New Perspectives Word 365 | Modules 5-7: SAM Capstone Project A Oak Bay Realty
Customizing a form letter and guide
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GETTING STARTED
1. Save the file NP_WD365_CS5-7A_FirstLastName_1.docx as NP_WD365_CS5-7A_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. To complete this Project, you will also need the following files:
Support_WD365_CS5-7A_Antonia.docx
Support_WD365_CS5-7A_Age.xlsx
Support_WD365_CS5-7A_LoanRates.xlsx
3. With the file NP_WD365_CS5-7A_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 office manager for Oak Bay Realty, a boutique real estate company based in Seattle, Washington. You are working with Antonia Martelli, the owner of the company, to format a guide for people who are buying their first home. Antonia has reviewed a draft of the document using tracked changes. Because you plan to email the guide to prospective home buyers, you begin the document with a personalized cover letter. Combine documents as follows to incorporate Antonia's revisions and comments into your copy of the document:
a. Combine your document (the original document) with the file Support_WD365_CS5-7A_Antonia.docx.
b. Select all the Comparison settings, and show changes in the original document. If Revisions and Original Document panes appear, close the panes.
2. Turn on Track Changes, and display All Markup for review. Accept and reject tracked changes in the document as follows:
a. Accept each change in the first body paragraph because the changes improve the paragraph.
b. In the second paragraph reject the deletion of the sentence "You get help from Oak Bay Realty" because you think the sentence should be retained.
c. Accept the remaining changes in the document, which are also improvements.
3. Turn off Track Changes. Read the first comment in the document, and then set a top and bottom margin of 0.75" as Antonia requests. Delete Antonia's comment.
4. Apply the Lines (Simple) style set to use the standard style set for Oak Bay Realty documents.
5. 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 Company Name, Country or Region, Home Phone, Work Phone, and E-mail Address fields.
b. Rename the ZIP Code field using Postal Code as the new field name to use the more generic term.
c. Add a new field to the end of the address list using Area as the field name.
6. Enter the address information for two recipients as shown in Table 1, and then save the data source using a name of your choice.
Table 1: Recipient Addresses
Field | Record 1 | Record 2 Title | Ms. | Mr. First Name | Sylvia | Kikuo Last Name | Kostas | Taketa Address 1 | 1221 Pine Street | 803 Western Road Address 2 | | Suite 300 City | Tacoma | Seattle State | WA | WA Postal Code | 98405 | 98122 Area | Tacoma | Seattle
7. At the beginning of the letter, use the Date content control with the "Click here to enter a date" placeholder text to select the date June 10, 2027.
8. Insert the inside address as follows:
a. Select the placeholder text "[INSERT INSIDE ADDRESS]", and then insert an AddressBlock merge field using the Mr. Joshua Randall Jr. format.
b. Delete the placeholder text.
9. Insert the greeting line as follows:
a. Select the placeholder text "[INSERT GREETING LINE]", and then insert a GreetingLine merge field using the Dear Mr. Randall: format.
b. Delete the placeholder text.
10. In the first paragraph in the body of the letter, select the "[AREA]" placeholder text, and then insert a merge field for Area to include the area in which the recipient is looking to buy a home.
11. To include personalized text, add an IF field as follows:
a. At the end of the last body paragraph in the letter ("I'll work closely…works for you and your family."), insert an If…Then…Else rule.
b. Compare whether the Area field is equal to Tacoma as the condition.
c. Insert the following sentence if the condition is true: I will be visiting our branch in Tacoma next week. Let me know if you want to schedule a meeting.
d. Leave the false condition option blank so that Word does not insert text if the Area is other than Tacoma.
12. Edit the recipient list to filter the data records to select only recipients where the Area field is equal to Tacoma to prepare the first batch of letters for people looking to buy a home in Tacoma.
13. 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, copy the contents of page 1, beginning with the letterhead at the top of the page and ending with the paragraph "enc."
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. If a blank page appears after the pasted form letter, remove it.
e. Turn off the preview of the mail merge results, and close the new, merged document without saving it.
