Name – Sukanya Mazumder

MBA 1st year, Sec – Ashoka 4A,

Assignment of Computer Application in Business

1. Explain the processes of Mail merge.

 Mail merge is a Microsoft Word feature often used to produce a number of similar

documents, including elements from a separate data document (e.g. a database,

spreadsheet or Outlook contacts file). The list is combined with standard text, usually to

produce a letter or invite to a series of different recipients.

Steps of the mail merge process:

(1) Choose your document type - Within the mailings tab click the start mail merge

button and a drop down will appear. You can choose from labels, envelopes,

emails, letters or a directory.

(2) Select your recipients - Here you can choose to "type a new list" where you

enter the recipients into a database one by one, "use an existing list" such as a

spreadsheet to import the data or "select from your Outlook contacts". You can

then edit the recipient data should you wish.

(3) Write & insert fields - Now that your document is linked to your recipient data

you can add the individual personalization fields. This includes address fields (use

the "address block" button) and greeting line (e.g. dear Sir or Madam, recipient's

first name etc).

(4) Preview results - Check that the fields you've inserted are pulling the correct data

through (e.g. the town field isn't pulling through the county information) and

positioned correctly on your document.

 (5) Finish & merge - Now that you're happy with your content, and the correct data

fields are being imported, you can finish and merge the document and your data

to create the final product.

There are three options here:

 Edit individual documents - Creates a single new document with separate pages for
each recipient.

 Print documents - This sends multiple letters directly to your printer.

 Send email messages - This sends your document as emails rather than hard copies (you
must have email details in your data file to do this)

2. How to create a Salary sheet?

 Open Microsoft excel and make a sheet named as ‘salary sheet’.

 Name all the columns like Employee name, Department, Basic salary, Dearness
allowance, Travel allowance, House rent allowance, Provident fund, Medical insurance,
Gross salary.
 Calculate all the allowances on Basic salary to get the gross salary of every employee of
every department in an organization.
 To calculate the allowances –
Click on the salary cell -> * the percentage which is allowed -> enter.
Click the answer cell -> click and drag for the rest of the answer.
 Gross salary = select the cell of (Basic salary + D.A. + T.A. + H.R.A. – P.F. – Medical
insurance) -> enter