1. ETT 429 Spring 2007 Microsoft Word III

2. Reviewing Function of reviewing Function of reviewing Inserting comments Inserting comments Student application – file sharing Student application – file sharing Teacher application – online grading Teacher application – online grading

3. Mail Merge Definition – the combining of a Word document and materials in a database to create personalized mass mailings Definition – the combining of a Word document and materials in a database to create personalized mass mailings Six Steps in Process Six Steps in Process

4. Step 1 Setting Up Setting Up Opening up Mail Merge task pane Opening up Mail Merge task pane Under Tools  Letters and Mailings  Mail Merge Under Tools  Letters and Mailings  Mail Merge It is recommended by not required to open the Mail Merge toolbar It is recommended by not required to open the Mail Merge toolbar Select what type of document to work with Select what type of document to work with

5. Step 2 Choosing your starting document Choosing your starting document Current document Current document Template Template Existing document Existing document

6. Step 3 Selecting Recipients Selecting Recipients Use an existing list – best if in Microsoft Access (.mdb file) Use an existing list – best if in Microsoft Access (.mdb file) Select from Outlook – Contact list in Microsoft Outlook (address book) Select from Outlook – Contact list in Microsoft Outlook (address book) Type a new list – use if new or special list of recipients Type a new list – use if new or special list of recipients

7. Step 3a – Creating a New List If in step 3 you choose Type a New List, a Create option appears. If in step 3 you choose Type a New List, a Create option appears. Select Create and begin entering data for recipient list Select Create and begin entering data for recipient list Select New entry Select New entry for every new recipient you enter Enter in only fields you Enter in only fields you you want to use When you are When you are finished, select close

8. Step 3b – Saving the Recipient List After entering recipients into the data fields and selecting close, a save window will appear After entering recipients into the data fields and selecting close, a save window will appear Name the file and save in an appropriate location Name the file and save in an appropriate location This file will be saved in Access format (.mdb) This file will be saved in Access format (.mdb) If you need to edit your list, select the edit option If you need to edit your list, select the edit option If you are satisfied with your list, go to step 4: Write your letter If you are satisfied with your list, go to step 4: Write your letter

9. Step 4 – Write your Letter In this step, select the information that you want Mail Merge to insert in the letter In this step, select the information that you want Mail Merge to insert in the letter Address Block – will enter all standard address material Address Block – will enter all standard address material Greeting Line – Various options for formal/informal greetings Greeting Line – Various options for formal/informal greetings More items – Allow you to enter any data fields you created into the letter More items – Allow you to enter any data fields you created into the letter

10. Step 5 – Preview the Letter Allows you to go through each letter and make sure formatting is correct Allows you to go through each letter and make sure formatting is correct DO THIS for EVERY letter! DO THIS for EVERY letter! You may also edit the recipient list from this page if you need to You may also edit the recipient list from this page if you need to

11. Step 6 – Complete the Merge Print – Prints letters to all recipients selected Print – Prints letters to all recipients selected Edit individual letters – exports all letters into one new document to allow for editing Edit individual letters – exports all letters into one new document to allow for editing

12. Envelope Mail Merge Same Process with different shape Same Process with different shape Type sender address in upper left corner Type sender address in upper left corner Insert Address block in recipient area Insert Address block in recipient area

13. Word Project Download Word Project and begin work on it. Download Word Project and begin work on it.