New Perspectives Word 365 | Module 6: SAM Project B The Grafton Foundation
PERFORMING A MAIL MERGE
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GETTING STARTED
1. Save the file NP_WD365_6B_FirstLastName_1.docx as NP_WD365_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_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 help Iris Quong, the fundraising coordinator at The Grafton Foundation, to communicate with donors interested in helping the organization fund projects that promote the health and well-being of people in underserved communities worldwide. Iris has written a thank-you letter to donors who have donated funds to the foundation's Clean Water Project. She asks you to prepare the letter for sending to donors. 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 "Category…" and ending "$75,000" to a table with three columns and four rows.
3. Format the table using the Grid Table 2 – Accent 2 table style. Autofit the table contents.
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 Donation as the field name. (Hint: You must complete Step 9 and 12 correctly to receive credit.)
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 | Leticia | Julian Last Name | Duarte | Ramirez Address Line 1 | 78 Lakeshore Boulevard | 2209 Market Street Address Line 2 | #270 | City | Chicago | Philadelphia State | IL | PA Postal Code | 60640 | 19122 Home Phone | (412) 555-9088 | (215) 555-1670 Donation | $500 | $1000
6. At the beginning of the letter, use the Date content control to select the date April 18, 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 "[DONATION]" with the Donation 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 ("If you would like to…IrisQuong@grafton.cengage.com."), insert an If…Then…Else rule.
b. Compare whether the City field is equal to Chicago as the condition.
c. Insert the following sentence if the condition is true: You may also wish to attend our next fundraising event on May 3 in Chicago.
d. Leave the false condition option blank so that Word does not insert text if the City is other than Chicago.
11. Edit the recipient list to filter the data records to select only recipients where the City field is equal to Chicago to prepare the first batch of letters for donors who live in Chicago.
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 documents. (Hint: Also remove the page break at the end of the original form letter document.)
c. Save the new, merged document as NP_WD365_6B_Chicago_FirstLastName.docx.
d. If necessary, 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. Save your changes, close the document, and then exit Word. Follow the directions on the website to submit your completed project.
Final Figure