Mail Merge
Content
Mail Merge made simple by Mr. Smith
Mail Merge allows you to type a form letter and then insert addresses from a database so that the same letter can be mailed to a large number of people without it being typed over and over again. Part 1: Create the source file. The source file will be the list of people Start Microsoft Word and open a New Document Click on the Mailings tab Click on Select Recipients and choose Type A New List Choose Customize columns 5) Delete all fields except: a. Title, First Name, Last Name, Address Line 1, City, State, Zip 6) Enter the following data or you can just make up 5 people. 7) Click OK when you are done
1) 2) 3) 4) 8)
W he n
you get the box to save the address list, type NEWLIST1 as the file name.
Part 2: Create the Form Letter Type the following letter into Microsoft Word EXACTLY as it is written. Save as Mergelet1 when you are done. Replace Harry Ally with your name in the document. Today’s Date Kansas City Jazz Club 24 Main Street Kansas City, MO 65434
Dear My name is Harry Ally, and I am writing on behalf of the students of Kansas City Jazz Club. We would like to extend our invitation to you to attend a special event to be held at our club in a couple of week’s time. Most of our musicians have been working on a special production that illustrates the best of Kansas City Jazz. It relates to the rich jazz heritage of our city. A question and answer presentation will be held in the club the following afternoon to discuss the ideology behind the music. You are one of the most inspirational persons and we are hoping will be able to take time for the presentation. We would be grateful if you could you please let us know if you will be able to attend, by contacting us at the above address. We look forward to seeing you there. Yours sincerely
Harry Ally
Part 3 – Performing the Merge. Click on the Mailings tab. Choose Select Recipients Choose Use Existing List Pick the file NEWLIST1 (the file that you created in Part 1) Click on Insert Merge Field 6) Click on the fields to insert them into the document. When you are done, the top part of the document should look like the following:
1) 2) 3) 4) 5)
7. Save the file. Part 4 - Preview Results: Click on the Mailings Tab and choose Preview Results. Use the arrow to go from record to record. Part 5 - Finish Merge: If the documents look fine, click on Finish and Merge and choose Print Documents to print them out. Staple and turn in. Your printout should be 5 pages.
Part 6: Independent Practice: You are planning on having a graduation party at your home on May 30, 2010. You are going to invite 5 people from this class. Create and save a source file of people that you want to invite. Ask some of your fellow students for their title, first name, last name, address, city, state, zipcode and any other fields you think are important. 2) Compose an invitation letter of at least 3 paragraphs. Your letter should describe the graduation party, the location, the time, the date, the type of entertainment and refreshments that will be available and any requests that are being made of the guests. 3) Perform a mail merge that will merge the invitation list with the letter and print a separate invitation letter for each person. Print the letters, staple together, and turn in.
1)
SCORING GUIDE FOR BOTH THE TUTORIAL AND INDEPENDENT PRACTICE
Item Present Complete source file with name and complete addresses for at least 5 people. Invitation Letter is properly formatted as a business letter. Invitation letter contains all elements of a business letter. Invitation letter contains proper spelling and grammar. Letter properly describe the graduation party, the location, the time, the date, the type of entertainment and refreshments that will be available and any requests that are being made of the guests. Letter is properly merged and printed for a total of 5 pages. Letters are stapled together and turned in. Total Points Possible 20
Points Partially Present 10
Not Present 0
20 20 20 20
10 10 10 10
0 0 0 0
20 10 110
10
0 0
Mail Merge allows you to type a form letter and then insert addresses from a database so that the same letter can be mailed to a large number of people without it being typed over and over again. Part 1: Create the source file. The source file will be the list of people Start Microsoft Word and open a New Document Click on the Mailings tab Click on Select Recipients and choose Type A New List Choose Customize columns 5) Delete all fields except: a. Title, First Name, Last Name, Address Line 1, City, State, Zip 6) Enter the following data or you can just make up 5 people. 7) Click OK when you are done
1) 2) 3) 4) 8)
W he n
you get the box to save the address list, type NEWLIST1 as the file name.
Part 2: Create the Form Letter Type the following letter into Microsoft Word EXACTLY as it is written. Save as Mergelet1 when you are done. Replace Harry Ally with your name in the document. Today’s Date Kansas City Jazz Club 24 Main Street Kansas City, MO 65434
Dear My name is Harry Ally, and I am writing on behalf of the students of Kansas City Jazz Club. We would like to extend our invitation to you to attend a special event to be held at our club in a couple of week’s time. Most of our musicians have been working on a special production that illustrates the best of Kansas City Jazz. It relates to the rich jazz heritage of our city. A question and answer presentation will be held in the club the following afternoon to discuss the ideology behind the music. You are one of the most inspirational persons and we are hoping will be able to take time for the presentation. We would be grateful if you could you please let us know if you will be able to attend, by contacting us at the above address. We look forward to seeing you there. Yours sincerely
Harry Ally
Part 3 – Performing the Merge. Click on the Mailings tab. Choose Select Recipients Choose Use Existing List Pick the file NEWLIST1 (the file that you created in Part 1) Click on Insert Merge Field 6) Click on the fields to insert them into the document. When you are done, the top part of the document should look like the following:
1) 2) 3) 4) 5)
7. Save the file. Part 4 - Preview Results: Click on the Mailings Tab and choose Preview Results. Use the arrow to go from record to record. Part 5 - Finish Merge: If the documents look fine, click on Finish and Merge and choose Print Documents to print them out. Staple and turn in. Your printout should be 5 pages.
Part 6: Independent Practice: You are planning on having a graduation party at your home on May 30, 2010. You are going to invite 5 people from this class. Create and save a source file of people that you want to invite. Ask some of your fellow students for their title, first name, last name, address, city, state, zipcode and any other fields you think are important. 2) Compose an invitation letter of at least 3 paragraphs. Your letter should describe the graduation party, the location, the time, the date, the type of entertainment and refreshments that will be available and any requests that are being made of the guests. 3) Perform a mail merge that will merge the invitation list with the letter and print a separate invitation letter for each person. Print the letters, staple together, and turn in.
1)
SCORING GUIDE FOR BOTH THE TUTORIAL AND INDEPENDENT PRACTICE
Item Present Complete source file with name and complete addresses for at least 5 people. Invitation Letter is properly formatted as a business letter. Invitation letter contains all elements of a business letter. Invitation letter contains proper spelling and grammar. Letter properly describe the graduation party, the location, the time, the date, the type of entertainment and refreshments that will be available and any requests that are being made of the guests. Letter is properly merged and printed for a total of 5 pages. Letters are stapled together and turned in. Total Points Possible 20
Points Partially Present 10
Not Present 0
20 20 20 20
10 10 10 10
0 0 0 0
20 10 110
10
0 0
