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ALCOY NATIONAL HIGH SCHOOL ICT LAC SESSION

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Approx. training time: 60 mins.

To enable users to develop personalized


letters, greeting cards and other
communication with names and
addresses stored in a database. It is
very easy to proofread a single letter
which is then used as the template for
many others. In addition, when the
template has been created, it can be
saved and used again in the future.

ALCOY NATIONAL HIGH SCHOOL ICT LAC SESSION


ICT Activity Card

Approx. training time: 60 mins.

The mail merging process generally


requires the following steps:
Creating a Main Document/Template.
Creating a Data Source.
Defining the Merge Fields in the main
document.
Merging the Data with the main document.
Saving/Exporting.

ALCOY NATIONAL HIGH SCHOOL ICT LAC SESSION


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ALCOY NATIONAL HIGH SCHOOL ICT LAC SESSION


ICT Activity Card
To start with the Mail Merge Feature of Microsoft Word, you need
to create two documents. The first is a document with table and information
as data source. The second is the main document that can be a letter,
certificate or the likes.
In this activity we will create a sample letter for the parents.

WE WILL START CREATING THE FIRST DOCUMENT

Open a blank Microsoft Word 2010, 2013 or 2016

ALCOY NATIONAL HIGH SCHOOL ICT LAC SESSION


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On the Insert
Tab, click
Table and
then click
Insert Table

ALCOY NATIONAL HIGH SCHOOL ICT LAC SESSION


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Specify the Number of


columns and the
Number of rows.
In this activity, we are
going to create a table
having 5 columns and
10 rows.

Click OK to
apply.

ALCOY NATIONAL HIGH SCHOOL ICT LAC SESSION


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This table is now


successfully created
having 5 columns and
10 rows.

COLUMNS

R
O
W
S

CELL

The intersection
between column and
row is what we called
CELL.
Click the cell and start filling up the fields with
information needed. Complete also the
columns below of each fields before saving the
document as your data source.
You can use the TAB OR ARROW KEYS to
navigate from cell to cell in the table.

ALCOY NATIONAL HIGH SCHOOL ICT LAC SESSION


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Complete the table


by supplying all the
needed information
for the FIELD AND
RECORD.
Note: A field is one
category of information
(like NAME, or ADDRESS).
A record comprises all the
data about one person or
thing. The field is the
heading of a table, while
records are all of the data
underneath.

ALCOY NATIONAL HIGH SCHOOL ICT LAC SESSION


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FIELD

RECORD

ALCOY NATIONAL HIGH SCHOOL ICT LAC SESSION


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Save the
document
by clicking
Save button
or Clicking
File Tab and
Clicking Save
Menu.
Name it data
source.

Click the Save button

IT WOULD BE ADVISABLE TO SAVE


THE DATA SOURCE AND THE MAIN
DOCUMENT IN THE SAME FOLDER.

ALCOY NATIONAL HIGH SCHOOL ICT LAC SESSION


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THIS TIME WE WILL START CREATING THE SECOND DOCUMENT


WHICH IS THE MAIN DOCUMENT
Open New MS Word
document and create
a letter similar to this.

Provide a space
for you to insert
the needed
fields.

ALCOY NATIONAL HIGH SCHOOL ICT LAC SESSION


ICT Activity Card

THIS TIME WE WILL START MERGING THE DOCUMENTS


On the Ribbon, click
MAILINGS TAB

Click Select
Recipients
Then click Use
Existing List

ALCOY NATIONAL HIGH SCHOOL ICT LAC SESSION


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In the Select Data


Dialogue box, locate the
destination where you
save the data source.

In this Activity,
I save my data
source in
Drive D,
LETTER FOR
PARENTS
folder
Double-click the folder or Click Open
after clicking it.

ALCOY NATIONAL HIGH SCHOOL ICT LAC SESSION


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Doubleclick data
source or
click it and
click open

ALCOY NATIONAL HIGH SCHOOL ICT LAC SESSION


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This time, you have


successfully
merged the data
source to the main
document.
Next thing we are
going to do is to
insert the fields to
the specific parts of
the letter.

ALCOY NATIONAL HIGH SCHOOL ICT LAC SESSION


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Click the Insert


Merge Field
button. Then you
can see the
different fields.
Insert all those
fields by
positioning first
your cursor before
clicking it one by
one.

ALCOY NATIONAL HIGH SCHOOL ICT LAC SESSION


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This time,
we have
successfully
inserted all
the fields in
the main
document.

ALCOY NATIONAL HIGH SCHOOL ICT LAC SESSION


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Click Preview
Results to see the
first Record.

ALCOY NATIONAL HIGH SCHOOL ICT LAC SESSION


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Click the Next


button to view the
next record or
Previous button to
view the previous
record.
Click the Finish and
Merge button and
click Print Documents
menu.

ALCOY NATIONAL HIGH SCHOOL ICT LAC SESSION


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In this stage, you


are about to
print your main
document. You
have the options
to print all,
current record
or specific
record/s.
Click OK to apply
your option.

ALCOY NATIONAL HIGH SCHOOL ICT LAC SESSION


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Do not forget to save also the main


document. It is advisable to save it in the
same folder with the data source.
If you wish to add more records, just edit
the data source and it will automatically
inserted to your main document since
those documents are already merged.

ALCOY NATIONAL HIGH SCHOOL ICT LAC SESSION


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RUFINO M. MEDICO
ICT Coordinator
Alcoy NHS
Alcoy, Cebu