Empowerment Technologies Quarter 1, Module 3
Empowerment Technologies Quarter 1, Module 3
TECHNOLOGIES
FIRST SEMESTER
FIRST QUARTER
MODULE 3
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)
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.
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.
3.) Mail merges can be used to create personalized messages automatically for documents except:
4.) In Microsoft Word, you can insert three personalization variables into your document except for:
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
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.
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
Step 3:
Write the body of the letter.
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.
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.
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:
3.) Mail merges can be used to create personalized messages automatically for documents except:
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.
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.
REFERENCES
ANSWER KEY