Quarter 1 Module 4 Lesson 1

Prepared by:
KENNETH R. BRAVO
Teacher II
Advanced Word Processing Skills
 At the end of this lesson, you are expected to
learn the following:

• Identify the advance capabilities of Microsoft Word commonly used

to increase productivity and efficiency;
• Utilize the features of this application efficiently to help improve the
productivity of an organization through maximizing the potential of
Microsoft Word;
• Create letters or documents for distribution of your target recipients;
and,
• Improve this letter as you create media-rich documents for printing
and publishing.
 WORD PROCESSOR

•is an electronic device or computer

software application that performs
the task of composing, editing,
formatting and printing of documents
 EXAMPLES OF WORD PROCESSOR

•OPENOFFICE WRITER
•LIBREOFFICE WRITER
•POLARIS OFFICE
•KINGSOFT WRITER
•WORDPERFECT
•WORDPAD
•MICROSOFT WORD
MICROSOFT WORD
 MICROSOFT WORD

• is a word processor developed by

Microsoft. It was first released on October
25, 1983. It is also known as MS Word.
MAIL MERGE AND LABEL
GENERATION
 TWO COMPONENTS OF MAIL MERGE

1. Form Document
• The document that contains the main body of the
message we want to convey or send.
• The main body is the part of the document that
remains the same no matter whom you’ll send it
from the list.
• The Place holders are also included in the form
document which is also referred as data fields or
merge fields.
 TWO COMPONENTS OF MAIL MERGE

•2. List or Data File

• The second component of mail merge.
• This is where individual component or data that
needs to be plugged in (merged) to the form document
is placed and maintained
• One can 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.
 TWO COMPONENTS OF MAIL MERGE

• ADDITIONAL NOTE: Label generation is included in mail

merge feature on Microsoft Word. You can maximize this
feature when you need to send it to individual
recipients in an envelope with the matching address
printed directly on it and in a mailing label to stick
upon. Most of the companies nowadays, utilize sending
letters through email. This is only used when physical
copy of the letter is really needed. It lessens the
expenses of the companies from their resources.
 STEPS IN CREATING SIMPLE MAIL MERGE

• 1. Open Microsoft Word and start a new blank document.

You can use the shortcut key Ctrl + N after Microsoft
Word has been loaded or opened.
• 2. On the Mailings tab, from the Start Mail Merge group,
choose Start Mail Merge -> Letters.
STEPS IN CREATING SIMPLE MAIL MERGE

Type the letter shown in the next

page. You will be typing in only the
common parts of the letter. The
text that does not change for each
copy you print.
STEPS IN CREATING SIMPLE MAIL MERGE
 STEPS IN CREATING SIMPLE MAIL MERGE

• 3. Make a folder in your desktop and save your letter and

name it “Sample Letter” inside that folder.
• 4. Insert the field you need in the letter (Name, Company,
Address Line 1, Address Line 2, City, and Title). You may
want to use special markings on these field as you are
typing it. The most commonly used markings are typing it
in capital letters or ALL CAPS so can easily identify them
later.
STEPS IN CREATING SIMPLE MAIL MERGE
 STEPS IN CREATING SIMPLE MAIL MERGE

• 5. Save the document once more. The shortcut key to save

a file is Ctrl + S.
• 6. On the Mailing tan in the Start Mail Merge group,
choose Select Recipients -> Type New List.
 STEPS IN CREATING SIMPLE MAIL MERGE

•7. Click the Customize Columns button on the

dialog box for the New Address List.
 STEPS IN CREATING SIMPLE MAIL MERGE

• 8. Select a field that you do not need then click the Delete
button. A confirmation dialog box appears.
• 9. Click Yes in the confirmation dialog box. The dialog
box closes and the unnecessary field disappears or
deleted.
• 10. Repeat steps 8 and 9 for each field you do not need.
After removing the excess fields, the next step is to add the
fields you need.
STEPS IN CREATING SIMPLE MAIL MERGE
 STEPS IN CREATING SIMPLE MAIL MERGE

