Microsoft Office/Edit your Cover Letter into a form letter with mailing labels

ObjectivesEdit

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

VocabularyEdit

  • 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

LessonEdit

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 LetterEdit

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 HeadEdit

  • 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 AutoShapeEdit

  • 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 AutoShapeEdit

  • 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 fieldEdit

  • 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 SourceEdit

  • 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 DocumentEdit

  • Step 4

Edit Data LineEdit

  • 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 AddressEdit

  • 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 LineEdit

  • 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 LetterEdit

  • 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 LetterEdit

  • Read the document
  • Edit the second sentence to fit your personality

Insert a Merge Field into the Main DocumentEdit

  • 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 formEdit

  • 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 ResultsEdit

  • 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 CodesEdit

  • 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 PrintEdit

  • 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 PrintEdit

  • Click PRINT from the middle of the task pane

Merge the Form Letter to E-MailEdit

  • 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 LabelsEdit

  • 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 EnvelopesEdit

  • 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 labelsEdit

  • 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 DocumentEdit

  • 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

ProjectEdit

  1. 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
  2. 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
  3. Use the Mail Merge Wizard to create a form cover letter
  4. 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
  5. Formatted letter head area - be creative
  6. Peer review someone else's document and have someone else peer review yours with the use of the reviewing tab.

RubricEdit

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.
Last modified on 3 March 2014, at 09:52