Mail mergePS12 SECONDARY 4 CPA PART 2

What is mail merge?

Mail merge is the automatic process of creating several pages of the same document according to a mailing list.

Conditional mail merge

Conditional mail merge is mail merge with one or more conditions.

This process is used to choose addressees or recipients who satisfy the condition(s) indicated by the owner.

Objectives of Lesson

1) You will apply conditional mail merge to select the people from a list to receive a letter.

2) You will also understand how time can be saved by using the conditional mail merge feature.

Our lessons

There will be 2 class demonstrations with explanations.

You need to understand how each conditional mail merge works.

Demonstration 1: Mail merging with no conditions

Open the file “mail_merge” and save it as “mail_merge_all”.

Use the file “namelist.xls” as the data source/recipient list.

Demo 2 – Conditional Mail merge for female recipients only

This demonstration involves conditional mail merge.

Open the file “mail_merge” and save it as “mail_merge_female”.

Use the file “namelist.xls” as the data source/recipient list.

To do conditional mail merge, we need to check/ uncheck the names in the data source/ recipient list.

Recap the steps:

Watch http://thecpachannel.wordpress.com

Class Assignment (Before)

Worksheet 12.3

Dear ____________

Visit to Gardens by the Bay

Based on the responses gathered from the online poll, we will be going to Gardens by the Bay. There will be two sessions for the visit for your class on 31 May.

Based on your preference, you will be allocated session ____. The reporting time is as follows:

Reporting time: ____________

Thank you.

Class Assignment(After)

Worksheet 12.3

Dear Chan Lip Seng

Visit to Gardens by the Bay

Based on the responses gathered from the online poll, we will be going to Gardens by the Bay. There will be two sessions for the visit for your class on 31 May.

Based on your preference, you will be allocated session 2. The reporting time is as follows:

Reporting time: 1pm

Thank you.

10 minutes:WORKSHEET 12.3: Mail merge (Part A) FILES: ‘details’ and ‘mail_merge_student’

Follow the instructions below.

1. Open the file ‘mail_merge_student’.

2. In the header, enter your name, class and index number.

3. Make your document into a merge document.

4. Select the file ‘details’ as source data.

5. Insert the 3 fields.

6. Save your merged document as ‘mail_merge_name’

7. Merge to a new document and save your merged document as ‘mail_merge_name_all’.

10 minutes:WORKSHEET 12.3: Mail merge (Part B) FILES: ‘details’ and ‘mail_merge_student’

Follow the instructions below.

1) Open the file ’ mail_merge_name’

2) Choose Edit Recipient List

3) Merge to a new document for gender ‘M’ only.

4) Save your merged document as ‘mail_merge_name_conditional’.

5 minutes: Printing to lab printer

1. mail_merge_name

2. mail_merge_name_all

3. mail_merge_name_conditional

Write your name,

Staple and hand up.