PRACTICAL EXERCISE 1.1.6a PLAN, SELECT & USE APPROPRIATE IT SYSTEMS & SOFTWARE 1. Explain the purpose for using IT. EXPLAIN THE PURPOSE FOR USING IT a) Explain the type of document that is to be produced in this exercise by reading through the whole of the task. Explain the type of document that is to be produced. b) Explain the following: Who would the information be for? What would the information be for? When would it be needed? What information needs to be included? Where will the information be used? 2. Analyse the methods, skills and resources required to complete the task successfully. Analyse the methods required to complete the task successfully. Analyse the skills required to complete the task successfully. Analyse the resources required to complete the task successfully. www.itq2009.co.uk 1
3. Plan how to carry out the task using IT to achieve the required purpose and outcome. Produce a sketch showing how the document will be laid out. What information sources are needed? How they will be found and evaluated? What application software will be used? What skills and resources are needed to complete the task successfully and what are the priorities? What requirements are there for content, structure and layout? 4. Describe any factors that may affect the task. Benefits of using IT Methods Benefits of Manual Methods 5. Can you suggest any improvements that could be made? 2 www.itq2009.co.uk
PRACTICAL EXERCISE 1.1.6a OBJECTIVES Sending letters using Mail Merge. In this exercise you will consider how to produce a simple business letter from your company, The Furniture Company, to several people interested in working for the company. In terms of house style this letter is to be written in a very conventional simple style with a company logo. It is assumed that you are the secretary whose job it is to create the document based on information given to you by your manager (as above). INSTRUCTIONS 1. Start the Microsoft Word program. 2. Open the document JOHNSON. 3. Delete the Name and Address of Ms Johnson as well as the Ms Johnson just after Dear. Do not delete the word Dear. 4. Select the File tab, click Save As and save the letter with the new File name JOB. 5. In your browser enter www.microsoft.com/office; select the support menu and then Word; select the Word 2010 tab; select Mail merge; select Use mail merge to create and print letters and other documents. Read the Help window carefully. Close the Browser Help window. www.itq2009.co.uk 3
6. Use Mail Merge to address the same document to different people. USING MAIL MERGE Select the Mailings tab, select to Start Mail Merge, select Step by Step Mail Merge Wizard For What type of document are you working on? select Letters, at the bottom of the window click Next: Starting document For How do you want to set up your letters? select Use the current document, at the bottom of the window click Next: Select recipients For Select recipients select to Type a new list and then click to Create it Type Ms (Title) Johnson (Last Name) 10 Park Road (Address Line 1), Harlesden (Address line 2), London (City), NW10 3QP (ZIP Code) as the 1st record, then click New Entry Type Mr (Title) Bhatt (Last Name) 20 High Street (Address Line 1), Leyton (Address line 2), London (City), E3 2QP (ZIP Code) as the 2nd record, then click New Entry Type Mr (Title) Lane (Last Name) 9 East Lane (Address Line 1), Kingsbury (Address line 2), London (City), NW9 1AB (ZIP Code) as the 3rd record, then click Close Select to Save in the My Documents folder, type JOB as the File name and then Save, click OK to close the sort window At the bottom of the Mail Merge window select Next: Write your letter In the MERGE document place the cursor in an empty line above the word Dear From the To add recipient information.. list select More items.. Highlight Title and then click to Insert it The field <<Title>> should appear Highlight Last Name and then click to Insert it Highlight Address Line 1 and click to Insert it Highlight Address Line 2 and click to Insert it Highlight City and click to Insert it Highlight ZIP Code and click to Insert it Close the Insert Merge Field window In the MERGE document place the cursor in an empty line after the word Dear From the To add recipient information.. list select More items.. Highlight Title and then click to Insert it The field <<Title>> should appear Highlight Last Name and then click to Insert it Close the Insert Merge Field window At the bottom of the Mail Merge window click Next: Preview your letters At the bottom of the Mail Merge window click Next: Complete the merge 4 www.itq2009.co.uk
Under Merge Edit individual letters, select to Merge records All and then click OK 7. Select the File tab, click Save As to save the merged document with the File name JOB-MERGED. 8. Select the File tab, click Print, note the preview of the page and check for errors, then click Print. 9. Select the File tab and click Close to clear the screen. 10. Select the File tab and then Exit Word. www.itq2009.co.uk 5
THE FURNITURE COMPANY 190/196 The High Street Willesden London NW10 3XD Tel: 020 8459 0011 7 June 2001 Our Ref: PW/ACH Ms Johnson 10 Park Road Harlesden London NW10 3QP Dear Ms Johnson, YOUR ENQUIRY CONCERNING POSSIBLE EMPLOYMENT Thank you for your enquiry about employment opportunities at The Furniture Company. The Furniture Company appreciate your interest in employment with the company. There are currently a number of job vacancies at The Furniture Company, some of which may interest you. These include: Department Job Description Closing Date Sales Sales Assistant 20/6/01 Sales Senior Sales Assistant 27/6/01 Personnel Administrator 27/6/01 If you are interested in any of the above vacancies please contact me directly and I will arrange for further details to be sent to you. Yours sincerely, Mr P Wilson Human Resources Manager N.B. This is only letter 1 of 3. 6 www.itq2009.co.uk