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. <<First Name>>, or <<City>>
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.

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

This is a Personal letter in block style. Everything is lined up on the left side.

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

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
Find recipients
- Use Monster.com to find openings in your career area and yellowpages.com to find their addresses
- Use the Internet to find address to universities that interest you
Use the Mail Merge Wizard to create a form cover letter
Requirements:
- Five letters in proper letter format - use a template
  - Letter head
  - Date Line
  - Return Address Block
  - Recipient Address Block
  - Greeting Line
  - Body of Letter
  - Closing
  - Signature Area
- Letters tied to a data source
- Complete addresses for each recipient
- One merge field within the body of the letter
  - In the one to a university you might want it to by your major
  - In the one for a career it would be the position you are applying for
Formatted letter head area - be creative
Peer review someone else's document and have someone else peer review yours with the use of the reviewing tab.

Rubric

Form Letter Rubric
Standards	1 point	2 points	3 points	4 points	5 points
Letter Format	Missing 4 parts or more	Missing 3 parts	Missing 2 parts	Missing 1 part	Document contains all parts of a standard letter: date line, return address, recipient address, greeting line, body, closing, and signature.
Body of letter	Many sentence fragments or run-on sentences OR paragraphing needs lots of work.	Most sentences are complete and well-constructed. Paragraphing needs some work.	All sentences are complete and well-constructed (no fragments, no run-ons). Paragraphing is generally done well.	Sentences and paragraphs are complete, well-constructed and of varied structure.	Sentences and paragraphs are complete, well-constructed and of varied structure. Hire this person or accept them to the college.
Use of Merged Fields	Fields that are changing are set up as merged fields to the data source.	Students have developed a plan for the information into a final letter. Fields that are changing are set up as merged fields to the data source.	Students have developed a plan for organizing the information into a final letter. Most fields that are changing are set up as merged fields to the data source.	Students have developed a clear plan for organizing the information into a final letter. Most fields that are changing are set up as merged fields to the data source.	Students have developed a clear plan for organizing the information into a final letter. All fields that are changing are set up as merged fields to the data source.
Data Source used for letter	A data source is used for the letter.	All fields are created for the data source that are needed in the letter.	All fields are created for the data source that are needed in the letter. New fields are added.	All fields are created for the data source that are needed in the letter. New fields are added. Fields have a descriptive name.	All fields are created for the data source that are needed in the letter. Extra fields are deleted, and new fields are added. Fields have a descriptive name.
Letter Head	The letter head is messy or poorly designed and is distracting.	The letter head is messy or has typos.	The letter head is acceptable in terms of design, layout, and neatness. Title is creative.	The letter head is exceptionally attractive in terms of design, layout, and neatness. Text creative.	The letter head is attractive in terms of design, layout, and neatness. Text is quite creative.
Peer Review	Rarely provides useful ideas. May refuse to participate. Provides work that needs to be checked/redone by others to ensure quality.	Rarely provides useful ideas. Provides work that usually needs to be checked/redone by others to ensure quality.	Sometimes provides useful ideas. A satisfactory group member who does what is required.Provides work that occasionally needs to be checked/redone by other group members to ensure quality.	Usually provides useful ideas. A strong group member who tries hard! Provides high quality work.	Routinely provides useful ideas and contributes a lot of effort. Provides work of the highest quality.
Five Contacts	Found 3 or less contacts for the letter to be sent to. Has addresses and has filled most fields so that the letter could be delivered.	Found 4 contacts for the letter to be sent to. Has addresses and has filled most fields so that the letter could be delivered.	Found 4 contacts for the letter to be sent to. Has complete addresses and has filled in all fields so that the letter could be delivered.	Found 5 contacts for the letter to be sent to. Has addresses and has filled most fields so that the letter could be delivered.	Found 5 contacts for the letter to be sent to. Has complete addresses and has filled in all fields so that the letter could be delivered.
Mailing Labels	Created 3 or less mailing labels for the letter to be sent to. Has addresses and has filled most fields so that the letter could be delivered.	Created 4 mailing labels for the letter to be sent to. Has addresses and has filled most fields so that the letter could be delivered.	Created 4 mailing labels for the letter to be sent to. Has complete addresses and has filled in all fields so that the letter could be delivered.	Created 5 mailing labels for the letter to be sent to. Has addresses and has filled most fields so that the letter could be delivered.	Created 5 mailing labels for the letter to be sent to. Has complete addresses and has filled in all fields so that the letter could be delivered.