University of Makati

Higher School ng Umak

Technical – Vocational Department

ADVANCED WORD
PROCESSING
SKILLS
Lesson 2
 University of Makati
Higher School ng Umak
Technical – Vocational Department

REMINDERS
❑ Stay in place free of distraction and noise
❑ No private recording or capturing of the
discussion
❑ Raise your hand if you want to talk
❑ Use respectful language all the time
❑ If someone is talking, turn your microphone
into mute mode.

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 University of Makati
Higher School ng Umak
Technical – Vocational Department

Badge
❑ You will earn a badge once a specific
performance task/s is done and checked by
the teacher.

❑ Each badge is equivalent to .5 point and

can be exchanged to additional points in
case you missed an activity

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 University of Makati
Higher School ng Umak
Technical – Vocational Department

Learning Objectives
At the end of the lesson, the students should be
able to:
i. attain the skills in advance word
processing software;
ii. create multiple documents using mail
merge; and
iii. cite the importance of having the skill in
advanced word processing software in the
future.
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 University of Makati
Higher School ng Umak
Technical – Vocational Department

Microsoft Word
▸ It is a word processing application that allows
you to create a variety of documents like
letters, flyers, and reports.

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Higher School ng Umak
Technical – Vocational Department

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 University of Makati
Higher School ng Umak
Technical – Vocational Department

MICROSOFT WORD INTERFACE

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 University of Makati
Higher School ng Umak
Technical – Vocational Department

MICROSOFT WORD INTERFACE

TITLE BAR
▸ The title bar is on the top of the window when
you open a Microsoft Word application. The
title bar contains opened application name
(Microsoft Word in this case), by default file
name (document1) in the center, control
buttons (close, maximize, minimize) in right
side and quick access tools (word logo, save,
undo-redo function) on the left side.

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 University of Makati
Higher School ng Umak
Technical – Vocational Department

MICROSOFT WORD INTERFACE

MENU BAR
▸ The menu bar contains all the menus such as
File, Home, and Insert, Page Layout, etc. These
menus and functions are tools that are used to
create all kinds of professional-looking
documents in Microsoft Word.

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 University of Makati
Higher School ng Umak
Technical – Vocational Department

MICROSOFT WORD INTERFACE

TOOL BAR
▸ These are the category of functions and
features dived under Menus according to their
use. Such as under Home Menu, you can find
Clip Board, Font, Paragraph, etc. These are
subcategories of Main Menu Bar.

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 University of Makati
Higher School ng Umak
Technical – Vocational Department

MICROSOFT WORD INTERFACE

RULER BAR
▸ Ruler bar is very important to understand. A ruler
bar is used to align the document. You can set
margin and paragraph spaces by using it. You can
find the left indent and the right indent in the ruler
bar. This is used to align the documents, page
margins so when you print the document it will
look professional. There are two rule bars in the
Microsoft Word, one is on the top of the white page
(typing area) and the second is on the left side.

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 University of Makati
Higher School ng Umak
Technical – Vocational Department

MICROSOFT WORD INTERFACE

SCROLLING BAR
▸ The scrollbar is used to scroll the page
up/down and right/left when the page zoom is
high or low. There are two scrolling bars. One
is the horizontal bar and the second one is the
vertical

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 University of Makati
Higher School ng Umak
Technical – Vocational Department

MICROSOFT WORD INTERFACE

STATUS BAR
▸ The Status bar showcase page number, total
words, selected words, etc. Its main work is the
display status of the page. You can find
spelling and grammatical proofreading option
in the right after page number and words. And
on the right side of the status bar, there are
page views and zooming options.

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University of Makati
Higher School ng Umak
Technical – Vocational Department

WORD AND
EXCEL FOR
MAIL MERGE
 University of Makati
Higher School ng Umak
Technical – Vocational Department

WHAT IS MAIL MERGE?

▸ Mail merges are one of the quickest ways to
customize documents like emails, newsletters,
and other personalized messages. A mail merge
lets you create personalized documents that
automatically vary on a recipient-by-recipient
basis. This spares you the trouble of manually
personalizing each document yourself.

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Higher School ng Umak
Technical – Vocational Department

WHAT IS MAIL MERGE?

▸ Let's say you want to send a holiday email or
letter to your customers. However, you don't
want to send them a generic email or letter —
you want each email to include unique
greetings and mention their names and
addresses.

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 University of Makati
Higher School ng Umak
Technical – Vocational Department

WHAT IS MAIL MERGE?

▸ Instead of manually creating separate emails or
letters for each person, just perform a mail
merge! It will automatically add each person’s
details to the email or letter you send them —
sparing you the trouble of doing it yourself.

