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.
INTEGRATING IMAGES &
EXTERNAL MATERIALS
KINDS OF MATERIALS
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 from
composing and representing
ideas and images.
KINDS OF MATERIALS
SMART ART
• These are predefined sets of different shapes grouped
together to form ideas that are organizational or
structural in nature.
• For graphically representation of organization, process,
relationship or flow for infographic documents.
KINDS OF MATERIALS
CHART
• It allows you to represent data
characteristics and trends.
• Quite useful in preparing
reports that correlate and
present data in graphical
matter.
KINDS OF MATERIALS
SCREENTSHOT
• Creating reports or manuals for
training or procedures will
require the integration of more
realistic image of what you are
discussing on report or manual.
KINDS OF MATERIALS
PICTURES
• These are electronic or digital
pictures or photographs online
or you have saved in any local
storage device.
 COMMONLY USED
TYPES OF PICTURE FILES
.JPG / .JPEG
• Pronounced as “jay-peg”, and is the short term for .jpeg (Joint
Photographic Experts Group).
• It identifies the kind of data compression process that it uses to make it
more compatible and portable through the internet.
• This type of image file can support 16.7 million colors that is why it is
suitable for use when working with full color photographic images.
• It doesn’t support transparency.
• It doesn’t work well on lettering, line drawings, or simple graphics. .JPG
images are relatively small in file.
 COMMONLY USED
TYPES OF PICTURE FILES
.GIF
• It stands for Graphics Interchange Format.
• This type of image file is capable of displaying transparencies.
• It is also capable of displaying simple animation.
• It can only support up to 256 colors so it is good mostly in logos and art
decors with very limited and generally solid colors.
• It is better for logos, drawings, small text, black and white images or low-
resolution files.
 COMMONLY USED
TYPES OF PICTURE FILES
.PNG
• It stands for Portable Network Graphics.
• It was built around in the capability of .GIF.
• It can display up to 16 million colors, the image quality is also remarkably
improved.
• It does support transparency.
• Its development was basically for the purpose of transporting images in
the Internet at faster rates.
WRAPPING OPTIONS
IN LINE WITH TEXT
• This is the default setting for images that are inserted or
integrated in the document.
• This setting is usually used when it you need to place the
image at the beginning of the paragraph.

SQUARE
• This setting allows the image inserted to be placed
anywhere within the paragraph with the text going
around the image in a square pattern like a frame.
WRAPPING OPTIONS
TIGHT
• This is almost the same as the Square setting, but here
the text “hugs” or conforms to the general shape of the
image.
• This allows you to get a more creative effect on your
document.
• This setting can mostly be achieved if you are using an
image that supports transparency like a .GIF or .PNG file.
WRAPPING OPTIONS
THROUGH
• This setting allow the text on the document to flow even
tighter, taking the contours and shape of the image.
• This can be used with a .GIF or .PNG file.

TOP AND BOTTOM

• This setting pushed the texts away vertically to the top
and/or the bottom of the image so that the image
occupies a whole text line on its own.
WRAPPING OPTIONS
BEHIND TEXT
• This allows your image to be dragged and placed
anywhere on the document but with all the texts floating
point in front of it.
• It effectively makes your image look like a background.

IN FRONT OF TEXT
• This setting allows your image to be placed right on top of
the text as if the image was dropped right on it.
• It means that whatever part of the text it placed the image
on, it will be covered by the image.