Ticket Mail Merge Instructions for MS Word 2007 and 2010

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1 Before starting the mail merge process make sure both the ticket template merge document and bidder number excel file are saved to your computer. These files are located on the volunteer resource site by going to the event resources tab and accessing the link Before the Event. Open the ticket template and change the event data by clicking in the text box. 1

2 On your tool bar click the tab Mailings. Ticket Mail Merge Instructions for MS Word 2007 and 2010 Click the drop down arrow under the Start Mail Merge icon and click Step by Step Mail Merge Wizard. 2

3 Step 1: Select Document Type You will see a right hand task pane that says Mail Merge. In the Select Document Type section Click Letters. Click Next to Continue. 3

4 The task pane will ask you to determine the document you wish to use. If the ticket template file is currently opened, select Use the current document. If the Ticket Template Word Doc is not opened, select Start from existing document. A list of documents that you recently opened will appear. If you do not see the ticket template file, double click on (More filles.), locate the ticket template file and open. Click Next to continue. 4

5 Step 2: Select Recipients In this step of the mail merge process you will want to use the excel spreadsheet with the bidder numbers. Make sure the bidder number excel file is saved to your computer before proceeding. Select the option Use an existing list. Click Browse to open the folder Window for locating the saved file. Locate the file on your computer saved from the volunteer resource site. Double click on file name or select file and click Open. 5

6 Click OK. You Mail Merge Recipients window will appear. The file is set up for 400 Bidder numbers. To select a certain range, click the icon. 6

7 The following window will appear. Select Bidder # in the Field: column, Less than in the Comparison: column and type in the number one number above the range you want to print in the Compare to: column. Click OK. In the example below, if you only wanted to select bidder number 1 to 150 you type in 151 in the Compare to: column. Click Next: Write your letter. 7

8 Step 3: Write Your Letter Ticket Mail Merge Instructions for MS Word 2007 and 2010 In this step of the process you are telling the word doc what information you wish to pull from the excel file. The ticket template Word doc has two additional text boxes where you want to place your bidder number on the ticket. Follow these steps for both text boxes. Highlight the field with in the text box. Click More items on the task pane. 8

9 Highlight Bidder# in the insert Merge Field window and click Insert. Repeat these steps for the other bidder number text box. Click Next to preview the merge. 9

10 Step 4: Preview Your Letter You will now see in the text boxes the first bidder number you want to print on to the ticket. To see additional bidder numbers go to the Mailings tool bar and click the arrows in the Preview Results section. Click Next on the task pane. 10

11 Step 5: Complete the Merge Your document is now ready to print bidder numbers on to your event ticket. To test the ticket hit Ctrl and P. This will allow you to print one ticket for proofing and to make sure your tickets are loaded into the printer properly. Once you are ready to print the tickets, click in the Mail Merge task pane to complete the process. The merge to printer window will appear. If you did not select a ticket number range in the select recipient process(step 2), you may chose you range, I.E. bidder number 1 to 150, by clicking the bubble by From: and select the bidder numbers you wish to print. Click OK. Your Print window will appear. Click OK unless you need to specify the printer. 11

12 Congratulations! You have completed the merge process and can provide event tickets with bidder numbers on them. 12

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