Lesson 10: Mail Merge and Reviewing Documents
Learning Goals: The goal of this lesson is for the students to successfully create a mail merge project and review documents using the Review Ribbon. The student will create and preview a merge document as well as review the document to approve changes.
Learning Objectives
On completion of this lesson, students will be able to do the following:
· Understanding mail merge
· Using mail merge
· Selecting a main document
· Create a data source
· Edit the main document
· Preview the merged document
· Complete the merge
· Compare and merge document
· Manage tracked changes
Lesson Notes
To effectively teach students how to use Microsoft Office Word 2010, show examples of the following documents that incorporate the tasks discussed in the lesson.
· Memos•
· Faxes•
· Letters•
· Reports•
· Newsletters
Lesson Introduction
Explain that mail merge provides the ability to send a single document to a list of people without recreating the document for each recipient. Give examples of documents that may be appropriate for a mail merge project. Discuss how the use of document versions can preserve document changes as they occur over time and using tracked changes can enable a group of people to make revision suggestions on a single document.
Mail Merge
Instructors should do the following:
1. Define the term merge.
2. Explain the elements of mail merge: main document and data source.
3. Explain the parts of the main document.
4. Explain the parts of the data source: fields and records.
5. Describe how the main document and the data source are combined to create the merged document.
6. Point out that the Mail Merge Commands are located on the Mailings Ribbon and describe each of the commands within the ribbon groups
Discussion Question:
Discuss with students various documents or situations where a mail merge may be most productive.
The Mail Merge Process
Instructors should do the following:
1. Explain that a main document may be selected from an existing document or a new document may be created.
2. Demonstrate how to select a main document.
3. Explain that a data source may be an existing recipient list, a Microsoft Access Database file, a Microsoft Outlook file, a Microsoft Excel file, or a text file.
4. Demonstrate how to select an existing data source.
5. Demonstrate how to create a data source for mail merge and populate the data source with information.
6. Demonstrate how to edit the main document to insert the appropriate merge fields.
7. Explain that the merged document may be previewed, prior to merging, to determine if further edits are required.
8. Demonstrate how to preview the merge document.
9. Demonstrate how to merge the main document and data source to complete the mail merge.
10. Point out that the main document and data source are saved and may be editing for future use.
11. Demonstrate how to edit the main document and data source for another project.
12. Demonstrate how to merge only selected records from the data source.
Discussion Question:
Discuss with students the ability to reuse main documents and data source for future mail merge projects.
Merging Document Versions
Instructors should do the following:
1. Point out that documents reviewed by several reviews may be merged into a singular document preserving the changes and comments made by each reviewer.
2. Describe the Compare Group commands that appear on the Review Ribbon.
3. Point out and explain the Compare and Combine Commands in the Compare Group.
4. Demonstrate how to combine and compare documents from two re viewers.
5. Demonstrate how to accept or reject changes in a document.
Discussion Question:
Discuss with students the necessity of being able to display the original and the revised documents.
CAUTION
Remind students that they will no longer have the opportunity to review changes if the option to accepting all changes at once or reject all changes at once is selected.
Managing Tracked Changes
Instructors should do the following:
1. Discuss how using track changes are more efficient than proofing a • document hard copy.
2. Explain how track changes marks the changes that you make in a document.
3. Explain how to enable track changes and remind students that the document must be view in Print Layout View.
4. Point out that text changes appear in a contrasting color, formatting changes appear in oblong boxes called balloons, and a vertical line appears in the left margin next to text that has been changed in any way.
5. Explain the Tracking Group found on the Review Ribbon.
6. Demonstrate the Track Changes feature by enabling Track Changes and making changes in a document.
7. Explain that comments may be inserted into the document margins.
8. Demonstrate how to insert comments into a document, edit and delete the comments.
9. Demonstrate how to use the Markup Command in the Tracking Group on the Review Ribbon to control the document track changes display.
10. Point out the ScreenTip that displays to indicate the user name, date and time of an edit.
11. Demonstrate how to adjust the Track Changes Options on the Track Changes Command in the Tracking Group.
Video and Training Resource Links
Microsoft Office Online provides online training, demonstrations, and quizzes that include detailed explanations, preferred methods, and lesson tutorials for each Microsoft Office program. These resources are suggested to engage students in hands-on experience, self-paced lesson participation, and lesson reinforcement.
Microsoft Office Online Help
http://office.microsoft.com/en-us/support/?redir=0
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Class Projects
The class projects provide the student with the opportunity to practice skills that were taught in the lesson. The projects may be utilized as class, individual, or assessment activities. Completion of projects helps provide lesson reinforcement and verification of skill mastery. Data files to accompany the project are found in the student data files. Each project may be verified for accuracy using the annotated project answer keys found in the instructor’s resource files.
Hands-On Projects
Lesson 10—Exercise 1
Quartet Advertising has recently selected you to become a part of their Management Training Program. You have prepared an acceptance letter and created a new revision of the document. Please compare and combine the revisions from the following documents:
Original: Lesson10ex1_a
Version 1: Lesson10ex1_b
1. Open the file Lesson10ex1_a from the student data files.
2. Combine the second version with the original.
3. Review all of the changes made to the document.
4. Accept the changes.
5. Enable Track Changes.
6. Remove the word Position from the first sentence.
7. Change 2020 to 2010 in the second paragraph.
8. Review the document for any further revisions.
9. Accept all changes.
10. Check the Spelling & Grammar for the entire document.
11. Save the document as lesson10ex1complete in the Lesson 10 Word folder.
12. Close the file.
Lesson 10—Project 1
You are a society column writer for the In-Times Magazine. You are preparing documentation for this month’s feature article. The article will be about various type of cheese. You have made some revisions to the list and created a new version of the document. Since this is your first food related article, you feel that you need some feedback regarding the cheese that is selected. After finalizing the document you will send it to several family members to get their opinions. In order to expedite this process you will include the document in a mail merge letter to your family members.
Original: Lesson10project1_a
Version 1: Lesson10project1_b
1. Open the file Lesson10project1_a from the student data files.
2. Combine version.
3. Review the combination and determine if changes should be accepted.
4. Spellcheck the entire document.
5. Save the document as Lesson10project1a_complete in the Lesson 10 Word folder.
6. Format the document title using any two formatting elements.
7. Create a page border for the document of any style.
8. Create page numbers in the footer and the student name in the document header.
9. Save the file as Lesson10project1b_complete.
10. Open the Letter that you have drafted to your family members, Lesson10project1_c.
11. Copy and paste the cheese document (Lesson10project1a_complete) on a new page at the end of the letter. This is you new main document for the merge, save this file as Lesson10project1c_complete in the Lesson 10 Word folder.
12. Create a data source, saved as Lesson10project1_data in the Lesson 10 Word folder, with five names and addresses of your friend or family.
13. Save Lesson10project1c_complete after merge fields are inserted.
14. Merge the document to create five complete letters.
15. Save the merged letters as Lesson10project1d_complete in the Lesson 10 Word folder.