeing you Thursday, September 23!

Sincerely,

Your Name
Junior Secretary/Treasurer