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Discovering Microsoft Word 2010

Chapter 6: Mailings Tab in Word 2010Last update: 12/31/2016

ESSENTIAL OUTCOMES

6. Analyze technical writing and apply Mailings tab skill sets to Word scenarios by:a) Analyze skills sets provided in the handout (Create Toolbar ribbon, Start Mail Merge

Toolbar ribbon, Write & Insert Fields Toolbar ribbon, Preview Results Toolbar ribbon and Finish Toolbar ribbon).

b) Apply various skill set features to Word scenarios (Mail merges, Preview Results, final mail merge, step-by-step Wizard, and Saving as Type). NOTE: use “Bookmarks” to find additional features.

c) Achieve industry-recognized certification, learn the computing skills companies are seeking, boost workforce resume, differentiate student from other applicants, gain valuable experience and confidence, heighten earning potential, and prepare for a successful future.

d) Apply terms in the chapter with application

Block Style Letters and TemplatesIn this chapter, you will be working with a variety of different designed templates by Microsoft Word. These templates generally DO NOT FOLLOW rules for block style letters. Thus, whenever you have a template, you must make alternations to the template so that it generally follows block style letter rules. Most often, this will involve removing the “before” and “after” spacing that is included in the letter fields used in the templates. To remove the before and after spacing, use the Line & Spacing icon on the Home tab. However, you might also have to move the date and the mailing address as well to their proper locations.

Mail Merges

This chapter has a large focus on mail merges. That is because the MOS certification test has many performance questions involving mail merges. Mail merges are used by businesses when they have to send out bulk mailing (hundreds of the same letter that will be sent to their customers).

Mail merges involve starting a letter mail merge, selecting the recipients (customers who will receive the letter), adding the address block (another name for the mailing address), Greeting Line (another name for the Salutation) and other types of Fields (such as Email, First and Last Name, etc.) In a mail merge, you can also create rules that will allow you to make exceptions, such as skipping a specific customer so that they are not included in a mail merge.

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The Focus

In Chapter 6, the focus will be on learning the skill sets that are provided underneath each of the toolbar sections for the Mailings tab. The focus is on the skills sets that you need to know for certification in Microsoft Word 2010. There are five ribbons listed under the Mailings tab. The ribbons are as follows:

1. Create2. Start Mail Merge3. Write & Insert Fields4. Preview Results5. Finish

Create Toolbar Section

The Create Toolbar ribbon may be used to create and print envelopes and labels. When you click on the Envelop or Label icon, the dialog box to the left will open. There are two tabs at the top of the box: Envelops and Labels. Choose the feature you want to use.

Envelopes Feature: in the Delivery Address (or Mailing Address) box you will place the address of the person who is receiving the letter. In Intro to Computers, we referred to the Delivery Address as the “Mailing Address.”

Return Address Feature: in the Return Address box you will type in the address of the person sending the letter.

Adding Text to the Envelope Feature: The most efficient way to add data into an Envelope template is to first select the Mailing Address on the letter. By doing this, the mailing address (or delivery address) on the letter will automatically be displayed in the Mailing Address section of the envelope, and you will not have to type this information into the section.

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The return address is the address for the writer of the letter, or the person sending the letter. The writer’s name can be found following the complimentary close.Look at the diagram on the previous page. Notice that the mailing address in the letter (red textbox) was selected first. When the Dialog box opens, the mailing address is already inserted. If you do not select the mailing address, you will have to type in all of the information for the mailing address.

The next step is to type in the Return Address which is the address for the person who is writing and sending the letter. In the Return Address section, you will have to type in the information. You will need the first and last name of the writer (located at the end of the document), their street address and their city, state and zip code (located at the top of the document)—see the diagram to the left. DO NOT INCLUDE THE DATE IN THE RETURN ADDRESS. A date has nothing to do with a person’s address and the post office does not need this information.

Envelope Option Feature: this feature has two tabs at the top of the dialog box: Envelope Options & Printing Options. The Envelope Options

(diagram on the right) allows you to change the envelop size as well as the font size. The Printing Options allows you to choose the manner in which the envelope will be printed out (diagram on the left).

