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Hw8/Excel - Exercise 8 Mail Merge-2.doc

INFS 3250

In Class Project – Exercise 8

Mail Merge

Name: ____________________________ Points: ______ / 15

Due: See Blackboard Date (1.5 pts deduction for each class period late)

This assignment asks you to demonstrate your ability to create and work with a Word mail merge.

1. (3 pts.) Create a word document and write a generic letter that you could send to a list of friends and family updating them on how your semester is going, your plans for a semester in which you will study abroad and a request for money to support you in this worthwhile effort. Be creative – have fun with this!

2. (3 pts.) Create a new Excel Workbook and enter a list of friends and family names and addresses that you will send your letter to. Be sure to use column headings and enter at least 10 people into your data lists. Possible column headings include: first name, last name, relationship, address, city, state, zip, amount of money that you are asking for, whether you are asking for a loan or a gift, and some shared memory that you want to use to remind them of how much they love you.

3. (3 pts.) Turn your created Word document into a mail merge document by connecting the Word doc to the Excel file and inserting the fields from your Excel worksheet.

4. (3 pts.) Merge your Word document to your Excel data to a new document.

5. (1 pts.) Print one letter from your merged documents.

6. (1 pts.) Print the Mail Merge document – without a preview – so that your merge fields are visible.

7. (1 pts.) Print your Excel data.

Save your Excel file, your merge file and your merged letters and upload the (3) files to the Blackboard site. Attach your printed reports to this document. Write your name on the top of this form and turn it in as a vehicle to communicate your graded project.

Formatting Numeric Data:

Numeric Data loses any formatting when merged from an Excel or Access data source. You can force the formatting by entering a format mask on a merged field.

After setting up your merge fields – select the numeric field that you want to format, press and hold the ALT key and press the F9 key at the same time. This displays the actual code that Word uses to insert the data. It will look something like:

{MERGEFIELD GPA} (Where GPA is the name of a column of Excel Data to insert.)

If you wanted to force the GPA data to display with a single decimal of precision – you would change it to look like: {MERGEFIELD "GPA"\# 0.0# } Press the ALT key and F9 – to return the display to only the field names.