Integrate, check and share documents Module 3.3

Integrate, check and share documents Module 3.3

Content  Mail Merge Mail Merge  Basic steps for mail merge Basic steps for mail merge  Various data sources Various data sources  Prepare and share files Prepare and share files  Rounding off of content and layout Rounding off of content and layout  Inspect a document Inspect a document  Check accessibility Check accessibility  Different saving and sharing options Different saving and sharing options  Test and improve your knowledge and skills Test and improve your knowledge and skills  Summary and tips Summary and tips  Written module activity Written module activity  Practical module activity Practical module activity 3

Mail Merge 4

Basic steps for mail merge 1. Start the mail merge by specifying the type of main document (letter, label, envelope, ) 2. Select the recipients, i.e. the data source – often an existing list 3. Insert the fields which must be merged 4. Preview the results 5. Complete the merge 5

Various data sources Database tableSpreadsheetWord processor tableText file Address list e.g. Outlook contacts. 6

Various data sources Details are always ready for use, since the fields and records are already defined. Database table 7

Various data sources Spreadsheet Prepare the relevant worksheet correctly. Single heading row to indicate the field names No other heading rows or empty rows No merged cells, rows or columns Data on a single worksheet 8

Various data sources Table in word processor No merged cells Only one heading row The table needs to be at the beginning of the Word file 9

Various data sources Text file The individual facts or fields must be separated from each other with a character such as a comma or a tab The first row is seen as the ‘heading row’ or the ‘field names’ 10

Various data sources Address list e.g. Outlook contacts Create the message or letter in Word. Mailings, Select Recipients, Select from Outlook Contacts… Select the recipients from your Outlook Contacts folders. Finalise the mail merge by going to Finish & Merge and selecting Send Messages…. 11

Activity 1  Learners.xls  Letter.doc  Parents.txt  ListOfSchools.mdb  LeadershipCamp.doc 12

Prepare and share files 13

Rounding off of content and layout Use simple language & check grammar and spelling. Font type must be readable. Font size must be large enough. (12 point – body). Space between lines and paragraphs enough. Use Word’s list functions for numbered and bulleted lists. Use Word’s column or table functions where required by the layout of text. Use custom tab settings where required. Use styles to format long documents quickly and efficiently. Use a table of contents and page numbers which make it easier to navigate the document. 14

Inspect a document Displays metadata such as the author, which is saved together with the file. It also indicates if there are comments or revision marks such as track changes in the document. This function gives the option to remove all of this type of data. In Microsoft Word 2010: File, Info, Check for Issues, Inspect Document. 15

Check accessibility Indicate features which hamper the accessibility and readability of a document. In Microsoft Word 2010 the accessibility is checked as follows: File, Info, Check for Issues, Check Accessibility. 16

Different saving and sharing options When you save a document which was created in Word, you can indicate: where (in which drive, folder) it must be saved if it must be converted to or published in another type or format, for example converted to PDF if it must be immediately sent as an attachment if it must be published as a blog. (Publishing of a blog is discussed in Module 2.3.) 17

Activity 2  List of Plays  Files 18

Test and improve your knowledge and skills 19

Summary and tips Sequence of steps during a mail merge: Click on Start Mail Merge (on the Mailings tab) and select the type of document (letter, label, envelope, etc.). Select the data source (database table, spreadsheet table, word processing table, text or CSV file, address list). Insert the merge fields. Preview the results. Complete the Merge. Prepare the data source (spreadsheet table, table in word processor, text file, etc.) so that the mail merge runs smoothly. 20 Mail merge

Summary and tips Preparation and sharing of files Always prepare a file that is to be shared electronically with others : inspect and make adjustments if necessary. Passwords (if necessary) to prevent access or restrict editing, to protect it before publishing or sharing it with other people. When a document is to be shared with blind or partially sighted people, check it first for accessibility. If you are not sure if other people use the same version of Word as you do, check the compatibility of the document with earlier versions. You can also save the document as a PDF. 21

Written module activity 22

Practical module activity  ArtsFestivalParticipants  Letter_ArtsFestival  Hoaxes 23