Mail Merge Assignment - Technology in Education | EDU 290 | Assignments History of Education

EDU 290 Mail Merge Assignment

Spring 2007

Objectives

In Unit 1 you will be able to:

1. View the drop down selections in the Main Menu.

2. Select necessary tools under the View Toolbars Menu.

3. Create a graphic in Microsoft Word and place it in the document to be merged.

4. Place words in a table format

5. Create two columns for the second paragraph of the letter to be merged and one

column for all other paragraphs in the letter

6. Create a mail merge document.

Mail Merge Assignment:

Create a data merge letter or main letter for parents. The purpose of the letter is to

announce a schedule of events for spring 2007. Include the following in your letter.

1. Type the main body of a letter. Insert a dateType a greeting. (5 points)

2. Create the first paragraph with a statement of welcome back from the holiday

break. Include a statement of purpose about upcoming events for spring 2007.

Tell parents, there will be a special celebration of a famous person or an event for

January, February and March.

3. In the second paragraph, the first sentence should inform the reader of need to

celebrate your students’ birthdays each month. In the same paragraph, create a

list at least nine (9) students whose birthdays occur in February. Type their

first and last names. Format the list into three columns. See Shinn, page 112. I

suggest you type paragraph one, paragraph two and the list of names, the

beginning of paragraph three, and return to paragraph two to put the nine (9)

names into a 3-column format. Highlight the nine names. Under Format, select

the Column tool. Select three columns. The nine names should appear in three

columns. (-5 points no three-column format)

4. In the third paragraph, return to a one-column format and inform the reader about

upcoming celebrations for January, February and March. Here is a suggestion

about how to state the beginning of paragraph three: “Mark your calendar for

upcoming events. Below is a table with events for spring 2007. I hope you are

able to attend.” In this paragraph, create a Microsoft Word table with the name,

date and place of these events: Martin Luther King, Jr’s birthday (January).

President’s Day February), Reading Month and Women’s History Month (March).

Each column in the table should begin with a title or label, such as name of the

event, date and time, and location. Align the table in the center of the letter. (5

points)

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EDU 290 Mail Merge Assignment Spring 2007 Objectives In Unit 1 you will be able to:

View the drop down selections in the Main Menu.
Select necessary tools under the View Toolbars Menu.
Create a graphic in Microsoft Word and place it in the document to be merged.
Place words in a table format
Create two columns for the second paragraph of the letter to be merged and one column for all other paragraphs in the letter
Create a mail merge document. Mail Merge Assignment: Create a data merge letter or main letter for parents. The purpose of the letter is to announce a schedule of events for spring 2007. Include the following in your letter.
Type the main body of a letter. Insert a dateType a greeting. (5 points)
Create the first paragraph with a statement of welcome back from the holiday break. Include a statement of purpose about upcoming events for spring 2007. Tell parents, there will be a special celebration of a famous person or an event for January, February and March.
In the second paragraph, the first sentence should inform the reader of need to celebrate your students’ birthdays each month. In the same paragraph, create a list at least nine (9) students whose birthdays occur in February. Type their first and last names. Format the list into three columns. See Shinn, page 112. I suggest you type paragraph one, paragraph two and the list of names, the beginning of paragraph three, and return to paragraph two to put the nine (9) names into a 3-column format. Highlight the nine names. Under Format, select the Column tool. Select three columns. The nine names should appear in three columns. (-5 points no three-column format)
In the third paragraph, return to a one-column format and inform the reader about upcoming celebrations for January, February and March. Here is a suggestion about how to state the beginning of paragraph three: “Mark your calendar for upcoming events. Below is a table with events for spring 2007. I hope you are able to attend.” In this paragraph, create a Microsoft Word table with the name, date and place of these events: Martin Luther King, Jr’s birthday (January). President’s Day February), Reading Month and Women’s History Month (March). Each column in the table should begin with a title or label, such as name of the event, date and time, and location. Align the table in the center of the letter. ( points)

In the fourth paragraph, create a few sentences to close the letter.
Type your first and last name under the complimentaryclosing.
Create a house graphic , using the drawing tools in your word processor. Include a roof, a chimney, two windows, and a door. (Do not include a background design for any parts of the house.) a. Color the base of the house red. b. Color the roof green. c. Color the chimney red. d. Color the door yellow. e. Group the various parts of the house. See Shinn, Chapter 3, Activity 2, pages 98 through 101, for grouping instructions. Position the graphic in the letter. (10 points) f. Resize the graphic so it is no larger than 1” in height and l” in width. To resize the graphic you created and grouped, do the following: i. Double click on the grouped graphic. ii. Select size. iii. Check the box, “Lock aspect ratio”. When you click in the box next to “Lock aspect ratio”, the height and width will reduce together at once. iv. Under “size and rotation”, click the down arrow next to height to reduce the height and width. (5 points).
Create a data source table of seven (7) parents that include these fields: title, first name, last name, address 1, city, state, zip code and telephone number. (one field missing, -5 pts.)
Insert the data source, (merge fields or address list), into to the letter by placing your cursor between the date and the greeting. Drag each merge field into the letter.
Merge the data source to your main letter to parents, having three columns, a table and a grouped graphic. Your document will consist of seven (7) letters. The document should scroll so you view four letters with different addresses. Each letter should have title, first name, last name, address 1, city, state, and zip code and telephone number of each person listed in your data source. (10 points) Before attempting to create the main body of the letter formatted with three columns, a table and a grouped graphic, read about mail merge in Shinn (2003) pages 249-258 and Newby (2004) page 89. Also see an example of my merged letters document at: http://www.ehhs.cmich.edu/~dnewby/newbymailmerge.pdf Make sure you use your own ideas to create the body of your letter. Steps to Follow:

Newby’s Tutorial: http://www.ehhs.cmich.edu/~dnewby/mailmerge.html There are additional tutorials on this page. Scroll down the page and click on the links to the tutorials. How to Use Mail Merge: http://word.mvps.org/FAQs/MailMerge/CreateAMailMerge.htm Saving Your Mail Merge Documents Your first and last name should appear on each of your mail merge documents. You can show this information in the closing of the merged letters, at the top of the page of the data source document and in the closing of the main letter document. Here is an example of how to save the mail merge data source file. yourlastnamedatasource.doc newbydatasource.doc Realize this is just an example. I will look for your last name at the beginning of the saved file name. Be sure to use your last name and not my last name. Now save the mail merge documents as: lastnamedatasource.doc lastnamemainletter.doc lastnamemergedletters.doc My example newbydatasource.doc newbymainletter.doc newbymergedletters.doc Submitting Your Assignment Submit the assignment to your instructor by clicking on the Assignments button in Blackboard. Follow the instructions once at the Assignment’s portal. When submitting your assignments, you should have three file attachments:

the Main Document,
the Data Source, and
The Merged document with at least seven completed merged letters. The document should scroll. References: Newby, T. J. (2004). Teaching and learning with Microsoft Office and Front Page. Upper Saddle River, New Jersey: Pearson Merrill Prentice Hall. Shinn, C. E. (2003). Microsoft Office XP/2001/v.X for teachers: A tutorial. Upper Saddle River, New Jersey: Pearson Merrill Prentice Hall.

Mail Merge Assignment - Technology in Education | EDU 290, Assignments of History of Education

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