By Richard Rost 14 years ago
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Microsoft Word 201
Course Handbook Supplement
By Richard Rost
PO Box 1308, Amherst NY 14226 USA
First Printing 6/10/2004
Copyright 2004 by Amicron Computing
All Rights Reserved
Welcome to the 599CD Microsoft Word 201 Handbook. This course follows Microsoft Word 103.
This handbook is designed to be a supplement to the full 599CD video course for Word 201. We recommend you use this handbook to follow along with the class videos. This handbook is not meant as a stand-alone study guide.
We do recommend that you watch the course videos one time through, paying attention to the lessons covered. Follow along with the course videos using this guide. Take notes on the pages where needed. Then, watch the videos a second time, practicing the examples yourself on your computer.
Table of Contents
Table of Contents 2
Lesson 1. Basic Mail Merge 5
Lesson 2. Custom Fields 31
Lesson 3. Merge Data From Excel 51
Lesson 4. Merge Data From Access 65
Lesson 5. Mailing Labels 73
Lesson 6. Mail Merge Without the Wizard 79
Lesson 7. Mass Email with Microsoft Outlook 86
Lesson 8. Mail Merge with Word 2000 95
Lesson 9. Review 105
Welcome to Microsoft Word 201, brought to you by 599CD.com. I am your instructor, Richard Rost.
Objectives for today’s class:
Pre-Requisites: This class follows Word 103. Also recommended: Word 101, 102, Windows 101, Windows 102 or 110. Also, Excel 101, Access 101, and Outlook 101 are helpful but not required.
Versions: We will be using Word XP (2002) and Windows XP in this course, however you should be able to follow these lessons with any version of Word. We will also show Mail Merge with Word 2000.
Lesson 1. Basic Mail Merge
What is Mail Merge? Mail Merge is taking a list of data, usually names and addresses, and sending out a series of customized documents, usually letters, to the list. You can use it for customized mailings, invoices, mailing labels, envelopes, email, and more.
For example, we can start with a list of names and addresses:
Now, let’s say we have a letter to send to this list of people:
We can then merge the names and the letter together.
Notice how the names and addresses are placed within each letter for the specific recipient.
You can also use Mail Merge to create Mailing Labels.
Let’s type up a sample sales letter. I’m going to leave off the address and the greeting line. We’ll use Mail Merge to get those in the future.
Don’t forget to add your return address to the top:
Leave some room above and below the date line for the address block (name and address) and your greeting line.
Save your letter.
Now, let’s open the Mail Merge Toolbar by clicking on Tools > Letters and Mailings > Show Mail Merge Toolbar.
Notice the new toolbar appears.
Now, open the Mail Merge Wizard.
Notice the Mail Merge Wizard Pane has opened.
Click on “Letters” and then click on Next: Starting Document.
Next, select Use the current document. Then click Next: Select recipients.
Now, for our recipients, we need to create a new list. Click on Type a new list. Then click on Create to create a new recipient list.
The New Address List window opens. This is a data entry form where you can enter in names and addresses of your recipients.
Begin entering your first record (name and address). Use the TAB key to move between fields.
Note the buttons below the data fields. You can click on the New Entry button to save this record and add a new record. The Delete Entry button will delete the current entry. For now, click on the New Entry button.
Notice how you are now on a new record, which is number two.
You can click on the First, Previous, Next, and Last buttons to move between the different records – just like a CD player.
Go ahead now and type in 3 or 4 records – just for the purposes of class. You can type in any data you wish.
When you’re done, click on the Close button to exit this data entry form.
As soon as we close the data entry form, Word makes us save our data. The default folder is the “My Data Sources” folder.
I’m going to save my data in the My Documents / Word Documents folder, but you can save your data in any folder you wish. I will name my file “Names for Mail Merge.”
As soon as the data file is saved, the “Mail Merge Recipients” window opens.
You can sort each column by clicking on the column header – right on the word “Last Name” for example.
You can also filter your results (show only specific values) by clicking on the drop-down arrows to the left of each column’s header.
You can exclude a recipient from your mail merge by checking off the box next to their name.
For now, just click on OK.
Now, click on Next: Write your letter.
Now we’re ready to insert our Merge Fields into our document. Merge Fields are the pieces of data from the data source (names, addresses, etc.) that we are going to display in our document. Click in your document where you want the recipient’s address to go.