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Higher School ng Umak
Technical – Vocational Department

Mail merges can be used to create

personalized messages automatically for
documents such as:
▸ Marketing emails
▸ Envelopes
▸ Mailing labels
▸ Newsletters
▸ Custom catalogs
▸ Form letters
▸ And more!

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Higher School ng Umak
Technical – Vocational Department

TWO
COMPONENTS
OF MAIL MERGE
 University of Makati
Higher School ng Umak
Technical – Vocational Department

TEMPLATE FILE
▸ This is the document that you’ll be sending out —
like a letter or an email. It contains placeholders for
the personalization data (names, addresses, etc.) that
are fetched from a data file.

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Higher School ng Umak
Technical – Vocational Department

DATA FILE
This is a data source like a Microsoft Excel spreadsheet
or a Google Sheets file. It contains the personalized
information (names, addresses, etc.) that will be added
to your template file.

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 University of Makati
Higher School ng Umak
Technical – Vocational Department

HOW TO USE MAIL MERGE IN WORD AND

EXCEL TO SEND LETTERS

▸ You can use the mail merge feature in Word

and Excel to create and print personalized mass
letters quickly.

▸ The mail merge template is a form letter in

Microsoft Word and the data file is an Excel
spreadsheet containing your recipients’
details.

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 University of Makati
Higher School ng Umak
Technical – Vocational Department

Creating and formatting your address list in

Microsoft Excel

Step 1
▸ Open MS Excel

Step 2
▸ Click on Blank workbook to open a blank
document in Excel.

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 University of Makati
Higher School ng Umak
Technical – Vocational Department

Creating and formatting your address list in

Microsoft Excel

Step 3
▸ Now you can start entering the details of your
address list into the Excel spreadsheet.
▸ Enter your column headers only in the first row,
starting in cell A1.

The column headers in your Excel spreadsheet must be the same as the
placeholder names you want to use in your Word template document.

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 University of Makati
Higher School ng Umak
Technical – Vocational Department

Creating and formatting your address list in

Microsoft Excel

The column headers in your Excel spreadsheet must be the same as the
placeholder names you want to use in your Word template document.

For example, if the column names in your Excel sheet are “FirstName,”
“LastName,” and “Email,” the field names in your Word document will also
be “FirstName,” “LastName,” and “Email.”

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Higher School ng Umak
Technical – Vocational Department

Creating and formatting your address list in

Microsoft Excel

Step 4
▸ Enter your contact information as one record per
row, starting in cell A2.

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 University of Makati
Higher School ng Umak
Technical – Vocational Department

Creating and formatting your address list in

Microsoft Excel

Step 5
▸ Enter your contact information as one record per
row, starting in cell A2.
Note – Ensure that all edits to the Excel spreadsheet are done
before starting the mail merge process. Making edits to an Excel
sheet once you’ve already begun a mail merge is a complicated
additional step.

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Higher School ng Umak
Technical – Vocational Department

Creating the main document in

MS Word
Step 1
▸ Open a blank document in Word.
▸ This is the main document in your mail merge that
will be sent to each recipient.

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 University of Makati
Higher School ng Umak
Technical – Vocational Department

Creating the main document in

MS Word
Step 2
▸ Click on the Mailings tab and select Start Mail
Merge.

▸ A drop-down menu displaying every different mail

merge document type will appear.

▸ You can select the document type for letters, emails,

envelopes, mailing labels, or a directory.

▸ Since we’re creating a Word mail merge for sending

letters, choose Letters as your merge document.
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Higher School ng Umak
Technical – Vocational Department

Creating the main document in

MS Word
Step 2
▸ Write the body of the letter.

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Higher School ng Umak
Technical – Vocational Department

Selecting the recipient list

Step 1
▸ Click on the Select Recipients option in the
Mailings tab. A drop-down menu appears, showing
different mail merge list sources.

▸ As your contact information is already available as

an Excel file, click on Use an Existing List.

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 University of Makati
Higher School ng Umak
Technical – Vocational Department

Selecting the recipient list

Step 2
▸ In the dialog box that pops-up, select the Excel
sheet you created earlier, and click Open.

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Higher School ng Umak
Technical – Vocational Department

Selecting the recipient list

Step 3
▸ A Select Table window appears. Choose the Excel
worksheet you want to merge with the Word
template and click OK.

Note – If your Excel

spreadsheet has only one
worksheet, you’ll only see
Sheet1 in the Select Table
window

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Higher School ng Umak
Technical – Vocational Department

Selecting the recipient list

Step 4
▸ If you want to edit your mail merge
recipients list, click on the Edit Recipient
List tab.

▸ In the Mail Merge Recipients window

that pops-up, clear the checkbox of the
person you don’t want in your mailing
list.

