Discovering Microsoft Word 2016 Web view30/05/2017 · Discovering Microsoft Word 2016. Info Software 1Page 2. ... The focus is on the skills sets that you need to know for certification

Discovering Microsoft Word 2016

Chapter 7: Mailings Tab in Word 2016Last update: 5/30/2017

ESSENTIAL OUTCOMES

6. Analyze technical writing and apply Mailings tab skill sets to Word scenarios by:a) Analyze skills sets provided in the handout (Create Toolbar ribbon, Start Mail Merge

Toolbar ribbon, Write & Insert Fields Toolbar ribbon, Preview Results Toolbar ribbon and Finish Toolbar ribbon).

b) Apply various skill set features to Word scenarios Use the Bookmark option to find specific skill sets in the document.

c) Achieve industry-recognized certification, learn the computing skills companies are seeking, boost workforce resume, differentiate student from other applicants, gain valuable experience and confidence, heighten earning potential, and prepare for a successful future.

d) Apply terms in the chapter with application

Block Style Letters and TemplatesIn this chapter, you will be working with a variety of different designed templates by Microsoft Word. These templates generally DO NOT FOLLOW rules for block style letters. Thus, whenever you have a template, you must make alternations to the template so that it generally follows block style letter rules. Most often, this will involve removing the “before” and “after” spacing that is included in the letter fields used in the templates.

Formatting a letter template:

1. Select the entire document (Ctrl + A).2. Remove the Before & After Line Spacing.3. Place the document on single spacing (SS).4. Check the return address. If the return address is on the right side of the template, that is

okay. Leave it there.5. However, you need to make sure the date is above the mailing address (should be three

lines spaces between them).

Mail Merges

This chapter has a large focus on mail merges. That is because the MOS certification test has many performance questions involving mail merges. Mail merges are used by businesses when they send out bulk mailing (hundreds of the same letter that will be sent to their customers—each letter must be addressed to the specific client). When a business needs to send the same

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letter out to all its customers, the business needs to do so cheaply—this cheap method of mailing a large number of letters is referred to as bulk mailing.

This is the way mail merges work step-by-step.

1. The business needs a database that contains all of its’ customer’s names and addresses. Most business use Access as its database. Some will use Excel.

2. This database needs to be saved on the computer in a file. Without the database, a business cannot perform a mail merge.

3. The business needs to add a date and a mailing address on each letter for each of its customers.

4. The business needs a fast way to print out these letters.5. The letters to each business must be mail, usually as bulk mailing. Bulk mailing allows

business to mail large number of letters all having the same weight, cheaply.

Mail merges involve starting a letter mail merge, selecting the recipients (customers who will receive the letter), adding the address block (another name for the mailing address), Greeting Line (another name for the Salutation) and other types of Fields (such as Email, First and Last Name, etc.). In a mail merge, you can also create rules that will allow you to make exceptions, such as skipping a specific customer so that they are excluded in a mail merge.

The Focus

In Chapter 7, the focus will be on learning the skill sets that are provided underneath each of the toolbar sections for the Mailings tab. The focus is on the skills sets that you need to know for certification in Microsoft Word 2016. There are five ribbons listed under the Mailings tab. The ribbons are as follows:

1. Create2. Start Mail Merge3. Write & Insert Fields4. Preview Results5. Finish



Create Toolbar Section

The Create Toolbar ribbon may be used to create and print envelopes and labels. When you click on the Envelop or Label icon, the dialog box to the left will open. There are two tabs at the top of the box: Envelopes and Labels. Choose the feature you want to use. In this case, we want to work with envelopes.

Envelopes Feature

The delivery address is the mailing address. The mailing address tells you to whom the letter is being sent. The return address is the address of the person who is sending the letter. On the envelope, you do not need to include the name of the person in the return address. However, the mailing address needs to include all lines that are included in the mailing address section on the letter.

The mailing address includes the following:

Attention Line (if being sent to a specific person)Company NameCompany AddressCompany City, State & Zip Code

Adding Text to the Envelope Feature

To create an envelope, you will need to utilize the mailing and return addresses on the letter. The most efficient way to add data into an Envelope template is as follows:

1. Place your cursor on the first line of the document (letter).2. Select the entire Mailing Address on the letter. By doing this, the mailing address (or

delivery address) on the letter will automatically be displayed in the Mailing Address section of the envelope, and you will not have to type this information into the section.