And now click on the Address Block… link to insert the Address Block.
The “Insert Address Block” window appears. Note how you can change certain options, such as how the recipient’s name is displayed, whether or not to insert the company name, and whether to include the country/region in the address.
Notice at the bottom there is a preview of what your address will look like. For now, leave all of the default settings alone, and click on OK.
Notice how you now have an “Address Block” code inserted into your document.
Now, let’s click down below the data, where we want the Greeting Line to go.
And click on the Greeting Line… link.
Again, you are presented with options for your greeting line. Let’s change the name from “Mr. Randall” to just “Joshua.” Click OK.
Notice the Greeting Line code in your document now.
Now, click on Next: Preview your letters.
Notice one of the letters is shown with the name and address data in it.
You can click on the double-arrow buttons in the Mail Merge pane to move back and forth between the records.
You can exclude a recipient here by clicking on the “Exclude this recipient” button. You can also bring up your entire address list (the same spreadsheet we saw earlier) by clicking on the “Edit recipient list” link.
Now, let’s click on Next: Complete the merge.
Next, you can either send the list directly to your printer, which I don’t recommend, or you can merge the records into a new document and display or edit them one at a time. Let’s click on “Edit Individual Letters.”
A dialog box opens asking you which records you wish to merge. Leave the default “all” option selected and click OK.
A new window opens up with a new document. Each page in this new document is a separate letter to each individual recipient. You can edit this document, but you don’t need to save it because you can always run the merge again.
Let’s close this document. Say “no” when asked to save changes.
Notice if you click on the address on the preview screen of the original letter, you will see it is gray. This is because it is a Merge Field, which is system generated.
You can click on the View Merged Data button on the toolbar to toggle between viewing the codes and the actual sample data.
Lesson 2. Custom Fields
In this lesson we’ll be sending out collection letters. We want the customer to see how much money is due, and the due date of their payment. Therefore, we’ll need to add custom fields (data) to our mail merge data source.
Begin by creating a blank new document.
Open the Mail Merge Wizard.
Select “Letters” and click on the Next: Starting Document link,
Use the current document (it’s blank, that’s fine). Click on Next: Select Recipients.
For this lesson, let’s use the list of names and addresses that we entered in the last lesson. Select “Use an existing list” and then click on the Browse… link.
Find your data file. Go to the folder in which you saved it in the last lesson. Click on Open.
Your list opens.
We want to add new types of information (fields) to our address list. We want to add fields to track the amount due, and their due date. Click on the Edit… button.
That will open up the field list again. Click on the Customize button to add your own fields.
Now you will see your list of fields. The default fields given by Word are shown. To add your own field, click on the Add button.
Type in a name for your new field. Type in “Amount Due.” Click OK.
You can click on the Move Up or Move Down buttons to arrange your field names however you like. Their order doesn’t really matter.
Add another field to your list. Call it “Due Date.”
You might want to delete fields you don’t need. Click on the “Country” field and click on Delete. Answer “yes” when asked if you’re sure you want to delete it.
Click on OK to return to your data entry form. Scroll to the bottom of the list and you’ll see your new fields. Go ahead and enter in values for your customers, using the Previous and Next buttons to scroll through their records. TIP: Leave one of your customers’ values blank – he doesn’t owe us anything. You’ll see why in a few minutes. Click on Close when you’re done.
Now you’re back to your data sheet. Notice the values for Amount Due and Due Date if you scroll to the right.
Now, you can hide any values that are blank by clicking on the Filter drop-down arrow and selecting (Nonblanks). This will only show values that are not blank. The other values are still there – but they won’t be used in your mail merge. It’s like excluding all of those recipients. To remove the filter, drop that box down again, and select (All). Don’t do that now.
Click OK to return to the mail merge wizard.
Click on Next: Write your letter.
Let’s type in our letter. Start by typing in your standard company header.
Notice instead of using the wizard pane, we can also use the toolbar to enter in our Address Block, Greeting Line, and Other Stuff (More Items – Insert Merge Fields). Insert your Address Block now using the toolbar.
Now, let’s insert a Date Code that will automatically be updated every time we generate this letter. Click on Insert > Date and Time…
Select one of the date formats shown. Make sure to check on the Update Automatically box if you want this date to automatically update itself each time you open this letter. Click OK.
