CompFP

Computer Fundamentals
and Programming

Hands-on No 5
Mail Merge: Useful tool that allows you to produce multiple letters, labels, envelopes, name tags,
and more using information stored in a list, database, or spreadsheet.

Instruction: Open MS Word and apply the ff. requirements:

a) Use font style Arial with font size of 10.
b) Set the page setup margins to:
a. Top = Bottom = Left = Right = 1” b. Paper size: 8.5” x 11” c. Header = Footer = 0
c) On the Word main menu, click on the Mailings tab. With the Start Mail Merge group, click on
the arrow beside Start Mail Merge then select the last option Step by Step Mail Merge
Wizard. This brings up the task pane and select Letters.
d) Encode the letter as your main source document and then click on the “Next: Starting
document” link at the bottom of the task pane to go to the next step to select your starting document.
e) Select “Use the Current Document” then choose Next: Select recipients at the bottom of
the task pane.
f) In the Select Recipients prompt, select Type a new list, then click on Create.
g) Under the New Address List dialog box, click on Customize columns… button to configure the
data field list to be used in your main source document.
h) Include only field names Title, First name, Last Name, and Address Line 1 (in that
order). Then click Add… button to add new field names Student Type, Student Name,
Scholar Type, Gender Pronoun, and Course as shown below. Click OK button to go back to
New Address List window.

i) Under the New Address List window, click New Entry button to enter the following data:

First Last Student Student Scholar Gender

Title Address Line 1 Course
Name Name Type name Type Pronoun
Your Your
Mr. & Your Foundation Your
Father’s Your address son complete he
Mrs. Lastname scholar course
name name
#55 Bonifacio St., Charmaine BS
Atty. Annie Villanueva daughter Dean's List she
Aurora Hill, Baguio City Villanueva Accty

j) After entering all the data, save the data source in your folder with the file name Scholar list.
k) On the main source document, use the Insert Merge Fields button in the Mail Merge toolbar to
insert various data fields in the main document. Take note that some data fields are formatted in bold,
italic, and underlined.
l) Save the main source document as Hands on #5.doc in z:\.
m) Save the main source document with data fields on it as well as a sample printout of the letter with
the actual data replacing the data fields.
 UNIVERSITY OF THE CORDILLERAS
Recognition Convocation Committee
Baguio City

Insert date today that is

August 30, 2019
right justified.

«Title» «First_Name» «Last_Name»

«Address_Line_1»
Insert Merge Fields here. DO NOT type the text.

Dear «Title» «Last_Name»,

Our warmest congratulations to you. Your «Student_Type» «Student_name» has qualified as a

«Scholar_Type» of the University of the Cordilleras for the First Term of the SY2019-2020.

For this excellent academic performance, «Gender_Pronoun» and the other scholars as well as their
parents/guardians, will be honored in Recognition Convocation to be held on September 9, 2019 (Monday) at 10
o’clock in the morning at the UC Theater.

We hope that you can attend this significant affair and share its meaning with your child and the UC
community.

Thank you very much.

Truly yours,

Press several Maria C. Clara

Tab keys here Committee on Invocation

Noted:

Dr. Andres Rizal

Over-all Coordinator

------------------------------------------------------------ RETURN SLIP -------------------------------------------------------

Student Name: «Student_name» Course: «Course»

Please Check: Insert Merge Fields here. DO NOT type the text.
 We cannot attend the ceremony

 We will attend the ceremony

Write the date today ___________________________________

Parent’s or Guardian’s Name and Signature

* Return this slip on or before September 1, 2019 to the CEA-Office