3. Open up the Envelops and Labels dialog box and select the “Envelop” tab option.4. When the box opens, youi should see that the mailing address appears in the Deliever

Address section (see image on the right).5. Click on the Option icon on the bottom,

left hand side of the Envelops and Labels Dialogue box.



6. When the Option dialog box opens, you want to select the “Delivery address FONT” icon (see image on the right).

7. When the Font Delivery address box opens, you want to select the ALL CAPS options so that the mailing/delivery address is placed in all caps.

8. Click “Ok”.9. Then, remove the punctuation in the mailing/delivery

address such as commas, period, etc. NOTE: the reason why you remove the commas and periods and place the mailing address in all CAPS is related to how the computer at the US Postal Service reads addresses.

10. The next step is insert the return address in the return address section of the envelope. You will find the return address on the first two lines at the top of the letter. You will have to type in the address. This address IS NOT placed in all CAPS. The computers at the US Postal Service does not run return addresses through the computers. The only addressed read by the computers are the mailing addresses. DO NOT INLCUDE THE DATE. The Date is not part of the return address. Placing the writer’s name in the return address is optional.

11. After typing in the address, click on “Add to Document”. The envelope should be inserted at the top of the letter.

Printing Options

Once you have added the mailing and return address, you need to check the Printing Options tab for the envelope. By clicking on



the “Printing Options” tab, you can choose how you want to feed the envelope into the document.

You have two options. You can feed the envelope into the printer either “Face Up” or “Face Down”. You can also select the way you will place the envelope into the printer try.

Start Mail Merge Toolbar Section

Activating the Start Mail Merge & Write & Insert Fields Toolbars

If you review the Start Mail Merge toolbar section and the Write & Insert Fields toolbar given above, you will see that the only two icons that are activated are the Start Mail Merge and the Select Recipients icons. To activate the remaining icons under both toolbars you will need to do the following:

1. Click on the Mail Merge drop-down arrow and select the “Letters” option.

2. Then select the drop-down arrow for the “Select Recipients” icon. You have two options. Choose the appropriate option.:

a. Type a New Listb. Use an Existing List

3. Now the remaining toolbars should be activated (see image below).

Preformatted Mail Merge Letters

Microsoft Office Word 2016 has created preformatted mail merge letter templates that can be used for mail merges. The only problem with the preformatted letters is that they do not always follow block style letter rules.

The first step in using a preformatted template is the actual creation of the template.



1. Go to File and then select the “New” feature. This will open options available for creating a preformatted template for a mail merge.

2. If you know the name of a specific template, type in the name in the Search box.3. If you do NOT know the name of the template, then type in “Mail merge letters”. Word

should pull up a variety of templates.4. Double click on the template you want and a whole new document will open that

contains the template.5. Save the template in the appropriate location based on the directions.6. Then, select the Entire document (Ctrl + A), change the before and after line spacing to

“0”, and then place the entire letter on single spacing (1).7. Check the document regarding block style

letter rules. Ask these questions:a. Does the date follow the return

address?b. Is the complimentary close lined up

against the left margin?c. Is there a blank line space between

paragraphs?8. If you answer “no” to any of the questions

given in Step 7, make the appropriate corrections. In the example template to the right, the return address is in against the left wall of the document, and the paragraph spacing is fine. Though you do not see it, but the complimentary close is also set against the left margin as well. However, the date is out of place. So, I will have to move the date so that it follows the return address.

9. In the example template to the right, you will see that the date has been moved so that it is after the return address and the blank spacing has been removed above the return address. Also, I have added three blank lines between the date and the address block so that it follows Block Style Letter rules.

10. NOTE: at this time, I have not started a mail merge so there is no actual return address nor is their an address block inserted.

Completing the Fields in a Template

Now that you have created your mail merge template, you will need to fill in the empty fields in the template.



1. In this template, we will start with the top field. The top field requires us to type in the company name. In this case, we will use the Microsoft Office Corporation company name.