Notice the date code has been inserted into your document.
Next, insert your Greeting Line, using either the wizard pane or the toolbar button.
Now, let’s enter in the body of the letter. Type in:
This is just a friendly reminder that you currently owe
Next we want to put in the Amount Due field from the database to display the amount owed. Click on either the More Items link on the wizard pane, or the Insert Merge Fields button on the toolbar. They’re the same thing.
The list of merge fields opens up. Click on the Amount Due field and click Insert.
Now close the field list window. You will see the Merge Code in your document.
Now, type in the rest of that paragraph and add a Merge Code for the Due Date:
This is just a friendly reminder that you currently owe <
Close your letter.
Let’s save our letter. I called mine the “PCResale Collection Letter for mail merge.doc.”
Remember, you can click on the “View Merged Data” button to see a sample of your data in the letter while you work – instead of the Merge Codes.
Remember, you can use the First, Previous, Next, and Last Record buttons to scroll through your records.
Another useful button is the Highlight Merge Fields button, which will show you all of the Merge Codes in your document. It does not effect the final printout.
You can click on the Mail Merge Recipients button to return to your data sheet with your names and addresses in it.
Click on Next: Preview your letter.
Then click on Next: Complete the Merge.
Click on Edit Individual Letters. Select All records, and click on OK.
A new document will open with your merged data in the letter.
You can make individual edits on single letters at this point if you want to. Now you would print the document if you like. For now, just close it. Don’t bother saving it.
Lesson 3. Merge Data From Excel
In this lesson we will be using Microsoft Excel as our data source. If you do not have Microsoft Excel, you may skip this lesson. You will find that it is easier to manage large lists of recipients using an Excel spreadsheet – as opposed to storing them in Word. Let’s start by opening Microsoft Excel.
First, let’s close down the Task Pane.
Enter in a list of column headers – words that describe what data is stored in each column. Type in “FirstName” into the first cell, which is called A1. Then, press the TAB key to move right to cell B1.
Enter in all of the following column headers. When you’re done, press ENTER to move down to the next row (A2):
FirstName, LastName, Address, City, State, ZIP, AmountDue, DueDate
Now, enter in some data: names, and addresses. Type in their information, again using the TAB key to move between cells. You can resize any of the columns by clicking on the line that separates two of the column headers and dragging it right or left.
Enter in three or four records.
Highlight (select) the first row by clicking on the number “1” in the left-most gray column.
Click on the “Fill Color” paint can button to give this first row some color – just a bit of a cosmetic change. It doesn’t effect our data or our mail merge at all. It’s just for you (and it’s pretty!)
OK, let’s Save our spreadsheet. Click on the Save button.
Save your spreadsheet as your “PCResale Customer list for mail merge.” You can save it in your My Documents folder.
Now, go ahead and Close Microsoft Excel. Your spreadsheet is ready to be used in a Mail Merge.
Now, back in Microsoft Word, create a blank new document.
Open the Mail Merge Wizard.
In the Wizard…
Select Letters. Click Next.
Select Use the current document. Click Next.
Select Use an existing list. Click Browse.
Find your Excel Spreadsheet file that you saved. You might need to navigate to your My Documents folder – or wherever else you saved it.
We didn’t really talk about this at the time, but all Microsoft Excel files have in them – by default – three starting worksheets…
You need to select which sheet you want to use. We used Sheet 1. So, just select Sheet 1 and click OK. Notice at the bottom, the checkbox that says “first row of data contains column headers.” That’s just our list of field names (FirstName, LastName, etc.) Only turn this box off if you don’t have a header row.
Next, you’ll see your list of customers… same as before. Click on OK.
Click Next: Write your letter. Now, write your letter again. Type in your standard PCResale header again. Insert your Address Block. Notice on the bottom of the Address Block dialog box there is a button labeled “Match Fields…” Click on that button now.
This is a window that you will use if your field names are completely different from what Word is looking for. Fortunately, Word was able to match ours up, but you can use this dialog box to match them up manually. Click OK and continue with your letter.
Continue typing your letter. Insert your Date Code, Greeting Line, body of the letter, and other Merge Fields like Amount Due and Due Date just as we covered in previous lessons.