Once you have added the mailing and return address, and have chosen your envelope and printing options, you have two choices in regards to what you want to do with the information for the envelope:

1. “Print” the envelope or2. “Add to Document.” If you choose this option,

the envelope will be inserted at the top of the letter. When you click on “Add to Document,” the computer will ask you the following question, “Do you want to save the new return address as the default return address? For this class, click on “No.” If you are working in a business, you may want the business address

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Return AddressReturn AddressReturn AddressReturn AddressReturn AddressReturn AddressReturn AddressReturn AddressReturn AddressReturn AddressReturn AddressReturn Address


saved as the default return address, so you would select, “Yes.” Notice that in the image on the right, the envelope has been placed above the letter.

Mailing or Delivery Address: Notice that in the image above, the mailing address is set up in ALL CAPS with no punctuation. The reason why a delivery address is formatted this way is due to the technological requirements of the post office. Usually on an envelope, a bar scan is inserted by the post office right below the delivery address. The more efficient read of the delivery address by the Post Office’s technology equipment is when the text is placed in all caps with no punctuation. When you are completing the MOS exam, they do not ask you to put

the mailing address in ALL CAPS or delete the punctuation.

Label Dialog Box feature: The Label Dialog Box will allow you to add addresses for your labels. The Label Dialog Box has very similar options that are found on the Envelope Dialog box.

Check out the Options features so that you are familiar with the label options.

Start Mail Merge Toolbar Section

In the diagram above, notice that the toolbar above has only two out of the three icons are displayed.in the Start Mail Merge toolbar section. Why? In order to have the third icon available for use, you must start a mail merge.

First, what is a mail merge? A mail merge allows you to use one letter and send it to multiple recipients at the same time, simply by having the mailing address changed for each customer or client. With a mail merge, you will need a document that contains customer names and addresses. They customers are called “recipients” in the Mail Merge toolbar section. Business often uses either an Excel document or an Access Database to complete a mail merge.

Follow these steps to start a mail merge:

1. Start Mail Merge: To start a mail merge, click on the Start Mail Merge icon drop down menu. This menu will display various

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features that can be used to start a mail merge (see diagram on the right). Select “Letters” to start the mailing process.

2. Select Recipients: Click on the Select Recipients drop down arrow and you will be given three options:

Type New List: used when you have to start a new list of recipients to use in the mail merge.1. Type New List: The New Address List allows you to

create your own list of contacts. To enter data into this box, click on the first line (Title), and then use the tab key to move horizontally across the New Address List dialog box.

2. When you want to add a new entry, click on the New Entry icon in the bottom, left hand corner of the New Address box (see diagram to the left).

3. When you have added in all of the client names, then click on “Ok.” The Address Block should appear in your document as “Address Block.” The actual address will not appear until you are ready to preview the document.

Use Existing List: used when you already have a list created. When the “Select Data Source” box opens, select “browse”.1. Use Existing List: If you are asked to use an existing

list, click on the Use Existing List drop-down. 2. Once the dialog box opens (see image to the left), you

will have to “Browse” for where you have the list saved. Once you find your list, upload and then click on “Ok.” The Address Block should appear in your document as “Address Block”.

3. You have now finished the first steps in starting your mail merge.

In order to finish the mail merge, you have to continue on to the next section, Write and Insert Fields Toolbar Ribbon

Write & Insert Fields Toolbar Ribbon

Once you have selected your list, the remaining icons on the Mailings tab should be blackened (see diagram below). To actually add the address block, greeting and other fields, follow the directions given below.

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1. Address Block: Once you have inserted your recipient’s list, you can now insert and edit your “Address Block”:a. In the document, select the Address block and delete it.b. Go to the Address Block and select the

Address Block icon. The Insert Address Block dialog box will open. (See diagram to the right). The Address Block allows you to set up the style you want for the formatting of your letter. Under the Specify address elements, you can choose the format for the recipient’s name (see red textbox on the left side of the image).

c. Once you have inserted the address block, it will look as follows (see right diagram). Notice that the address does not appear in the document; however, it is there and when you are done formatting your letter, you will have the opportunity to preview the results. NOTE: you need to make sure you are following block style letter rules whether you are using a letter template or starting with a blank document.

2. Greeting Line: the greeting line is the salutation in the block style letter. Once you have

added the address add the appropriate spacing and then insert the Greeting Line. The following Insert Greeting Line dialog box will open which will allow you to alter the greeting line if so requested. Once the Greeting Line is inserted, the document will look like the diagram on the left.

