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08 Laboratory Exercise 1

This document provides instructions for a laboratory exercise on using mail merge in Microsoft Word. The objectives are to apply mail merge to create envelopes and letters using an employee database as the recipient list. For envelopes, the instructions describe how to select envelope size and type, choose the recipient list from the database, insert address fields, preview results, and merge to a new document. For letters, it briefly outlines creating a simple letter format using the same database as the recipient source.

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Christian Leones
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151 views5 pages

08 Laboratory Exercise 1

This document provides instructions for a laboratory exercise on using mail merge in Microsoft Word. The objectives are to apply mail merge to create envelopes and letters using an employee database as the recipient list. For envelopes, the instructions describe how to select envelope size and type, choose the recipient list from the database, insert address fields, preview results, and merge to a new document. For letters, it briefly outlines creating a simple letter format using the same database as the recipient source.

Uploaded by

Christian Leones
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Laboratory Exercise # 7

Mail Merge
Objectives:

At the end of the exercise, the students should be able to:

▪ apply mail merge feature,


▪ select a document type for mail merge,
▪ select a recipient for mail merge,
▪ insert fields,
▪ preview results mail merge, and
▪ finish and merge the results.

Materials:

▪ 1 PC with Microsoft Windows XP operating system and Microsoft Office Word 2010
▪ employees.mdb

Procedures:
Activity 1 Using Mail Merge for envelope.

1. Open a blank MS Word document.


2. Go to Mailings tab. Click the Start Mail Merge button then choose Envelopes.

Figure 7.1 Start Mail Merge Options


3. In the Envelope Options dialog box, go to Envelope Options tab. Click the Envelope Size drop-
down list and choose Size 9. Then, click OK.

Figure 7.2 Envelope Options dialog box


4. After choosing the document type, input the following text in the upper left corner of the envelope:

Global Company
Peek Building, Parkway Avenue
Makati City

5. Go to Mailings tab. In the Start Mail Merge group, click Select Recipients. Choose Use Existing
List.

Figure 7.3 Selecting Recipients

6. Select Data Source dialog box will appear.


7. Locate the employees.mdb file and click Open.
Figure 7.4 Selecting Data Source

8. Put the insertion point at the center of the envelope.


9. In the Write & Insert Fields group, click the Insert Merge Field button.

Figure 7.5 Insert


Merge Field

10. Choose First_Name <space> then click again the Insert Merge Field button and choose
Surname.
11. Put the insertion point below the First_Name and Surname field.
12. This time insert the following fields: House_Number <space> Street.
13. Insert the following fields in the third line: Address_1 <comma><space> City.
14. You can see the results by clicking the Preview Results button.
Figure 7.6 Preview Results

15. After previewing the results, click Finish & Merge button. Choose Edit Individual Documents.
16. In the Merge to New Document dialog box, select All. A new document (Envelope1.docx) will
open displaying all the outputs. Save this file as Envelope – [Your Name].
17. Go to the original document (Document 1.docx). Save the file as Mail Merge – Envelope.
18. Close all the documents.

Activity 2 Using Mail merge to create letters.

1. Create a simple letter using Mail merge.


2. Use employees.mdb as data source. See the illustration below for the letter format.

3. Save your file as Letter – [Your Name].

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