IT ACADEMY LESSON PLAN

10
Microsoft Word ®

Lesson 10

Turn potential into success

 LESSON PLAN: MICROSOFT OFFICE 2010//Microsoft Word 2010

Lesson 10: Mail Learning Goals//The goal of this lesson is for the students to
successfully create a mail merge project and review documents using
Merge and the Review Ribbon. The student will create and preview a merge
Reviewing document as well as review the document to approve changes.

Documents

Learning Objectives On completion of this lesson, students will be able to:

 Understand mail merge
 Use mail merge
 Select a main document
 Create a data source
 Edit the main document
 Preview the merged document
 Complete the merge
 Compare and merge document versions
 Manage tracked changes

Lesson Notes To effectively teach students how to use Microsoft Word 2010, show
examples of the following documents that incorporate the tasks dis-
cussed in the lesson.
 Memos
 Faxes
 Letters
 Reports
 Newsletters

Lesson Introduction Explain that mail merge provides the ability to send a single document
to a list of people without recreating the document for each recipient.
Give examples of documents that may be appropriate for a mail merge
project. Discuss how the use of document versions can preserve docu-
ment changes as they occur over time and using tracked changes can
enable a group of people to make revision suggestions on a single doc-
ument.
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Mail Merge Instructors should do the following:

 Define the term merge.
 Explain the elements of mail merge: main document and data
source.
 Explain the parts of the main document.
 Explain the parts of the data source: fields and records.
 Describe how the main document and the data source are com-
bined to create the merged document.
 Point out that the Mail Merge Commands are located on the Mail-
ing Ribbon and describe each of the commands within the ribbon
groups.
Discussion Question:
Discuss with students various documents or situations where a mail
merge may be most productive.

The Mail Merge Process Instructors should do the following:

 Explain that a main document may be selected from an existing
document or a new document may be created.
 Demonstrate how to select a main document.
 Explain that a data source may be an existing recipient list, a
Microsoft Access Database file, a Microsoft Outlook file, a
Microsoft Excel file, or a text file.
 Demonstrate how to select an existing data source.
 Demonstrate how to create a data source for mail merge and pop-
ulate the data source with information.
 Demonstrate how to edit the main document to insert the appro-
priate merge fields.
 Explain that the merged document may be previewed, prior to
merging, to determine if further edits are required.
 Demonstrate how to preview the merge document.
 Demonstrate how to merge the main document and data source
to complete the mail merge.
 Point out that the main document and data source are saved and
may be editing for future use.
 Demonstrate how to edit the main document and data source for
another project.
 Demonstrate how to merge only selected records from the data
source.

Discussion Question:
Discuss with students the ability to reuse main documents and data
source for future mail merge projects.
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Merging Document Instructors should do the following:

 Point out that documents reviewed by several reviewers may be
Versions merged into a single document preserving the changes and com-
ments made by each reviewer.
 Describe the Compare Group commands that appear on the Re-
view Ribbon.
 Point out and explain the Compare and Combine Commands in the
Compare Group.
 Demonstrate how to combine and compare documents from two
reviewers.
 Demonstrate how to accept or reject changes in a document.

Discussion Question:
Discuss with students the necessity of being able to display the original
and the revised documents.

CAUTION
Remind students that they will no longer have the opportunity to re-
view changes if the option to accept all changes at once or reject all
changes at once is selected.

Managing Tracked Instructors should do the following:

 Discuss how using track changes is more efficient than proofing a
Changes document hard copy.
 Explain how track changes marks the changes that you make in a
document.
 Explain how to enable track changes and remind students that the
document must be in Print Layout View.
 Point out that text changes appear in a contrasting color, for-
matting changes appear in oblong boxes called balloons, and a ver-
tical line appears in the left margin next to text that has been
changed in any way.
 Explain the Tracking Group found on the Review Ribbon.
 Demonstrate the Track Changes feature by enabling Track Changes
and making changes in a document.
 Explain that comments may be inserted into the document mar-
gins.
 Demonstrate how to insert comments into a document, edit, and
delete the comments.
 Demonstrate how to use the Markup Command in the Tracking
Group on the Review Ribbon to control the document track chang-
es display.
 Point out the ScreenTip that displays to indicate the user name,
date, and time of an edit.
 LESSON PLAN: MICROSOFT OFFICE 2010//Microsoft Word 2010

Demonstrate how to adjust the Track Changes Options on the Track

Changes Command in the Tracking Group.

