Information Communication Technology Lab Journal 03

Introduction to Information Communication Technology Lab

Lab Journal - 03
Name: MALIK HAMZA BIN KHALID

Enrollment #: 01-134251-037

Date: 17/02/2025

Objectives:
1) To learn about MS word mail merge.
2) Using mail merge to create different letters
3) Sending different letters and emails using mail merge via outlook/Gmail.
4) Creating different envelopes using mail merge
5) Working with references tab to create a table of contents.

Tools Required:

a) Microsoft Word

Read the description below and attempt the following tasks:

Mail merge: Mail merge is a feature that enables users to send a similar letter or
document to multiple recipients. It enables connecting a single form template with a data
source that contains information about the recipient’s name, address and other predefined
and supported data. It lets you create a batch of documents that are personalized for each
recipient.

For example, a form letter might be personalized to address each recipient by name. A
data source, like a list, spreadsheet, or database, is associated with the document.

Task-01
To merge a mail with different recipients.
Open the document, which contains a birthday invitation party letter which you want to
mail to many recipients. Sample letter is given below.

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Information Communication Technology Lab Journal 03

Dear Friends,

I hope you all are doing fine. I have something very special to tell you which is that, my
22nd birthday is on its way, and I want you all to come over to my place on the 15-10-
22at 7 pm for the birthday party I have arranged for all the friends, and family.

I do not want to listen to any refusals, and I expect you all to be there on time as
mother is going to bake our favorite cake, and also, I want to spend quality time with
you guys so that I can have good memories for my 22nd birthday.

I hope to see you guys soon, and also expect you all to be there as you all are very
special to me.

Regards

***********

 For recipients, try both “use existing list” if you already have your own
recipients, if you do not have already as you will be creating it for the
very first time, then create a new list.
 Click on “customize” columns if you want to add, delete or rename the
columns.
 Complete mail merge process and preview your letters.
 Randomly remove few recipients from the recipients list and finish the
merging process.

SOLUTION:

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Information Communication Technology Lab Journal 03

Task-02:

Mail Merge for Sending Emails

Scenario:
Assume you are working as an intern in a marketing firm. Your
manager has given you a list of client contacts and asked you to
send a personalized promotional email to each client using Mail
Merge in Microsoft Word.
Your goal is to automate the email-sending process using the
provided dataset from the following source:
👉 Sample Contacts List (Pre-downloaded for you). ( Email
addresses are Fictitious)

This task will help you understand how businesses use Mail
Merge to efficiently send personalized emails to multiple
recipients.

Steps to Complete the Task:

1. Open the Dataset:

o Open the Excel file containing the client contact list (this includes names, email
addresses, and other details).
2. Prepare the Mail Merge Document:
o Open Microsoft Word and create a new document.
o Go to Mailings > Start Mail Merge > Email Messages.
3. Insert Mail Merge Fields:
o Use the dataset fields such as:
 First Name
 Last Name
 Email Address
 Company Name
o Write a professional email template and insert the above fields where needed.

Example of the email template:

Subject: Exclusive Offer for [Company Name]!

Body: Dear [First Name] [Last Name],

We are excited to offer an exclusive promotion to our valued clients at [Com-

pany Name].

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Information Communication Technology Lab Journal 03

Take advantage of our limited-time deal and enjoy premium services at dis-
counted rates.

Let us know if you’d like more details.

Best Regards,

[Your Name]

Marketing Team

 Link the Excel Sheet to Word:

 Click Select Recipients > Use an Existing List and select the downloaded Excel file.
 Verify that the field names match the dataset.

 Preview and Send the Emails:

 Click Preview Results to check how the emails look.

 If everything looks correct, click Finish & Merge > Send Email Messages.
 Enter the email field (Email Address) and subject line.
 By default, mail merge would select Outlook to send emails.
 Alternatively, if Outlook isn’t set up, you can also use mail merge via gmail google
sheets.

Send Mail Merge Emails from Google Sheets (Without Outlook)

Exercise 01:

This method combines MS Word Mail Merge with Google Sheets & YAMM ( mail
merge) to send bulk emails via Gmail.

Step 1: Complete Mail Merge in MS Word

1. Open Microsoft Word and go to Mailings > Start Mail Merge > Email Messages.
2. Click Select Recipients > Use an Existing List and choose your Excel, saved as (CSV)
file.
3. Insert Mail Merge fields (<<First Name>>, <<Email Address>>, etc.).
4. Click Finish & Merge > Edit Individual Documents.
5. A new Word document opens with all personalized emails.

Step 2: Copy the Merged Data from Word to Google Sheets

Since Word doesn’t store emails in a structured format, you need to manually extract
the details into Google Sheets. (Ctrl+A Ctrl+C  Ctrl+V)

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Information Communication Technology Lab Journal 03

Step 3: Install a Free Mail Merge Tool in Google Sheets

1. Open Google Sheets.

2. Click Extensions > Add-ons > Get add-ons.
3. Search for "Yet Another Mail Merge (YAMM)" and install it.
4. Authorize access to your Gmail account when prompted.

Step 4: Write Your Email Template in Gmail

5. Open Gmail and click Compose.

6. Write your email message (use placeholders like {{First Name}} where needed).
7. Save it as a draft (don’t send it).

Step 5: Send Emails Using YAMM in Google Sheets

1. Go back to Google Sheets where your contact list is stored.

2. Click Extensions > Yet Another Mail Merge > Start Mail Merge.

3. Select the Gmail draft email you created earlier.

4. Click Send Emails 🎉!

Task No 03:
Apply formatting to the original file
 Insert page borders in the original document, not the one created after.

 Insert any organizational monogram in the right-hand corner.

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Information Communication Technology Lab Journal 03

 Also, insert the watermark.

Exercise 02:

Merge envelops using mail merge.

 Open a new document in which you want to create envelops.

 Create an envelope for each of the existing contact list provided from create group
of mailing tab. (or you can create your own list )

 Set the recipient and return address.

 Format the envelope with different text color and borders.

 Apply same formatting as you did in task no 3 above.

Task no 04:
The "References" tab in MS Word is essential for academic writing, reports, and research papers.
It helps students manage bibliographies, create a table of contents, and insert footnotes/endnotes.
Create a Table of Contents (TOC).

 Open MS Word and type a sample document with at least 3 headings and a brief
description. Hint: use =rand () function to insert random text about each heading.

 Example:

 Artificial Intelligence

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Information Communication Technology Lab Journal 03

 Machine Learning

 Deep learning

 Natural Language processing

 Select each heading and apply Heading 1, Heading 2, etc. (from the "Home" tab).
Click References > Table of Contents and choose Automatic Table 1.
Add new content and update TOC by clicking "Update Table".

SOLUTION:

Table of Contents
Steps to Complete the Task:..............................................................................................................3
Table of Contents.........................................................................................................................................7

Exercise 03:
Add more headings underneath each heading by choosing
appropriate levels i.e. 2 and 3 and then update the table to
show them in TOC.

In MS Word, the References tab includes tools for adding

Footnotes and Endnotes, which are used for citing sources or
adding additional information in a document.

Task no 05:
From the Footnotes group insert footnotes and endnotes.

Exercise 04:
Using = rand (70) built in function add random text for
multiple pages and insert citations and add bibliography.

Exercise 05: Insert captions for different images inserted, cross

reference them and insert table of figures.

Exercises Status Marks

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Information Communication Technology Lab Journal 03

Task 01
Task 02
Task 03
Task 04
Task 05
Exercise 01
Exercise 02
Exercise 03
Exercise 04
Exercise 05

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