2. When you type in the company name in the top field, notice that it is also displayed in the return address field in the letter template.

3. The next field is the Company’s address. After I add the address into the field and click outside the field, the address is also placed in the address field in the return address of the template.

4. In the “Owner” section of the template, type in the name of the writer of the letter. In this example, the writer of the letter is Ms. Joanna Garcia. The name will also appear at the end of the letter in the writer’s name section of the letter template.

5. The next step is to add the date.6. After adding the date, the template looks as follows.

Completing a Template Mail Merge

7. Click on the Start Mail Merge icon drop down menu. Select “Letters” to start the mailing process.a) If you need to add a new list, select the

Type New List option. 1) The New Address List lets you

create your own list of contacts. To enter data into this box, click on the first line (Title), and then use the tab key to move horizontally across the New Address List dialog box.

2) When you want to add a new entry, click on the New Entry icon in the bottom, left hand corner of the New Address box (see diagram to the right).

3) When you have added in the client names, then click on “Ok.” The Address Block should appear in your document as “Address Block.” The actual address will not appear until you are ready to preview the document.

b) If you list has already been created, use the Existing List option. When the “Select Data Source” box opens, select “browse”.



1) Click on the Use Existing List drop-down. 2) Once the dialog box opens (see image to the left), you will have to “Browse” for

where you have the list saved. Once you find your list, upload and then click on “Ok.” The Address Block should appear in your document as “Address Block”.

3) In the letter that I have been demonstrating, I used an “Existing List”.7. Now, go back to the template and using the Backspace key, delete the “Address Block”

text. 8. After deleting the “Address Block” in the

template, click on the Address Block icon in the Write & Insert Fields toolbar section. When you click on the icon, the Insert Address Block will open (see image on right). If you are required to make changes, make the changes, then click on OK.

9. The words, “Address Block” will appear in the letter template (see image to the right).

10. Next, delete the “Greeting Line” by using the Backspace Key. NOTE: the Greeting line is another name for the “Salutation”.

11. After deleting the Greeting Line in the template, click on the Greeting icon in the Write & Insert Fields toolbars section. When you click on the icon, the Insert Greeting Line dialog box will open (image on the right).

12. In the Insert Greeting Line dialog box, remove the “comma” after the Greeting Line format. It should be “none”.

13. Then click on OK.14. The words, “Greeting Line” will appear in the

document (see image below).

15. NOTE: though it looks like there has been no changes in the document, that is not the case. You just cannot see them.

16. To Preview Changes in the Template: a. Click on the Preview

Results icon under the Preview Results toolbar section. b. Once you click on the Preview Results icon, you will see the changes that have

been made to this template (see next page for results).



c. Now, go to the end of the document and fill in the Complimentary Close Field Options for the Complimentary Close field are: Sincerely yours, Sincerely, Cordially yours.

d. The last step is to complete the field for the Writer’s title. In this case, Ms. Garcia’s position is “Vice President of Sales”.

NOTE: when using titles, make sure you are familiar with the following:

Mr.: generic title used for men.Ms.: generic title used for wormen.Mrs.: title used by some married women via their request. Many married women in the business world use the generic title, Ms. Just like married men in the business world use the generic title Mr.

There are other mail merge features that you need to know how to use. In the following section, it will walk you through specific skill sets for mail merge.



Insert Merge Field

The Insert Merge Field is created through the database that contains the names of a business’ clients or customers. All fields that are included in the data base will appear under this option. If the field is NOT included in the database document, it will not be listed in the field. For example, in the Customer data base that was used for the letter mail merge we just completed, there is no option for an email. However, if we were to add the email field into the database, that option would appear here.

After adding the email into the database, the Insert Merge Field will display the email address (see image to the right at the bottom of the list).

Rules

Sometimes when a company does a mail merge, they have some customers who should NOT receive a letter. For example, if you are sending out a notification letter of payment due, you would not send out a notification letter to customers who do not owe any money. Thus, Word allows you to set up a “rule” to exclude those customers.

Let’s say that we want the mail merge to skip a customer in the list of mail merge recipients. We

can do this by using the “Skip Record if” option from the drop-down list under Rules.

