Databases Competency 7.00 7.03 Demonstrate advanced database concepts, functions and integration techniques with other applications.

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Presentation transcript:

Databases Competency Demonstrate advanced database concepts, functions and integration techniques with other applications.

Purpose of Mail Merge Mail merge is a feature that allows a user to mass produce letters, envelopes, mailing labels, memos, and other documents so that the new documents seem personalized.

The Merge Process Combines data from two different applications (programs).  MAIN DOCUMENT: also known as the form document, a document from the word processing program.  It contains two sets of information:  The information that will not change—the generic part of the document.  The “variable” information, in the form of merge codes.  DATA SOURCE: contains the “variable” data (the information that changes) from a database, excel, or text delimited file or program.  The bits of information from the database records are known as fields.

The Merged Document  After applying the merge command in the software:  The main document (word processor) and the data source document (database) are combined to form a third “personalized” document.  The merged (third) document can be merged to the screen for viewing/editing or directly to the printer.

The Steps  Open the word processing program.  Select TOOLS  Select LETTERS & MAILINGS  Select MAIL MERGE WIZARD

Mail Merge Wizard Steps—Step 1 Choose the type of document the user will be creating: Letter Envelopes Labels Directory *Form Letter is the default selection. Key the main the document.

The Data Source—Step 2  SELECT THE RECIPIENTS  Use a saved database  Create a new database  Errors in spelling and spacing here can make queries and searches inaccurate.

Mail Merge Wizard Steps—Step 3 Insert merge codes as necessary throughout the main document

Mail Merge Wizard Steps—Step 4 Preview the merged documents and complete the merge.

The Form and The Merged Document Merge codes (placeholders) Personalized letter after merge

Mail Merge Integration Review  Open the word processor  Create a mail merge activity  Letter  Directory  Mailing labels  Create the data source (or retrieve an existing database file)  Merge the two applications  Proofread the merged documents

Letter Review  Key the date at the 2.5 inch top margin.  Key the inside address a quadruple space below the date.  Key the salutation a double space below the inside address.  (Optional). Key the subject line a double space below the salutation  Key the body. Single space within each paragraph and double space between them.  Double space before the complimentary close.  Quadruple space before the writer’s name and title.  Double space before the typist’s initials and any other notations.