Advanced Word

Processing Skills
Prepared by: Darwin C. Navarro
Objectives:
1. Use the advance capabilities of Microsoft Word commonly used to increase
productivity and efficiency;
2. Utilize the features of this application efficiently to help improve the
productivity of an organization through maximizing the potential of
Microsoft Word;
3. Create letters or documents for distribution of your target recipients; and,
4. Improve this letter as you create media-rich documents for printing
and publishing.
 PRETEST

Directions: Read carefully the following questions.

Choose the letter of the best answer and write it on
your notebook.
 PRETEST
1. What feature of Microsoft Word allows you to
efficiently create a document that have the same
general content but may have different recipients or
purpose?

A. Mail merge B. Print merge

C. Send merge D. View merge.
 PRETEST
2. Which of the following is not a component of the mail
merge?

A. Address B. File name

C. Form document D. Data file
 PRETEST
3. What are the steps in creating a simple mail merge?

A. Create form document; preview; insert place holders; print

B. Preview; insert place holders; create form document; print
C. Create main document; create data source; insert place
holders; preview
D. Create data source; insert place holders, preview; print
 PRETEST
5. What image compression/file type is capable of
displaying simple animation?

A. .bmp B. .gif
C. .jpg D. .png
 PRETEST
4. What file contains the information you need to merge
with your main document?

A. Address block B. Contact list

C. Data file D. Directory
Answer Key
1. A

2. B

3. C

4. C

5. C
 In a professional world, sending out information for
conveyance is very vital. With the use of ICT, things can be
easily and quickly put across rapidly than the traditional
newsletter or postal mail. Internet can aid to send the letter in
an instant.
This module will show you how a letter can be made using Microsoft
Word – an automated way of doing it and even sending it to many
designated recipients. Below are tasks that you will need to do prior to
learning the main topic. Make sure that it is available, because you will be
needing it in the midst of the discussion.
Scenario 1: You are tasked to send a formal
letter of invitation for a promo campaign which a
company is running. Initially, make a list of
10(ten) names of loyal customers for this letter
to send out. Below is a format of the customer
information you need.
Describe how you would most likely complete the task
of sending 10 (ten) invitations with individual names
and other information of the recipients using Microsoft
Word.

1. Make an invitation letter that you can personalize, send, and

distribute.
Scenario 2: Get a topic from an old newspaper or an article
online which discusses about Climate Change in the
Philippines or environmental issues. Make a summary of the
topic/ article and provide a sample picture that you can insert
in your report. You will also need to present a graphical data
about the article.

1. Think how you can insert the picture to the word document.
2. Find other kinds of images or materials can be inserted in a
word document.
MAIL MERGE AND LABEL GENERATION

This module 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

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
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
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

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
10.To add a field that you need in your document, click the Add button.
11.Type the filed name on the prompt inside a small Add Field dialog box
and click the Ok button.
12.Repeat steps 11 and 12 for each new field you need in your main
document.
13.Click the Ok button on the Customized Address List dialog box to
confirm your change.
14.The New Address List dialog box will appear again ready for you to type
in your data.
15.Type the individual data from your list corresponding to Name,
Company, Address Line 1, Address Line 2, City, and Title
 STEPS IN CREATING SIMPLE MAIL MERGE

16.Press the Tab key each time to enter the next field.
17.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.
18.Repeat steps 15 through 17 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

19.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

20.Click the Save button. You should be back on your main document soon
after.
21.Select a field placeholder (ALL CAPS) in the main document.
22.Click the Insert Merge Field command button.
23.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

24.Continue adding fields until the document is compete. Repeat steps 21

through 23 as necessary to stick all fields into your document
 STEPS IN CREATING SIMPLE MAIL MERGE

25.Save the document.

26.You can choose Preview Results to check your work before you send.
Click it again to get it back to return to merged fields.
27.Choose Finish & Merge to edit, print or send your merged documents
through email.
28.You should get a merge document close to this one.
29. 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.