Homework answers / question archive / New Perspectives Word 2019 | Module 6: SAM Project 1b Alston Academy PERFORMING A MAIL MERGE GETTING STARTED   Open the file NP_WD19_6b_ FirstLastName _1

New Perspectives Word 2019 | Module 6: SAM Project 1b Alston Academy PERFORMING A MAIL MERGE GETTING STARTED   Open the file NP_WD19_6b_ FirstLastName _1

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New Perspectives Word 2019 | Module 6: SAM Project 1b

Alston Academy

PERFORMING A MAIL MERGE

GETTING STARTED

 

Open the file

NP_WD19_6b_

FirstLastName

_1.docx

, available for download from the

SAM website.

 

Save the file as

NP_WD19_6b_

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

NP_WD19_6b_

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.

You are the reunion coordinator for the upcoming reunion of your class at Alston

Academy. To prepare for a conference call with other volunteers, you are creating a form

letter with information about the reunion committees.

Set a top and bottom margin of

0.5"

to provide extra space for the letter contents.

2.

Near the end of the letter, convert the list beginning "Sandy Graff..." and ending

"marni112@quickmail.cengage.net" to a table with three columns.

3.

To set up the document as a form letter, start a mail merge, and then select

Letters

as

the type of main document. Next, type a new recipient list as follows:

a.

Customize the columns by deleting the fields shown in Table 1.

b.

If necessary, rename the ZIP Code field using

Postal Code

as the new field name.

c.

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

Committee

as the field name.

Table 1: Fields to Delete

If using a PC...

If using a Mac...

Title

Title

Company Name

Company

Country or Region

Country

Work Phone

WorkPhone

E-mail Address

JobTitle

4.

Enter the address information for two recipients as shown in Table 2, and then save the

data source using a name of your choice.

Table 2: Recipient Addresses

Field

Record 1

Record 2

First Name

Kristen

Bob

Last Name

Acker

Wu

Address 1

902 Pine Street

1720 Highland Drive

Address 2

#312

City

Ann Arbor

Vista

State

MI

CA

Postal Code

48107

92083

Home Phone

(734) 555-3622

(760) 555-2120

Committee

Activities

Treasury

5.

At the beginning of the letter, use the Date content control to select the date

March 5,

2021

.

6.

Replace the text "[INSERT INSIDE ADDRESS]" with the seven merge fields shown in Figure

1. Include the paragraph marks, punctuation, and spaces between the merge fields as

shown.

Figure 1: Merge Fields for Inside Address

7.

Replace the text "[INSERT FIRST NAME] [INSERT LAST NAME]" with the

First Name

and

Last Name

merge fields. Do not alter the punctuation or spaces.

8.

In the first paragraph in the body of the letter, replace the text "[INSERT COMMITTEE]"

with the

Committee

merge field.

9.

To include personalized text, add an IF field as follows:

a.

At the end of the paragraph below the table ("The video conference call is

scheduled for Tuesday at 7:30 pm."), insert an

If...Then...Else

rule.

b.

Compare whether the Committee field is equal to

Activities

as the condition.

c.

Insert the following sentence if the condition is true:

Plan to stay on the call for

30 minutes to discuss reunion activities.

d.

Leave the false condition option blank so that Word does not insert text if the

Committee is other than Activities.

10.

Edit the recipient list to filter the data records to select only recipients where the

Committee

field is equal to

Activities

to prepare the first batch of letters for Activities

Committee members.

11.

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.

Finish and 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 letter appears 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,

and then delete the blank paragraphs after the signature line 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 “Office

Address List”. Select

No

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

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

completed project.

Mac users will notice minor discrepancies in merge field names. These do not impact grading.