Your supervisor, Charlie Anderson, has asked you to create an online form so that Gelos Staff can collect relevant information from your clients about the retreats they want to attend. You have decide

ByJamez

Task 1: Document Preparation

Scenario: You have just been promoted to the Administration Team Leader position at Gelos Enterprises.

1. Mail Merge Letter

Your supervisor, Charlie Anderson, has sent you an email asking you to create a mail merge letter to send to your NSW and Victorian clients advising them about a range of retreat experiences.

You have decided to insert a Rule so that you can customise the mail merge. Initially, this letter will only be sent to NSW and VIC clients.

You must refer to the Gelos Style Guide (Extract) for the organisational formatting and layout and follow the Gelos WHS Procedure for Ergonomics.

Plan your letter by completing a Document Plan by answering the following:

  • What is the Document purpose?
  • Who is the Audience?
  • What are the Presentation requirements?
  • What are the Organisational requirements?
  • What Complex technical functions will you use to complete this task?

2. Online Form

Your supervisor, Charlie Anderson, has asked you to create an online form so that Gelos Staff can collect relevant information from your clients about the retreats they want to attend.

You have decided to use Form Controls and restrict editing so that the Gelos Staff are not able to change the form layout. You must refer to the Gelos Style Guide (Extract) for organisational formatting and layout and follow the Gelos WHS Procedure for Ergonomics.

Plan your form by completing a Document Plan by answering the following:

  • What is the Document purpose?
  • Who is the Audience?
  • What are the Presentation requirements?
  • What are the Organisational requirements?
  • What Complex technical functions will you use to complete this task?

Task 2: Role Play

Before creating the documents, your supervisor (Charlie Anderson) wants to review your document plans. You will use this opportunity to ask any questions.

You need to participate in a role play (approximately 3–5 minutes) with your supervisor. Your assessor will organise for someone to play the supervisor. These practical activities will be observed and submitted as evidence. Your responses will be used as part of the overall assessment.

Roles in the supporting activity:

  • You: Administration Team Leader
  • Charlie Anderson: Supervisor

During the role play, you need to:

  • Identify the purpose, audience, and presentation requirements of the letter and the form.
  • Identify the organisational requirements for the letter and the form.
  • Match the requirements of both documents to the software functions you will use.
  • Evaluate the complex technical functions used to produce the selective mail merge and the online form.

Ask a friend, colleague, or another student to act in the supporting role. Provide them with the scenario instructions so they can effectively contribute to the demonstration.

Task 3: Practical Tasks

Task 1: Mail Merge Letter
Scenario: Your supervisor has requested that you go ahead with the mail merge letter. They want it sent within an hour.

Follow these steps:

  1. Open the original Gelos Letterhead macro-enabled Template.
  2. Refer to the Gelos Style Guide (Extract) to ensure the document is formatted correctly. Modify margins, font type, line spacing, paragraph spacing, and colour scheme as needed.
  3. Move the Gelos Logo to the right-hand side of the header.
  4. Modify the styles (Heading 1 and Heading 2) to match the Gelos Style Guide (Extract).
  5. Create a macro to insert a footer. Refer to the Gelos Style Guide (Extract) for footer requirements. Name the macro MyFooter and add it to a button on the Quick Access Toolbar.
  6. Take a screenshot of the macro code in Visual Basic and paste it below.
  7. Add your details (name and job title) to the signature block. Select the entire signature block and save it as a QuickPart named MySignature. Take a screenshot of the QuickPart as you create it and paste it below. Delete the signature block after saving.
  8. Resave the macro-enabled template and close it.
  9. Use a copy of the Letterhead template to prepare the mail merge letter. Insert the Letter text file as the [Body text]. The text is expected to cover two pages.
  10. Save the document as Retreat Letter in the BSBTEC401 Skills Assessment folder.
  11. Insert the current date (medium format). Example: 17 June 2025.
  12. Update the Filename field in the footer.
  13. Check that the letter text formatting matches the Gelos Style Guide (font type, line spacing, paragraph spacing).
  14. Use the mail merge feature to link to the Gelos Clients Excel data source. Insert the following mail merge fields into the letter: FirstName, Surname, CompanyName, Address, City, State, Postcode. The salutation should be: Dear FirstName.
  15. Add a Subject line: Team Building Retreats.
  16. Search Word Help for ‘Set the rules for a mail merge’. Find instructions for If…Then…Else rules. Copy/screenshot the instructions and paste below.
  17. Insert an If/Then/Else rule before the last paragraph:
  • If the client is based in NSW, insert: “These retreats are all within a short drive from the Sydney CBD.”
  • Otherwise, insert: “Fly into Sydney for these retreats and we can collect you from the airport.”
    Format the text to match the Style Guide.
  1. Insert your QuickPart signature at the end of the letter.
  2. Preview the document to ensure it meets all task and organisational requirements.
  3. Ensure the letter is saved as Retreat Letter in the correct folder.
  4. Perform a selective mail merge to NSW or VIC clients only.
  5. Save the merged letters as Merged Letters in the BSBTEC401 Skills Assessment folder. Amend errors if necessary and re-merge.
  6. Close both documents.

