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“You’ve Won” Mail Merge

Directions to the Student

In this assessment you will complete an activity designed to simulate a real work situation. You are to perform this assessment as if you were an employee for the company named in the scenario. Your evaluator will provide you with all necessary materials and instructions. As you perform the assessment, the evaluator will review your performance with you and answer any questions you may have. The assessment scenario is as follows:

You work for:“My School’s” Publisher’s Clearing House”

Your job title is: Prize Notification Chairman

Scenario:

Your school is having a fund-raising sweepstakes to help raise money for the BPA members to attend the State Leadership Conference. You are chairman of the committee that will award the prizes to individuals in the community. One of your responsibilities is to compose a letter that will be used to notify the ten individuals who have been selected as the winners of the prizes. The same letter will be sent to each of the ten individuals changing only the salutation, name, address, and the prize won in each letter. You decide that the most efficient way to complete this task is to create an Access database similar to our clerical badges and then create a mail merge in Word.

Read through ALL the information below BEFORE completing the following tasks:

  1. Create/makeup ten (10) names and addresses for individuals who will be your winners. You could use people in this class, your friends, or your relatives. Make up the addresses for each which would include a house/apt. number, street, city, state, zip.

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  1. Create a datafile with appropriate fields for the mail merge using the names and addresses you selected. Use the following fields: Title, FirstName, LastName, Address1, City, State, PostalCode, Prize, RespondDate. Input the information for the 10 records into the database (the 10 individuals you selected). You will need to select the prize you want each person should win from the list provided below. Print a copy of your datafile.
  1. The prizes available are
  2. 26-inch color TV
  3. DVD player
  4. $100 WalMart gift certificate
  5. $50 J. C. Penney gift certificate
  6. 14 kt gold cross necklace from Barney’s Jewelers
  7. 10 free car washes at RoboWash
  8. $50 gift certificate to AmbersRestaurant
  9. $20 cash from First National Bank
  10. One free hairstyle/cut for man or woman at Designer Joe’s Family Salon.
  11. One night’s stay at Homewood Suites in Indianapolis
  1. Compose/create a form letter to inform the individuals that they have won a prize. Go to the internet or use a template from Word for letter format if you have forgotten what a business letter should look like. Insert the appropriate field names from the datafile where needed. Be sure to congratulate them, thank them for participating in the fund-raising sweepstakes to help the BPA members participate in state competition, mention the prize won, and inform them that they must claim the prize in person at the school by two weeks from today. Add other information to the letter as you feel needed to make the letter complete. Insert fields as needed for the merge. Print a copy of your form letter.
  1. Merge datafile with the form letter to create multiple letters (one for each person). Save the merged file as “won.” DO NOT PRINT.