3. Insert Merge Field: The Insert Merge Field allows you to add additional fields into your document (see diagram to the right). You can add into the document the Customer Identification Number, First and Last names, addresses, etc. For example, you might want to add the Customer Identification number into the header. Usuaully these identification numbers are given in software that houses the address, such as Microsoft Access, which is a database meant to store information as such.

4. Rules: Sometimes you might not want a particular customer to receive the letter that is going out to your customers. Thus, you can create a rule that will exempt the letter from being created and sent out in your mailing. You can create a variety of exceptions. The diagram on the right shows the variety of exceptions you can

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create when designing your mail merge. In MOS, you will have to know how to not include a customer in a mail merge. The “Skip Record If…” will allow you to exclude a customer by Customer ID, name, company, etc. To exclude or skip a customer, follow these directions:

a. In your document, place your cursor at the end of the address block.

b. Then select the Rules icon and scroll down and select, “Skip Record If…” The “Insert Word Field Skip Recod If” dialog box will open (see image on right). There are three options:

i. Field name: Select the drop down arrow and choose the option that you need. In this case we want to exclude by the customer identification number, so we would select CustomerID.

ii. Comparison: When skipping a record, you will want to select from the drop down mean, “Equal to”.

iii. Compare to: Type in the word that matches your sure. In this case, we want to type in the CustomerID number that you want to skip. So we will type in 103. Then select OK. The exclusion will be displayed following the Address Block.

5. Quick Parts: If you want to add additional fields into your document, use Quick Parts. For example, you want to add the writer’s email address following the writer’s name. Place your cursor on the line underneath the writer’s name and then use Quick Parts to insert the company email field. After entering the field, type in the email address.

6. Additional Formatting: when you want to add additional formatting into the original mail merge, you will have to do it at this point in order for it to appear on all of your letters in your mail merge. For example, you want to add an image and a watermark into the letter, you will have to do it NOW. Otherwise, the additional formatting will NOT carry through to all of the letters in the mail merge (See Preview Results original document given below).

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Preview Results Toolbar Section

BEFORE YOU PREVIEW THE RESULTS OF YOUR LETTER, make sure you review your letter to make sure that the business letter meets the criteria for block style letter guidelines. Make sure you check the proper formatting for:

Line spacing above and below paragraphs and other sections;Font family and font sizeMarginsProper placement of all sections of a letter

Preview Results:

Once you have checked over your document and you are ready to go to the next step, which is to select the Preview Results icon. The Preview Results icon allows you replace the merge fields in your document with actual data from your recipient list so you can see what it looks like. To view the original document, see Figure 1 to review the Preview Results document (Figure 2).

1) Preview Results Icon: Select the icon. The fields will automatically change to the actual data that you want in your letter. NOTE: If you see a mistake, you can remove the “Preview Results” by clicking on the “Preview Results icon” again. This will turn the document back to the original document.

2) Reviewing the Recipients in the Letter: once you have select the Preview Results icon, then you can review the letters in your mail merge. To do this, just click on the “Next Record” arrow and you can

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Figure 1: Original Letter Figure 2: Preview ResultsFigure 2: Preview ResultsFigure 2: Preview ResultsFigure 2: Preview ResultsFigure 2: Preview ResultsFigure 2: Preview ResultsFigure 2: Preview ResultsFigure 2: Preview ResultsFigure 2: Preview ResultsFigure 2: Preview ResultsFigure 2: Preview ResultsFigure 2: Preview ResultsFigure 1: Original LetterFigure 1: Original LetterFigure 1: Original LetterFigure 1: Original LetterFigure 1: Original LetterFigure 1: Original LetterFigure 1: Original LetterFigure 1: Original LetterFigure 1: Original LetterFigure 1: Original LetterFigure 1: Original Letter


see all of the letters included in the mail merge. NOTE: the exceptions will STILL be included in your mail merge.

Finish Toolbar Sections

If you letters are formatted correctly, once you preview the results you can actually finish and merge the letters. This is fairly easy to do. However, BEFORE you finish and merge your letters, save your original document. To Finish and Merge, follow these guidelines:

1) Finish & Merge Icon: click on the icon and then select “Edit Individual Documents…” This will open up the Merge to New Document dialog box.