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 University of Makati
Higher School ng Umak
Technical – Vocational Department

Adding personalized messages

▸ The next step is to add personalized content, like
contact names and addresses, to your form letter
template (Word document).
▸ In Word, you can insert three personalization
variables into your document:

▸ Insert Address Block – add a recipient’s address to

your document.
▸ Insert Greeting Line – include a personalized
greeting or salutation in your letter.
▸ Insert Merge Field – insert other mail merge fields
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from your Excel file.
 University of Makati
Higher School ng Umak
Technical – Vocational Department

Adding personalized messages

Note – You can add a personalization variable at an

insertion point of your choice in the Word document. For
example, to add a greeting line before the body of your
letter, simply place the text cursor at the point you want to
add it.

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 University of Makati
Higher School ng Umak
Technical – Vocational Department

Adding personalized messages

Step 1 - Insert Address Block

▸ To insert a recipient’s address from your Excel worksheet,

click on Address Block from the Write & Insert Fields
section. In the window that appears, choose an address
block format of your choice and click OK.

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 University of Makati
Higher School ng Umak
Technical – Vocational Department

Adding personalized messages

Step 1 - Insert Address Block

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 University of Makati
Higher School ng Umak
Technical – Vocational Department

Adding personalized messages

Step 1 - Insert Address Block

An address placeholder («AddressBlock») will be inserted
automatically into your letter.

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Higher School ng Umak
Technical – Vocational Department

Adding personalized messages

Step 2 - Insert greeting line

To insert a greeting line, click on Greeting Line from the
Write & Insert fields section. In the dialog box that pops
up, select the format you want to use and click OK.

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 University of Makati
Higher School ng Umak
Technical – Vocational Department

Adding personalized messages

Step 2 - Insert greeting line

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 University of Makati
Higher School ng Umak
Technical – Vocational Department

Adding personalized messages

Step 2 - Insert greeting line

A greeting placeholder («GreetingLine») will be automatically
added to your document.

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Higher School ng Umak
Technical – Vocational Department

Adding personalized messages

Step 3 – Insert Merge Field

You can also add other mail merge fields — like your
contact’s first name, company name, email id, etc. — from
your Excel worksheet to your Word template. To do this,
click on Insert Merge Field from the Write & Insert fields
group.

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Higher School ng Umak
Technical – Vocational Department

Adding personalized messages

Step 3 – Insert Merge Field

You can see a drop-down

list of some mail merge
labels. These labels are
the column names in
your Excel spreadsheet.

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Higher School ng Umak
Technical – Vocational Department

Adding personalized messages

Step 3 – Insert Merge Field

- Click on the mail

merge fields you want
to add to your letter.

- This is how my form

letter looks after
inserting the
placeholders I needed
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 University of Makati
Higher School ng Umak
Technical – Vocational Department

Adding personalized messages

Step 3 – Insert Merge Field

Note – You can also use
the Match Fields feature
to match your Excel
column fields with the
Word placeholders
manually. This way, you
can ensure that all the
mail merge fields are
accurately mapped to
your Excel column
names
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 University of Makati
Higher School ng Umak
Technical – Vocational Department

Previewing and finishing the

mail merge process
After personalizing the form letter for each recipient, you
can preview the letters to see how they look with the data
you inserted from your Excel worksheet.

Step 1 – Insert Address

Block
• Click on Preview
Results under the
Mailings tab.

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 University of Makati
Higher School ng Umak
Technical – Vocational Department

Previewing and finishing the

mail merge process
Step 1 - Insert Address Block

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Higher School ng Umak
Technical – Vocational Department

Previewing and finishing the

mail merge process

Step 2
To preview the result for each recipient, you can
enter the recipient number (the corresponding
row number in your Excel spreadsheet) in the
text box.

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Higher School ng Umak
Technical – Vocational Department

Previewing and finishing the

mail merge process
Step 3
After previewing the form letter, click on Finish &
Merge to finish the Word mail merge process.

From the drop-down list that appears, you can choose

to:
Edit Individual Documents – if you want to edit each
letter further, separately.
Print Documents – if you want to print the letters.
Send Email Messages – if you want to send the letters
as emails.
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 University of Makati
Higher School ng Umak
Technical – Vocational Department

Saving the form letter

Step 1
After you’ve finished working with the merged document, you
can save it by pressing the Ctrl+S keys or by going to the File
menu and clicking Save or Save As.

You can also reuse the merged document for sending additional
letters — just open it and click Yes when Word prompts you with
this alert:

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Higher School ng Umak
Technical – Vocational Department

Saving the form letter

Step 1

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References
Barton, J. (2019, December 31). How to Use Word & Excel for
Mail Merge (Step-by-Step Guide)   Retrieved June 12, 2020,
from https://www.gmass.co/blog/mail-merge/