Close the letter, and click on Next: Preview your letter. Then click on Next: Complete the merge. Click on Edit individual letters. Select All records. Click OK. Your final document is now ready. Close the merged document – don’t save it.
Do save your original form letter as “PCResale Collection Letter – Excel Mail Merge.doc.” We’ll use it again in the next lesson.
Now, go back into Excel and open up your Customer List spreadsheet. You should see it on your recently used files list in the Task Pane.
Add a new customer. Save your spreadsheet. Close Excel.
Go back into Word and open your Collection Letter – Excel again.
Now, scroll through the records and notice that Alan Watson (the new customer I added) is now in the mail merge. This shows you that you can update your data source at any time (your Excel spreadsheet) and when you generate your mailing again, the updates are automatically in place for you.
Lesson 4. Merge Data From Access
In this lesson we will be using Microsoft Access as our data source. If you do not have Microsoft Access, you may skip this lesson. Access is a database program. Access is better than Excel if you have very large sets of records – say thousands of customers. Let’s start by opening Microsoft Access.
Create a Blank Database.
Give your database a filename. I called mine “PCResale Mail Merge Database for Word 201.” Click on Create.
Click on Tables, and then New.
Click on Design View, and then OK.
For your first Field Name, type in “FirstName” and press the TAB key. Spaces in your field names are optional, but I prefer not to use them. You can if you’re more comfortable that way. Leave the Data Type selection set to Text for all of your fields. Ignore the description column.
Press the TAB key until you are down to the next row. Enter in the following fields as you have in previous lessons:
Click on the Save floppy disk button. Let’s save this table as “CustomerT.” The “T” is something I use to tell me that this is a table – again, it’s not real important at this stage to remember that. Click OK.
You will be asked if you want to create a “primary key.” Just say No. We discuss primary keys in our Access classes. They’re not important for today’s lessons.
You can now close this table and you’ll be back to the Database window. Here you will see the table you just created (CustomerT). Double-click on it to open the table up so we can enter in some records (data).
Just like you’re entering data into Excel, go ahead now and type in a few data records (names and addresses). Use TAB to move from column to column.
Now you can open up Microsoft Word and create your mail merge just as we’ve done before. This time, open up Word and open up the last mail merge document we created, the “PCResale Collection Letter – Excel Mail Merge” document.
Click on File > Save As… to save a copy of this document with a different file name.
Let’s call it our “PCResale Collection Letter – Access Mail Merge” document.
Click on the Open Data Source button on the Mail Merge Toolbar.
Find your Access Database that has your data in it:
Notice your mail merge document now has the appropriate data in it from the new data source.
Now just complete the mail merge as you would normally (see previous lessons).
Lesson 5. Mailing Labels
You aren’t limited to just letters with mail merge. You can also use mail merge to create mailing labels. Start Word. Create a blank new document. Start the Mail Merge Wizard.
Select Labels from the “Select Document Type” section of the wizard. Then click on Next: Starting Document.
Next, select “Change Document Layout” to work from our current blank sheet. Click on “Label Options.”
Next you will see a list of label options. Select the style of labels that’s right for you. I personally like to use Avery standard 5160 address labels.
Notice how our blank document has now been formatted as mailing labels. Click on Next: Select recipients.
Select “Use an existing list” and then click on Browse. Select any of the data sources we’ve used in today’s lessons as your data source.
I’ve picked the Excel spreadsheet we created… “PCResale Customer list for mail merge.xls.” You can pick any that you like.
Select Sheet 1 if you used your Excel file like I did. Then, you should see your list of recipients. Just click on OK.
Now click on Next: Arrange your labels.
Click to place an Address Block on the first label.
Click on the Update all labels button in the Replicate Labels section. This will copy the format of the first label to all of the other labels.
Notice how all of your labels are now updated with the Address Block and the Next Record fields where appropriate.
Click on Next: Preview your labels.
Now you will see your sheet of labels with all of the addresses in their proper places.
You can click on the Edit individual labels link to complete the merge and create your final document with all of your labels in place.
Lesson 6. Mail Merge Without the Wizard
Now that we’re experts in Mail Merge, we’re going to learn how to do it without the wizard. Start Word. Create a blank new document. Turn on the Mail Merge Toolbar. If the toolbar is not already on, you can click on View > Toolbars > Mail Merge.
Click on the Main Document Setup button.