Skip Record If…: when you select the “Skip Record If…” option, the Skip Record dialog box opens. When you click on the Field Name drop-down arrow, the fields that are in the database should appear here in the list. Thus, you can exclude data by any field that is part of the fields created in the database. To skip a Record:

1) Place your cursor at the end of the Address Block line (To get back to the Address Block, click on the Address Block icon.).

2) Then select the Rules drop-down arrow and select the field name by which you want to exclude. In this case, we are excluding by “CustomerId”.

3) Then, under “Compare To:”, type in the customer id number.

4) Click on OK.5) Displayed in your document, should be “Skip Record

if”. Then Preview the results.Preview Results Toolbar Section

There are four options under the Preview Results toolbar section. They are:



Preview Results: see section below.Previous/Next Record control: allows you to view one record (or letter) at a time within the mail merge. You can go back to the previous or the next record by using the control panel icon.Find Recipient: you can search for a specific name. Click on the icon and the following box will open. Type in the name of the customers you want to find. Check for Errors: allows you to tell Word how to handle errors that might happen during mail merge. You can also simulate the mail merge to see if any errors will occur.

Preview Results Icon:

Once you have checked over your template document and you are ready to go to see the actual updated document, click on the Preview Results icon. The Preview Results icon allows you to replace the merge fields in your document with actual data from your mail merge list.

Finish Toolbar Sections

If your letters are formatted correctly, once you preview the results you can finish and merge the letters. This is fairly easy to do. However, BEFORE you finish and merge your letters, save your original document. To Finish and Merge, follow these guidelines:

1) Finish & Merge Icon: click on the icon and then select “Edit Individual Documents…” This will open up the Merge to New Document dialog box.

2) Merge to New Document dialog box: this dialog box will open, giving you some options. You can view “All” of the merge records, or you can specific documents. For this class and for the MOS test, you are to select “All.”

3) Click OK.



Step by Step Wizard Mail Merge

To learn about the Wizard Mail Merge feature, please click here on this link to access your online tutorial on Microsoft Wizard Mail Merge feature. You will need to know how to use this feature for your MOS exam.

NOTE: when you go to this website, there are four steps. There are two steps on the first page. To get to the remaining steps on the website, go to the bottom of the website, and click on the forward arrow (see diagram below).

Next Step in Chapter 7

Chapter 7 Exercises will include new information from the Mailings tab as well as skill sets learned in Chapter 1, 2, 3, 4, 5 and 6. Throughout each chapter, you will be building on and using skill sets that you have learned in previous chapters.

Create a folder on your flash drive called “ISS Word.” Inside that folder create a folder called “Chapter 7”. Inside that folder, create a folder that contains your first and last name. This is the folder that house all your completed Chapter 7 exercises. As you complete each exercise, please make sure you show me your work AS YOU COMPLETE THEM. Do NOT wait to show me more than two exercises at a time. It takes too long to grade exercises if I must grade more than two. When you have finished all exercises, I should be able to give you your final grade.

This handout is your guide for helping you complete your Chapter 7 Exercises. When you are working with new features in the exercises, if you are not sure how to use them, you are to come back to this handout and work your way through the examples. It is your job to figure out how to use each feature. Do not expect me to come over and tell you how to do them step-by-step—I will not do this because that is what this handout is for…it is your guide. If your features do not function properly, or you are having difficulties, I am available. My first step will be to ask you to show me the steps you used for the feature. If you have not even attempted to use the feature, or you have not reviewed it in the handout, I will tell you to look it up in your handout and call me back if you still cannot figure it out.

Make sure you are doing your own work. If you are caught cheating, regardless if it is one or all exercises, you will receive a “0” for the exercises in the Chapter. For those of you who have friends in the class, be careful…lazy people are not stupid. They know they can make you feel guilty and they will find a way to manipulate you into giving them your work. They will come up with tons of excuses as to why they did not do their work…it all comes down to the fact that they simply choose not to do it. Just remember: they do not care whether you receive a “0” if you are caught; they only care about themselves. If they cared


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about you, they would not ask to copy your work because the risk to you would be too great. So, be smarter than them and say, “Do you own work and learn the material so that you can pass the MOS exam!” That way, you are demonstrating “true” friendship because you care about their well-being!
