G6LP-4Mail Merge using MS Word

Lesson Plan Computer Science Mail Merge using MS Word Class: Period: Mode: Classroom/Lab Teacher: ____________________________________________________________________________________ Learning Support Assistant: ____________________________________________________________ S.M.A.R.T. Learning Objectives By the end of this session, students will be able to: 1. Use the Mail Merge feature in MS Word. 2. Create the main document for the Mail Merge Feature. 3. Create data sources for merging variables. 4. Create a merged document. 5. Create an envelope with addresses for printing. Resources 1. video https://www.youtube.com/watch?v=YV0-g4c34kk (5.10) 2. Use the eContent to show the animated demos of the lesson. Session Conduction Engage: Ask students if they have to send invitation cards to 100 people for a meeting and what will they do. We cannot make copies because every invitee will have a different name and address. And writing names and addresses on all the 100 invitation cards will be a tedious task. So how about we get to use a tool that will let us create fixed preformatted content with information like venue, date, and time and automatically add the name and address of the recipients from an excel file or database when we print or email it. Concept introduction: Mail Merge is a powerful tool for writing a personalized letter, fax, or e-mail to many people at the same time. Mail Merge consists of combining mail and letters and pre-addressed envelopes or mailing labels for mass mailing. This feature is usually employed in a word processing document containing fixed text (which is the same in each output document) and variables like names, addresses, contact no, etc (which act as placeholders replaced by text from the data source). It imports data from another source

such as a spreadsheet or database and then uses that to replace placeholders throughout the message with the relevant information for each individual that is being messaged. Concept Demo/Explanation: When we use Mail Merge in MS Word it has 4 components- main document, data source, merge field, and merged document. Explain what are main steps in mail merge 1) create the main document which will have the common content for all the letters and 2) create a data source in MS Access or MS Excel. Explain The main document contains the main body of the letter, field names, and merges instructions. Next, explain what is a data source or Recipients’ list which stores the information that changes for every document. This information is inserted into the main document one by one. An example of the data source is a name, address, and phone or email-id list of invitees which we want to include in the main document. This data source can be a file of type spreadsheet or database. The merged document contains the main text from the main document and data from a data source. Concept Practice: Open Mail Merge in MS Word from the Mailings tab. Use Step-By-Step Mail Merge Wizard. Select document type, select starting document, select data source, insert a merge field, view merged data, and select merge to the printer. Next, choose the print options. Refer to the steps mentioned in the chapter. Show how to print envelopes with addresses for letters. Use the notes section for additional information about various Mail Merge options. Ask students to complete the Do-It-Yourself activities. Optional Activity: Students can watch the video https://www.youtube.com/watch?v=YV0-g4c34kk (5.10). Practical Application: Complete the lab activity. Home Assignments 1)Revise the topic covered. 2) Practice the interactive exercises in Edusoft Smart App. 3) Solve any additional exercises on the playground.edusoft.co.in. Guided Assignment Students can visit https://support.microsoft.com/en-us/office/video-mail-merge- 507b5468-f771-485d-9ef0-27857168a266 to find out more about the Mail Merge feature. Evaluation After completing the lesson solve the exercises given in the book.