Shelly Cashman Word 2019 | Module 6: SAM Project 1a Escalante State College PERFORMING A MAIL MERGE GETTING STARTED   Open the file SC_WD19_6a_ FirstLastName _1

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Shelly Cashman Word 2019 | Module 6: SAM Project 1a

Escalante State College

PERFORMING A MAIL MERGE

GETTING STARTED

 

Open the file

SC_WD19_6a_

FirstLastName

_1.docx

, available for download from the

SAM website.

 

Save the file as

SC_WD19_6a_

FirstLastName

_2.docx

by changing the “1” to a “2”.

 

If you do not see the .docx file extension in the Save As dialog box, do not type it. The

program will add the file extension for you automatically.

 

With the file

SC_WD19_6a_

FirstLastName

_2.docx

still open, ensure that your first and

last name is displayed in the footer.

 

If the footer does not display your name, delete the file and download a new copy from

the SAM website.

PROJECT STEPS

1.

As an administrative assistant in the Dean of Students office at Escalante State College,

you are preparing a form letter to send to enrolled students, welcoming them to the

college.

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 "College

Advisor..." and ending "...Allison Hamal" into a table as follows:

a.

Use tabs to separate the columns.

b.

Use a fixed column width.

c.

Apply the

Grid Table 2—Accent 2

table style.

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, Work

Phone, and E-mail Address fields.

b.

Rename the ZIP Code field using

Postal Code

as the new field name.

c.

Rename the Home Phone field using

Cell Phone

as the new field name.

d.

Add a new field to the end of the address list using

Session

as the field name.

4.

Enter the address information for the 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

Ann

Ben

Last Name

Hayes

Tang

Address 1

2702 Carley Street

1435 River Road

Address 2

Apt. 310

City

Chicago

Windsor

State

IL

ON

Postal Code

60290

N8N

Cell Phone

(773) 555-1028

(519) 555-6781

Session

July

August

5.

Continue to Step 4 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

June 11, 2021

.

6.

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.

7.

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.

8.

In the last paragraph in the body of the letter, select the "[SESSION]" placeholder text,

and then insert a Session merge field to include the month the student is scheduled to

attend an orientation session.

9.

Continue to Step 5 of the Mail Merge wizard, and then edit the recipient list to filter the

data records to select only recipients where the Session field is equal to

July

to prepare

the first batch of letters for students attending the July session.

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 merge all records to a new

document.

b.

In the new document containing the merged form letters, 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 letters appear 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.

Your document should look like the Final Figure on the following pages.

Note

: When opening your

file or the Graded Summary report for this Project, you may be prompted to Select From “OfficeAddress List”. Select

No

in the dialog box to view the file. Save your changes, close the

document, and then exit Word. Follow the directions on the SAM website to submit your

completed project.