Advanced Word Processing Empowerment

Technology
Skills
 KIND OF MATERIALS

There are various kinds of materials that the Microsoft Word is

capable of integrating in order to make you documents richer,
more impressive and more informative.
 KIND OF MATERIALS

One important thing to remember is that images and other

materials are not to be inserted as images for design purposes
only, but they are used to enhance or improve the effectiveness
of the message you want to covert.
1. Pictures 4. Smart Art
2. Clip Art 5. Chart
3. Shape 6. Screen Shot
 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

This topic will let you know the different characteristics of text
wrapping options that you can use to integrate image in your
document.
 IMAGE PLACEMENT

1. In Line with Text. This is the default setting for images

that are inserted or integrated in your document. It treats the
image like a text font with the bottom side totally aligned with
the text line.
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.
 IMAGE PLACEMENT

3. Tight. This is the same as the Square setting, but here are
the text “hugs” or conforms to the general shape of the image. It
allows you to get a more creative effect on your document.
4. Through. This setting allows the text on your document to
flow even tighter, taking the contours 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.
 IMAGE PLACEMENT

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.
 Additional Tips

1. You can insert a chart from the Illustration group under

the Insert tab, click on chart to bring out the Insert Chart in the
dialog box. An example of this chart is Exploded Pie in 3D. You
can edit it.
2. To edit the chart, right click on the chart then select edit
data. You start editing it base on the output that you want to see
in your document.
Additional Tips
 Additional Tips

3. In the Illustrations group under the Insert tab, click

Pictures then select the source of your images or file or you can
open the folder where your file is located then use the shortcut
keys Ctrl + C to copy then go your document or article then use
Ctrl + V to paste the image.
MAIL MERGE AND LABEL GENERATION

This lesson will allow you to learn one of the most powerful
and commonly used features of Microsoft Word called “Mail
Merge”. You will create documents and combine or merge them
in 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 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.
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

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
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 used markings are typing it in
capital letters, or ALL CAPS so can easily identify them later.
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 tab 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

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.
STEPS IN CREATING SIMPLE MAIL
MERGE

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.
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.
STEPS IN CREATING SIMPLE MAIL
MERGE

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.

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.
STEPS IN CREATING SIMPLE MAIL
MERGE
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

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.
23. Click the Insert Merge Field command button.
STEPS IN CREATING SIMPLE MAIL
MERGE

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

25. Continue adding fields until the document is compete.

Repeat steps 22 through 24 as necessary to stick all fields into
your document.
STEPS IN CREATING SIMPLE MAIL
MERGE

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.
STEPS IN CREATING SIMPLE MAIL
MERGE

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

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

31. 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.