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IT ACADEMY LESSON PLAN10Microsoft Word Lesson 10Turn potential into success

LESSON PLAN: MICROSOFT OFFICE 2010//Microsoft Word 2010Lesson 10: MailMerge andReviewingDocumentsLearning ObjectivesLesson NotesLesson IntroductionLearning Goals//The goal of this lesson is for the students tosuccessfully create a mail merge project and review documents usingthe Review Ribbon. The student will create and preview a mergedocument as well as review the document to approve changes.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 changesTo effectively teach students how to use Microsoft Word 2010, showexamples of the following documents that incorporate the tasks discussed in the lesson. Memos Faxes Letters Reports NewslettersExplain that mail merge provides the ability to send a single documentto a list of people without recreating the document for each recipient.Give examples of documents that may be appropriate for a mail mergeproject. Discuss how the use of document versions can preserve document changes as they occur over time and using tracked changes canenable a group of people to make revision suggestions on a single document.

LESSON PLAN: MICROSOFT OFFICE 2010//Microsoft Word 2010Mail MergeInstructors should do the following: Define the term merge. Explain the elements of mail merge: main document and datasource. 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 combined to create the merged document. Point out that the Mail Merge Commands are located on the Mailing Ribbon and describe each of the commands within the ribbongroups.Discussion Question:Discuss with students various documents or situations where a mailmerge may be most productive.The Mail Merge ProcessInstructors should do the following: Explain that a main document may be selected from an existingdocument 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, aMicrosoft Access Database file, a Microsoft Outlook file, aMicrosoft 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 populate the data source with information. Demonstrate how to edit the main document to insert the appropriate merge fields. Explain that the merged document may be previewed, prior tomerging, to determine if further edits are required. Demonstrate how to preview the merge document. Demonstrate how to merge the main document and data sourceto complete the mail merge. Point out that the main document and data source are saved andmay be editing for future use. Demonstrate how to edit the main document and data source foranother project. Demonstrate how to merge only selected records from the datasource.Discussion Question:Discuss with students the ability to reuse main documents and datasource for future mail merge projects.

LESSON PLAN: MICROSOFT OFFICE 2010//Microsoft Word 2010Merging DocumentVersionsInstructors should do the following: Point out that documents reviewed by several reviewers may bemerged into a single document preserving the changes and comments made by each reviewer. Describe the Compare Group commands that appear on the Review Ribbon. Point out and explain the Compare and Combine Commands in theCompare Group. Demonstrate how to combine and compare documents from tworeviewers. Demonstrate how to accept or reject changes in a document.Discussion Question:Discuss with students the necessity of being able to display the originaland the revised documents.CAUTIONRemind students that they will no longer have the opportunity to review changes if the option to accept all changes at once or reject allchanges at once is selected.Managing TrackedChangesInstructors should do the following: Discuss how using track changes is more efficient than proofing adocument hard copy. Explain how track changes marks the changes that you make in adocument. Explain how to enable track changes and remind students that thedocument must be in Print Layout View. Point out that text changes appear in a contrasting color, formatting changes appear in oblong boxes called balloons, and a vertical line appears in the left margin next to text that has beenchanged in any way. Explain the Tracking Group found on the Review Ribbon. Demonstrate the Track Changes feature by enabling Track Changesand making changes in a document. Explain that comments may be inserted into the document margins. Demonstrate how to insert comments into a document, edit, anddelete the comments. Demonstrate how to use the Markup Command in the TrackingGroup on the Review Ribbon to control the document track changes 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 2010Demonstrate how to adjust the Track Changes Options on the TrackChanges Command in the Tracking Group.Lesson QuizTrue/False1. A letter is an example of a main document.2. A data source may come from any of the following sources: textfile, Excel Spreadsheet, or graphic file.3. In the mail merge process, two separate documents that are usedare the main document and the data bank.4. Selecting to see Final on the Markup option will show the document with accepted changes.5. Up to three documents may be merged at once to combine document versions.Multiple Choice1. Names and addresses are an example of the information thatwill inserted into a main document.a.b.c.d.datamergeaddresscontact2. In the data source, a row is made up of which is related information.a.b.c.d.cellsfieldscolumnsdata3. may be added in the document margin of a document thatis being reviewed.a.b.c.d.CommentsNotesSuggestion BoxesBalloons4. Track Changes and Document Compare may be enabled using theCommand on the Ribbon.a.b.c.d.HomePage LayoutViewReview

