EMPOWERMENT

TECHNOLOGY
GRADE – 11
Quarter 1| Week 3 & 4

Lesson 3 – 5
Applied productivity tools with advanced application
techniques

Rodrigo Angelo C. Masipag

Subject Teacher

1
 MODULAR DISTANCE LEARNING (MDL)
EMPOWERMENT TECHNOLOGY

LESSON 3: Advanced Word Processing Skills

OBJECTIVES
At the end of this lesson, the students should be able to:

 Use some advanced capabilities of Microsoft Word commonly used to increase productivity and efficiency;
 Effectively use these features to help improve the productivity of an organization through maximizing the potential of Microsoft
Word;
 Create form letters or documents for distribution to various recipients;
 Create labels and envelopes for distribution;
 Create media-rich documents for printing or publishing.

LESSON DISCUSSION
In the professional world, sending out information to convey important information is vital. Because of ICT, things are
now sent much faster than the traditional newsletters or postal mail. You can now send much faster than the traditional
newsletters or postal mail. You can now use the Internet to send out information you need to share. What if we could still
do things much faster – an automated way of creating and sending uniform letters with different recipients? Would that
not be more convenient?
I. Mail Merge and Label Generation
A. Mail Merge
One of the important reasons in using computers per se is its ability to do recurring tasks automatically. But this ability has to be
honed by learning the characteristics and features of the software you use with your computer. After all, no matter how good or advance
your computer and software may be, it can only be as good as the person using it.
In this particular part of our lesson, we will learn one of the most powerful and commonly used features of Microsoft Word called
Mail Merge. As the name suggests, this feature allows you to create documents and combine or merge them with another document or
data file. It is commonly used when sending out advertising materials to various recipients.

TWO COMPONENTS OF MAIL MERGE

1. Form Document
The first component of our mail merged document is the 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.
Also included in the form document is what we call place holders, also referred
to as data fields or merge fields. This marks the position on your form document
where individual data or information will be inserted. From our sample document,
the place holders are denoted or marked by the text with double-headed arrows
(<< >>) on each side and with a gray background. On a printed standard form, this
will be the underlined spaces that you will see and use as a guide to where you need
to write the information that you need to fill out.

2. List or Data File

The second component of our mail merged document is the list or data file.
This is where the individual information or data that needs to be plugged in
(merged) to the form document is placed and maintained. One of the best things
about the mail merge feature is that it allows data file to be created from within
the Microsoft Word application itself, or it gets data from a file created in
Microsoft Excel or other data formats. In this way, fields that needed to be filled
up on the form document can easily be maintained without accidentally altering
the form or main document. You can also easily add, remove, modify, or extract
your data more efficiently by using other data management applications like Excel
or Access and import them in Word during the mail merge process.

