Creating Parent Portal Letters

Export the Activation Keys

1. Click on the Index tab
2. Click Ad Hoc Reporting
3. Click Data Export
4. Open the group folder _Other
5. Scroll down to and click on student Parent Portal Activation Codes
6. Click on the radio button beside Delimited values (CSV)
   1. Leave the options at the defaults
7. Click Export

The report will open as an Excel spreadsheet.  Save the spreadsheet to a file where it is easily accessible.  See directions below.

• Click the File tab
• Click Save As

1. Save as: Select the location where you want to save the file
2. File name: Rename the file.
3. Save as type: select Excel Workbook
4. Save

Close the spreadsheet using the X in the upper right corner.

Step 1: Select Document Type

1. The document type defaults to Letters.  Leave it at the default.
2. Click Next: Starting document

Step 2: Starting Document

1. Use the current document radio button will be selected by default.  Do not change.
2. Click Next: Select recipients

Step 3: Select Recipients

1. Select recipients will default to Use an existing list.  Do not change.
2. Select Browse: A Select Data Source window will open.
3. In the Look in field, use the drop-down menu to select the folder where the spreadsheet was saved.
4. Click on the name of the spreadsheet to select it.
5. Click Open. A Select Table window will open.  Click OK.            

6. A Mail Merge Recipients window will open.  Click OK.
   
   

The recipient names will default in alphabetical order by grade level.  The sort order can be changed by clicking Sort under Refine recipient list.  It can also be filtered, i.e. 9^th graders only, by clicking the Filter option. 

If Filter is selected, a Filter and Sort window opens.

a)    Field: Select the applicable field to be used to filter the data from the drop-down menu.

b)    Comparison: select the applicable comparison from the drop-down menu.

c)    Enter the data that is to be filtered.

d)    Click OK.

Click Next: Write your letter

Step 4: Write your letter

1. Click More Items…
   1. The Insert Merge Field window will open.

• Click on Guardian Last Name
• Click Insert
• Click Close Note:  you will not see the Close option until after clicking Insert.

On the letter, enter a comma and a space beside the guardian’s last name field:

• Click More Items…
• Click on Guardian First Name
• Click Insert
• Click Close

On the letter, position the cursor to the right of Parent/Guardian of.  There should already be a space between of and the cursor.  If not, Press the space bar on the computer keyboard to create a space.

• Click More Items…
• Click on Student Last Name
• Click Insert
• Click Close

On the letter, enter a comma and a space beside the student’s last name field:

• Click More Items…
• Click on Student First Name
• Click Insert
• Click Close

On the letter, position the cursor to the right of Activation Key.  There should already be a space between Key and the cursor.  If not, Press the space bar on the computer keyboard to create a space.

• Click More Items…
• Click on Portal Activation Code (GUID)
• Click Insert
• Click Close

Before finishing, type in the Principal’s name in the salutation at the bottom of the letter:

Click Next: Preview your letters.

Step 5: Preview your letters

1. The Recipient number indicates the   page    number.
2. Use the Next and Previous arrows to scroll through the pages.
3. Click Next: Complete the merge.

Step 6: Complete the Merge

1. Print: Choose Print will open a Merge to Printer window.  To print all letters generated, select the All radio button.  Click OK.  The print window will open.
2. Edit individual letters: to open a new document with all of the letters in one document.  This option is best if you prefer to view the letters before printing them.  You can then save and/or print the letters from the new document.  A Merge to New Document window will open.  Click OK.  It may take a few minutes for all records to merge.  You will see a count of the progression of pages in the lower left corner of the document.