8. Mail Merge

All Past Paper Questions: https://docs.google.com/document/d/1p6zdtykNDrZA5Sp1qgBNfhbCnVpn8Ho6l8tciGi13IM/edit?usp=sharing

Chapter 1 -like

• proof reading
  • why (source documents -> final version)
    • software tools do not check for artistic / author styles errors
    • for content issues
    • check that all necessary content is present
    • no unnecessary content is included
    • confusion between homophones
    • correct use of definite articles (prepositions)
    • misplaced punctuations/commas/hyphens/apostrophes
    • consistency in styles / conventions
      • eg: date format
    • correct formatting of quotations and citations
    • inconsistent paragraph indentation and spacing
    • missing or misplaced page numbers, headers and footers
    • no unnecessary duplication of content
    • correct regional spelling is being used
    • correct context

Mail Merge

• error prevention + elimination

  • Use of tools in WP/DTP/applications to check for
    • spelling errors.
    • grammatical/punctuation errors.
  • Use of tool
    • e.g. select text and check then correct errors.
  • (Proof)read the documents to check if all information is present.
  • use verification to check for accuracy of data entry.
  • validation to ensure data is sensible/acceptable.
  • Check if
    • source document is correct
    • correct merge fields in the correct place.
    • merge fields rules/code works
  • Check correct spacing when document is merged.
  • Check merge fields for correct formatting and fits to final document

• merge field

  • how (insert date when inviting)
    • Use of fill-in field in the location of required date data
    • set up to prompt for input of date
      • only once
    • Syntax is { FILLIN ["Prompt] [Optional switches] }
    • Prompt shows text to appear to user as merge proceeds
    • 'Optional switches' determine how the typed in text is used
    • \d "" provides a default text within the quotes if no user input is provided
    • \o request prompt only once
      • and then appears in all subsequent merged invitations.

Syntax

• IF-THEN-ELSE

  • condition to be met is defined
  • if condition is met
    • specific information selected
  • else (not met)
    • specific information selected

• NEXT RECORD IF

  • used to compare two values
  • compares contents of data field and value
  • can use comparison operators
    • eg: equal to, greater than, less than
  • results of comparison determines whether to select record

• SKIP RECORD IF

  • compared contents (of data field) to value
  • if comparison is true
    • current record not included in letter

Questions

Examples

Mostly about sending to specific people only.

• create letters to invited people only

  • approach 1
    • Filter the records in the data source on Invite? field
    • To remove the "No" ryes" are selected
    • Create new data source of "Yes" invites
    • Use new source file for the mail merge.
  • approach 2
    • Use SKIPIF function in a merge field
    • To skip "No" in Invite? field so that these are not used in the merge
    • Example code: { SKIPIF "{ MERGEFIELD Invite? }" = "No" }
    • Place the SKIPIF field at beginning of the template
    • So the record is ignored early in process

• to automatically select from chosen managers for month (and place them into invitations)

  • use source file / database
    • (linked to master document)
  • master document with body of iniviation
    • has fields placed
    • in appropriate locations
  • select data
    • approach 1 (using SQL)
      • can be selected with SQL SELECT from source file
    • approach 2 (normal)
      • use nested IF to match names with condition
        • eg: { IF { MERGEFIELD Manager_Type } = "Month" }
      • use SKIPIF to move over records that are not managers
        • eg: { SKIPIF <<Manager_Type>> } <> { =<<Month>> }
      • use NEXT RECORD IF to compare manager type and move on

Past Paper Questions

• question 1
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