2
B. Label Generation
Included in the mail merge feature on Microsoft Word is the Label Generator. It just makes sense that after you print out your form
letters, you will need to send it to individual recipients in an envelope with the matching address printed directly on the envelope or on a
mailing label to stick on. By using virtually the same process as a standard mail merge, Microsoft Word will print individual addresses to a
standard form that it has already pre-formatted. Simply put, it creates a blank form document that simulates either a blank label or
envelope of pre-defined size and will use the data file that you selected to print the information, typically individual addresses. So even in
generating labels, the two essential components of creating a merged document are present: the form document and the data file. Only
in this case, you did not have to type or create the form document yourself because it was already created and pre-formatted in Microsoft
Word. All you need to do is select the correct or appropriate size for the label or envelope and select the data file that contains the
addresses (data) to be printed.
II. Integrating Images and External Materials
Integrating or inserting pictures in your document is fun and it improves the impression of your document. A common use of
inserting a picture on a document is when you are creating your resume. Though seemingly simple to do, your knowledge on the different
kinds of materials that you can insert or integrate in a Word document and its characteristics can help you create a more efficient, richer
document not only in content but also in physical form. A better understanding of the physical form of your document as well as the
different materials you would integrate in it would allow you to be more efficient and versatile in using Microsoft Word.
A. Kinds of Materials
There are various kinds of materials Microsoft Word is capable of integrating to make the documents richer, more
impressive, and more informative.
1. Pictures - Generally, these are electronic or digital pictures or photographs you have saved in any local storage device. There are
three commonly used types of picture files. You can identify them by the extension on their file names.
a. JPG/JPEG - This is pronounced as “jay-peg“ and is the short form of .jpeg or Joint Photographic Experts Group. Like
all the rest of the image file extensions, 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. Unfortunately, it does not support
transparency and therefore, images of this file type can be difficult to integrate in terms of blending with other
materials or elements in your document. But if you are looking for the best quality image to integrate with your
document then this is the image file type for you. .JPG does not work well on lettering, line drawings, or simple
graphics. .JPG images are relatively small in file size.
b. GIF - This stands for Graphics Interchange Format. This type of image file is capable of displaying transparencies.
Therefore, it is good for blending with other materials or elements in your document. It is also capable of displaying
simple animation. Apparently, this may not be too useful on a printed document but if you are sending documents
electronically or through email, or even post documents into a website, then this could be quite impressive. The
downside is that it can only support up to 256 colors so it is good mostly on logos and art decors with very limited
and generally solid colors. .GIF is much better for logos, drawings, small text, black and white images, or low-
resolution files.
c. PNG - This is pronounced as “ping“. It stands for Portable Network Graphics. It was built around the capabilities of
.GIF. Its development was basically for the purpose of transporting images on the Internet at faster rates. It is also
good with transparencies but unlike .GIFs, it does not support animation but it can display up to 16 million colors,
so image quality for this image file type is also remarkably improved. .PNG allows the control of the transparency
level or opacity of images.
2. Clipart - 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. Microsoft Word has a library of clip arts that is built in or can be downloaded and
used freely. There are still other clip arts that you can either purchase or freely download and use that come from third-party
providers.
3. Shapes - These are printable objects or materials that you can integrate in your document to enhance its appearance or allow you
to have some tools to use for composing and representing ideas or messages. If you are designing the layout for a poster or other
graphic material for advertising, you might find this useful.
4. Smart Art - Generally, these are predefined sets of different shapes grouped together to form ideas that are organizational or
structural in nature. If you want to graphically represent an organization, process, relationships, or flow for info graphic
documents, then you will find this easy and handy to use.
5. Chart - Another type of material that you can integrate in your Word document that allows you to represent data characteristics
and trends. This is quite useful when you are preparing reports that correlate and present data in a graphical manner. You can
create charts that can be integrating in your document either directly in Microsoft Word or imported from external files like
Microsoft Excel.
6. Screenshot - Sometimes, 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. Nothing can get you a more realistic image than a
screenshot. Microsoft Word even provides a snipping tool for
your screen shots so you can select and display only the part
that you exactly like to capture on your screen.

3
 III. Image Placement
Text Wrapping – adjusts how the image behaves around other objects or text.
A. In line with Text - This is the default setting for images that are inserted or integrated in your document. It treats
your image like a text font with the bottom side totally aligned with the text line. This setting is usually used when
you need to place your image at the beginning of a paragraph. When placed between texts in a paragraph or a
sentence, it distorts the overall appearance and arrangement of the texts in the paragraph because it will take up
the space it needs vertically, pushing whole lines of texts upward.
B. Square - This setting allows the image you inserted to be placed anywhere with the paragraph with the text going
around the image in a square pattern like frame.
C. Tight - This is almost the same as the Square setting, but here the text “hug” 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.
D. Through - This setting allows the text on your document to flow even tighter taking the contours and shape of the
image. Again, this can be best used with .GIF or .PNG type of image.
E. Top and Bottom - This setting pushes 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.
F. Behind Text - This allows your image to be dragged and placed anywhere on your document but with all the texts
floating in front of it. It effectively makes your image look like a background.
G. In Front of Text - As it suggests, this setting allows your image to be placed right on top of the text as if your image
was dropped right on it. That means whatever part of the text you placed the image on, it will be covered by the
image.