Note: In this case, the fields that you need to delete are State,
Zip code, Country or Region, Home phone, Work phone and E-
mail address.
• 11. To add a field that you need in your document,
click the Add button.
• 12. Type the filed name on the prompt inside a small
Add Field dialog box and click the Ok button.
• 13. Repeat steps 11 and 12 for each new field you
need in your main document.
 STEPS IN CREATING SIMPLE MAIL MERGE

• 14. Click the Ok button on the Customized Address List

dialog box to confirm your change.
• 15. The New Address List dialog box will appear again
ready for you to type in your data.
• 16. Type the individual data from your list corresponding to
Name, Company, Address Line 1, Address Line 2, City, and
Title.
NOTE: You will need to recall the advance activities you have made.
You will use it and input in cells field for your Data List or Client List.
 STEPS IN CREATING SIMPLE MAIL MERGE

17. Press the Tab key each time to enter the next field.
18. To add a new record, press the Tab key after inputting
the last field. When you press the Tab key on the last
field in a record, a new record is automatically created
and added on the next line.
19. Repeat steps 16 through 18 until you enter all the
records you want. Once you are done typing your data, click
the Ok button on the Address New List dialog box to save
your data. A special Save Address List dialog box pops up.
Allowing you to save the recipient list.
STEPS IN CREATING SIMPLE MAIL MERGE
 STEPS IN CREATING SIMPLE MAIL MERGE

20. Type a name for the address list or customer records.

Name it “Client List”.
NOTE: Make sure to save your Client List inside the folder you
created with your Sample Letter so that it will be easy for you
to locate the files and revise when necessary. When you need to
add more names or customer records. You can access your Client
List, open it and add the data you need to add then save. It
will automatically be included in the mail merge data.
 STEPS IN CREATING SIMPLE MAIL MERGE

21. Click the Save button. You should be back on your main
document soon after.
22. Select a field placeholder (ALL CAPS) in the main
document.
 STEPS IN CREATING SIMPLE MAIL MERGE

23. Click the Insert Merge Field command button.

24. Choose the proper field to insert into your text. For
example, if you are replacing the text name in your
document with a name field, choose the Name Field from
the Insert Merge Field menu. The field is inserted into
your document and replaces the ALL CAPS text.
STEPS IN CREATING SIMPLE MAIL MERGE
 STEPS IN CREATING SIMPLE MAIL MERGE

25. Continue adding fields until the document is compete.

Repeat steps 22 through 24 as necessary to stick all fields
into your document.
26. Save the document.
27. You can choose Preview Results to check your work
before you send. Click it again to get it back to return to
merged fields.
28. Choose Finish & Merge to edit, print or send your
merged documents through email.
STEPS IN CREATING SIMPLE MAIL MERGE

29. You should get a merge document close to this one.

STEPS IN CREATING SIMPLE MAIL MERGE
 STEPS IN CREATING SIMPLE MAIL MERGE

30. Since the total customer information inputted in the

merged document is 10, same number of pages must be
seen in your output. Save and close your document.
You can now print the letters or send through email. It all
depends on your company requirement or your purpose
when you apply this knowledge personally or professionally.
INTEGRATING IMAGES AND
EXTERNAL MATERIALS
 KIND OF MATERIALS
1. Pictures. These are electronic or digital pictures or
photographs you have saved in any local storage
device. There are 3 most commonly used types of
picture files.
a. .JPG. Short for .jpeg or Joint Photographic Expert
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 16.6 million colors that is why it is
suitable for use when working with full color
photographic images.
 KIND OF MATERIALS
b. .GIF. This stands for Graphics Interchange Format. This
image is capable of displaying transparencies. It is good
for blending with materials or elements in your
document. It is capable of displaying simple animation.
It can only support up to 256 colors which is good for
logos and decors with very limited or solid color.
c. .PNG. This pronounce as “ping”. It stands for Portable
Network Graphics. Its development was basically for
the purpose of transporting images on the internet at fast
rates. It does not support animation like .GIF. It can
display up to about 16 million colors, so image quality for
this image file type is also remarkably improved.
 KIND OF MATERIALS

