Microsoft Office/Edit your Cover Letter into a form letter with mailing labels

Objectives
The Student Will Be Able To (TSWBAT):

* Use the Mail Merge Wizard to create a form letter * Use a letter template to help format the form letter * Create and edit a data source (data tied to an access database) * Insert and edit merge fields * Use an IF statement in a document * Merge and Print form letters * Address and print mailing labels * Use reviewing features to peer edit a document * Merge reviews into a document

Vocabulary

 * Business Form Letter - Letter used by a business to announce sales to customers, confirm a sale, or communicate with employees.
 * Personal Form Letter - Cover letter for a job, invitations to participate in a sweepstakes give away, or a holiday letter.
 * Merging - combining two or more objects together. In this case it is combining a data source with the contents of a main document.
 * Main Document - This is the text that does not change and the place holders for the information that will be pulled from the data source.
 * Data Source - A database that holds records of data that will be placed into the document, such as names, addresses, job titles, ...
 * Mail Merge - To take the main document and a data source and combine them into a set of similar documents.
 * Template - A document that contains text and formatting that is similar for all documents of this type, such as with letters.
 * Placeholder Text - Text that you select and replace to personalize a document. <>, or <>
 * Modified Block Style Letter - The date line, complimentary close, and signature blocks are slightly to the right of center and all the rest is flush with the left margin.
 * Letter Head - Company Name and Logo at the top of your document, or your personal information - It could just be a graphical design.
 * Record - Each row in a data source. Each record contains one set of related data - the information for Mr. Smith
 * Header Record - The first row in a data source, this is the label for each field, or the name of each column.
 * Data Record - Each row below the header is the text that will vary from each copy of the merged document.  Row 2 could be Mr. Smith's information and row 3 could be Mrs. Doe's.
 * Data Field - Each column is a data field and represents a group of similar data - the street address
 * Field Name - Each column of data is identified by a name such as LAST NAME
 * If Field - A field in a document that allows for a condition. If the statement is true use A and if the statement is false use B.
 * Condition - This is the statement that is being tested in an IF Field. If Money Owed > 0,  State money due, Else State Paid In Full.
 * Field Results - The value that will be displayed after Word evaluates the If field instructions
 * Field Codes - The instructions of the IF field

Lesson
People are more likely to open and read a letter that is addressed to them, and their name is spelled correctly. Typing a group of letters that are identical except for a few minor changes can be very time consuming. For this we use a form letter. As students this will be very useful for you to use to send out cover letters to each prospective employer or college.

Use a Template to Format your Letter
For this sample we are going to create a personal form letter thanking people for a gift. This is a Personal letter in block style. Everything is lined up on the left side.
 * Format the page
 * Open Word to a blank document
 * Go to the HOME Tab
 * Click on the Show formatting marks button (the backwards P)
 * Go to the View tab
 * Click on Page width
 * Use a Template
 * Click on the Office Button
 * Click on NEW
 * Click on Letters
 * Double Click on Thank You Letter for Personal Gift

Create a Letter Head

 * Click in font of the place holder for your name
 * Press Enter twice
 * Fill in the place holders for
 * Name
 * Address
 * City, State, and zip code

Create and Format an AutoShape

 * Go to the Insert Tab
 * Go to the Illustrations Group
 * Click on the Shapes Drop Down
 * Click on a banner style you like that goes across, not the first one that goes down.
 * Click in the header area of your document and drag down one inch and over 6 inches
 * Right Click on the banner
 * Click on Format AutoShape
 * Change the fill color
 * Change the line color
 * Change the line wight to 2pt

Add Text to an AutoShape

 * Right Click on the banner
 * Click on Add Text
 * Type in THANK YOU
 * Go to the HOME Tab
 * Center the Text
 * Use the Grow Text button to find a "good" Size
 * Change the font

Edit the Date field

 * Click on the Data Field
 * Click on the HOME tab
 * Go to the Paragraph Group
 * Click on the Dialog Box Launcher
 * Change the spacing before to 6pt

Create a Data Source

 * Click on the MAILINGS tab
 * Click on Start Mail Merge drop down
 * Click on Step by Step Mail Merge Wizard
 * Step 1
 * Make sure the Letters radio button is selected at the top of the task pane
 * Click on Next: Starting Document at the bottom of the task pane
 * Step 2
 * Make sure Use The Current Document radio button is selected
 * Click on Next: Select Recipients at the bottom of the task pane
 * Step 3
 * Click on the Type a New List radio button at the top of the task pane
 * click on CREATE in the middle of the task pane
 * click on Customize Columns at the bottom of the New Address List Window
 * click on Title and click on Rename
 * Change to NickName
 * Click on Company Name and click on Delete
 * Click on Country or Region and Click on Rename
 * Change the name to Family or Friend
 * click on Home Phone and Click on Delete
 * Click on Work Phone and click on Delete
 * Click on ADD
 * Type in Present
 * Click on OK
 * Type in  five  friends and family members - make some of each
 * Click on OK
 * Specify where to save the list- put it in your HOME storage spot
 * Leave all recipients chosen and click on OK
 * Click on NEXT: Write Your Letter at the bottom of the task pane

Compose the Main Document

 * Step 4

Edit Data Line

 * Click in the date line
 * Right Click the Date
 * Click on Edit Field
 * Choose the format you would like the date to display with
 * Click OK

Edit the Recipient Address

 * Select the Recipient Name down to the City, State and Zip
 * Delete them
 * Go to the Task Pane
 * Click Address Block
 * Go to the bottom of the document and place your name there as well.

