Instructions for Writing a Health and Safety Report (Task 2 Unit 1) and How to Create A

Instructions for writing a health and safety report (Task 2 Unit 1) and how to create a mail merge (Task 2 Unit 5)

MAIL MERGED LETTER

In this task you are asked to complete a number of smaller steps and show a number of IT skills. You will need to type, edit, check for mistakes, create a list of recipients, insert fields in the word document, check that the merging is working and print the completed letters.

Step 1.

Use the Health and Safety checklist you have completed in school and choose at least 3 problems you have identified. Open your letterhead and type a letter to Mr Roberts where you highlight the issues you have noticed around school, the problems that these issues might create and possible solutions you would like to see implemented.

Make sure you include Mr Roberts name, position and full school address.

Print the letter.

Step 2 Create a list of names in word to be used for the merge with the following details

Mr John Palmisano Mr George Tucker H&S Manager H&S manager St Stephens School KONECT Solutions St Stephen’s drive Level 3, 8 Outram St Carramar West Perth WA 6027 WA 6005

Ms Susan Fernandez Mr Shaun Varane H&S inspector Head of Operations Wanneroo City Council SRT Inspection services 23 Dundebar Rd 7-9 Leeson Rd, Wanneroo Traralgon WA 6065 Victoria 3844 Instructions for writing a health and safety report (Task 2 Unit 1) and how to create a mail merge (Task 2 Unit 5)

HOW TO COMPLETE MAIL MERGE IN MICROSOFT WORD

Follow the screen dumps to help you complete the Mail Merge

Start the Mail Merge Manager

Create a new document …

…choose Form letters and select the document you have already opne on your screen Instructions for writing a health and safety report (Task 2 Unit 1) and how to create a mail merge (Task 2 Unit 5) Make a list of names. Create a New Data Source

It will ask you to save it. Save the file as “List of names for Merge”

Here you can choose what Field names to use, I suggest you make no changes at this point. Click OK

At this point you can type the details for the 4 recipients. Copy their details provided on the first page Instructions for writing a health and safety report (Task 2 Unit 1) and how to create a mail merge (Task 2 Unit 5)

Fill in all the details, then click on Add New

You should have space for the next recipient.

Once you have typed the 4 names, click OK

At this point you will need to drag the Fields (Title, FirstName, LastName stc) and drop them on the correct place on your letter

Once you have finished you can click on <>, and it will replace the standard field with the actual names and addresses you have typed. Instructions for writing a health and safety report (Task 2 Unit 1) and how to create a mail merge (Task 2 Unit 5)

Make sure that all the names appear correctly on the pages before you print.

At the bottom chose the option Complete the Merge, merge to printer The usual print dialog screen will open; make sure you just print ONE copy!!

JUST ONE COPY not FOUR!

The program will print the four pages automatically.

The last step is to print the actual data file where you saved the names. Click on the Edit Data Source button (near the binoculars); the page with all your data should open

Just a plain word document with the names on a list. Print it, then close it to go back to your letter. Instructions for writing a health and safety report (Task 2 Unit 1) and how to create a mail merge (Task 2 Unit 5)