Mail Merge Activity Card

ALCOY NATIONAL NATIONAL HIGH HIG H SCHOOL SC HOOL – ICT ICT LAC SESSION ICT Activity Card

Approx. training training time: 60 6 0 mins .

To enable users to develop personalized letters, greeting cards and other communication with names and addresses stored in a database. It is very easy to proofread a single letter which is then used as the template for many many others. In addition, when the template has been created, it can be saved and used again in the future.

ALCOY NATIONAL NATIONAL HIGH HIG H SCHOOL SC HOOL – ICT ICT LAC SESSION ICT Activity Card

Approx. training training time: 60 6 0 mins .

The mail merging process generally requires the following steps:     

Creating a Main Document/Template. Creating a Data Source. Defining the Merge Fields in the main document. Merging the Data with the main document. Saving/Exporting.

ALCOY NATIONAL HIGH SCHOOL – ICT LAC SESSION ICT Activity Card

   

ALCOY NATIONAL HIGH SCHOOL – ICT LAC SESSION ICT Activity Card To start with the Mail Merge Feature of Microsoft Word, you need to create two documents. The first is a document with table and information as data source. The second is the main document that can be a letter, certificate or the likes. In this activity we will create a sample letter for the parents. WE WILL START CREATING THE FIRST DOCUMENT…

Open a blank Microsoft Word 2010, 2013 or 2016


On the Insert Tab, click Table and then click Insert Table


Specify the Number of columns and the Number of rows. In this activity, we are going to create a table having 5 columns and 10 rows.

Click OK to apply.


This table is now successfully created having 5 columns and 10 rows.

COLUMNS

R O W S

CELL

The intersection between column and row is what we called CELL. Click the cell and start filling up the fields with information needed. Complete also the columns below of each fields before saving the document as your data source. You can use the TAB OR ARROW KEYS to navigate from cell to cell in the table.


Complete the table by supplying all the needed information for the FIELD AND RECORD. Note: A field is one category of information (like NAME, or ADDRESS). A record comprises all the data about one person or thing. The field is the heading of a table, while records are all of the data underneath.


FIELD

RECORD


Save the document by clicking Save button or Clicking File Tab and Clicking Save Menu. Name it data source.

Click the Save button

IT WOULD BE ADVISABLE TO SAVE THE DATA SOURCE AND THE MAIN DOCUMENT IN THE SAME FOLDER.


THIS TIME WE WILL START CREATING THE SECOND DOCUMENT WHICH IS THE MAIN DOCUMENT…

Open New MS Word document and create a letter similar to this.

Provide a space for you to insert the needed fields.


THIS TIME WE WILL START MERGING THE DOCUMENTS… On the Ribbon, click MAILINGS TAB

Click Select Recipients Then click Use Existing List

ALCOY NATIONAL HIGH SCHOOL – ICT LAC SESSION ICT Activity Card In the Select Data Dialogue box, locate the destination where you save the data source.

In this Activity, I save my data source in Drive D, LETTER FOR PARENTS…

folder Double-click the folder or Click Open after clicking it.


Doubleclick data source or click it and click open


This time, you have successfully merged the data source to the main document. Next thing we are going to do is to insert the fields to the specific parts of the letter.


Click the Insert Merge Field button. Then you can see the different fields. Insert all those fields by positioning first your cursor before clicking it one by one.


This time, we have successfully inserted all the fields in the main document.


Click Preview Results to see the first Record.


Click the Next button to view the next record or Previous button to view the previous record. Click the Finish and Merge button and click Print Documents menu.


In this stage, you are about to print your main document. You have the options to print all, current record or specific record/s. Click OK to apply your option.


Do not forget to save also the main document. It is advisable to save it in the same folder with the data source. If you wish to add more records, just edit the data source and it will automatically inserted to your main document since those documents are already merged.


RUFINO M. MEDICO ICT Coordinator Alcoy NHS Alcoy, Cebu

Mail Merge Activity Card

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