Lesson Quiz True/False

1. A letter is an example of a main document.

2. A data source may come from any of the following sources: text
file, Excel Spreadsheet, or graphic file.
3. In the mail merge process, two separate documents that are used
are the main document and the data bank.
4. Selecting to see Final on the Markup option will show the docu-
ment with accepted changes.
5. Up to three documents may be merged at once to combine docu-
ment versions.

Multiple Choice

1. Names and addresses are an example of the ____ information that

will inserted into a main document.

a. data
b. merge
c. address
d. contact

2. In the data source, a row is made up of _____ which is related in-

formation.

a. cells
b. fields
c. columns
d. data

3. _____ may be added in the document margin of a document that

is being reviewed.

a. Comments
b. Notes
c. Suggestion Boxes
d. Balloons

4. Track Changes and Document Compare may be enabled using the

Command on the _____ Ribbon.

a. Home
b. Page Layout
c. View
d. Review
 LESSON PLAN: MICROSOFT OFFICE 2010//Microsoft Word 2010

5. Select _____ from the Review Ribbon to combine revisions from

multiple reviews into a single document.

a. Compare
b. Join
c. Combine
d. Merge

Quiz Answers True/False

1. True
2. False, text file, Excel Spreadsheet, Access Database, Outlook Ad-
dress Book.
3. False, main document and data source.
4. True
5. False, only two documents may be merged at once.

Multiple Choice

1. B (Merge)
2. B (fields)
3. A (Comments)
4. D (Review)
5. C (Combine)

Class Projects The class projects provide the student with the opportunity to practice
skills that were taught in the lesson. The projects may be utilized as
class, individual, or assessment activities. Completion of projects helps
provide lesson reinforcement and verification of skill mastery.
Data files to accompany the project are found in the student data files.
Each project may be verified for accuracy using the annotated project
answer keys found in the instructor’s resource files.
Hands-On Projects

Lesson 10—Exercise 1

Quartet Advertising has recently selected you to become a part of their

Management Training Program. You have prepared an acceptance
letter and created a new revision of the document. Please compare
and combine the revisions from the following documents:

 Original: Lesson10ex1_a
 Version 1: Lesson10ex1_b

1. Open the file Lesson10ex1_a from the student data files.

2. Combine the second version with the original.
 LESSON PLAN: MICROSOFT OFFICE 2010//Microsoft Word 2010

3. Review all of the changes made to the document.

4. Accept the changes.
5. Enable Track Changes.
6. Remove the word Position from the first sentence.
7. Change 2020 to 2010 in the second paragraph.
8. Review the document for any further revisions.
9. Accept all changes.
10. Check the Spelling & Grammar for the entire document.
11. Save the document as lesson10ex1complete in the Lesson 10 Word
folder.
12. Close the file.

Lesson 10—Project 1

You are a society column writer for the In-Times Magazine. You are
preparing documentation for this month’s feature article. The article
will be about various type of cheese. You have made some revisions to
the list and created a new version of the document. Since this is your
first food related article, you feel that you need some feedback regard-
ing the cheese that is selected. After finalizing the document you will
send it to several family members to get their opinions. In order to ex-
pedite this process you will include the document in a mail merge
letter to your family members.

Original: Lesson10project1_a
Version 1: Lesson10project1_b

1. Open the file Lesson10project1_a from the student data files.

2. Combine versions.
3. Review the combination and determine if changes should be ac-
cepted.
4. Spell check the entire document.
5. Save the document as Lesson10project1a_complete in the Lesson
10 Word folder.
6. Format the document title using any two formatting elements.
7. Create a page border for the document of any style.
8. Create page numbers in the footer and your name in the docu-
ment header.
9. Save the file as Lesson10project1b_complete.
10. Open the Letter that you have drafted to your family members,
Lesson10project1_c.
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11. Copy and paste the cheese document

(Lesson10project1a_complete) on a new page at the end of the
letter. This is you new main document for the merge, save this file
as Lesson10project1c_complete in the Lesson 10 Word folder
12. Create a data source, saved as Lesson10project1_data in the Les-
son 10 Word folder, with five names and addresses of your friend
or family.
13. Save Lesson10project1c_complete after merge fields are inserted.
14. Merge the document to create five complete letters.
15. Save the merged letters as Lesson10project1d_complete in the
Lesson 10 Word folder.

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son participation, and lesson reinforcement.

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