Text Wrapping

LESSON 4: Advanced Presentation Skills

Presentation Software
Is application software that allows user to create visual aids for presentations to communicate ideas, messages and other
information.
EXAMPLES OF PRESENTATION SOFTWARE:
 Magic Point
 OpenOffice.org Impress
 LibreOffice Impress
 Powerdot
 Microsoft PowerPoint
Slide – is a single page of a presentation. Collectively, a group of slides maybe known as “slide deck”.
Design Template – pre-design graphic styles that you can apply to your slides.
Slideshow – a collection of pages arranged in sequence that contains text and images for presenting to an audience. To display slideshow
just press “F5”.
Animation – is a set of effects which can be applied to text or graphics within a slide.
Animation and Timing in PowerPoint
Animation is the process of making the illusion of motion and the illusion of change by means of the rapid succession of
sequential images that minimally differ from each other. Microsoft PowerPoint provides several animation styles in different categories,
namely, Entrance, Emphasis, Exit and Motion Paths. Animations make your presentation more dynamic. If you want to put animations in
your presentation, all you have to do is go to the Animations Tab and click Add Animations. From there, you can find various animations
types for entrance, emphasis, exit and motion paths.

4
Transition – are motion effects that when in slide show view add movement to your slides as you advance from one to
another.

Inserting Hyperlink
A hyperlink which is frequently stated as “links” is a text or image on the screen that you can click on to jump to another file or
within the existing file. When you hover your pointer over a hyperlink, either it is text or an image, the arrow changes into a small pointing
hand, called hyperlink cursor. It is usually activated by clicking on the text or image. Text hyperlinks are usually in color blue and
underlined. Hyperlinks in PowerPoint allow you to another slide in the current presentation, another slide in a different presentation,
another file or webpage, or email address.

To insert a Hyperlink, click the word or the image then click the
Insert tab and look for Hyperlink or Link in other versions of MS
PowerPoint. Click on the choices on where you will link the image or
the word. After that, click OK.

TYPES OF VIEWS IN MS POWERPOINT

 Normal View – Simplified layout of page so you can quickly key, edit, and format the test.
 Note-Page View – display your slides on the top portion of the page, with the speaker notes for each slide in the note panes on
the bottom of the pane.
 Outline View – Displays all of the text in a PowerPoint slide show in outline form regardless of the design, objects and animations.
 Slide-Sorter View – display mini versions of slides and allows re-arranging them.
ADVANTAGES OF HAVING PRESENTATION
 Easy to present
 Audience Easily understand the topic
 Audience can follow the discussion
Creating an Effective Presentation
Designing your presentation is the fun part of creating a report for it gives you a chance to be creative. Placing animations,
transitions, and art could be on your mind right now. But whether or not these features would help is generally up to you. Sometimes,
these things could actually distract your audience rather than help them.
TIPS IN CREATING EFFECTIVE PRESENTATION
1. MINIMIZE. Keep slide counts to a minimum to maintain a clear message and to keep the audience attentive. Remember that the
presentation is just a visual aid.
2. CLARITY. Avoid being fancy by using a font style that is easy to read. Make sure that it is also big enough to be read by the
audience. Once you start making your presentation, consider how big the screen is during your report.
3. SIMPLICITY. Use bullets or short sentences. Summarize the information on the screen to make the audience focus on what the
reporter is saying than on reading the slide. Limit the content to six lines and seven words per line. This is known as the 6x7 rule.
4. VISUALS. Use graphics to help in your presentation; however too many graphics might distract the audience. In addition, instead
of using tables for data presentation, use charts and graphs.
5. CONSISTENCY. Make your design uniform. Avoid having different font styles and backgrounds per slide.
6. CONTRAST. Use a light font on a dark background or vice versa. This will make the text easier to read.

