New Perspectives Word 365/2021 | Module 6: SAM Project 1b Alston Academy
PERFORMING A MAIL MERGE
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GETTING STARTED
1. Save the file NP_WD365_2021_6b_FirstLastName_1.docx as NP_WD365_2021_6b_FirstLastName_2.docx
a. Edit the file name by changing “1” to “2”.
b. If you do not see the .docx file extension, do not type it. The file extension will be added for you automatically.
2. With the file NP_WD365_2021_6b_FirstLastName_2.docx open, ensure that your first and last name is displayed in the footer.
a. If the footer does not display your name, delete the file and download a new copy.
PROJECT STEPS
1. You are the reunion coordinator for the upcoming reunion of your class at Alston Academy. To prepare for a conference call with other volunteers, you are creating a form letter with information about the reunion committees. Set a top and bottom margin of 0.5" to provide extra space for the letter contents.
2. Near the end of the letter, convert the list beginning "Sandy Graff…" and ending "marni112@quickmail.cengage.net" to a table with three columns.
3. To set up the document as a form letter, start a mail merge, and then select Letters as the type of main document. Next, type a new recipient list as follows:
a. Customize the columns by deleting the fields shown in Table 1.
b. If necessary, rename the ZIP Code field using Postal Code as the new field name.
c. Add a new field to the end of the address list using Committee as the field name.
Table 1: Fields to Delete
If using a PC… | If using a Mac… Title | Title Company Name | Company Country or Region | Country Work Phone | WorkPhone E-mail Address | JobTitle
4. Enter the address information for two recipients as shown in Table 2, and then save the data source using a name of your choice.
Table 2: Recipient Addresses
Field | Record 1 | Record 2 First Name | Kristen | Bob Last Name | Acker | Wu Address 1 | 902 Pine Street | 1720 Highland Drive Address 2 | | #312 City | Ann Arbor | Vista State | MI | CA Postal Code | 48107 | 92083 Home Phone | (734) 555-3622 | (760) 555-2120 Committee | Activities | Treasury
5. At the beginning of the letter, use the Date content control to select the date March 5, 2024.
6. Replace the text "[INSERT INSIDE ADDRESS]" with the seven merge fields shown in Figure 1. Include the paragraph marks, punctuation, and spaces between the merge fields as shown.
Figure 1: Merge Fields for Inside Address
7. Replace the text "[INSERT FIRST NAME] [INSERT LAST NAME]" with the First Name and Last Name merge fields. Do not alter the punctuation or spaces.
8. In the first paragraph in the body of the letter, replace the text "[INSERT COMMITTEE]" with the Committee merge field.
9. To include personalized text, add an IF field as follows:
a. At the end of the paragraph below the table ("The video conference call is scheduled for Tuesday at 7:30 pm."), insert an If…Then…Else rule.
b. Compare whether the Committee field is equal to Activities as the condition.
c. Insert the following sentence if the condition is true: Plan to stay on the call for 30 minutes to discuss reunion activities.
d. Leave the false condition option blank so that Word does not insert text if the Committee is other than Activities.
10. Edit the recipient list to filter the data records to select only recipients where the Committee field is equal to Activities to prepare the first batch of letters for Activities Committee members.
11. Complete the mail merge as instructed below. You will merge to a new document and then copy the contents of the merged file to the end of your original document, so that your entire assignment appears in the same file.
a. Finish and merge all records to a new document.
b. In the new document containing the merged form letters, press CTRL+A to select all contents in the document, and then copy the selected text to the Office Clipboard.
c. In the original form letter document, move the insertion point to the blank paragraph at the top of page 2, and then paste the merged form letter into the main document.
d. Verify that the pasted merged form letter appears only on page 2 of the original form letter document.
e. Delete the page break and the Next Page section break at the bottom of page 2, and then delete the blank paragraphs after the signature line to make the document two pages long.
f. Turn off the preview of the mail merge results, and save the original form letter document.
g. Close the new, merged document without saving it.
Your document should look like the Final Figure on the following pages. Note: When opening your file or the Graded Summary report for this Project, you may be prompted to Select From “Office Address List”. Select No in the dialog box to view your report. Save your changes, close the document, and then exit Word. Follow the directions on the website to submit your completed project.
Mac users will notice minor discrepancies in merge field names. These do not impact grading.
Final Figure