Integrate, check and share documents

1. Integrate, check and
share documents
MODULE 3.3

2. Integrate, check and
share documents
MODULE 3.3

3. Content
 Mail Merge
 Basic steps for mail merge
 Various data sources
 Prepare and share files
 Rounding off of content and layout
 Inspect a document
 Check accessibility
 Different saving and sharing options
 Test and improve your knowledge and skills
 Summary and tips
 Written module activity
 Practical module activity
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4. Mail Merge
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5. Basic steps for mail merge 5
1. Start the mail merge by specifying the type of main
document (letter, label, envelope, e-mail)
2. Select the recipients, i.e. the data source – often an existing list
3. Insert the fields which must be merged
4. Preview the results
5. Complete the merge

6. Various data sources 6
Database table
Spreadsheet
Word processor table
Text file
Address list e.g. Outlook
contacts.

7. Various data sources 7
Details are always ready for use, since the fields and records
are already defined.
Database table

8. Various data sources
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Spreadsheet
Prepare the relevant worksheet correctly.
• Single heading row to indicate the field names
• No other heading rows or empty rows
• No merged cells, rows or columns
• Data on a single worksheet

9. Various data sources
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Table in word processor
• No merged cells
• Only one heading row
• The table needs to be at the beginning of the Word file

10. Various data sources
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Text file
• The individual facts or fields must be separated from each
other with a character such as a comma or a tab
• The first row is seen as the ‘heading row’ or the ‘field names’

11. Various data sources
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Address list e.g. Outlook contacts
• Create the e-mail message or letter in Word.
• Mailings, Select Recipients, Select from Outlook Contacts…
• Select the recipients from your Outlook Contacts folders.
• Finalise the mail merge by going to Finish & Merge and
selecting Send E-mail Messages… .

12. Activity 1  Learners.xls
 Letter.doc
 Parents.txt
 ListOfSchools.mdb
 LeadershipCamp.doc
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13. Prepare and share files
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14. Rounding off of content and
layout
14
• Use simple language & check grammar and spelling.
• Font type must be readable.
• Font size must be large enough. (12 point – body).
• Space between lines and paragraphs enough.
• Use Word’s list functions for numbered and bulleted lists.
• Use Word’s column or table functions where required by the
layout of text.
• Use custom tab settings where required.
• Use styles to format long documents quickly and efficiently.
• Use a table of contents and page numbers which make it easier
to navigate the document.

15. Inspect a document 15
• Displays metadata such as the author, which is saved
together with the file.
• It also indicates if there are comments or revision marks such
as track changes in the document.
• This function gives the option to remove all of this type of
data.
• In Microsoft Word 2010:
File, Info, Check for Issues, Inspect Document.

16. Check accessibility 16
Indicate features which hamper the accessibility and
readability of a document.
In Microsoft Word 2010 the
accessibility is checked as
follows:
File, Info, Check for Issues,
Check Accessibility.

17. Different saving and sharing
options
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When you save a document which was created in Word, you
can indicate:
• where (in which drive, folder) it must be saved
• if it must be converted to or published in another type or
format, for example converted to PDF
• if it must be immediately sent as an e-mail attachment
• if it must be published as a blog. (Publishing of a blog is
discussed in Module 2.3.)

18. Activity 2
 List of Plays
 Files
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19. Test and improve your
knowledge and skills
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20. Summary and tips 20
Sequence of steps during a mail merge:
• Click on Start Mail Merge (on the Mailings tab) and
select the type of document (letter, label, envelope,
etc.).
• Select the data source (database table, spreadsheet
table, word processing table, text or CSV file, address
list).
• Insert the merge fields.
• Preview the results.
• Complete the Merge.
Prepare the data source (spreadsheet table, table in word
processor, text file, etc.) so that the mail merge runs
smoothly.
Mail merge

21. Summary and tips 21
Preparation and sharing of files
• Always prepare a file that is to be shared electronically with
others : inspect and make adjustments if necessary.
• Passwords (if necessary) to prevent access or restrict
editing, to protect it before publishing or sharing it with
other people.
• When a document is to be shared with blind or partially
sighted people, check it first for accessibility.
• If you are not sure if other people use the same version of
Word as you do, check the compatibility of the document
with earlier versions. You can also save the document as a
PDF.

22. Written module activity
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23. Practical
module
activity
 ArtsFestivalParticipants
 Letter_ArtsFestival
 Hoaxes
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