0% found this document useful (0 votes)
545 views12 pages

Empowerment Technologies Quarter 1, Module 3

This document provides a step-by-step guide to creating mail merges in Microsoft Word using an Excel contact list. It explains that a mail merge combines a template document with a data source to automatically generate personalized documents. The template contains merge fields, while the data source (Excel file) contains the contact details. It then outlines the process of setting up the Word template, Excel contact list, linking the files, inserting personalized fields, previewing the merged documents, and completing the mail merge.
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
0% found this document useful (0 votes)
545 views12 pages

Empowerment Technologies Quarter 1, Module 3

This document provides a step-by-step guide to creating mail merges in Microsoft Word using an Excel contact list. It explains that a mail merge combines a template document with a data source to automatically generate personalized documents. The template contains merge fields, while the data source (Excel file) contains the contact details. It then outlines the process of setting up the Word template, Excel contact list, linking the files, inserting personalized fields, previewing the merged documents, and completing the mail merge.
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
You are on page 1/ 12

EMPOWERMENT

TECHNOLOGIES

FIRST SEMESTER
FIRST QUARTER
MODULE 3

Developing ICT Content for Specific Purposes

Locally Developed Self-Learning Material


Empowerment Technologies – Grade 11
Locally Developed Self-Learning Material
Quarter 1 – Lesson 3: Developing ICT Content for Specific Purposes (Mail Merge)

Module Development Team

Writer: Bien Levi Mendigorin


Special Science Teacher I, TSHS

Editors: Joana Carla L. Alejo


Teacher II, NCNHS-SHS
Reynaldo Biag Jr.
Teacher I, BSHS

Reviewers: Jonathan F. Bada


EPS, EPP/TLE/TVL, SHS & GPP Focal Person
Orven O. Danugrao
PSDS, District I-A
Samson S. Buqueron
EPS/ OIC- School Administrator

Management Team:
Leilani S. Cunanan, CESO V
Schools Division Superintendent
Maylene M. Minimo, EdD, CESE
OIC- Assistant Schools Division Superintendent
Ariel C. Lansang
Chief, Curriculum Implementation Division
Jose C. Tala, EdD
EPS, Learning Resource Management System
Corazon B. Dumlao
PSDS, SHS Focal Person
Quarter: First Quarter (Week 3)
Content: Developing ICT Content for Specific Purposes (Mail Merge)

Name: ______________________________ Grade/ Section: _______________


School: ______________________________ Date: _______________________

WHAT I NEED TO KNOW

Learning Competencies found in MELCS


1. Uses common productivity tools effectively by maximizing advanced application techniques. (CS_ICT11/12-
ICTPT-Ic-d-4)

2. Creates an original or derivative ICT content to effectively communicate or present data or information related to
specific professional tracks. (CS_ICT11/12-ICTPT-Ic-d-5)

WHAT I KNOW

Direction: Read each item carefully and choose the letter of the correct answer. Write your answers on a separate sheet
of paper.

1.) This is the document that you’ll be sending out like a letter or an email. It contains placeholders for the
personalization data (names, addresses, etc.) that are fetched from a data file.

A. Mail Tab B. File Tab C. Data File D. Template File

2.) This is a data source like a Microsoft Excel spreadsheet or a Google Sheets file. It contains the personalized
information (names, addresses, etc.) that will be added to your template file.

A. Mail Tab B. File Tab C. Data File D. Template File

3.) Mail merges can be used to create personalized messages automatically for documents except:

A. Marketing emails B. Form letters C. Mailing labels D. Videos

4.) In Microsoft Word, you can insert three personalization variables into your document except for:

A. Template File B. Address Block C. Greeting Line D. Merge Field

5.) The “Finish & Merge” button open a drop-down list that contains the following commands except for:

A. Edit Individual Documents B. Convert to Media C.Print Documents D. Send Email Messages
WHAT’S NEW

What are mail merges?


