As a special events coordinator at Prism Event Planning, you have written a form letter to send to suppliers to confirm arrangements for a special event. Now you need to add merge fields for variable information and then merge the main document with a data source containing information about two suppliers. Follow the steps below to set up the main document and then merge it with a data source.

1. Open the file Practice_04.docx located in the Project.04 folder included with your Data Files and then, to avoid altering the original file, save the document as Event Suppliers Form Letter in the same folder.

2. Read the letter and notice the placeholders.

3. Open the Mail Merge task pane, and then use the letter as the main document.

4. Use the placeholders in the main letter to help you create a customized data source that contains only the field names you need for the letter. Note that you will need to delete field names you will not use and present the field names in a logical order.

You will need to add some field names. Be sure to keep all the field names you will need for the Address block.

5. Refer to Figure 4-12 to enter information for the first of two suppliers in your data source

6. Add a second supplier and enter appropriate information. Make up fictitious but realistic details. For example, you could enter information about a supplier of a gourmet birthday cake for a 21st birthday party.
7. Save the data source as Event Suppliers Form Letter Data, replace the placeholders in the main document with the field names, review the letters, and then make adjustments to the main document and data source if necessary.
8. Save the merged document as Event Suppliers Form Letter Merged, print a copy of the two letters, and then in the main document, deselect Preview Letters and save and close the document.

Transcribed Image Text:

Information for record 1 Placeholder Variable Information Ms. Title First Name Sheila Last Name Salutation Laval Ms. Laval Company Address City State ZIP Code Contact Date Event Supply Cost Event Date Start Time End Time Location Message Twilight Entertainment. 2309 West 9th Street Albuquerque NM 87102 March 2, 2011 Rhonda Watson and Juan Redondo wedding a three-piece trio to provide dance music at the wedding reception $3500 March 19, 2011 7:00 p.m. 11:00 p.m. the Grand Ballroom at the Marriott, 432 Central Avenue in Albuquerque Rhonda and Juan would like a mix of music, including rock, pop, and Latin. For their special dance, Rhonda and Juan have asked for "Close to You."