LESSON PLAN: MICROSOFT OFFICE 2010//Microsoft Word 20105. Select from the Review Ribbon to combine revisions frommultiple reviews into a single document.a.b.c.d.Quiz AnswersCompareJoinCombineMergeTrue/False1. True2. False, text file, Excel Spreadsheet, Access Database, Outlook Address Book.3. False, main document and data source.4. True5. False, only two documents may be merged at once.Multiple Choice1. ProjectsB (Merge)B (fields)A (Comments)D (Review)C (Combine)The class projects provide the student with the opportunity to practiceskills that were taught in the lesson. The projects may be utilized asclass, individual, or assessment activities. Completion of projects helpsprovide 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 projectanswer keys found in the instructor’s resource files.Hands-On ProjectsLesson 10—Exercise 1Quartet Advertising has recently selected you to become a part of theirManagement Training Program. You have prepared an acceptanceletter and created a new revision of the document. Please compareand combine the revisions from the following documents: Original: Lesson10ex1 aVersion 1: Lesson10ex1 b1. 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 20103. 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 Wordfolder.12. Close the file.Lesson 10—Project 1You are a society column writer for the In-Times Magazine. You arepreparing documentation for this month’s feature article. The articlewill be about various type of cheese. You have made some revisions tothe list and created a new version of the document. Since this is yourfirst food related article, you feel that you need some feedback regarding the cheese that is selected. After finalizing the document you willsend it to several family members to get their opinions. In order to expedite this process you will include the document in a mail mergeletter to your family members.Original: Lesson10project1 aVersion 1: Lesson10project1 b1. Open the file Lesson10project1 a from the student data files.2. Combine versions.3. Review the combination and determine if changes should be accepted.4. Spell check the entire document.5. Save the document as Lesson10project1a complete in the Lesson10 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 document header.9. Save the file as Lesson10project1b complete.10. Open the Letter that you have drafted to your family members,Lesson10project1 c.

LESSON PLAN: MICROSOFT OFFICE 2010//Microsoft Word 201011. Copy and paste the cheese document(Lesson10project1a complete) on a new page at the end of theletter. This is you new main document for the merge, save this fileas Lesson10project1c complete in the Lesson 10 Word folder12. Create a data source, saved as Lesson10project1 data in the Lesson 10 Word folder, with five names and addresses of your friendor 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 theLesson 10 Word folder.Video and TrainingResource LinksMicrosoft Office Online provides online training, demonstrations, andquizzes that include detailed explanations, preferred methods, andlesson tutorials for each Microsoft Office program. These resources aresuggested to engage students in hands-on experience, self-paced lesson participation, and lesson reinforcement.Microsoft Office Online HelpMicrosoft Office Online provides access to help using the latest information available from Microsoft. Each Microsoft Office program has itsown help resource list and step-by-step instructions that can be accessed by searching for a specific subject or command.This document is provided “as-is”. Information and views expressed in this document, includingURL and other Internet Web site references, may change without notice. You bear the risk ofusing it.Some examples depicted herein are provided for illustration only and are fictitious. No real association or connection is intended or should be inferred.This document does not provide you with any legal rights to any intellectual property in any Microsoft product. You may copy and use this document for your internal, reference purposes. 2012 Microsoft. All rights reserved. Microsoft and the trademarks listed at http://www.microsoft. rks/EN-US.aspx are trademarks of the Microsoft group of companies. All other marks are property of their respective owners.

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 ommands are located on the Mail-ing Ribbon and describe each o