How to Complete the Progress Report Merge

This job aide takes you from adding your attendance, engagement, and teacher comments all the way through the merge process.

Anita Garza
55 steps
4 minutes

Start on the Progress Report Directions on Step 3.

Open up the Progress Report Folder.

Click on your folder.

Open the Progress Report Merge Spreadsheet with your initials.

Scroll to columns AB, AC, and AD.

Use the attendance data to help you choose an appropriate comment for each column for each student.

Once all comments are inputted, download the spreadsheet as an excel sheet.

Click "New download available" and open the spreadsheet on your desktop.

Click "File Tab"

Click "Save As"

Click "Browse"

Find the folder you want to put the spreadsheet in.

Click "Save" when you are happy with the location and name of the spreadsheet.

Go back to your progress report folder and open "2025-2026 ELP Progress Monitoring Report END OF Q1_English and Spanish_IQ.docx Microsoft Word"

Download it as a Word Doc.

Open from your downloads.

Click "No"

Click "File Tab"

Click "Save As" and save this Word doc in the same place as you saved the spreadsheet.

Click "Browse"

When you are happy with the folder location and name, click "Save".

Now you are ready to start the merge. Click "Mailings".

Click "Start Mail Merge".

Click "Step-by-Step Mail Merge Wizard..."

Click "E-mail messages"

Click "Next: Starting document"

Leave "Use the current document" checked and click "Next: Select recipients"

Click "Browse..."

Find the spreadsheet you saved earlier.

Leave "Sheet 1" highlighted and click "OK".

Double check that only students are checked (no blanks) and click "OK".

Click "Next: Write your e-mail message"

Click "Next: Preview your e-mail messages"

Click "Electronic Mail..."

Click "To:"

Click "HR Email"

Click "Subject Line" and type "Here it is! Your student's ELD Progress Report!"

Click "OK:"

Go back and put SPED Email, click OK, then LC Email and click OK.

Click "Previous" until you get all the way back to the first step of the merge.

Click "Letters"

Click "Next" until you get to the final step.

Click "Next: Complete the merge"

Click "Edit individual letters..."

Leave "All" marked and click "OK".

It will open up a Word doc with all your progress reports. Save as a PDF.

Click "Save As"

Click "Browse"

Click "Merril Lynch"

Click "File name:"

Find your folder, add your initials after the title, and click "type" to find PDF.

Click "PDF"

Click "Save"

How to Complete the Progress Report Merge

This job aide takes you from adding your attendance, engagement, and teacher comments all the way through the merge process.

Anita Garza
55 steps
4 minutes

Start on the Progress Report Directions on Step 3.

Open up the Progress Report Folder.

Click on your folder.

Open the Progress Report Merge Spreadsheet with your initials.

Scroll to columns AB, AC, and AD.

Use the attendance data to help you choose an appropriate comment for each column for each student.

Once all comments are inputted, download the spreadsheet as an excel sheet.

Click "New download available" and open the spreadsheet on your desktop.

Click "File Tab"

Click "Save As"

Click "Browse"

Find the folder you want to put the spreadsheet in.

Click "Save" when you are happy with the location and name of the spreadsheet.

Go back to your progress report folder and open "2025-2026 ELP Progress Monitoring Report END OF Q1_English and Spanish_IQ.docx Microsoft Word"

Download it as a Word Doc.

Open from your downloads.

Click "No"

Click "File Tab"

Click "Save As" and save this Word doc in the same place as you saved the spreadsheet.

Click "Browse"

When you are happy with the folder location and name, click "Save".

Now you are ready to start the merge. Click "Mailings".

Click "Start Mail Merge".

Click "Step-by-Step Mail Merge Wizard..."

Click "E-mail messages"

Click "Next: Starting document"

Leave "Use the current document" checked and click "Next: Select recipients"

Click "Browse..."

Find the spreadsheet you saved earlier.

Leave "Sheet 1" highlighted and click "OK".

Double check that only students are checked (no blanks) and click "OK".

Click "Next: Write your e-mail message"

Click "Next: Preview your e-mail messages"

Click "Electronic Mail..."

Click "To:"

Click "HR Email"

Click "Subject Line" and type "Here it is! Your student's ELD Progress Report!"

Click "OK:"

Go back and put SPED Email, click OK, then LC Email and click OK.

Click "Previous" until you get all the way back to the first step of the merge.

Click "Letters"

Click "Next" until you get to the final step.

Click "Next: Complete the merge"

Click "Edit individual letters..."

Leave "All" marked and click "OK".

It will open up a Word doc with all your progress reports. Save as a PDF.

Click "Save As"

Click "Browse"

Click "Merril Lynch"

Click "File name:"

Find your folder, add your initials after the title, and click "type" to find PDF.

Click "PDF"

Click "Save"