Mail Merge and Macro

Lesson Plan: Unit - 02 Microsoft Office

Subject: BELE2CFA: Computer Fundamentals And Applications
Topic of Study: Mail merge and Macro
Grade/Level: Bachelor of SCIENCE

Objective: To demonstrate and explain various options of Mail merge and Macro features in MS-Word 2010

Time Allotment: 60 Minutes

12.0 Mail merge, Macro

• Mail Merge is special features to send same kind of letter to different receipt. 
• Example: A birthday card sending to different friends with individual address. 
• Macro is a special feature to execute series of commands using a single click or command.

12.0.1. Mail Merge.

• How to perform Mail merge in MS-Word 2010.
• Write a letter or application like below sample.

Figure 12.0.1_A Sample Letter

• Select the Step by step mail merge wizard from Start Mail merge option under the Mailings menu or ribbon.

Figure 12.0.1_B Step by Step Mail Merge Wizard option

• Now, you have to perform Six steps.
• Step 1:Select the document type. Here, we select the letters and Click Next hyperlink.

Figure 12.0.1_C Step 1 Select the Document Type

• Step 2:Select the starting document. Here, we select use the current document and Click on Next hyperlink.

Figure 12.0.1_D Step 2 Select the starting Document

• Step 3: select the recipients using existing list or create new list. Here, we will use existing list.
• Step 3.A: Open MS-Excel 2010.
• Step 3.B: Write a content like below and save as Address.xls

Figure 12.0.1_E Prepare Data source

• Step 3.C: Exit from MS-Excel 2010.
• Step 3.D: Click on Browse hyper link.

Figure 12.0.1_F Select the Data receipt using Browse option

• Step 3.E: Select Address.xls from your appropriate place.

Figure 12.0.1_G Select the address.xls

• Step 3.F: Select the table from dialog box.

Figure 12.0.1_H Select the table or sheet

• Step 3.G: Select the recipient names & details or you can make other operations, also.

Figure 12.0.1_I Select the recipient list

• Step 3.H: the step-3 dialog look like this.

Figure 12.0.1_J Option change in Step-3 dialog box.

• Step 4: Write your letter - this step already finish.

Figure 12.0.1_K Write a letter

• Step 4.A. Set the cursor in document  and click on appropriate Insert Merge Filed from Mailings menu or ribbon.

Figure 12.0.1_L Select the merge fields.

• Step 4.B. Repeat step 4.A as per your need / requirement.

Figure 12.0.1_M Place the merge fields in document.

• Step 4.C now this letter look like...after the finishing step 4 and Click on Next hyperlink.

Figure 12.0.1_N Sample letter after Step-4

• Step 5:Preview your letter and immediately it will the preview of first receipt record in the document.

Figure 12.0.1_O Preview the letter

• Step 6: Complete the merge step has two options.
• You may print all letter using printer.
• You may edit individual letter as per need. 

Figure 12.0.1_P Final step of mail merge

• Step 6.A. Select Edit individual letter and it will display dialog box.

Figure 12.0.1_Q Edit the individual letter 

12.0.2. Macro

• A macro is an automated input sequence that will record each action that perform by user.
• A macro is typically used to replace a repetitive series of keyboard and mouse actions.
• How to perform in MS-Word 2010.
• Record a Macro
• Step 1: Select the Record macro from Macros options under View menu / ribbon.

Figure 12.0.2_A Record Macro options

• Step 2: Give the name of macro For Example: LearnMacro and Click OK

Figure 12.0.2_B Name of Macro dialog box

• Step 3: Now, your recording is on - please, to do some operation like bold, italic  and underline and other formatting options on selected text.

• Run a Macro
• Step 1: Select the Text / String.
• Step 2: Select the View macro from Macros options under View menu / ribbon. 

Figure 12.0.2_C View macros option

• Step 3: Select the recorded macro or search your macro name from list. For Example: LearnMacro

Figure 12.0.2_D Select the recorded macro name

• Step 4: Click on run.