Mail merge consists of combining mail and letters and pre-addressed envelopes or mailing labels for mass
mailings from a form letter. This feature is usually employed in a word processing document which contains fixed text
(which is the same in each output document) and variables (which act as placeholders that are replaced by text from the
data source word to word).
An example application of mail merge is when you want to create letters containing the same content to multiple
addresses/people. Instead of composing a lot of individual mails, you’ll just need to create one file that will be processed
by the mail merge function of a word processing software like Microsoft Word.

How does Mail Merge work?


To know that, you need to understand the two key components of every mail merge:
1. Template File – This is the document that you’ll be sending out like a letter or an email. It contains placeholders for
the personalization data (names, addresses, etc.) that are fetched from a data file.

2. Data File – This is a data source like a Microsoft Excel spreadsheet or a Google Sheets file. It contains the personalized
information (names, addresses, etc.) that will be added to your template file.

What can you use them for?


Mail merges can be used to create personalized messages automatically for documents such as:
• Marketing emails
• Envelopes
• Mailing labels
• Newsletters
• Custom catalogs
• Form letters

In the next part, we will discuss on how to use Mail Merge on Microsoft Word with the aid of Microsoft Excel.

WHAT IS IT

PART A: Creating the main document in Microsoft Word


Step 1:
Open a blank document in Microsoft Word. This is the main document in your mail merge that will be sent to each
recipient.
Step 2:
Click on the Mailings tab and select Start Mail Merge.A drop-down menu displaying every different mail merge document
type will appear. You can select the document type for letters, emails, envelopes, mailing labels, or a directory. Since
we’re creating a Word mail merge for sending letters, choose “Letters” as your merge document.

Step 3:
Write the body of the letter.

PART B: Creating and formatting your address list in Microsoft Excel


Step 1:
Open MS Excel.

Step 2:
Click on “Blank workbook” to open a blank document in Excel.
Step 3:
Now you can start entering the details of your address list into the Excel spreadsheet. Enter your column headers only in
the first row, starting in cell A1.

Note:
The column headers in your Excel spreadsheet must be the same as the placeholder names you want to use in your
Word template document.

For example, if the column names in your Excel sheet are “FirstName,” “LastName,” and “Email,” the field names in your
Word document will also be “FirstName,” “LastName,” and “Email.”

Step 4:
Enter your contact information as one record per row, starting in cell A2.

Step 5:
Once you’re done creating the contact sheet, you can save your Excel document by pressing the Ctrl+S keys or by going
to File > Save or File > Save As.

Note: Ensure that all edits to the Excel spreadsheet are done before starting the mail merge process. Making edits to an
Excel sheet once you’ve already begun a mail merge is a complicated additional step.
PART C: Selecting the recipient list
Step 1:
Go back to your Microsoft Word file and click on the “Select Recipients” option in the Mailings tab. A drop-down menu
appears, showing different mail merge list sources. As your contact information is already available as an Excel file, click
on “Use an Existing List”.

Step 2:
In the dialog box that pops-up, select the Excel sheet you created earlier, and click Open.

PART D: Adding personalized messages


The next step is to add personalized content, like contact names and addresses, to your form letter template (Word
document).

In Word, you can insert three personalization variables into your document:
Insert Address Block – add a recipient’s address to your document.
Insert Greeting Line – include a personalized greeting or salutation in your letter.
Insert Merge Field – insert other mail merge fields from your Excel file.
Step 1: Insert address block
To insert a recipient’s address from your Excel worksheet, click on Address Block from the Write & Insert Fields section.
In the window that appears, choose an address block format of your choice and click OK.

An address placeholder («AddressBlock») will be inserted automatically into your letter.

Step 2: Insert greeting line


To insert a greeting line, click on Greeting Line from the Write & Insert fields section. In the dialog box that pops up,
select the format you want to use and click OK.

A greeting placeholder («GreetingLine») will be automatically added to your document.


Step 3: Insert merge field
You can also add other mail merge fields like your contact’s first name, company name, email id, etc. from your Excel
worksheet to your Word template. To do this, click on Insert Merge Field from the Write & Insert fields group.

You can see a drop-down list of some mail merge labels. These labels are the column names in your Excel spreadsheet.

