Mail Merge

• Used the mail merge facility in Word to produce
  • Form letters
  • Envelopes.

1. Begin by downloading this worksheet containing winners of heavy athletics games.
   • Make sure you save the file somewhere you can find it.
   • The data consists of
     • A family last name
     • A parent's first name
     • A child's first name.
     • The street address
     • The City
     • The State
     • The zip code
     • The event the child placed in.
     • The child's place in the event (1-4)
     • The highland games where the child placed.
   • This is randomly generated data so there is likely to be major inconsistencies. (IE multiple first place winners in an event)
2. Start word and begin building a document.
3. Begin by formatting the header of the document.
   • Find a two suitable symbols and make a header resembling the following
   • 
4. Add an inside address

   Pa. Junior Heavy Athletics Association
   1234 Main Street
   Edinboro PA 16412
   	

   • This should be single spaced, right aligned.
   • Insert the date immediately below the address
     • Insert tab, Text workgroup
     • Insert Date and Time Icon
     • 
     • Select an appropriate format
     • Click update automatically.
     • 
   • 
5. Start the mail merge.
   • Select letters and use the current.
   • Select the spreadsheet as the recipient list.
6. You want to limit the invitees to those who scored either first or second place at the Edinboro Games
   • In the mail merge Recipients dialog box
     • Select the Filter button.
     • 
   • This will bring up the filter and sort dialog box.
     • 
     • Complete the box as shown.
   • Notice the result in the recipient list. (You might want to scroll to the right)
     • 
7. Use an address block to insert the inside address
   • This should be left justified.
   • You will need to match fields.
   • Address this to the parent, (ie Parent First should be the First Name)
   • 
8. Insert a greeting line.
   • 
9. Write the letter.
   • This will be a single line which reads

     Congratulations on child_name's recent finish in the event at the games highland games.
     
     Thank You
     
     your_name
           

   • Short and sweet, you may type more if you wish. Perhaps a note to make sure your child gets enough sleep?
   • The xxx_xxx values should be replaced with merge fields.
   • 
10. Finish the merge
11. Edit the letters, all of them
12. Save the letters as HighlandLetters, you will submit this document.
14. Start a new document, start mail merge.
15. Select the document type as envelopes.
16. Use the default (size 10) envelope.
17. Select the same recipients.
18. Add a return address, the same as the letter.
19. Add a graphic under the return address.
20. Click on the center of the document until you locate text box for the address.
    • insert the address, the same as the letter.
    • 
21. Edit the formatting of the address
    • Move it up and to the right
    • Make it single spaced, no blank lines between lines.
    • 
22. Finish the merge
23. Edit the envelopes, all of them
24. Save the envelopes as HighlandEnvelopes, you will submit this document.
25. Submit your saved documents (HighlandLetters and HighlandEnvelopes) to the Highland Games folder in the Assignment section of D2L for this class.