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In this video tutorial, the instructor explains how to use an Excel document and the mail merge tool to streamline the process of creating progress reports for students. Instead of handwriting reports, RTI teachers can merge student names and comments from an Excel sheet onto a Word document, simplifying the task of printing and distributing reports. The instructor mentions that teachers previously created two handwritten copies—one for students and one for their records. To facilitate this process, the instructor organizes the necessary files in a folder on their desktop for easy access and demonstrates how to start the mail merge procedure.