New Perspectives Word 365 | Module 6: SAM Project A Fraser Learning Center
Performing a mail merge
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GETTING STARTED
1. Save the file NP_WD365_6A_FirstLastName_1.docx as NP_WD365_6A_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_6A_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. As an administrator for Fraser Learning Center, a company that provides training courses and holds networking events for job seekers, you are preparing a form letter to send to prospective students of Edmund Chow, a Fraser Learning Center training consultant. Set a top margin and bottom margin of .5" to provide more room on the page. (Hint: If a warning appears, click Ignore.)
2. Near the end of the letter, convert the list beginning "Course Category…" and ending "MariaSanchez@fraser.cengage.com" to a table with three columns and four rows.
3. Format the table using the Grid Table 4 – Accent 2 table style. Adjust the column widths by dragging the right border of the first column so none of the lines wrap.
4. 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 Field 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
5. Enter the address information for two recipients as shown in Table 2, and then save the data source using a name of your choice. [Mac Hint: Several field names may appear different as follows and will not affect grading: First Name FirstName, Last Name LastName, Address Line 1 Address1, Address Line 2 Address2, Postal Code PostalCode, Home Phone HomePhone]
Table 2: Recipient Addresses
Field | Record 1 | Record 2 First Name | Richard | Inez Last Name | Knutson | Ramirez Address Line 1 | 176 Market Street | 803 Donahue Street Address Line 2 | #303 | City | Brooklyn | Astoria State | NY | NY Postal Code | 11207 | 11101 Home Phone | (718) 555-1366 | (347) 555-0810 Field | legal | finance
6. At the beginning of the letter, use the Date content control to select the date March 20, 2029.
7. Replace the text "[INSERT INSIDE ADDRESS]" with merge fields as follows:
a. Line 1: First_Name and Last_Name merge fields with a space between them
b. Line 2: Address_Line_1 merge field
c. Line 3: Address_Line_2 merge field
d. Line 4: City merge field followed by a comma and a space, State merge field followed by a space, and then Postal_Code merge field.
8. Replace the text "[INSERT FIRST NAME]" with the First_Name merge field. Do not alter the punctuation or spaces.
9. In the first paragraph in the body of the letter, replace the text "[INSERT FIELD]" with the Field merge field.
10. To include personalized text, add an IF field as follows:
a. At the end of the last body paragraph in the letter ("To schedule a visit…EdmundChow@fraser.cengage.com."), insert an If…Then…Else rule.
b. Compare whether the City field is equal to Brooklyn as the condition.
c. Insert the following sentence if the condition is true: I look forward to connecting with you at the networking event in Brooklyn.
d. Leave the false condition option blank so that Word does not insert text if the City is other than Brooklyn.
11. Edit the recipient list to filter the data records to select only recipients where the City field is equal to Brooklyn to prepare the first batch of letters for Brooklyn residents.
12. Complete the mail merge as instructed below. You will merge to a new document.
a. Finish and merge all records to a new document. [Mac Hint: Finish and merge Edit individual documents.]
b. Remove the page break at the end of the document.
c. Save the new, merged document as NP_WD365_6A_Brooklyn_FirstLastName.docx.
d. Turn off the preview of the mail merge results, and save the original form letter document.
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 files. Mac users will notice minor discrepancies in merge field names. These do not impact grading. Save your changes, close the document, and then exit Word. Follow the directions on the website to submit your completed project.
Final Figure