A22.0004 Computers in Principle and Practice

New York University: Fall 1998

Assignment 9 -- Mailmerge

Due: Wednesday, December 23rd, the day of the Final Examination

Your web page is now good enough that you want to let your friends and relatives know that it is there. Make a "Contacts List," which is a database of a few friends and people that you know. You should use an Excel spreadsheet as the database, unless you happen to want to use a different type of data source as your contacts list.

Your database should have at least the following fields:

FirstName LastName Email Address1 Address2 City State Zip Phone Comment

It can have more fields if you like.

Add a few records, using friends and relatives as the entries, or simply making up some reasonable entries. An example might be:

Nathan Hull hull@cs.nyu.edu NYU 251 Mercer New York NY 10012 998-3152 Instructor

Of course, leave blank any fields that you do not know.

Then, name the data range in the spreadsheet by highlighting the cells containing the field names and the database information and typing a name in the "Name Box" before you save the Excel file.

Next, use the Mail Merge tool to make a form letter that you could send to a number of friends. The letter should be addressed to each contact, have a "Dear FirstName" line (where FirstName is a MailMerge Field), and should give the address of your web site. (In newer versions of Microsoft Word, you can make the "http:" address into a hyperlink, which is a useful thing to do if you are going to email the document to your friends.)

When you open the data source for the mailmerge, be sure to use both the Excel file name and to include the name of the database you entered as above in the "Name Box" for the range.

Then Merge the document to create the merged form letter, and print out two (only two) instances of the letter, to your first two friends.

Turn in

For your convenience, here are the email addresses for the various sections: