ICT Grade 6: Mail Merge Basics

Information and Communication Technologies (ICT) - Applied Productivity Tools - Grade 6

• Mail merge is a tool for creating multiple letters, labels, envelopes, etc. using information from a list, database, or spreadsheet.
• The data source (list, database, or spreadsheet) is linked to the document through merged fields.
• Mail merge is productive because it allows sending documents to multiple people at once.
• Mail merge requires a word document and a recipient list (typically an Excel workbook).
• Components of Mail Merge:
  • Form document, containing the main body of the message.
  • Data file, containing individual information to be merged into the form document.

Steps in Using Mail Merge

• Step 1: Open an existing or create a new word document.
• Step 2: Prepare the data file with headers in Excel.
• Step 3: In the word document, go to the "Mailings" tab and select "Select Recipients," then "Use Existing List."
• Step 4: Locate the created data file.
• Step 5: Place the insertion point in the document where information should appear.
• Step 6: Click "Insert Merge Field" and choose the desired data item from the data file.
• Step 7: Click "Preview Results" to see the merged documents. Use the scroll arrows to view each document.
• Step 8: Click "Finish & Merge" to complete the process. Users can choose to edit, print, or send email messages.

This quiz covers the essentials of mail merge as part of applied productivity tools in Information and Communication Technologies for Grade 6. Learn about the components, data sources, and step-by-step instructions for effectively using mail merge in word processing applications. Test your understanding of how mailing documents can be efficiently managed using this tool.