1. LESSON 09: Mail Merge

2. LEARNING OUTCOMES: 1.State the usage of mail merge. 2.Create a mail merge document. 3.Save the document.

3. At the end of this lesson, students should be able to: –Create a mail merge document and save the document. –Create data source in Excel –Set up main document –Open data source –Insert merge fields –Merge to new document –Save the document

4. Activity 1: Create “Enrolment Form” documentActivity 1 Activity 2: Open Mail merge wizardActivity 2 Activity 3: Insert DataActivity 3 Activity 4: Save dataActivity 4 Activity 5: Change Field NamesActivity 5 Activity 6: Merge data in the formActivity 6 Activity 7: Print Mail MergeActivity 7 : Activities Menu (Click on the menu to run the activity.)

5. Activity 1Activity 1: Create “Enrolment Form“ document

6. Activity 2Activity 2: Open Mail Merge Wizard

7. 1. Open a New Microsoft Document

8. 2. Click Tools from the Menu Bar. 3. Select Letters and Mailings from the drop down menu.

9. 4. Another menu will open. 5. Click Mail Merge. The Mail Merge task pane will be opened.

10. 6. Click Directory. 7. Click Next Starting document. Directory Next : Starting document

11. 8. Click Next: Select recipients. Next: Select recipients

12. 9. Click Type a new list. 10. Click Create. Type a new list Create

13. Activity 3 : Insert Data

14. 1.Clicking Create will open the New Address List dialog box.

15. 2. Insert data in certain sections : i. Title Azman Bin Mohamad ii. In section First Name, type-in 1 Amanah iii. In section Last Name, type-in 900903-10-6019 iv. In section Company Name, type-in 13 v. In section Address Line 1, type-in 03 September 1990

16. 2. Insert data in certain sections (continuation) : vi. In section Address Line 2, type-in 21 Jalan Besar, Klang, Selangor vii. In section City, type-in Mohamad Bin Basri viii. In section State, type-in 03-33722159 ix. In section ZIP Code, type-in Bahasa Melayu x. In section Country, type-in Hand Ball.

17. 3. Click New Entry New Entry

18. 4.The next dialog box will appear. 5. Click Close. Close Button

19. Activity 4: Save Data

20. ii. Save.i. Type Data 1.Type-in Data in the File name section : 2.Click Save. ii. Save. Type DataSave

21. Activity 5: Change Field Names

22. The next dialog box will appear. 1.Click Edit. Edit

23. 2. Click Customize. Customize.

24. 3.Click Rename. 4.Type-in Name at the Rename Field Toolbox. 5.Click OK. Rename Type-in Name at this section OK

25. 6. Click First Name. 7. Click Rename. First Name Rename First Name Rename First Name Rename

26. 8. Click OK. OK

27. 9. Repeat the above steps to change the next section. Last Name to IC No Company Name to Age Address Line 1 to Date of birth Address Line 2 to Address City to Parents Name State to Telephone No Zip code to Society Country to Club

28. 10. The next outcome will appear. Click OK. OK

29. 11. Click New Entry. New Entry

30. 12. Click Close. Close

31. 13. Click OK at Mail Merge Recipients Toolbox.

32. Activity 6 Merge data in the form

33. 1. Click Next Arrange your directory. Next : Arrange your directory

34. 2. Ensure the cursor is placed at the Name section in the form Place the cursor here

35. 3. Click More Items. More items.

36. 4. The next dialog box will appear. Click Name from the list. Click Insert. Insert button

37. 5. Click Close Close

38. This particular part will appear

39. 6. Place cursor at the form section form section

40. More items 7. Click More items in Mail Merge Task Pane.

41. 8. Click Form. Form 9. Click insert. Insert

42. 9. Click Close. Close

43. 10. Ensure the cursor is placed at the IC No section in the form. 11. Repeat step 3 until 5 to insert other fields: IC No Age Date of Birth Address Parent’s Name Telephone Number Society Club

44. 12. The next outcome will appear.

45. 13. Click Next : Preview your directory. Next: Preview your directory

46. 14. The next outcome will appear :

47. 15. Click Next to complete the merge. Next: Complete the merge

48. 16. The next dialog box will appear. Click To New Document

49. 17. Click OK. OK

50. 18. The Enrolment Form will appear as below.

51. Activity 7: Print Mail Merge

52. 1. Click icon open data source. open data source button

53. 2. Click Data file. Then click open. Data file open.

54. 3. Merge to printer. Merge to printer button

55. 4. Click OK at Merge To Printer dialog box. OK

56. 5. Click OK to complete printing. OK