Module Meeting Management Learning Outcomes Build keyboarding skill. Format agendas. Format minutes. Format itineraries. Prepare labels and name badges. Prepare meeting management guides. 17

Lesson Keyboarding & Formatting, Lessons Module 17, Slide 2 ©2008 South-Western Cengage Learning Agendas 103 Heading providing information about the meeting List of the topics to be discussed at the meeting Name of the person or group responsible for leading the discussion of each topic Amount of time allocated for the topic (optional) Components of an agenda:

Lesson Keyboarding & Formatting, Lessons Module 17, Slide 3 ©2008 South-Western Cengage Learning Agenda Format 103 2”2” Remove extra space Left tab 1.0” Left tab 1.5” 6.5” right leader tab

Lesson Keyboarding & Formatting, Lessons Module 17, Slide 4 ©2008 South-Western Cengage Learning Agenda Format (continued) 103 2”2” Remove extra space Left tab.5” Left tab 1” 6.5” right leader tab Remove 1” tab

Lesson Keyboarding & Formatting, Lessons Module 17, Slide 5 ©2008 South-Western Cengage Learning Insert Text From File 104 Position the insertion point where you want to insert the file. On the Insert menu, in the Text group, click Object. Choose Text from File. Text from File Object button

Lesson Keyboarding & Formatting, Lessons Module 17, Slide 6 ©2008 South-Western Cengage Learning Minutes 104 Date, time, and place of the meeting Name of the presiding officer or meeting leader Names (may also include titles) of attendees Meeting objectives Summary of decisions made Summary of action items Handouts and meeting materials Components of minutes:

Lesson Keyboarding & Formatting, Lessons Module 17, Slide 7 ©2008 South-Western Cengage Learning Minutes Format Remove space after Minutes are formatted in basic report style.

Lesson Keyboarding & Formatting, Lessons Module 17, Slide 8 ©2008 South-Western Cengage Learning Itinerary 105 Dates and times of meetings and events Transportation information Airline flight numbers and times Ticket information Passport or visa requirements Rental car or ground transportation Hotel information Name and address Confirmation number Special requests made Components of an itinerary:

Lesson Keyboarding & Formatting, Lessons Module 17, Slide 9 ©2008 South-Western Cengage Learning Itinerary (continued) Restaurant information Name and address Reservation information Meetings or appointments Individual and company names Times Addresses Transportation information Leisure-time activities and information 105

Lesson Keyboarding & Formatting, Lessons Module 17, Slide 10 ©2008 South-Western Cengage Learning Itinerary Format 105 Set left tab and hanging indent at 1.5” Title Style Position heading 1” to 2” depending on document length

Lesson Keyboarding & Formatting, Lessons Module 17, Slide 11 ©2008 South-Western Cengage Learning Create Labels 106 Select and set up the labels using the label main document. Connect the labels to your address list (the data source). Edit the recipient list. Add merge fields (placeholders). Preview and complete the merge.

Lesson Keyboarding & Formatting, Lessons Module 17, Slide 12 ©2008 South-Western Cengage Learning Create Labels (continued) 106 On the Mailings tab, in the Start Mail Merge group, click the Start Mail Merge button. Click Step by Step Mail Merge Wizard and follow the steps. To start the Mail Merge Wizard: Step by Step Mail Merge Wizard Start Mail Merge button

Lesson Keyboarding & Formatting, Lessons Module 17, Slide 13 ©2008 South-Western Cengage Learning Create Labels (continued) 106 Select Labels as the document type. Click Next located at the bottom of the task pane. Select Change document layout and then click Label options. To create labels: Labels Label options Change document layout

Lesson Keyboarding & Formatting, Lessons Module 17, Slide 14 ©2008 South-Western Cengage Learning Create Labels (continued) 106 Select the Printer, select the Label vendor, the Product number, and then click OK. Then click Next: Select recipients at the bottom of the Mail Merge Wizard task pane. Printer Label vendor Product number

Lesson Keyboarding & Formatting, Lessons Module 17, Slide 15 ©2008 South-Western Cengage Learning Create Labels (continued) 106 Select Use an existing list or Type a new list and then Create to display the New Address List dialog box. Click Customize Columns to display the Customize Address List dialog box. Select each field not needed and rename or delete; click OK. Type a new list Create Add, Delete, Rename Customize Columns Select fields to rename or delete

Lesson Keyboarding & Formatting, Lessons Module 17, Slide 16 ©2008 South-Western Cengage Learning Create Labels (continued) 106 Key the variables in the fields, tapping the TAB key to move from one field to the next; then click OK. The Save Address List dialog box displays. Select the drive, key the filename in the File name box, and click Save. Key the variables Save Address List dialog box Key the filename

Lesson Keyboarding & Formatting, Lessons Module 17, Slide 17 ©2008 South-Western Cengage Learning Create Labels (continued) 106 Click OK and then click Next: Arrange your labels in the Mail Merge Wizard task pane. Click Address block; then click Update all labels. Click Next: Preview your labels in the Mail Merge Wizard task pane. Click Next: Complete the merge; then click Print. Print all records. Address block Update all labels All button