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EmTech Lesson4

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17 views

EmTech Lesson4

Jwbsosbs

Uploaded by

qiremalabute29
Copyright
© © All Rights Reserved
Available Formats
Download as PDF, TXT or read online on Scribd
You are on page 1/ 13

ADVANCED

WORD PROCESSING
APPLICATION
LESSON IV

PREPARED BY:
References: JUSTINE M. DELA PEÑA
Empowerment Technologies, Rex BS Inc. 2016 First Edition
Empowerment Technologies, Rex BS Inc. 2022 New Edition
MICROSOFT WORD
• It is a word processor developed by Microsoft.
• It was first released on October 25, 1983.
• Microsoft Word's native file formats are denoted either by a .doc or .docx

Difference between .doc and .docx


• .doc - standard file formats for MS Office users (1997-2003)
• .docx - today it is the default filename extension (2007- to present)
• Word 2003 and older cannot open DOCX files without the compatibility
pack.
• .docx can work with newer features while .doc cannot.
MAIL MERGE
• It is a feature of MS Word that allows the user to create
documents and combine or merge them with another
document or data file.
• It is a way of getting data from spreadsheets or other
similar structured data format and transferring them to
other documents such as letters and mailing labels.
• It is most useful when sending similar letters to different
receivers.
COMPONENTS OF MAIL MERGE
FORM DOCUMENT
• It is generally the document that contains the main body
of the message we want to convey or send.
• The main body of the message is the part of the form
document that remains the same no matter whom you
send it to from among your list.

LIST OR DATA FILE


• This is where the individual information or data that
needs to be plugged in to the form document is placed.
COMPONENTS OF MAIL MERGE
PLACE HOLDER
• It is referred to as data fields or merge fields.
• it is denoted or marked by the text with double-headed
arrows (<< >>) on each side and with a gray background.
MAIL MERGE

Start Mail Select Edit


Merge Recipients Recipient List
• Merges data into • Chooses the list of • Makes changes to
publication which people you intend to the list of recipients
will be printed and send the letter to. and decide which of
mailed. • You can type your them should receive
own list, use your your letter.
Outlook contacts or
connect to a
database.
STEPS IN MAIL MERGING
BY TYPING A NEW LIST (MS ACCESS)
1. Open MS Word and start a new blank document or
open a premade letter.
2. On the Mailings Tab, choose Start Mail Merge then
select Letters.
3. On the Mailings Tab in the Start Mail Merge group,
choose Select Recipients Type a New List.
4. Click the Customize Columns button on the dialog box
for the New Address List.
5. Select a field that you do not need then click the Delete
button. A confirmation dialog box appears and click
Yes.
STEPS IN MAIL MERGING
BY TYPING A NEW LIST (MS ACCESS)
6. Click OK button on the Customize Address List dialog
box to confirm your data.
7. Save the data by clicking the Save button then Name it.
8. Click the Insert Merge Field button.
9. Choose the proper field to insert into your text.
10.Save the document.
11.Click the Preview Results button.
12.Choose Finish & Merge to edit, print, or send your
merged documents through email.
STEPS IN MAIL MERGING
USING EXISTING LIST (MS EXCEL)
Important notes before using Mail Merge function.
• An MS Excel spreadsheet as a source document or data
file must have a complete header for each column.
• Ideally, there should be a separate column and a column
header for names and addresses as shown in the
example.
STEPS IN MAIL MERGING
USING EXISTING LIST (MS EXCEL)
Important notes before using Mail Merge function.
• One must have MS Word letter which will be used as the
template or as the form document.
• The place where the names, addresses or other field
names will be inserted must be properly identified.
STEPS IN MAIL MERGING
USING EXISTING LIST (MS EXCEL)
1. On the Mailings tab, click
Select Recipients.
2. Click Use an Existing List
and browse to the
location of the source
document / data file.
3. If the source document
has more than one table /
sheet, choose the
table/sheet where the
data is located.
STEPS IN MAIL MERGING
USING EXISTING LIST (MS EXCEL)
4. Start inserting merge
fields.
Highlight the part of the
form document where the
information from the source
document is to be inserted.
5. Click Insert Merge Field
on the Mailings tab and
choose the field with
same name of what you
have highlighted.
STEPS IN MAIL MERGING
USING EXISTING LIST (MS EXCEL)
6. The highlighted word in
your form document
must be replaced by the
field name with double
headed arrows
(placeholder).
Do this for the other parts of
the form document where
the information from the
source documents will be
inserted.

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