2. Clip Art. This is generally a.GIF type; line art

drawings or images used as generic
representation for ideas and objects that can
be integrate in the document. Microsoft Word
has a library of clip arts that is built in or can
be downloaded freely.
3. Shapes. These are printable objects or
materials that can be integrated in the
document to enhance the appearance or to
allow anyone to have some tools to use for
composing and representing ideas of messages.
 KIND OF MATERIALS

4. Smart Art. These are predefined sets of different

shapes grouped together to form ideas that are
organizational or structural in nature. It is
use to graphically represent an organization,
process relationship or flow for infographic
documents.
5. Chart. It is useful when preparing reports that
correlate and present data in a graphical
manner. A chart can be created that can be
integrated in Microsoft word imported from
Microsoft excel.
 KIND OF MATERIALS

6. Screenshot. Microsoft Word provides a

snipping tool for your screenshots so that
you can select and display only the part that
you exactly like to capture in the screen
IMAGE PLACEMENT
1. In Line with Text. This is the default setting for
images that are inserted or integrated in a
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” to the general
shape of the image.
4. Through. This setting allows the text on your
document to flow even tighter, taking the
contour and shape of the image. This can be
used with .GIF or .PNG type of image.
5. Top and Bottom. This setting pushes the text away
vertically to the top and/or the bottom of the image
so that the image occupies a whole line on its own.
6. Behind Text. This allows your image to be dragged
and placed anywhere on your document but with all
the text floating in front of the list of it which makes
your image looks like a background.
7. In Front of Text. This setting allows your image to be
placed right on top of the text as if your image was
dropped right on it, the text can be covered by the
image.
Keyboard Shortcuts in Word
Processing Software
 KEYBOARD SHORTCUTS:

•Ctrl + A – Select All

•Ctrl + B – Bold Text
•Ctrl + C – Copy Text
•Ctrl + D – Show Font Dialog Box
•Ctrl + E – Align Text to Center
 KEYBOARD SHORTCUTS:

•Ctrl + F – Display Find Dialog Box

•Ctrl + G – Display Go To Dialog Box
•Ctrl + H – Display Replace Dialog Box
•Ctrl + I – Italicize Text
•Ctrl + J – Justify Text
 KEYBOARD SHORTCUTS:

•Ctrl + K – Create a hyperlink

•Ctrl + L – Align Text to Left
•Ctrl + M – Tab
•Ctrl + N – Create a New Document
 KEYBOARD SHORTCUTS:

•Ctrl + O – Open a document

•Ctrl + P – Display Print dialog box
•Ctrl + R – Align Text to Right
•Ctrl + S – Save a document
•Ctrl + U – Underlined Text
 KEYBOARD SHORTCUTS:

•Ctrl + V – Paste a copied text

•Ctrl + X – Cut a selected Text
•Ctrl + Y – Redo the last undone action
•Ctrl + Z – Undo the last action
 ACTIVITY
• Make an individual article regarding the topics mentioned below. You can conduct research
about it or compose an essay type article. You must observe proper citation when you choose
to do a research. Select only one from these topics. The required pages will be 4-6 pages.
You can use any font style but make sure to use font size of 12 for the text, 16 for the sub heads
and 18 for the title. You can use italics, bold and underline text to come up with your desired
layout.
• ▪ History of your School
• ▪ History of Pasig City
• ▪ Article about Covid-19
• ▪ Your personal experiences during the Covid-19 Pandemic
• The output will be shown and graded by your subject teachers in your section. Make a cover
letter address to them using mail merge from your own computer. The data list will be based on
the number of teachers in your section. In your article, make a layout based on integrating images
and external materials module using all the image placements discussed. You must include a chart
to your article. The images that you will use must be related to the topic you have chosen.
Submit a soft copy of your completed activity to your subject teachers on the following meeting.
Here is the rubrics for this activity.
ACTIVITY