INFORMATION SYSTEMS

Assignment - Information Systems



Assignment

Information systems

(a) Mail merge

A mail merge is an option in word document that provides the procedure of retrieving the data from a required data pool, spreadsheet. In mail merge the data from the selected source is inserted in the document for the preparation of letters, mails, labels and as well as name tags. The mail merge is mostly used in the organizations where the same mail or letter is to be sent to the number of people or employees.

While using the mail merge, two files are required. One file is required for sorting of variable data and other is required for formatting the variable data that is to be inserted. The information in the files will be identical to all the results that will appear on the mail merge.

The data base is usually a spreadsheet or a excel sheet in the variables of information of each recipient are already in the columns of the sheet. When the mail merge is processed, the word document develops an output document for each variable in the colours and rows that are present in the document.

An example of this could be that we are to be prepared a letter form. To prepare this we would require the name, place, and person's contact of each recipient to be inserted in the mail merge instructions. We have to follow the instructions with the mail merge that will merge the information of each recipient with each letter and for each recipient listed in the data sheet; one letter will be created but will have different name and data information for each recipient.

The letters, mails, labels, tags, envelopes created by using the mail merge can also be printed. Each product has different set of requirements. For instance, for the preparation of labels, the addresses, name, city, state, zip code will be required on the data base to get the data from that and for the separately preparation of each label. Also the size of the paper and the size of label etc can be adjusted for the labels.

In modern business operations, the mail merge option has provided the systematic and automated work processes that save a lot of time.

Letters from mail merge

The data that will be used for creating the letter will be like the following.

ID

TITLE

Names

Contact number

1

Mrs

Mobola Odesanya

7788899900

2

Miss

Olaide Salami

5778899999

3

Ms

Sarah Ladapo

6236669999

4

Ms

Semmy Afolab

7557900000

5

Mrs

Miya Maxim

8987672319

6

Mr

Sarah Clayton

5934257575

7

Mrs

Claudia Henry

9678567857

8

Mr

Byron Christopher

5877878787

9

Mr

Adrian Augustin

5788785785

10

Ms

Kate Leo

5785678578

The letter that will be used for the mail merge will be like the following:

*********************

ID: 1

Contact number: 7788899900

Dear Mrs. Mobola Odesanya,

Thank you for applying for the position of marketing manager. Your CV is in our record. If you will be shortlisted for the position we will contact you soon.

Thanks,

HRM

XYZ Enterprises

********************

Like this letter, other 9 letters will be created that will have individual names and contact number.

Steps for creating letter from mail merge

The steps to create letter from mail merge we have to click “select recipient” in the mailing tab. Then we have to select the “use existing ...