Shelly Cashman Word 365 | Module 6: SAM Project A DENVER CAREER EXPO
PERFORMING A MAIL MERGE
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GETTING STARTED
1. Save the file SC_WD365_6A_FirstLastName_1.docx as SC_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 SC_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 a Career Services Representative for the Denver Career Expo, you are preparing a form letter to send to registered job seekers to welcome them to the event. To use the standard format for letters, change the page orientation to Portrait.
2. Convert the five paragraphs in the middle of the letter section beginning "Company Hiring Manager…" and ending "…Theresa Chen" into a table as follows:
a. Use tabs to separate the columns.
b. Autofit the table contents.
c. Apply the Grid Table 4 – Accent 6 table style.
d. Sort the companies in the table in ascending alphabetical order.
3. To set up the document as a form letter, start the Step-by-Step Mail Merge Wizard, accept Letters as the document type, and then choose to use the current document as the starting document. Choose to create a new recipient list, and then customize the columns in the recipient list as follows:
a. Customize the columns by deleting the Company Name, Country or Region, E-mail Address, and Work Phone fields.
b. Rename the Home Phone field using Phone Number as the new field name.
c. Add a new field to the end of the address list using Day as the field name.
4. Enter the address information for the two recipients as shown in Table 1, and then save the data source as SC_WD365_6A_FirstLastName_3.mdb to the location where you store your data files.
Table 1: Recipient Addresses
Field | Record 1 | Record 2 Title | Ms. | Mr. First Name | Suzanne | Nathaniel Last Name | Reese | Kim Address 1 | 836 9th Avenue | 1435 Mountain Crescent Address 2 | | Apt. 508 City | Denver | Aurora State | CO | CO ZIP Code | 80205 | 80011 Phone Number | (303) 555-1357 | (720) 555-8135 Day | Saturday | Sunday
5. Edit the recipient list to filter the data records to select only recipients where the Day field is equal to Saturday to prepare the first batch of letters for job seekers attending the Saturday session.
6. Continue to Step 3 in the Mail Merge Wizard, and then use the Date content control with the "CLICK HERE TO SELECT A DATE" placeholder text to select the date April 12, 2027.
7. 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.
8. Insert the greeting line as follows:
a. Select the placeholder text "INSERT GREETING LINE", and then insert a GreetingLine merge field using the Dear Joshua, format.
b. Delete the placeholder text.
9. In the last paragraph in the body of the letter, select the "[DAY]" placeholder text, and then insert a Day merge field to include the day the job seeker is scheduled to attend an interview preparation session. Add or remove spaces as needed.
10. 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. Continue to Step 6 of the Mail Merge wizard, and then click "Edit individual letters…" to merge all records to a new document.
b. In the new document containing the merged form letter, 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 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. 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 the file.
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