5
LESSON 5: Advanced Spreadsheet Skills

Whether your work is in the field of accounting or not, the truth is whatever you do should be accounted for. This is because
the resources you use cost you expenses. Whether you become a scientist, an engineer, a yoga instructor, a bartender, or an airline pilot,
it is important to understand how a company spends its resources to be able to deliver a product or service. These factors could easily be
computed using spreadsheet programs like Microsoft Excel or Google Sheets.

Advance Techniques in Excel

Advance and Complex Calculations in Excel
Complex formula is the combination of more than two simple formulas. One of the key features of excel is the ability to
calculate complex formulas. There are four basic computation uses in excel. Namely addition, subtraction, multiplication, and division.
When solving complex problems, Excel follows the PEMDAS. PEMDAS is an acronym for the words: parenthesis, exponents, multiplication,
division, addition, and subtraction.
Relative Reference
 All cell references are called relative references.
 When copied across multiple cells, they change based on the relative position of rows and columns.
Absolute Reference
 These are cell references that do not change when copied or filled.
 You can use an absolute reference to keep a row and/or column constant.
 These reference cells can be made constant by inserting $ sign in between or before the row and column. Example:

Functions
 These are predefined formula that performs calculations using specific values in a particular order.
 The parts of a function are:

Equal sign > Function Name > Arguments

Function Library

IF formula in Excel
The IF function can perform a logical test and return one value for a
TRUE result, and another for FALSE result. More than one condition can be tested
by nesting IF functions. The IF function can be combined with logical functions
like AND and OR.
Syntax: =IF(logical_test,[value_if_true],[value_if_false])
 logical_test is a value or logical expression that can be evaluated as
TRUE or FALSE.
 value_if_true (optional) is the value to return when logical_test
evaluates to TRUE.
 value_if_false (optional) is the value to return when logical_test
evaluates to FALSE.

6
 VLOOKUP
The VLOOKUP function performs a vertical lookup by searching for a value in the first column of a table and returning
the value in the same row in the index_number position. The VLOOKUP function is a built-in function in Excel that is categorized
as a Lookup/Reference Function. It can be used as a worksheet function in Excel. As a worksheet function, the VLOOKUP
function can be entered as part of a formula in a cell of a worksheet.
Syntax: =VLOOKUP(lookup_value,table_array,col_index_num,[range_lookup])

Steps:
1. Identify a column of cells you'd like to fill with new data. In this case, that is column D entitled MRR.

2. Select 'Function' (Fx) > VLOOKUP and insert this formula into your highlighted cell.

3. Enter the lookup value for which you want to retrieve new data. The
first criteria is your lookup value. This is the value of your spreadsheet
that has data associated with it, which you want Excel to find and
return for you. To enter it, click on the cell that carries a value you're
trying to find a match for. In our example, shown above, it's in cell A2.
You'll start migrating your new data into D2, since this cell represents
the MRR of the customer name listed in A2

4. Enter the table array of the spreadsheet where your desired data is
located. Next to the "table array" field, enter the range of cells you'd
like to search and the sheet where these cells are located, using the
format shown in the screenshot above. The entry above means the
data we're looking for is in a spreadsheet titled "Pages" and can be
found anywhere between column B and column K.

7
 5. Enter the column number of the data you want Excel to return. . Beneath
the table array field, you'll enter the "column index number" of the table
array you're searching through. For example, if you're focusing on columns
B through K (notated "B:K" when entered in the "table array" field), but the
specific values you want are in column K, you'll enter "10" in the 28
"column index number" field, since column K is the 10th column from the
left.

6. Enter your range lookup to find an exact or approximate match of your

lookup value. In the given example, which concerns monthly revenue, you
want to find exact matches from the table you're searching through. To do
this, enter "FALSE" in the "range lookup" field. This tells Excel you want to
find only the exact revenue associated with each sales contact. However, if
you want Excel to look for an approximate match instead of an exact
match. To do so, simply enter TRUE instead of FALSE in the fourth field
shown above.

7. Click 'Done' (or 'Enter') and fill your new column.

Noted by:
Prepared by:
Everdina D. Alindugan
Rodrigo Angelo C. Masipag
Teacher SHS - Principal