Edit the Greeting Line

 * Change the DEAR to Hi, make sure you have a space after it.
 * Select the Recipient Name and delete it
 * Go to the Mailings Tab
 * Go to the Write&Insert fields Group
 * Click on Insert Merge Field drop down
 * Choose Nick Name

Preview the Letter

 * Go to the Mailings Tab
 * Go to the Preview Results Group
 * Click on Preview Results button and view the document
 * You can scroll through the documents with the arrows in the Preview Results group
 * When you are done click the Preview Results button again

Type the Body of the Letter

 * Read the document
 * Edit the second sentence to fit your personality

Insert a Merge Field into the Main Document

 * Find the word Flowers in the body of the letter
 * Delete it
 * Click on Insert Merge Field drop Down
 * Click on Present

Insert an IF condition into a form

 * Go to the closing of the letter
 * Select the word Warmly
 * Delete the word Warmly
 * Go to the Mailings Tab
 * Go to the Write&Insert Fields Group
 * click on Rules drop Down
 * Click on If..Then..Else
 * Fill in the form
 * Field Name - NickName
 * Comparison - Equal to
 * Compare To - Family
 * Insert this Text - It is nice to have you in our family
 * Otherwise insert this text - Warmly
 * Click on OK
 * Preview the final document and scroll through watching the changes

Display Field Codes or Field Results

 * Click on the closing
 * Right Click
 * Click on Toggle Field Codes
 * Do this again to turn them back off and see the actual text

Print Field Codes

 * Click the Office Button
 * Click PRINT
 * Click Options
 * Go to the Advanced group on the left
 * Scroll down Show Document Content section
 * Click the check box for Show Field codes Instead of the Values

Merge and Print

 * Step 5
 * Click NEXT: Preview your letters in the task pane
 * From this pane you can limit what recipients you want to print a letter for by clicking on the Exclude this Recipient button in the middle of the task pane.
 * Step 6
 * Click NEXT: Complete the Merge

Merge the Form Letter to Print

 * Click PRINT from the middle of the task pane

Merge the Form Letter to E-Mail

 * Go to the MAILINGS tab
 * Go to the Finish group
 * Click on the Finish&Merge drop down
 * Click on Sent Email Message
 * Fill in the form - NOTE this only works if you have Microsoft OUTLOOK set up.
 * To: leave this email_address
 * Subject Line - fill in what you want the subject of your email to be
 * mail Format - choose if you want this as part of the email, or as an attachment
 * Choose what records to sent
 * click OK

Print Mailing Labels

 * Start a new blank document
 * Go to Mailings Tab.
 * Go to Start Mail Merge Group
 * Click on Start Mail Merge Drop Down
 * Click on Step By Step Mail Merge Wizard
 * Step 1 - Select Document Type
 * Click on Labels
 * Click Next: Starting document
 * Step 2 - Select Starting Document
 * click on Label Options
 * Find the type of label you are using from your box of labels - Standard is Avery 5160
 * click OK
 * Click NEXT: Select Recipients
 * Step 3 -Select Recipients
 * click Use an Existing List radio button at the top of the task pane
 * click Browse in the middle of the task pane
 * Find the list of recipients you created for the thank you letter
 * Click NEXT: Arrange your labels
 * Step 4 - Arrange your labels
 * Click on Address Block at the top of the task pane
 * Click on OK
 * Click on Update all Labels in the middle of the task pane
 * click on NEXT: Preview your labels at the bottom of the task pane
 * Step 5 - Preview your labels
 * Click on NEXT: Complete the merge
 * Step 6 - Complete the merge
 * Print the mailing labels
 * Peel the mailing labels off and put them on envelopes

Print Envelopes

 * Open a new blank document
 * Start a mail merge wizard
 * Choose Envelopes
 * Follow through the wizard
 * When you go to print carefully place your envelopes in the printer

Create return mailing labels

 * Open a new blank document
 * Go to the Mailings tab
 * Go to the Create group
 * Click on the Labels button
 * Fill in the Envelopes and Labels dialog box
 * Fill in your name and address in the Address block at the top of the window
 * Make sure the Full page of the same label button is checked
 * Place your mailing labels in the printer
 * Click Print - you never get to see them they just go straight to the printer
 * If you want to see them click new document instead of print

Peer Reviewing a Document

 * Save the document in a way that another student can open it, or E-mail it to them.
 * Open the document and read it
 * Review the Document
 * Go to the Review Tab
 * When you make a change it should place the change off to the side
 * If you want to make a comment, click the New Comment button in the Comments Group
 * When you are done with your edits save the document and get it back to the author
 * Go over the edits
 * Open the edited document
 * Read the edits
 * Right click on the edit and either accept or reject the edits

Project

 * 1) Use the internet to find a Cover Letter for a college application, or a group of jobs that fit your interest areas from our job surveys
 * 2) Find recipients
 * 3) *Use Monster.com to find openings in your career area and yellowpages.com to find their addresses
 * 4) *Use the Internet to find address to universities that interest you
 * 5) Use the Mail Merge Wizard to create a form cover letter
 * 6) Requirements:
 * 7) *Five letters in proper letter format - use a template
 * 8) **Letter head
 * 9) **Date Line
 * 10) **Return Address Block
 * 11) **Recipient Address Block
 * 12) **Greeting Line
 * 13) **Body of Letter
 * 14) **Closing
 * 15) **Signature Area
 * 16) *Letters tied to a data source
 * 17) *Complete addresses for each recipient
 * 18) *One merge field within the body of the letter
 * 19) **In the one to a university you might want it to by your major
 * 20) **In the one for a career it would be the position you are applying for
 * 21) Formatted letter head area - be creative
 * 22) Peer review someone else's document and have someone else peer review yours with the use of the reviewing tab.