14. On page 3 (containing the first page of the Home Buyers Guide), change the color of the underline to Bright Green, Accent 1 for the paragraph "Guide to buying your first home" to coordinate with the title paragraph.
15. On page 5, apply the Guide character style to the "Congratulations!" text at the beginning of the first paragraph to match the formatting of the other key terms formatted with the Guide character style in the paragraph.
16. In the "Finding a First-Time Home Buyer Program" section, use the Thesaurus to find and select a synonym for "investigate" that begins with the letter "c" to use a less formal term.
17. Modify and update the Heading 2 paragraph style as follows to more closely match the formatting applied to text formatted with the Heading 1 style:
a. Change the character spacing of the paragraph "Eligibility" to Expanded by 1.5 points.
b. Change the font color to Bright Green, Accent 1.
c. Update the Heading 2 paragraph style to reflect the formatting change.
18. In the "First-Time Home Buyer Programs" section, apply Small caps to the text "Down Payment Assistance" to match the formatting of the other list items.
19. Insert a page break to the left of "Popular Loan Programs" to move the section to the next page.
20. On page 6, insert a bookmark called interest to the left of the "First-Time Home Buyer Interest Rates" heading.
21. On page 6, convert the six paragraphs in the "Popular Loan Programs" section beginning "Name…" and ending "Revitalization areas" to a table with three columns to make the information easier to read. Autofit the contents of the table. Select rows 2 to 6 of the table and change the paragraph alignment to Left to remove gaps between words.
22. Format the text "information" in the paragraph above the table as a hyperlink to the "interest" bookmark.
23. At the bottom of page 6, insert worksheet data as Antonia requested:
a. Open the workbook Support_WD365_CS5-7A_LoanRates.xlsx.
b. In the Loan Rates worksheet, copy cells A1:B7.
c. Return to the Word document, and then select the placeholder text "[INSERT WORKSHEET HERE]".
d. Use Paste Special to embed the worksheet selection in the Word document as a Microsoft Excel Worksheet Object so that it retains the layout of the original worksheet. The source data is unlikely to change, so you do not need to link it to the source file.
e. Delete the placeholder text "[INSERT WORKSHEET HERE]".
f. Modify the embedded worksheet by changing the font color of the column headings in cells A1 and B1 to White, Background 1 to make the text easier to read.
g. Close Support_WD365_CS5-7A_LoanRates.xlsx.
24. Read the comment on the bottom of page 6, and then continue editing as follows:
a. Open the workbook Support_WD365_CS5-7A_Age.xlsx.
b. In the Demographics worksheet, copy the bar chart.
c. Return to the Word document, and select the placeholder text "[INSERT CHART HERE]".
d. Paste to Link the chart to the document using the destination theme because Antonia might have a last-minute change to make to the chart.
e. Close Support_WD365_CS5-7A_Age.xlsx.
25. Modify the linked chart as follows to suit the design of the Word document and to include updated data:
a. Add Average Age of First-Time Home Buyers as the chart title above the chart.
b. Change the chart style to Style 3 to include a shaded background for the chart.
c. Change the chart colors to Monochromatic Palette 5.
d. Edit the data in the linked chart by changing the value in cell B3 to 29 to update the statistics, and then save and close the Excel workbook.
e. Break the link between the Excel workbook and the Word document because Antonia no longer needs to make changes to the data.
26. Insert a page break to the left of the heading "First-Time Home Buyer Average Ages" to move it to the next page so it appears above the chart.
27. Delete all the comments in the document because they are no longer needed.
28. Return to the blank page following the title page (page 4) to insert a table of contents as follows:
a. In the blank paragraph before the page break on page 4, insert a custom table of contents.
b. Select the Formal format for the table of contents.
c. In the Table of Contents Options dialog box, remove the Guide Subtitle and Heading 3 styles from the table of contents.
d. Finish inserting the table of contents using defaults for all other options.
29. On the bottom of page 5, apply the Heading 2 style to the "First-Time Home Buyer Loans" paragraph to format it as a subheading that should be included in the table of contents.
30. Update the table of contents to reflect the change to the 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