Week 27 Mail Merge and Excel

Microsoft Excel is the most common program for creating spreadsheets. Spreadsheets help you to organise information in rows

and columns using cells. Spreadsheets have been used for many years in business to keep track of money, expenses and

other calculations.

Formula for creating sums

Write the formulae below.

S. Woulds

use formulae in Excel to calculate sums

1

Autosum

Subtract -Multiply *Add +Divide /

CLAiT Plus Week 27 Mail Merge and Excel

Go to your week_27_files folder and complete the files below

1 Open 1 - sandwich-shop

2 Open 2 - register

3 Open 3 - carwash

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CLAiT Plus Week 27 Mail Merge and Excel

Task 1

1. Open the file vegMarch and save it as a normal Excel file as vegMarchWeek27.

2. Format the data items below.

a)

Label Type Label Size Merged

TITLE veg society large Columns A-J

SECTION data medium Columns A –C

SECTION detail medium Columns A –D

SECTION revenue medium Columns E-J

b) Use text wrap to display the following labels on 2 lines.

DATE JOINED MEMBER NAMEBASE PRICE SUBSCRIPTION EXTRASINITIAL COST SELLING PRICE

c) Ensure that all data can be seen and the column labels above are displayed on two lines.

3. Insert a new column called FEE between SUBSCRIPTION EXTRAS and INITIAL COST.

4. In the DATA section format the two numbers as percentages with no decimal places (integer).

1. Open the file. Rename the file and save as a normal Excel Workbook; e.g..xlsx not a .csv file.

2. Highlight the relevant sections and use Merge and Centre.

a) For large font use size 18. For medium font use size 14.

b) Text Wrap - Use the Ctrl key to select the relevant cells. On the Home tab, go to Format, Format Cells, Alignment, click Wrap Text.

c) Finally, adjust the Row and Column headings so that the headings are displayed on two lines.

3. Use right-click on the row and column headings to add and delete rows and columns.

4. Highlight the relevant cells. Then right-click, Format Cells and Number. Click Percentage then reduce Decimal Places to 0 (integer).

S. Woulds

You work as an administrative assistant for the Vegetarian Society. Your manager has requested detailed printouts showing new members for the month of March 2007.

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CLAiT Plus Week 27 Mail Merge and Excel

5. In the DATA section rename cell A4 as SAVING(Click cell A4 then go to the name box and type SAVING)

6. In the REVENUE section, create a formula to calculate the HANDLING FEE for the first subscription. In the FEE column (G9) add together the BASE PRICE and EXTRAS then multiply this with the 10% commission in the DATA section.

Create the formula using relative and absolute cell references.

=SUM(first cell + second cell) X $column.letter$row.number relative absolute

Replicate this formula for the other subscriptions. (Copy and paste the formula)

7. Create a formula to calculate the INITIAL COST of joining the Vegetarian Society by adding together BASE PRICE, EXTRAS and FEE. Click H9 and add together.

Replicate this formula for the other costs.

8. A discount is given if the cost of joining the Vegetarian Society is more than £200.

Write a function in the REDUCTION column (cell I9) to calculate the discount.

If the INITIAL COST is more than 200, multiply the INITIAL COST by the 15% OFFERS in C5, otherwise return the figure 0. Replicate this formula for the other costs.

HOW TO DO THIS:Create a function. Click inside the cell where you need to create a function, I9

=IF (H9>200 , H9*$C$5 , 0)

IF (H9 is greater than 200 then multiply H9 with C5 else (show 0)

(logical test) (value if true) (value if false)

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CLAiT Plus Week 27 Mail Merge and Excel

9. Calculate the SELLING PRICE by subtracting the REDUCTION figure from the INITIAL COST figure.

Replicate this formula for the other SELLING PRICE costs.

Delete column K, PROFIT

Save and print your work in landscape orientation.

Task 2

Your manager has requested a printout of new people and the different levels of subscription. He has asked for this to be shown in an exploded pie chart.

1. Open the data file Marchsales then rename the file and save as a normal Excel Workbook, not a .csv file – MarchSalesWeek27

Make sure all the data is displayed (widen the column headings)

2. Select the data and numbers in rows 5, 12, 22, 27

Using the Ctrl key, highlight only the relevant rows mentioned. Go toInsert tab, Click Pie, Exploded Pie.

A. Add a title: PERCENTAGE OF SALES BASED ON LEVEL

B. Add Percentage and Category name.

C. Do not show: Legend

D. Place chart: As new sheet: (right-click chart and click move)

Save your work and print the chart only.

S. Woulds

To complete A, B, C select Layout1 on the Chart Layout box

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COPPER SUBSCRIPTION 4BRONZE SUBSCRIPTION 12SILVER SUBSCRIPTION 18GOLD SUBSCRIPTION 8

CLAiT Plus Week 27 Mail Merge and Excel

Task 3 Your manager has requested a printout of people whose subscription runs out in March.

1. Open renewals and save as renewalsWeek27. Save as a normal Excel Workbook, not a .csv file.

2. Click cell 1A. Go to the Data tab and click Filter.

3. Filter the data to find all customers whose subscription runs out in March.(Go to RENEWALS, click Text Filters, Contains, and type MAR)

4. Sort the data in ascending order of surname.(Click Surname column and select Sort A to Z - i.e. place in alphabetical order)

5. In the header enter your name, automatic date and automatic filename. (Go to the Insert tab, then Header & Footer.)

6. Include gridlines and Row and Column headings.(Go to the Page Layout tab, and select Print.)

7. Save and print.

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CLAiT Plus Week 27 Mail Merge and Excel

Task 4 Your manager has requested confirmation letters to be sent to people in Leeds who have recently joined the Vegetarian Society.

You will need to perform a mail merge. The data file Marchextras has already been prepared for you.

1. Open Microsoft Word. Open the Mail Merge toolbar by going to Mailings, Start Mail Merge, Letters. Choose Select Recipients and browse for the Data Source, which is the data file Marchextras in week 27 folder. Check all 21 members can be seen using Edit Recipient List.

Type the following text and use insert merge fields:

<insert Address merge field><insert Area merge field><insert Postcode merge field>

Dear <insert initial merge field> <insert member name merge field>,

Thank you for joining the vegetarian society. Your confirmation pack will be with you shortly. If you have any concerns please call me directly on 0845 6723456.

Kind RegardsPeter Taylor

2. Use the password week27 to protect the document. (Go to Office button, Prepare, Encrypt Document) Save as MarchMerge. Close the file.

3. Open MarchMerge. Create a mail merge query to find new members from Leeds. (Click Edit Recipient List, then select Filter and choose the AREA field Equal to: Leeds)

4. Merge the query in a new document.

5. Save the document as MarchMergeLeeds.

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CLAiT Plus Week 27 Mail Merge and Excel

Task 5 Your manager has requested a printout showing silver levels of subscription from people in Leeds.

You will need to perform a mail merge. The data file Marchextras has already been prepared for you.

1. Open Microsoft Word. Open the Mail Merge toolbar. Open the Data Source, which is the data file Marchextras.

2. Enter the following text:

<Member name merge field> joined in <Joined merge field> from <Area merge field> with a level of subscription priced at <Base price merge field>

3. Check all 21 members can be seen using Edit Recipient List.

4. Copy and past the pie-chart from Task 2, MarchSalesWeek27.

5. Use the password week27 to protect the document. Save as LevelsMerge. Close the file.

6. Open LevelsMerge. Create a mail merge query to find new members from the AREA of Leeds with a BASE COVER of 200.

7. Merge the query in a new document.

8. Save the document as LevelsMergeLeeds.

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