Mail Merge Grade 5

Mail Merge Grade 5

Al Ain Juniors School​

By Sasha Pereira

​Introduction:

Lo: Explain what fields and records are.

Explain what a Data Source and Main Document are

Demonstrate the use of the Mail Merge Wizard ​by generating letters.

​

​​Mail Merge is a useful tool that allows you to produce multiple letters, labels, envelopes, name tags, and more using information stored in a list, database, or spreadsheet. When performing a Mail Merge, you will need a Word document (you can start with an existing one or create a new one) and a recipient list, which is typically an Excel workbook.

Lo: Explain what fields and records are.

Explain what a Data Source and Main Document are.

Demonstrate the use of the Mail Merge Wizard ​by generating letters.

​

Keywords:

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Record, Place holder, merge, data source, main document, Greeting line, Address block, Wizard, Field.​

​Starter

​Riddle Time

I have a tail and two flat ears. I move with no feet.

​Starter

​Riddle Time

I have a tail and two flat ears. I move with no feet.

​Starter

​Riddle Time

​A box to anywhere. Just watch for my glare.​

​

​Starter

​Riddle Time

​A box to anywhere. Just watch for my glare.​

​

​Starter

​Riddle Time

​Why is a computer so smart?

​

​Starter

​Riddle Time

​Why is a computer so smart?

​

Because it listens to its MOTHERBOARD​

Before we begin with today's lesson, please open the assignment name Mail Merge Exercise 1 from the assignments tab.

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Download the files named:

1.​ word2016_mailmerge_practice.docx

2.​ word2016_mailmerge_practice.xlsx

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You will follow the teacher and complete the practical assignment to perform mail merge.​

​

*Explain what fields and records are.

Fields and records are two basic components of a database, which is an organized collection of information, or data.

​

The term "fields" refers to columns, or vertical categories of data while the term "records" refers to rows, or horizontal groupings of unique field data.

*Explain what a Data Source and Main Document are.

​

The data source is a document, spreadsheet or database that contains personalized information such as names, addresses, and phone numbers. The Main Document can be a Form Letter, Labels or an Email.

​

​

Multiple Choice

Mail Merge is a feature provided by ?

• MS Excel

• MS PPT

• MS Word

• MS Access

Multiple Choice

A spreadsheet or database with personalized information such as name, address, and phone numbers.

• Address block
• Merge field
• External data
• Data source

Multiple Choice

In the data source, one row of information about a specific individual (i.e. name, address, phone number).

• Field
• Record
• Heading
• Data source

​To use Mail Merge:

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1. Open an Open an existing Word document, or create a new one.

2. ​From the Mailings tab, click the Start Mail Merge command and select Step-by-Step Mail Merge Wizard from the drop-down menu.

Lo: Explain what fields and records are.

Explain what a Data Source and Main Document are

Demonstrate the use of the Mail Merge Wizard ​by generating letters.

​

​The Mail Merge pane will appear and guide you through the six main steps to complete a merge. The following example demonstrates how to create a form letter and merge the letter with a recipient list.

Lo: Explain what fields and records are.

Explain what a Data Source and Main Document are

Demonstrate the use of the Mail Merge Wizard ​by generating letters.

​

​Step 1:

From the Mail Merge task pane on the right side of the Word window, choose the type of document you want to create. In our example, we'll select Letters. Then click Next: Starting document to move to Step 2.

Subject | Subject

Lo: Explain what fields and records are.

Explain what a Data Source and Main Document are

Demonstrate the use of the Mail Merge Wizard ​by generating letters.

​

There are 6 steps to a mail merge.​

​

Lo: Explain what fields and records are.

Explain what a Data Source and Main Document are

Demonstrate the use of the Mail Merge Wizard ​by generating letters.

​

​Step 2:

Select Use the current document, then click Next: Select recipients to move to Step 3.

Subject | Subject

Lo: Explain what fields and records are.

Explain what a Data Source and Main Document are

Demonstrate the use of the Mail Merge Wizard ​by generating letters.

​

​Step 3:

Now you'll need an address list so Word can automatically place each address into the document. The list can be in an existing file, such as an Excel workbook, or you can type a new address list from within the Mail Merge Wizard.

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Select Use an existing list, then click Browse to select the file.

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Subject | Subject

Lo: Explain what fields and records are.

Explain what a Data Source and Main Document are

Demonstrate the use of the Mail Merge Wizard ​by generating letters.

​

​2.Locate your file, then click Open.

​3.If the address list is in an Excel workbook, select the worksheet that contains the list, then click OK.