Click on the mail merge fields you want to add to your letter.

This is how the sample form letter looks after inserting the placeholders I needed:
PART E: Previewing and finishing the mail merge process
After personalizing the form letter for each recipient, you can preview the letters to see how they look with the data you
inserted from your Excel worksheet.

Step 1:
In your Microsoft Word file, click on “Preview Results” under the Mailings tab.

Step 2:
To preview the result for each recipient, you can enter the recipient number (the corresponding row number in your
Excel spreadsheet) in the text box.

For example, to preview the form letter for my second recipient – Brandon Walsh, I type “2” in the text box and click on
the Preview Results button.

Note: You can also click on the Next and Previous buttons to quickly scroll through your mailing list to preview the letter
for each person.

Step 3:
After previewing the form letter, click on Finish & Merge to finish the Word mail merge process.

From the drop-down list that appears, you can choose to:

1.Edit Individual Documents – if you want to edit each letter further, separately.
2.Print Documents – if you want to print the letters.
3.Send Email Messages – if you want to send the letters as emails.
PART F: Saving the form letter
After you’ve finished working with the merged document, you can save it by pressing the Ctrl+S keys or by going to the
File menu and clicking Save or Save As.

You can also reuse the merged document for sending additional letters. Just open it and click Yes when Word prompts
you with this alert:

WHAT I CAN DO

Situation:
You are given a chance to apply for a free college tuition fee scholarship on any school/course that you desire to take.
There are five organizations/companies that are willing to offer it to you and one of the requirements is that you need to
create a letter of application for the scholarship.

Task:
Compose a letter of application for the scholarship and use Mail Merge to finish the letter for the five different
organizations. You may create your own labels and information on the organizations and the body of the letter. (Labels
should atleast have an “Address”, a “Contact Number”, and an “E-Mail Address” that is unique to all five organizations.)
You may also follow the sample body template below:
ASSESSMENT

Direction: Read each item carefully and choose the letter of the correct answer. Write your answers on a separate sheet
of paper.

1.) The “Finish & Merge” button open a drop-down list that contains the following commands except for:

A. Edit Individual Documents B. Convert to Media C.Print Documents D. Send Email Messages

2.) In Microsoft Word, you can insert three personalization variables into your document except for:

A. Template File B. Address Block C. Greeting Line D. Merge Field

3.) Mail merges can be used to create personalized messages automatically for documents except:

A. Marketing emails B. Form letters C. Mailing labels D. Videos

4.) This is a data source like a Microsoft Excel spreadsheet or a Google Sheets file. It contains the personalized
information (names, addresses, etc.) that will be added to your template file.

A. Mail Tab B. File Tab C. Data File D. Template File

5.) This is the document that you’ll be sending out like a letter or an email. It contains placeholders for the
personalization data (names, addresses, etc.) that are fetched from a data file.

A. Mail Tab B. File Tab C. Data File D. Template File

REFERENCES

Sample Letter of Application for Scholarship [Digital file]. Retrieved from


https://my.graceland.edu/ICS/icsfs/Sample_Letter_of_Application_for_Scholarship.pdf
Mail Merge definition. Retrieved from
https://dictionary.cambridge.org/dictionary/english/mail-merge
Goel, A. (2019, December 31). How to Use Word & Excel for Mail Merge (Step-by-Step Guide) Retrieved January
2021, from https://www.gmass.co/blog/mail-merge/
Empowerment Technologies MELC’s & Curriculum/Teaching Guide

ANSWER KEY

What I Know What I Know


1.D 1.B
2.C 2.A
3.D 3.D
4.A 4.C
5.B 5.D

You might also like

pFad - Phonifier reborn

Pfad - The Proxy pFad of © 2024 Garber Painting. All rights reserved.

Note: This service is not intended for secure transactions such as banking, social media, email, or purchasing. Use at your own risk. We assume no liability whatsoever for broken pages.


Alternative Proxies:

Alternative Proxy

pFad Proxy

pFad v3 Proxy

pFad v4 Proxy