EMPOWERM

ENT
TECHNOLOGIE
S
TOPIC OUTLINE

Mail Merge and Label

1
Generation
Integrating Images and
2
External Materials
 OBJECTIVES
Use some advanced capabilities of Microsoft Word
commonly used to increase productivity and
01 efficiency;
Effectively use these features to help improve the
02 productivity of an organization through maximizing
the potential of Microsoft Word;

Create form letters or documents, labels, and

03
envelopes for distribution to various recipients; and

Create media-rich documents or printing or

04 publishing.
 Lesson
Motivation
Scenario 1: You were tasked to create and
send out formal invitations for a promo
campaign that a company is running. You
were also initially given a list of ten names of
1. Fromloyal customers
the given to send
scenario outdescribe
above, to.
briefly how you would most likely
complete the task of sending ten
invitations with individual names of
recipients using Microsoft Word.
2. Give examples of documents that you can
personalize and send or distribute.
 Lesson
Motivation
Scenario 2: You re making a report on the
positive effects of using solar energy to the
environment. To make your report more
appealing, you thought of putting a picture of a
solar panel into your report. You also considered
presenting graphical data on the trends of
worldwide initiatives on the use of solar energy.
1. Describe briefly how you can insert
pictures or images in Word document.
2. What other kinds of images or materials
can be inserted in a Word document?
Advanced
Word
Processing
Skills
What is Word
Processing?
The act of utilizing a computer to produce, edit, save, and
print documents is known as word processing. Word
processing requires specialist software (sometimes known as
a Word Processor). Microsoft Word is one example of a word
processor, although other word processing apps are also
commonly used. Microsoft Works Word Processor, Open
Office Writer, Word Perfect, and Google Drive Document are
just a few examples.
A word processor is a piece of software that allows you to
create, store, and print typed texts. Word processors are now
one of the most widely used computer software products,
with Microsoft Word being the most popular.
Examples and Top
Uses of a Word
Processor
• Book
• Document
• Help documentation
• Journal
• Letter
• Marketing plan
• Memo
• Report
• Resume
Examples of Word Processor
Programs
Below is the listing of some popular word
processors in alphabetical order:
1. Abiword. 9. Microsoft WordPad.
2. Apple iWork - Pages. 10. Microsoft Works (discontinued).
3. Apple TextEdit - Apple macOS 11. SoftMaker FreeOffice -> TextMaker
included word processor. (free).
4. Corel WordPerfect. 12. OpenOffice -> Writer (free).
5. Dropbox Paper (online and 13. SSuite -> WordGraph (free).
free). 14. Sun StarOffice (discontinued).
6. Google Docs (online and free). 15. Textilus (iPad and iPhone).
7. LibreOffice -> Writer (free). 16. Kingsoft WPS Office -> Writer (free).
8. Microsoft Office ->
Microsoft Word
Features of a Word
Processor
 Adjust the layout
 AutoCorrect
 AutoFormat
 Collaboration
 Copying, cutting, and pasting
 Find
 Grammar Checker
Features of a Word
Processor
 Headers and footers
 Indentation and lists
 Insert tables
 Import data
 Template
 Text formatting
Features of a Word
Processor
 Tables
 Text Wrap
 Thesaurus
 Macros
 Mail Merge
 Mailers and labels
Features of a Word
Processor
 Multimedia
 Multiple windows
 Search and replace
 Spelling and Grammar
 Word wrap
Keyboard Shortcuts
Functions
Ctrl + A Select All Ctrl + M Tab
Ctrl + B Bold Text Ctrl + N Create a new document
Ctrl + C Copy Text Ctrl + O Open a document
Ctrl + D Show Font Dialog Box Ctrl + P Display Print dialog box
Ctrl + E Align Text to Center Ctrl + R Align Text to Right
Ctrl + F Display Find Dialog Box Ctrl + S Save a document
Ctrl + G Display Go To Dialog Box Ctrl + U Underline Text
Ctrl + H Display Replace Dialog Box Ctrl + V Paste a copied text
Ctrl + I Italize Text Ctrl + X Cut a selected Text
Ctrl + J Justify Text Ctrl + Y Redo the last undone action
Ctrl + L Align Text Left Ctrl + Z Undo the last action
 Tabs

Active Tab
Ribbon

Rulers Document Header

Document Area

View Buttons Zoom Slider

Home Tab - allows you to change document settings, such as
the font properties, add bullets or a numbered list, adjust
styles, and other common features. Text Alignment – Left,
Right, Center and Justify

Insert Tab – is used to insert different features such as tables,

pictures, clip art, shapes, charts, page numbers, word art,
headers, and footers into a document.

Page Layout – refers to the arrangement of text, images, and

other objects on a page. Pages sizes are Short (letter) - .8.5”
by 11” ; Long(Folio) – 8.5” by 13”; A4 – 8.27” by 11.69”

Page Orientation – Portrait and Landscape

Image Placement
In line with text – This is the default setting for images that
are inserted or integrated in a document.

Square – This setting allows you to insert a picture anywhere

in the paragraph, with the text wrapping around it in a
square pattern, similar to a frame.
Tight – This is almost the same as the square setting, but here
the text “hugs” to the general shape of the image.

Through – This setting allows the text on your document to

flow even tighter, taking the contour and shape of the
image.
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 text line on its own.

Behind Text – This allows your image to be dragged and place

anywhere on your document but all text floating in front it.

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.
MAIL MERGE
AND LABEL
GENERATION
 MAIL
MERGE
This feature allows you to create
documents and combine or merge
them without another document or
data file.

It is commonly used when sending

out advertising materials to various
recipients
 COMPONENTS OF MAIL
1. MERGE
Main Document - The letter that contains the email
information for each of the merged document that
can be letter, stationery, or template.
2. Data Source – a collection of data that will be merged into a
document, such as a list of names and addresses for a mail
merge.
3. Merge Document – this is a word processing document that
is the generated output after executing the merge process.
STEPS
LABEL GENERATION
• It creates a blank form document that
simulates either a blank label or envelope
of pre-defined size and will use the data
file you selected to print the information,
typically individual addresses.
Let’s create a
Simple Mail
Merge
INTEGRATING IMAGES
and EXTERNAL
MATERIALS
KINDS OF MATERIALS
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.
KINDS OF MATERIALS
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.
FILE FORMAT OF PICTURES
.JPG
- This is pronounced as “jay-peg,” and is the
short form for .jpeg or Joint Photographic
Experts Group.
- This type of image file can support 16.7 million
colors that it why it is suitable for use when
working with full color photographic images.
FILE FORMAT OF PICTURES
.GIF
- This stands for Graphics Interchange Format.
- This type of image file is capable of displaying
transparencies.
- It is also capable of displaying simple
animation.
KINDS OF MATERIALS
CLIP ART
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.
KINDS OF MATERIALS
SHAPES
These are printable objects or materials that you can
integrate in your document to enhance its appearance
or to allow you to have some tools to use for
composing and representing ideas or messages.
KINDS OF MATERIALS
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 infographic documents, the you
will find this easy and handy to use.
KINDS OF MATERIALS
CHART

Another type of material that you can integrate in your

Word document that allows you to represent data
characteristics and trends.
KINDS OF MATERIALS
SCREENSHOT

Sometimes, creating reports or manuals for training procedures

will require the integration of a more realistic images of what you
are discussing on your report or manual. Nothing can get you a
more realistic image than a screenshot.
IMAGE REPLACEMENT
• In Line with Text
• Square
• Tight
• Through
• Top and Bottom
• Behind Text
• In front of Text
Credits: This presentation template was
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