From the Main Document Type dialog, select the type of document you’d like to create. For this lesson, select “Letters” and click OK.
Now, click on the Open Data Source button.
Find your data file – you can choose from any of the data sources we’ve used today. I’ll again pick my Excel spreadsheet. This, of course, assumes you have already created your data source.
You will need to again select Sheet 1 for your Excel sheet. If you want to preview your recipients, click on the Mail Merge Recipients button.
Your list of recipients is displayed. Let’s say we only want to send this mailing to customers from New York. Click on the filter drop-down box in the State column and select “NY.”
Notice only customers from NY are shown, and the filter drop-down is now Blue.
Click on OK.
Type up the letter as you normally would. Place your header, Address Block (remember the button from the toolbar), and the rest of the letter as we have previously. We’ll just do a simple reminder notice for today.
Save your document. I’ll call this the “PCResale Tent Sale Reminder.” Let’s go over the toolbar buttons. You can click on the Insert Merge Fields button to insert individual fields from our data source.
Now we have “REMINDER for <
Remember you can click on the View Merged Data button to see the data in the letter.
The Highlight Merged Fields button will grey out the merged data for easy viewing.
The Match Fields button brings up that dialog box that allows you to match the field names that Word is expecting with those in your data course.
The Propagate Labels button is used to duplicate the mailing labels down the page as we saw in the last lesson.
The Find Entry button will let you search for a particular entry in your data records. This works very similar to the Find & Replace feature we learned about in a previous Word lesson.
The Check for Errors button will check your mail merge for errors. Unless you have a really big merge with lots of data, you’ll most likely never need to use this. Select whichever option you like and click OK. We’ll cover more with error checking in a future lesson.
At the end, we have our different “Complete the Merge” buttons, including Merge to New Document, Merge to Printer, Merge to Email, and Merge to Fax.
Click on the Merge to New Document button. Select All Documents. Click OK. Now you will have your completed mail merge document.
Lesson 7. Mass Email with Microsoft Outlook
If you have Microsoft Outlook on your system, you can use Word together with Outlook to send customized broadcast emails to your customers.
Note: we will be using Microsoft Outlook XP, not Outlook Express.
Warning: DO NOT SEND SPAM. Do not send email out to people who did not request it, and who are not your legitimate customers! Spam ruins email for everyone!
Begin by starting Microsoft Outlook.
Go to your Contacts folder.
Add a new contact by clicking on the New Contact button.
Type in the contact’s name. Enter in other information like the company name, address, phone number, if you like.
Enter in Joe’s email address.
Click on Save and Close to save this record.
Now, go ahead and enter in three contacts in the same way. Notice how they show up in your contacts folder.
Leave Outlook open and Minimize it. Open Word. Create a blank new document. Open the Mail Merge Wizard from the Tools menu. Select “E-mail messages” and click Next: Starting Document.
In Step 2, just use the current (blank) document. Click Next. For Step 3, pick “Select from Outlook Contacts.” Click on the “Choose Contacts Folder” link.
We only have one Contacts folder in Outlook (you can have more than one). Select it and click OK.
Our list of recipients is shown. Scroll to the right and you will see their email addresses. You can optionally filter out the people who don’t have email addresses (blanks) using the filter technique we learned in previous lessons.
Click on Next: Write your e-mail message.
Now, type in your brief email message.
Save your document as your “PCResale Email Notice for Tent Sale.”
Click on Next: Preview your e-mail messages.
You will now see your email message with the merged data in place. Remember you can click on the double-arrow buttons to scroll through your recipients.
Optionally, you can right-click on your Greeting Line and select Edit Greeting Line.
Let’s get rid of the “Dear” and change the comma to a colon.
That looks better.
Now click on Next: Complete the Merge. Then for Step 6, click on “Electronic Mail.”
Next, the “Merge to E-mail” dialog box is displayed.
The To: line is the merge field from Outlook that contains the recipient’s email address. Word has correctly chosen the Email_Address field. Leave this alone.
The Subject Line: is what will show up as the subject of your email when the recipients get it. I’ve typed in “PCResale Notice: Tent Sale Wednesday.” That’s the subject of your email.
The Mail Format: is how your email message will be displayed. Not everyone can read HTML mail which includes formatting. To reach the most people, you may want to consider using plain text.
