MAIL MERGE INSTRUCTIONS FOR JUDICIAL EXTERNSHIP APPLICATIONS
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- Gwendolyn Waters
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1 MAIL MERGE INSTRUCTIONS FOR JUDICIAL EXTERNSHIP APPLICATIONS PART ONE: Create your Judge List 1. Open either the Federal Judges or State Judges Microsoft Excel spreadsheet provided by the Career Development Office (if you do not have a spreadsheet yet, contact the CDO). 2. After you ve decided to which judges you plan to apply, highlight the rows containing judges to whom you DO NOT plan to apply. (Select a row by Shift+clicking or dragging across the row numbers on the left side.) 3. Right-click any selected judge and select Delete from the menu that pops up. This will delete ALL selected rows. (DO NOT just click the Delete button on the keyboard, as that will cause blank cover letters to be generated later in the mail merge process.) 4. Save your changes as a new document in a location that will be easy to find again (such as your computer desktop) and close the original spreadsheet.
2 PART TWO: Create your Letter 5. Open the following document in Word: Extern_CoverLetter_Template (the Template ). You should see a mail merge template that appears similar to below: NOTE: Do NOT modify any text in the template that is enclosed in arrows (e.g., <<Last_Name>>). 6. Update this Template with your personal information: a. Replace the phrase [LETTERHEAD or delete] in the Template with the letterhead from your cover letter. b. Replace the phrase [body of cover letter] with the body of your cover letter. c. Replace the phrase [Name] where indicated at the bottom of the Template. d. Correct any formatting issues (i.e., font size, margins, etc.) 7. Save the Template as [My Name] [State or Federal] Judicial Externship Cover Letter (update the text in brackets with the correct information).
3 PART THREE: Merge your Letters NOTE: These instructions assume you are using Microsoft Word If you do not own Word 2007, you may use the Pepperdine computer lab or contact for instructions for other versions of Word (note: portions of alternative instructions may be out of date). 8. Click on the Mailings tab, then the Select Recipients button, then Use Existing List on the menu. Browse to your judge list (the one you just created with your selections), select that file, and press Open. When the Select File window opens, press OK. 9. Click the Finish & Merge button, then Edit Individual Documents When the Merge to New Document window opens, press OK. 10. Scroll through your letters, making sure that all necessary information appears, and that the letter fits on one page. a. If you notice a number of judges especially at the end with missing information, then you may have deleted information rather than deleting rows as specified in Step 3 above. You will need to close your merge letter, delete the ghost rows from your spreadsheet, then repeat Steps b. If your letter does not fit into one page, you can try changing your margins slightly; otherwise, you will need to go back to your merge letter, rewrite it to be shorter, then repeat Steps Once you are satisfied, print your letters on resume paper. Save this document as [My Name] [State or Federal] Merged Judicial Externship Cover Letters for your records. 12. If you have both state and federal judge lists, then repeat Part Three for your second judge list.
4 PART FOUR: Merge your Mailing Labels NOTE: The Judicial Externship Labels Template is designed for 2 x4 Mailing Labels (Avery # 5163). 13. Open the following document in Microsoft Word 2007: Externship_Labels_Template (the Template ). The Template is similar to the picture at right: NOTE: Do NOT modify any text in the template that is enclosed in arrows (e.g., <<Last_Name>>). 14. Click on the Mailings tab, then the Select Recipients button, then Use Existing List on the menu. Browse to your judge list (the one you just created with your selections), select that file, and press Open. When the Select File window opens, press OK. 15. Click the Finish & Merge button, then Edit Individual Documents When the Merge to New Document window opens, press OK.
5 16. In the new document, double-check to make sure that the address formatting is correct for each label and that the information fits properly on each label. For example: a. If a label is too long, you may have to shrink the font size for some of the labels. b. If you have a long court name with a strange line break, such as: United States District Court for the Southern District of California you may want to change the line break to: United States District Court for the Southern District of California 17. You should also save this document as [My Name] [State or Federal] Merged Judicial Externship Labels for your records. 18. Print your labels. Remember, the Judicial Externship Labels Template is designed for 2 x4 Mailing Labels (Avery # 5163). 19. If you have both state and federal judge lists, repeat Part Four for your second judge list.
6 PART FIVE: Create your Return Labels 20. Click on the Mailings tab, then the Labels button. 21. On the Envelopes and Labels window: a. Enter your return address in the Address: box. b. Click anywhere in the Label section to select your label type (Avery 5960 is recommended). c. Press the New Document button to create a sheet of return labels. Review and print that new document using your return label paper.
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