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3.2 Advanced Word Processing Skills Mail Merge

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4 views

3.2 Advanced Word Processing Skills Mail Merge

Uploaded by

aldaveanna84
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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ADVANCED WORD PROCESSING SKILLS:

Mail Merge &


Label Generation
RECALL
1.What is a word
processor?
2.What are some tasks
you can automate in MS
Word?
MOTIVATION
Imagine you are tasked with
sending personalized invitation
letters to 50 people. How would
you do it efficiently without
manually entering each name
and address?
Mail Merge
Mail Merge is a feature of MS Word
that allows you to efficiently create
documents with the same general
content but different recipients or
purposes.
Three
Components of
Mail Merge:
1. Main Document: The letter or template that
contains the general content and placeholders (field
names) for merging specific data.
2. Data Source: A collection of data (e.g., names,
addresses) that is merged into the document. The
data source must be connected to use the
information.
3. Merged Document: The final output document is
generated after the merge process.
Steps for Creating
a Form Letter:
Step 1: Open MS Word and Start Mail Merge
1.Open MS Word and click the Mailings tab.
2.Click Start Mail Merge and select Step by Step Mail
Merge Wizard.
⚬ A Mail Merge task pane will appear on the right
side of the document.

Step 2: Select the Document Type


1.Choose the type of document you want to create
(e.g., Letter).
2.Click Next: Starting document to move to Step 2.
Step 3: Select Recipients
1.Select Use the current document and click Next:
Select recipients.
2.From the Mail Merge task pane, select Type a new
list, then click Create.
⚬ A dialog box for the New Address List will
appear with default fields.
⚬ Use the Customize Columns button to modify
fields as needed.
⚬ Type the recipient data and press Tab to move
between fields.
3.After entering all data, click OK.
⚬ Save the recipient list in the special Save As
dialog box.
Step 4: Write Your Letter
1.Click Next: Write your letter.
⚬ Use the Address Block button to insert an
address block and choose the format.
⚬ Insert a Greeting Line and choose the desired
format.
⚬ Write the content of the letter, placing
placeholders where required.

Step 5: Preview and Complete the Merge


2.Click Preview Results to view the merged data.
3.Click Next: Complete merge and choose Edit
Individual Documents or Finish & Merge.
⚬ For multiple recipients, select All in the Merge
to New Document dialog box.
4.Print the merged letters or save them for later
Label
Generation
The Label Generator is part of MS
Word's Mail Merge feature. It allows
you to print individual addresses
onto labels or envelopes using data
from your data source.
Steps:
• Follow the same procedure as Mail
Merge to create a blank label
template.
• Specify the preformatted label size in
Word.
• Use the data source to print individual
addresses on the labels.

This method ensures consistency and


efficiency when producing labels for
Activity
Create a personalized letter and generate labels.
Step 1: Provide a sample data source (list of
recipients in Excel or created in class).
Step 2: Guide students to:
⚬ Create a main document (e.g., a letter
template).
⚬ Connect the data source.
⚬ Insert placeholders for names and
addresses.
Step 3: Instruct students to preview and merge
the document.
Step 4: Switch to Label Generation and
demonstrate using preformatted label templates.
• How does Mail Merge save
time?
• What challenges did you
encounter while performing
the steps?
• How can you apply this skill
in real-life scenarios (e.g.,
events, business,
education)?
Assessment
Create a personalized invitation letter and
a set of labels using the following criteria:

1. Correctly connected data source to the


main document.
2. Proper use of placeholders (Address
Block, Greeting Line).
3. Accurate merging of data for both the
letters and labels.
Rubrics:
Needs
Excellen Good Satisfacto Incomplet
Improvement
Criteria t (4) ry e
(2)
(5) (3) (1)

Correct Minor
Data
errors but Functional Did not
Source and Frequent errors
Connection with help attempt
seamless functional

All 1-2
placeholder
minor Functional Did not
Placeholde s Frequent errors
r Insertion correctly mistake with help attempt
used s

Output
matches Minor Merged
Merging Did not
all format with Frequent errors
Accuracy attempt
issues guidance
recipients
Thank you

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