2) Merge to New Document dialog box: this dialog box will open, giving you some options. You can view “All” of the merge records, or you can specific documents. For this class and for the MOS test, you are to select “All.”

3) Click OK.

Final Mail Merge Documents

Once you have click on the “OK” icon for the Merge to New Document, the final mail merge will open. In the final mail merge, if you have excluded records, you will see that the excluded records do not appear in the final mail merge. Note in the mail merge below, there are now only three letters instead of four (since the one customer was excluded from the letter mail merge).

NOTE: You will have to save your mail merge under a different name. The mail merge is NOT the same documents as the original documents used to create the mail merge.

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Step by Step Wizard Mail Merge

To learn about the Wizard Mail Merge feature, please click here on this link to access your online tutorial on Microsoft Wizard Mail Merge feature. You will need to know how to use this feature for your MOS exam.

NOTE: when you go to this website, there are four steps. There are two steps on the first page. To get to the remaining steps on the website, go to the bottom of the website, and click on the forward arrow (see diagram below).

Saving as Type

The Saving as Type options on the “Save As” dialog box, allows you to change the type of your document. For example, you want to save a document as a template. A template is a document type that creates a copy of itself when you open it. Once you have a letter set up, and you are planning on reusing it again, save it as a template! For example, you create a resume, job references and a cover letter for a job opportunity. Sine you will be reusing the all of these documents every time you apply for a position, it is a good idea to save each of them as their very own template. This way, you can go in and alter the documents so that they fit the specific requests of each job in which you apply.

When you save a template, always put an ( ! ) point in front of the template file name. An exclamation point will place the template at the top of all of your other files. The exclamation point allows you to find your template quickly over other documents. Just remember that when you use a template, before you save your changes, give it another file name. You don’t want to override your template.

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http://www.gcflearnfree.org/word2013/31


Next Step in Chapter 6

Chapter 6 Exercises will include new information from the Mailings tab as well as skill sets learned in Chapter 1, 2, 3, 4 and 5. Throughout each chapter, you will be building on and using skill sets that you have learned in previous chapters.

Create a folder on your flash drive called “ISS Word.” Inside that folder create a folder called “Chapter 6”. Inside that folder, create a folder that contains your first and last name. This is the folder that you will give me when you have completed ALL of the exercises in Chapter 6. As you complete each exercise, please make sure you have shown me your work. I will grade each exercise as you complete them. When you have finished, I should be able to give you your final grade. I still want you to give me your final exercises so ask for the flash drive once you have finished and have received your final grade for the exercises.

This handout is your guide for helping you complete your Chapter 6 Exercises. When you are working with new features in the exercises, if you are not sure how to use them, you are to come back to this handout and work your way through the examples. It is your job to figure out how to use each feature. Do not expect me to come over and tell you how to do them step-by-step—I will not do this because that is what this handout is for…it is your guide. If your features do not function properly, or you are having difficulties, I am available. My first step will be to ask you to show me the steps you used for the feature. If you have not even attempted to use the feature, I will tell you to make an attempt, and then call me back. Make sure you have saved this handout in your Chapter 6 folder. You will need it!

When you download your Chapter 6 Word exercises, save them inside the folder that contains your first and last name in the Chapter 6 folder. When you have finished all of your exercises, you are to copy and paste the folder with your name, with your completed student rubric to the class flash drive. CAUTION: do not give another student the class flash drive. If you do, you are at risk for someone stealing your work and claiming it as their own. If this happens, I will not be able to verify who did what, so all involved will receive a “0” for the exercises. If you are caught cheating, regardless if it is one or all exercises, you will receive a “0” for all of the exercises in the Chapter that you cannot redo. For those of you who have friends in the class, be careful…lazy people are not stupid. They know they can make you feel guilty and they will find a way to manipulate you into giving them your work. They will come up with tons of excuses as to why they did not do their work…it all comes down to the fact that they simply choose not to do it. Just remember: they do not care whether you will receive a “0” if you are caught; they only care about themselves. If they cared about you, they would not ask to copy your work because the risk to you would be too great. So, be smarter than them and say, “Do you own work and learn the material so that you can pass the MOS exam!” That way, you are demonstrating “true” friendship because you care about their well-being!

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