Republic of the Philippines

DEPARTMENT OF EDUCATION
Region IX, Zamboanga Peninsula
San Jose Elementary School
San Jose Heights, Pagadian City
ZAMBOANGA DEL SUR NATIONAL HIGH SCHOOL
SENIOR HIGH SCHOOL

Name: Grade & Section:

Subject: Empowerment Technologies Quarter: 1 Week: 1
Competency:
 Uses common productivity tools effectively by maximizing advanced application techniques. (CS_ICT11/12-ICTPT-
Ic-d-4)
 Creates an original or derivative ICT content to effectively communicate or present data or information related to
specific professional tracks. (CS_ICT11/12-ICTPT-Ic-d-5)
Reference Materials (Tx/LMs):
 RBS Empowerment Technologies (First Edition)
 DIWA Senior High School Series: Empowerment Technologies (Second Edition)

Activity Sheet #2
PRODUCTIVITY TOOLS: Mail Merge
MAIL MERGE
This feature allows you to create documents and combine or merge them with another document or data file. It is
commonly used when sending out advertising materials to various recipients.
2 Components of Mail Merge
1. Form Document – generally the document that contains
the main body of the message we want to convey or send.
The main body of the message is the part of the form
document that remains the same no matter whom you send
it to from among your list. Also included in the form
document is what we call place holders, also referred to as
data fields or merge fields. This marks the position on your
form document where individual data or information will
be inserted.
2. List or Data File – is where the individual information or
data that needs to be plugged in (merged) to the form
document is placed and maintained. The data file can be
created within the Microsoft Word application itself, or it
gets data from a file created in Microsoft Excel or other data
formats.
LABEL GENERATION
Included in the mail merge feature on Microsoft® Word is the Label
Generator. It creates a blank form document that simulates either a blank
label or envelope of pre-defined size and will use the data file that you
selected to print the information, typically individual addresses. So even in
generating labels, the two essential components of creating a merged
document are present: the form document and the data file. Only in this case, Figure 1. Sample Letter
you did not have to type or create the form document yourself because it was
already created and pre-formatted in Microsoft® Word. All you need to do is select
the correct or appropriate size for the label or envelope and select the data file that contains the addresses (data) to be printed.
Skill Exploration: Mail Merge and Label Generation
Now that we have learned the components needed to accomplish a successful mail merge, let us put theory into practice. Let us
take a look at the steps to create a simple mail merge document. Take the following steps to create and merge a simple covering
letter to a list of names that you were tasked to send the letters to. To prepare for this activity, let us build a list of at least ten
names of people with their corresponding title, company name, and address. You may use the following fields: title. name.
company, address line 1, address line 2, and address line 3. Refer to the table below for the format of the list as an example.
Title Name Company Address Line 1 Address Line 2 Address Line 3
Sir Arnold Reyes ABC Inc. 23 Sierra St. Alabang Muntinlupa
Madam Maria Santos XYZ Corp. 45 Oro Dirve San Juan Metro Manila
… … … … … …

STEPS IN CREATING MAIL MERGE:

1. Open Microsoft Word and start a new blank document. You can use
the keyboard shortcut Ctrl+N after Microsoft Word has been
loaded opened.
2. On the Mailings tab, from the Start Mail Merge group, choose Mail
Merge  Letters.
3. Type the letter the same as the one shown in Figure 1 (Sample
Letter) above. Save your letter and name it “Sample Letter”.
4. Make sure the fields Name, Company, Address Line 1, Address Line
2, Address Line 3, and Title, have special markings like the one on
Figure 1.
5. Save the main document once more. You can use Ctrl+S to quickly
do this step.
6. On the Mailings tab in the Start Mail Merge group, choose Select
Recipients Type New List.
7. Click the Customize Columns button on the dialog box for the New
Address List. This will allow you to modify the fields in the address
list that Microsoft Word has pre-determined.
8. Select a field that you do not need then click the Delete button. A
confirmation dialog box appears.
9. Click Yes in the confirmation dialog box. The dialog box closes, and the Figure 2. Expected Output
unnecessary field disappears.
10. Repeat steps 8 and 9 for each field you do not need. After removing the excess fields, the next step is to add the fields
you need.
11. To add a field that you need in your document, click the Add button.
12. Type the field name on the prompt inside a small Add Field dialog box and click the OK button.
13. Repeat steps 11 and 12 for each new field you need in your main document.
14. Click the OK button on the Customize Address List dialog box to confirm your changes.
15. The New Address List dialog box will appear again ready for you to type in your data.
16. Type the individual data from your list corresponding to Name, Company, Address: Line 1, Address Line 2, Address Line
3, and Title.
17. Press the Tab key each time to enter the next field.
18. To add a new record, press the Tab key after inputting the last field. When you press the Tab key on the last field in a
record, a new record is automatically created and added on the next line.
19. Repeat steps 16 through 18 until you enter all the records you want. Once you are done typing your data, click the OK
button on the Add New List dialog box to save your data. A special Save Address List dialog box pops up, allowing you
to save the recipient list.
20. Type a name for the address list. Name it "Client List."
21. Click the Save button. You should be back on your main document soon after.
22. Select a field placeholder (the fields where they have special markings as indicated in Step 4) in the main document.
23. Click the Insert Merge Field command button.
 24. Choose the proper field to insert into your text. For example, if you are replacing the text name in your document with
a name field, choose the Name Field from the Insert Merge Field menu. The field is inserted into your document and
replaces the ALL CAPS text.
25. Continue adding fields until the document is complete. Repeat steps 22 through 24 as necessary to stick all fields into
your document.
26. Save the main document.
27. Choose Finish & Merge to edit, print, or send your merged documents through email.
28. Or you may want to choose Preview Results to check your work before you send it.
29. You should get a merged document close to Figure 2 (Expected Output),
30. Save and close your document.

Take the Challenge. You are a marketing specialist in your company. Your manager has announced that there will be an ASEAN
Product Expo on 16-17 August in the next year at the MEL Convention Center in Pasay City. As a specialist, you have been
assigned to create and distribute invitations to various VIPs and guests. Your manager has instructed you to use Mail Merge in
labelling the invitations. Your performance will be evaluated based on the accuracy of the names and their addresses, creativity
and clarity of language used.

Assessment
Multiple Choice: Select the letter that corresponds to the correct answer.
1. What feature of Microsoft Word allows you to efficiently create documents that have the same general content but
may have different recipients or purpose? a. mail merge c. send merge b. print merge d. view merge
2. Which of the following Is not a component of the mail merge? a. address c. form document b. file name d. data file
3. What are the steps in creating a simple mail merge?
a. Create form document; preview; insert place holders; print
b. Preview; insert place holders; create form document; print
c. Create main document; create data source; insert place holders; preview
d. Create data source; insert place holders; preview; print
4. Where can you find the Start Mail Merge button? a. file tab c. references tab b. mailings tab d. home tab
5. What tells Microsoft Word exactly where to place the information coming from the data file to the main document?
a. data source c. place holder b. insertion line d. insertion tag
6. What types of document can you create using mail merge? a. envelopes c. posters b. letters d. labels
7. What button allows you to see the result of your mail merge even before you print or send it out?
a. preview results C. address block b. insert merge field d. greeting line
8. What file contains the information you need to merge with your main document?
a. address block c. data file b. contact list d. directory
9. What essential component of mail merge is required from users when generating labels?
a. data file c. place holder b. form document d. merge field
10. (BONUS QUESTION) Write your subject teacher’s complete name with middle initial.