ICT 12.

Type the field name on the prompt inside a

small Add Field dialog box and click the OK
LESSON 3
button.
Mail Merge 13. Repeat steps 11 and 12 for each new field you
- most powerful and commonly used features of need in your main document.
Microsoft Word. 14. Click the OK button on the Customize Address
- a feature that allows you to create documents List dialog box to confirm your changes.
and combine or merge them with another document or 15. The New Address List dialog box will appear
data file. again ready for you to type in your data.
16. Type the individual data from your list
TWO COMPONENTS OF MAIL MERGE corresponding to Name, Company, Address Line
1. Form Document 1, Address Line 2, Address Line 3, and Title.
the document that contains the main 17. Press the Tab key each time to enter the next
body of the message we want to convey or send field.
 Also included in the form document is what we 18. To add a new record, press the Tab key after
call place holders, also referred to as data fields inputting the last field.
or merge fields. This marks the position on your 19. Repeat steps 16 through 18 until you enter all
form document where individual data or the records you want.
information will be inserted. 20. Type a name for the address list. Name it
2. List or Data File “Client List.”
includes the individual information or 21. Click the Save button.
data or the recipient’s information. 22. Select a field placeholder (ALL CAPS) in the main
where the individual information or document.
data that needs to be plugged (merged) to the 23. Click the Insert Merge Field command button.
form document is placed and maintained. 24. Choose the proper field to insert into your text.
25. Continue adding fields until the document is
Label Generation complete.
is included in the mail merge feature in 26. Save the main document.
Microsoft Word. 27. Choose Finish and Merge to edit, print or send
Merge Field/ Place Holder your merged documents through email.
-marks the position on your form document 28. Or you may want to choose Preview Results to
where individual data or information will be inserted check your work before you send it.
29. You should get a merged document close to this
Data File one. If you decide to print the document, the
includes the individual information or data or Merge to Printer dialog box appears, from
the recipient’s information. which you can choose records to print.
30. Save and close your document.
STEPS IN CREATING A SIMPLE MAIL MERGE

1. Open Microsoft Word and start a new blank

KINDS OF MATERIALS
document.
2. On the Mailings tab, from the Start Mail Merge 1. Pictures
group choose Start Mail Merge- Letters. these are electronic or digital pictures
3. Save your letter and name it “Sample Letter” or photographs you have saved in any local
4. Insert the fields you need in letter (Name, storage device
Company, Address line 1, Address line 2, Types of Picture Files
Address line 3, and Title)
5. Save the main document once more. .JPG ( Joint Photographic Experts Group.)
6. On the Mailings tab in the Start Mail Merge it can support 16.7 million colors that is
group, choose Select Recipients- Type a New why it is suitable for use when working with full color
List. photographic images.
7. Click the Customize Columns button on the .GIF (Graphics Interchange Format)
dialog box for the New Address List. this type of image file is capable of
8. Select a field that you do not need then click the displaying transparencies. It is also capable of displaying
Delete button. animation. It can only support up to 256 colors.
9. Click Yes in the confirmation dialog box.
10. Repeat steps 8 and 9 for each field you do not
need.
11. To add a field that you need in your document,
click the Add button.
 .PNG (Portable Network Graphics) 6. Behind Text
it was built around the capabilities of this allows your image to be dragged
.GIF. it is also good with transparencies but unlike .GIF, and placed anywhere on your document but
it does not support animation but it can display up to will all the texts floating in front of it.
about 16 million colors. 7. In Front of Text
this setting allows your image to be
placed right on top of the text as if your image
2. Clip Art was dropped right on it.
this is generally a .GIF type; line art
drawings or images used as generic
representation for ideas and objects that you
might want to integrate in your document.
3. Shapes
these are printable objects or materials
that you can integrate in your document to
enhance its appearance or to allow you to have
some tools to use for composing and
representing ideas or messages.
4. Smart Art
predefined sets of different shapes
grouped together to form ideas that are
organizational or structural in nature.
5. Chart
allows you to represent data
characteristics and trends.
6. Screenshots
creating reports or manuals for training
or procedures will require the integration of a
more realistic image of what you are discussing
on your report or manual.

Image Placement

Text Wrap
adjusts how the image behaves around other
objects or text.

1. In Line with Text

this is the default setting for images
that are inserted or integrated in your
document.
2. Square
this setting allows the image you
inserted to be placed anywhere within the
paragraph with the text going around the image
in a square pattern like a frame.
3. Tight
this is almost the same as the Square
setting, but here the text “hugs” of conforms to
the general shape of the image.
4. Through
this setting allows the text on your
document to flow even tighter, taking the
contours and shape of the image.
5. Top and Bottom
this setting pushes the texts away
vertically to the top and/or the bottom of the
image so the image occupies a whole text line
on its.