MSQuery / Mail Merge

At present, acquiring timely and readily accessible accurate information is a challenging task. To streamline and expedite this process, we have implemented a system aimed at enhancing overall efficiency. Our approach involves utilizing MSQuery to retrieve data from Synergetic, which is then conveniently formatted in Microsoft Excel for usability. Subsequently, we leverage the mail merging function in Microsoft Word to effectively structure and print labels containing the correct information.

We have created a guide below that includes how to:

• Use MSQuery’s

• How to Update the Query’s

• How to Begin, edit and complete a Mail merge in Microsoft word.

The IT department has developed a series of MS queries specifically designed for administrative purposes, which are stored within the Synergetic Network Share Drive. In the event that you do not have access to this drive, kindly contact your IT Administrator for assistance. For your convenience, we have provided below a set of screenshots illustrating the step-by-step process for accessing these queries, in case you encounter any difficulties or need a quick refresher in the future. Below are some screenshots helping show how to navigate to them if ever forgotten.

Open

BEFORE USING ANY QUERY PLEASE FOLLOW THESE STEPS AS THE DATA MAY NEED AN UPDATE BEFORE EACH USE.

As synergetic is ever changing with new students, old students new contacts and so on, before beginning a mail merge it is recommended that you update the existing Microsoft Query. Make sure synergetic is open prior to opening the spreadsheet and than click the refresh all button under the data tab. (follow the screen shot for help) After this is complete please save the spreadsheet so a newer version of the data is readily available.

Open

For your convivence IT have made a set of mail merges. If these mail merges are not formatted correctly we have established a process for creating customized mail merges. By following this procedure, you will be able to generate a new mail merge that aligns with the administrative needs.

1. Create a new blank word document.

2. Navigate to the Step By Step Mail Merge Wizard: Mailings → Stat Mail Merge → Step By Step Wizard. Now we will show how to use the wizard

The Wizard is formatted on the right side of the screen, pull it out some more to make it more visible. The Bottom section of the Wizard is just for progressing the wizards pages. If you make a mistake or Forget to make a change in the Mail merge process the previous button will always take you back to the previous step. Now lets help you use the Mail Merge Wizard for Labels.

Wizard Page 1:

Select Label than select next page (Refer to screenshot for help)

Wizard Page 2:

Please select Use Current Document, Label Options > L7159. (Or other label type if using different Labels) Select Ok on the pop up tab than proceed to the next page (As shown in Photo)

Wizard Page 3:

Select Use an Existing List than Select a different list. Locate the Excel document you wish to use from the Synergetic Network Share Drive, For this Demonstration we will use the Stu Number & PC Spread Sheet. Select Open on the Pop up tab to use the selected document. After selecting a File to use 2 pop ups will show up press “OK” to both of them. Than Proceed to the next page. (all as seen in the photo below)

Wizard Page 4:

Please press more Items and in the pop up menu select all fields that are wanted to show on the label. In the example we have only selected 2 items for demonstration purposes.

Once all Items have been selected we encourage the user to edit the layout of their labels and preview them. This may require Trial and error as each students name is different length and may need to be tweaked please preview the labels once they are re formatted, if the formatting is wrong please go back to previous step to start changing again.

Only the first label in the top left needs to be edited in order to press update all labels to copy the fist labels formatting to all existing labels.

Each item will be placed in-between to arrow symbols (< and >) in order to edit the formatting of the labels please do not edit the symbols or anything between them. Feel free to add spaces or line breaks between Items.

All the above mentioned is displayed below in the 2 example screen shots.

Wizard Page 5:

Once formatting is correct and previewed. Please commence onto Page 6 of the Wizard.

Wizard Page 6:

Now that the mail merge is complete please close the wizard. Or continue editing individual Labels as shown in the wizard.

Saving the Document:

Please Save the Document in the same Synergetic Network Share Drive Folder as the rest of them (Microsoft Query Synergetic Reports Folder) and Label it the same as the spread sheet it used with a completed mail merge after and the label format used. (As shown in the screenshot below)

If at any point in this guide you get lost please reach out to IT at helpdesk@calderwood.nsw.edu.au or call our extension 717 and we will help resolve any issues.