Computer Studies Form 2, MS Excel Practical Question Ver.01062025001

Document Review for Mail Merge Project

1. Data Source Creation

• Spreadsheet Title: Symposium_Schools.xlsx
• Fields to Include:
  • School Name
  • Principal’s Name
  • School Address
  • Patron’s Name
  • Number of Students Attending
  • Total Registration Fee (calculated as 200 KES × Number of Students)
• Schools Data:
  1. Mountain View Academy, P.O. Box 1234, Nakuru, Kenya
  2. Sunshine Secondary School, P.O. Box 4567, Mombasa, Kenya
  3. Greenfields High School, P.O. Box 7890, Kisumu, Kenya
  4. Unity Girls School, P.O. Box 2345, Eldoret, Kenya
  5. Progressive Boys Academy, P.O. Box 5678, Nyeri, Kenya
  6. Lakeside International School, P.O. Box 8901, Naivasha, Kenya
  7. Central County Secondary, P.O. Box 3456, Thika, Kenya
  8. Highlands Grammar School, P.O. Box 6789, Nanyuki, Kenya
  9. Coastal Academic Centre, P.O. Box 9012, Malindi, Kenya
  10. Savannah Technical Institute, P.O. Box 5432, Machakos, Kenya

2. Main Letter Design

• Header Elements:
  • Club Logo Placeholder
  • Club Name and Contact Details
  • Motto: “Growing Futures, Harvesting Success!”
• Content Structure:
  • Introduction and invitation details
  • Symposium agenda
  • Registration fee information
  • Contact and confirmation details
• Merge Fields:
  • Ensure proper merge fields for personalization like «School_Name», «School_Address», «Principals_Name», and «Patrons_Name».

3. Merge Letters

• Linking Documents:
  • Ensure the main document is linked to the data source correctly.
• File Naming Convention:
  • Use a standard naming format, e.g., “Symposium_Invitation_«School_Name».docx”.
• Check Merge Fields:
  • Confirm that all merge fields display correctly in the generated letters.

4. Envelope Creation

• Designing Envelopes:
  • Include recipient’s address and return address.
• Formatting:
  • Ensure proper formatting for mailing standards.

5. File Organization

• Folder Structure:
  • Create a dedicated folder named with your admission number.
  • Include all necessary files:
    • Data source (Symposium_Schools.xlsx)
    • Main letter template (Symposium_Invitation_Template.docx)
    • Ten sample merged letters
    • Ten sample envelopes
    • Screenshot of folder contents for submission

Submission Requirements

• Submit the organized folder within the specified deadline (30 days).
• Ensure all components are clearly labeled and neatly arranged.