There are 2 separate processes that must occur in order to create merged letters or labels.  First convert the Progress Book data file to an Excel file, then merge the Excel file with a letter or labels.

    Convert the Progress Book data file to Excel Format

1. Run "Extract Data for Letter" from PB Home, Tools menu.
   
    
2. Complete the prompts that will generate a comma delimited data file for a district, school building or teacher.  Once the file has been created, on the browser tool bar click File, then Save AS
   
    
3. The SAVE Web Page window opens.  In the SAVE IN box select the folder to save the data file to (recommend DESKTOP or MY DOCUMENTS), and rename the file (optional).  Make sure that the file extension remains ".TXT"
   
    
4. Open Excel.  Click FILE, then OPEN on the toolbar.
5. From the Open window select the folder where the .txt file is saved (look in DESKTOP or MY DOCUMENTS).  Select “All Files” in the Files of type window at the bottom of the screen.
   From the list of filenames, click the .txt file and click Open.  Or double-click on the filename.
   
    
6. The Text Import Wizard window opens.
   Follow the Text Wizard step-by-step instruction screens.
   
              Step 1 - Select Delimited
   
   
   
              Step 2 - Select Comma
   
   
   
              Step 3 - Select General data format, then Finish
   
   

The PB data file has been converted to an EXCEL file so it can be merged with a Parent Letter form or labels.  Save and Rename (optional) the Excel file to the DESKTOP.

Mail Merge Instructions

      Open MS Word.  Then open the Parent letter template or a new blank document for labels.

1. From the MS Word menu bar, click Tools, Letters and Mailings, Mail Merge.   
2. Mail Merge Helper window will open; click Create, Mailing Labels or LETTER
   
    

3. At the next prompt, Click “Active Window” to create labels using the Word document that you have open.
   

    

4. Mail Merge Helper window opens again.  Step 2 is to specify the data source for the labels.  Click Get Data, Open data.
   
    
5. From the Open Window select the folder where the Excel file is saved.
   Select “All Files” in the Files of type window at the bottom of the screen.
   From the list of filenames, select the Excel file that was converted from PB, then click Open. 
   Or double-click the Excel filename.
   
    
6. At the next window/prompt click OK, to open the entire spreadsheet.
   
    
7. Now Word needs to set up the document.   Click Set Up Main Document.
   
    
8. From the next window select letter or the type of label to be used.  Click OK.
    
9. Next insert the merge fields from the Excel file that are to print on the letter or label.
   Position the cursor on the letter or label where the merged text will print (like password field), then click “Insert Merge Field” to display a list of the column headings from the Excel file.
   Click on the name of a Merge Field to place that field on the letter template or label.
   Be sure to enter spacing, punctuation, and line breaks where appropriate between merge fields.
   Note in the Sample Label screen below, “TO THE PARENTS OF” was typed on the first line. 
   
    
10. After the Sample letter or label is set up, click OK.   The Word document is now ready to be merged with the Excel data file. Click #3 Merge.
    
     
11. The Merge options window opens.  Make sure that "Don't print blank lines when data fields are empty" is selected.  Click Merge and wait. If the file size is large, it could take a few minutes for the merge to complete.
    
     
12. The merged letters or labels display after the merge completes.  Check for accuracy and print.