Task 2: Protected Form

Scenario: You have decided to create an online form to collect client information about retreats. The form will not be printed to conserve resources.

Steps:

  1. Open a blank document and change orientation to A5 Landscape.
  2. Set all margins (excluding Gutter margin) to 1cm.
  3. Save the document as a template: Gelos Form in the BSBTEC401 Skills Assessment folder.
  4. Create the form using a table. Adjust row and column widths as required. Include all necessary information.
  5. Select the table and set paragraph spacing to 6pt before and after. Line spacing is single.
  6. Change the colour scheme to Red Orange.
  7. Apply Heading 1 style to the heading ‘Gelos Team Building Retreats’ per Gelos Style Guide.
  8. Insert the Gelos Logo into the top row of the table (right-hand side). Adjust size and text wrapping if needed.
  9. Add text form controls in all cells where clients enter information. Modify text in Design Mode if required.
  10. Create dropdown list controls for State, Retreat Type, Option, Number of Attendees.
  11. Use check box controls for Payment Options.
  12. Format the table using borders and shading.
  13. Insert your macro to add a footer. If the macro fails, manually insert the footer per the Style Guide.
  14. Apply protection (restrict editing) with Editing restrictions set to Filling in Forms. Do not add a password.
  15. Preview the form to ensure it meets organisational requirements. Check row heights, column widths, spelling, and grammar. Ensure it fits on one page.
  16. Save the template as Gelos Form in the correct folder and close.
  17. Open a copy of the template and test by entering sample client data. Include all dropdown fields. Correct any errors in the original template.
  18. Save the test document as Gelos Form Test.
  19. Close the test document.

Task 3: Multi-Page Report

Scenario: Your supervisor has asked you to create a multi-page business report. The body text has already been typed (Filename: Report Text).

Steps:

  1. Use a copy of the Gelos Letterhead Template and delete all text (do not delete the header or footer).
  2. Save as Retreat Report in the BSBTEC401 Skills Assessment folder.
  3. Insert a Next Page Section Break at the top of the document for the Table of Contents.
  4. On the second page, insert Report Text (Insert → Object → Text from File). Format text according to the Style Guide. Check font type, line spacing, and paragraph spacing.
  5. Update Document Properties: Title = Gelos Business Report; Author = Your Name. Remove existing authors if needed.
  6. Ensure the colour theme is Red Orange.
  7. Apply Heading 1 style to these headings: Executive Summary, Retreat Overview, Target Audience, Financial Overview, Opportunities for Growth, Areas for Improvement, Conclusion.
  8. Apply Heading 2 style to these headings: Cherry Creek Retreat, Harmon Valley Retreat, Ridgemont Retreat, Revenue, Expenses, Performance, Diversification, Marketing, Sustainability, Technology Integration, Cherry Creek Retreat Growth, Cost Management, Infrastructure, Customer Feedback, Feedback Process.

