Using the Judicial Listing Tables and the Mail Merge Function to Create Cover Letters

 

Understanding the Judicial Listing Tables

Each document linked to below contains a list of judges, together with their locations, addresses, and other information. This information is presented in Table format. Click on the link below for each file that you wish to download. A copy of the file, in Microsoft Word format will be saved to your computer.

Texas Supreme & District Court Judges (72K) | US Appellate Court Judges (152K)
US District Court Judges (Texas only) (72K) | US Specialized Courts Judges (36K)

alphabetical listings by state:
US District Court Judges: A-C (156K) | US District Court Judges: D-H (96K)
US District Court Judges: I-L (128K) | US District Court Judges: M (116K)
US District Court Judges: N (144K) | US District Court Judges: O-S (124K)
US District Court Judges: T-Virgin Isles (184K) (includes Texas)

The columns of the tables in each file are labeled as follows:

S

Name

City

State

Address

Court

F/S

Type

S

"Select" (used to choose judges; see below)

Name

Last Name of Judge

City

City of Judge’s Chambers

State

State of Judge’s Chambers

Address

Name of Judge & Full Address

Court

Name of Court

F/S

Federal or State Court?

Type

"App" for Appellate Courts

"T" for Trial Courts

"M" for Federal Magistrate Judges

"B" for Bankruptcy Judges

"Spec" for Specialized Courts

You can sort the entire table by the information contained in each column. For example, to sort the list by the judge’s last name, go to the "Table" tab on the Toolbar, then choose "Sort", and follow the directions in the dialog box.

Please note that the listings in these tables are accurate to the best of our knowledge. Because information about the judges changes continually and rapidly, some information may be out of date, and newer judges may not yet be listed in the tables. In addition, because we are still in the testing phase of this project, there may be typographical or other errors in the information listed. Make sure that you proofread any of the information you use from these tables to avoid errors.

Generating Cover Letters Using the Mail Merge Function

  1. Open the downloaded file containing the information on the judges to whom you wish to send letters.
  2. Type an "X" in the "S" column next to each judge to whom you wish to send a letter.
  3. Save and Close the file. Note the name and location of this file, which you will need in Step 10. (You can provide a copy of this file to the faculty assistants of the faculty members who are writing letters of recommendation for you, and they can use this file to generate letters of recommendation using the judges you have selected.)
  4. Open a new file to contain your form cover letter.
  5. From the Toolbar, choose "Tools" and then choose "Mail Merge".
  6. In the "Mail Merge Helper" box, under "Main Document", click on "Create".
  7. From the drop down menu, choose "Form Letters". (Note that you can use this same process to create mailing labels or envelopes.)
  8. In the pop-up box, choose "Active Window".
  9. Under the "Data Source" section of the "Mail Merge Helper" box, click on "Get Data".
  10. From the drop-down menu, choose "Open Data Source". Use the browsing box to select the file in which you have marked the judges to whom you wish to send letters.
  11. In the pop-up box that appears, choose "Edit Main Document".
  12. In the text of the letter, insert "Merge Fields" where you would usually insert certain text that varies from judge to judge. For example, where you would ordinarily type the address of the judge, you should insert the <Address> field. To do this, click on the "Insert Merge Field" button on the Mail Merge Toolbar, and the select "Address". Do the same throughout the letter, inserting the appropriate fields where needed (e.g., the <Name> field in the salutation, etc.).
  13. Type the rest of your letter as you normally would.
  14. Save the letter when you are done, but do not close the file.
  15. To perform the mail merge, go to the "Tools" button on the Toolbar and choose "Mail Merge".
  16. Under the "Merge the Data with the Document" section, choose "Query Options".
  17. In the "Query Options" dialog box, under the "Filter Records" tab, in the "Field" box, select the "S" field. In the "Comparison" box, select "Equal To". In the "Compare To" box, select "X". [Note that the comparison is case-sensitive, so be sure to use upper-case or lower-case "X" consistently in Step 2 and in this step.] Click "OK".
  18. Under the "Merge the Data with the Document" section, select "Merge".
  19. In the "Merge To" field, choose "New Document".
  20. Click "Merge".
  21. The program should then create a new file containing one letter for each judge you have selected, and inserting in each letter, in place of the indicated Merge Fields, the actual information for that judge.
  22. Save the new file containing the merged letters.
  23. Carefully check and proofread the letters before sending them.

For additional information on using the Mail Merge function, consult the "Mail Merge" section of the online Help feature of Microsoft Word.