Click OK to send your email. Now, if you switch back to Outlook and look at your Outbox (where mail that’s waiting to go out sits) you will see your three pieces of outgoing mail.
You can look at one of these emails by double-clicking on it.
Make sure to click on the Send button when done viewing it.
Click on the Send/Receive button to actually send out these emails.
TIP: If you are sending out more than just a few hundred emails, you really should consider purchasing a commercial email program. Outlook tends to “choke” when you have more than a thousand emails or so – in my experience.
Lesson 8. Mail Merge with Word 2000
If you have Word 2000 or even Word 97, this lesson is for you. You’ll find that the mail merge procedure is a little different, but the differences are mostly cosmetic. You shouldn’t have any problems with mail merge after you finish this lesson. First, start Word 2000.
TIP: If you have an older computer, you might want to stick with Word 2000. It runs faster on older computers.
To start a mail merge with Word 2000, click on Tools > Mail Merge.
The Mail Merge Helper window appears.
There are three steps to a mail merge in Word 2000:
1. Set up the Main Document.
2. Set up the Data Source.
3. Perform the merge.
Let’s set up a standard form letter. Under the Main Document section, select Create > Form Letters. Notice there are options here for Mailing Labels, Envelopes, and a Catalog – just like in previous lessons.
We’re going to use the Active Window (the blank new document in the background).
Now, click on Data Source > Get Data > Create Data Source to create a new data source.
Next you will see a window with all of the preset default fields listed. If there is a field you don’t want, such as “JobTitle” just click on it and click on Remove Field Name.
If you would like to add a custom field, such as “AmountDue” just type it into the Field Name box and click on Add Field Name. Unlike Word 2002, field names in Word 2000 may not have spaces in them.
Click on OK to close the field list window.
Word will now save your data file as a Word document (unlike Word 2002 which uses the MDB file format). Type in “Word 201 Mail Merge Data” and click on Save.
Now, we need to add some records to our data file. Click on the Edit Data Source button.
Next you will see a data form very similar to the one from Word 2002. Go ahead and enter in some people (names and addresses) now. Use the TAB key to move between fields. Click on the Add New button to save a record and move to a new one. Type in a couple of records, and then click on OK.
Now you’re back to your blank document, and you’re ready to begin typing in your letter. If at any time you want to go back into the Mail Merge Helper button (with the 1, 2, 3 buttons on it) you can click on this button on your toolbar:
Create your standard header for your letter. I’ll just make it simple stationery with the name of the company and a horizontal line.
Now, with Word 2000, there is no “Address Block” code, so you have to insert each element of the address by itself. On the toolbar, click on Insert Merge Field, and then select “FirstName” from the list.
Notice a <
Now click on Insert Merge Field > Last Name. Press ENTER to move to the next line.
Continue entering in all of the fields for your address as shown. Remember, these Merge Fields are treated just like normal characters. You can delete them, move them, and so on.
Now, type in your greeting line, but you have to type it in manually. Type in “Dear,” and then Insert Merge Field > FirstName. At this point you can continue typing in the body of your letter.
Save this document as your “PCResale Word 201 Mail Merge Form Letter.doc.”
You can click on the View Merged Data button just like in Word 2002 to preview the data right in the document.
And, of course, you can click on the First, Previous, Next, and Last Record buttons to move between the various records.
Now, you are ready to complete the merge with Step 3 in the process. You can either click on the Mail Merge Helper button on the toolbar…
…and then click on the Merge… button in Step 3.
OR… you can just click on the Merge… button right on the toolbar. They both go to the same place. Note the two buttons to the left of the Merge… button are the “Merge to New Document” button and “Merge to Printer” buttons, which you could also use. Let’s click on the Merge… button now.
The Merge window appears.
You can select New Document, Printer, or Email from the “Merge To” drop-down menu. Let’s select New Document.
Leave the “Records to be merged” set to All, although you could specify a range of records (from 1 to 20, for example) to only merge part of your list.
When merging records, leave the “Don’t print blank lines when data fields are empty” option selected. This prevents occurrences like this:
101 Main Street
Buffalo NY 14222
If you had used an Address2 line in your merge fields but didn’t have anything in it, a blank line would print. This option takes care of this problem.
When you’re done, click on the Merge button, and your new merged document is created. You do not need to save changes, unless you want to.
Lesson 9. Review
Review of topics covered.
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