Assessment Summary

Assessment Context:
The assessment required the student, recently promoted to Administration Team Leader at Gelos Enterprises, to demonstrate practical skills in document preparation, mail merge letters, protected forms, and multi-page reports, following organisational guidelines and WHS procedures. The tasks also assessed the student’s ability to plan, execute, and evaluate document production using Microsoft Word’s advanced features.

Key Pointers to be Covered:

  1. Document Planning: Understanding purpose, audience, presentation, organisational requirements, and technical functions for both mail merge letters and online forms.
  2. Mail Merge Letter: Creating a customised letter for NSW and VIC clients, using macros, QuickParts, and conditional (If/Then/Else) rules.
  3. Protected Form: Designing an online form for staff to collect retreat information, using tables, form controls, dropdowns, checkboxes, formatting, and restricted editing.
  4. Multi-Page Report: Producing a structured business report with headings, styles, table of contents, document properties, and proper formatting according to the Gelos Style Guide.

Approach Guided by Academic Mentor

Step 1: Document Planning
The Academic Mentor guided the student to create a Document Plan for both the mail merge letter and the online form. The plan included:

  • Identifying document purpose: communicating retreat options and collecting client information.
  • Defining audience: NSW and VIC clients and Gelos staff.
  • Determining presentation requirements: professional layout, headings, logo placement, and formatting per style guide.
  • Understanding organisational requirements: Gelos Style Guide and WHS ergonomics.
  • Listing technical functions: macros, QuickParts, form controls, mail merge, conditional rules.

Step 2: Mail Merge Letter Creation
Under the mentor’s guidance, the student:

  • Opened the Gelos Letterhead template and adjusted margins, font, line spacing, paragraph spacing, and colour scheme.
  • Moved the Gelos logo to the right-hand header and modified Heading 1 and 2 styles.
  • Created a footer macro (MyFooter) and saved their signature as a QuickPart (MySignature).
  • Inserted the letter body text and added mail merge fields (FirstName, Surname, CompanyName, Address, City, State, Postcode).
  • Implemented an If/Then/Else rule to customise content based on client location (NSW vs. others).
  • Previewed the document, performed a selective mail merge for NSW and VIC clients, and saved the final merged letters.

Step 3: Protected Online Form
The mentor guided the student to:

  • Set up an A5 landscape template with 1cm margins.
  • Build a structured table with form controls, dropdowns, and checkboxes for client responses.
  • Apply heading styles, Gelos logo placement, and Red Orange colour scheme.
  • Apply protection (restrict editing) to prevent staff from changing the form layout.
  • Test the form using sample client data and save the final template and test document.

Step 4: Multi-Page Report
The mentor assisted the student in:

  • Preparing a blank report using the modified Gelos Letterhead template.
  • Inserting the report body text and formatting it per style guide specifications.
  • Applying Heading 1 and Heading 2 styles to structured sections and sub-sections.
  • Updating document properties with title and author information.
  • Ensuring consistent colour theme (Red Orange) and overall professional presentation.

Outcome Achieved

  • Mail Merge Letter: Successfully produced a two-page personalised letter for NSW and VIC clients, complete with conditional rules, macros, and QuickPart signatures.
  • Protected Form: Developed a secure, easy-to-use online form that allowed Gelos staff to collect client information without altering the layout.
  • Multi-Page Report: Produced a structured, multi-section report meeting all Gelos formatting and style requirements, ready for submission.

Learning Objectives Covered:

  1. Application of organisational style guides and WHS ergonomic procedures in professional document preparation.
  2. Use of advanced MS Word features including mail merge, macros, QuickParts, conditional rules, form controls, and section breaks.
  3. Understanding audience needs and document purpose to enhance clarity and professionalism.
  4. Development of practical skills in producing professional letters, forms, and reports suitable for workplace scenarios.
  5. Critical evaluation of document workflow and quality assurance processes to ensure accuracy and usability.

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