4. In the Mail Merge Recipients dialog box, you can check or uncheck each box to control which recipients are included in the merge. By default, all recipients should be selected. When you're done, click OK.

Lo:

*Explain what fields and records are.

*Explain what a Data Source and Main Document are.

*Demonstrate the use of the Mail Merge Wizard ​by generating letters.

​

5. Click Next: Write your letter to move to Step 4.

• Note: If you don't have an existing address list, you can click the Type a new list button and click Create, then type your address list manually.

​Step 4:

Now you're ready to write your letter. When it's printed, each copy of the letter will basically be the same; only the recipient data (such as the name and address) will be different. You'll need to add placeholders for the recipient data so Mail Merge knows exactly where to add the data.

Subject | Subject

​To insert recipient data:

1. Place the insertion point in the document where you want the information to appear.

Lo: Explain what fields and records are.

Explain what a Data Source and Main Document are

Demonstrate the use of the Mail Merge Wizard ​by generating letters.

​

​To insert recipient data:

2.Choose one of the placeholder options. In our example, we'll select Address block.

Lo: Explain what fields and records are.

Explain what a Data Source and Main Document are

Demonstrate the use of the Mail Merge Wizard ​by generating letters.

​

​To insert recipient data:

Depending on your selection, a dialog box may appear with various customization options. Select the desired options, then click OK.

A placeholder will appear in your document (for example, «AddressBlock»).

Add any other placeholders you want. In our example, we'll add a Greeting line placeholder just above the body of the letter.

When you're done, click Next: Preview your letters to move to Step 5.

For some letters, you'll only need to add an Address block and Greeting line. But you can also add more placeholders (such as recipients' names or addresses) in the body of the letter to personalize it even further.

Step 5:

Preview the letters to make sure the information from the recipient list appears correctly in the letter. You can use the left and right scroll arrows to view each version of the document.

Subject | Subject

Lo: Explain what fields and records are.

Explain what a Data Source and Main Document are

Demonstrate the use of the Mail Merge Wizard ​by generating letters.

​

​If everything looks correct, click Next: Complete the merge to move to Step 6.

Lo: Explain what fields and records are.

Explain what a Data Source and Main Document are

Demonstrate the use of the Mail Merge Wizard ​by generating letters.

​

Step 6:

Click Edit individual letters..

Lo: Explain what fields and records are.

Explain what a Data Source and Main Document are

Demonstrate the use of the Mail Merge Wizard ​by generating letters.

​

A dialog box will appear. Decide if you want to merge All of the letters, the current document (record), or only a select group, then click OK. In our example, we'll merge all of the letters.

​Challenge....

1. Open the sample practice document and sample practice recipient list.

2. Add a new field to the excel file to add a different amount of discount for each person and add 2 new records.

3.Use the Mail Merge Wizard to merge the letter with the recipient list.

4.Insert an address block at the top of the document. Choose the second format: Joshua Randall Jr.

5. Above the body of the letter, insert a Greeting Line. Format the greeting line so it says Mr. Randall,

6. Check your letters to make sure they are formatted correctly.

7. Upload the following - Main document, merged document and the excel data source.

​A document containing all 8 letters will be displayed on your screen.

Plenary

Lo: Explain what fields and records are.

Explain what a Data Source and Main Document are

Demonstrate the use of the Mail Merge Wizard ​by generating letters.

​

Multiple Choice

There are _________steps to a mail merge? 

• Five
• Six
• Seven
• Four

Multiple Choice

What tab do you go to to start a MAIL Merge

• The Home Tab

• The Insert Tab

• The Designs

• The Mailings Tab

Multiple Choice

The final document is called___document

• mini

• main

• merged

• mine

Multiple Choice

To create a list of recipients ,we select________

• Use an existing list

• Select from Outlook contact

• Type a new list

• Any one

Multiple Choice

Which of the following options place the steps in the correct order based on the step by step wizard?

A. Write Letter

B. Perform Mail Merge

C. Create Database

D. Link Letter and Database

• B,C,D,A

• A,B,C,D

• C,B,A,D

• C,A,D,B

Multiple Choice

The Main document is the word document or letter that contains the mail information you want to send to customers.

• True
• False

Multiple Choice

After you have selected the recipients, you need to add ___ into your document so Word knows where to put the data.

• Merge Fields/Place holder

• Records
• Characters
• Text

Multiple Choice

A Merge Field/Place holder appears as:

• <<Firstname>>

• @Firstname@

• Firstname

• ^Firstname^

Multiple Choice

Which of the following equations is correct?

• Main Document + Data Source = Merged Letter

• Main Document + Merged Letters = Data Source

• Data Source + Merged Letters = Main Document