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 Use some advanced capabilities of Microsoft Word

commonly used to increase productivity and
efficiency;
 Effectively use these features to help improve the
productivity of an organization through maximizing
the potential of Microsoft Word;
Advanced Word Processing Skills
 Create form letter or documents for distribution to
various recipients;
 Create labels and envelopes for distribution; and
 Create media-rich documents for printing publishing.

In the professional world, sending out

information to convey important
information is vital. Because of ICT,
 You were task to create and send out formal invitations
for a promo campaign that a company is running. You things are now sent much faster that the
were also initially given a list of ten names of loyal traditional newsletters or postal mail. You
customers to send out to. can now use the Internet to send out
1. From the scenario above, describe briefly how you information you need to share. What if
would most likely complete the task of sending ten
we could still do things much faster – an
invitations with individual names of recipients using
Microsoft Word. automated way of creating and sending
2. Give examples of documents that you can uniform letter with the different
personalize and send or distribute. recipients? Would that not be more
convenient?

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 One of the most important reasons in using

computers is its ability to do recurring tasks
automatically. But this ability has to be
honed by learning the characteristic and
features of the software you use with your
computer. After all, no matter how good or
advanced your computer and software may
be, it can only be as good as the person
using it.

 In this particular part of our lesson, we will  The simplest solution for the scenario above
learn one of the most powerful and is to create a document and just copy and
commonly used features of Microsoft Word paste it several times then just replace the
called “Mail Merge.” as the name suggests, details depending on whom you send it to.
this feature allows you to create documents But what if you have hundreds or thousands
and combine or merge them with another of recipients? Would not that take too many
document or data file. It is commonly used hours? What if you have a small database of
when sending out advertising materials to information where you can automatically
various recipients. generate those letters?

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 Mail merging basically requires two

components: the documents that contains
the message and the document or file that
generally contains the list of names and
addresses, as in our scenario. When these
two documents are combined (merge)
during mail merging, feed your printer with
enough paper until all mailers are printed
out. Each document includes the individual
names and addresses you need to send it to.

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 Our sample letter in figure 1 is what we call a  Also included in the form document is what
form document the first component of mail we call place holders, also referred to as data
merged document. It is generally the fields or merge fields. this mark the position
document that contains the main body of on your form document where holders are
the message we want to convey or send. The denoted or marked by the text with double-
main body of the message is the part of the headed arrows (<< >>) on each side and
form document that remains the same no with a gray background.
matter whom you send it to from among
your list.

 In its simplest form. A document is literally  The second component of our mail merged
a “form” that you fill out with individual document is the list or data file. this is
information. A common example of a form where the individual information or data
document is your regular tax or application that needs to be plugged in (merge) to the
form. Then there is also a form letter which form document is place and maintained
is exactly like the one in our example in
Figure 1.

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 One of the best things about mail merge  You can easily add, remove, modify, or
feature is that it allows data file to be created extract your data more efficiently by using
from within the Microsoft Word application other data management applications like
itself, or it gets data from a file created in Excel or Access and import them in word
Microsoft Excel or other data formats. In during the mail merge process.
this way, fields that needed to be filled up on
the form document can easily be
maintained without accidentally altering the
form or main document.

 Included in the mail merge feature is Microsoft Word is

the label generator. It just make sense that after you print
out your form letters, you will need to send it to
individual recipients in an envelop with the matching
address printed directly on the envelope or on a mailing
label to stick on.
 By using virtually the same process as a standard mail
merge, Microsoft Word will print individual addresses to a
standard form that it has already pre-formatted.

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Title Name Company Address Line Address Line Address Line

1 2 3

Sir Arnold Reyes ABC Inc. 23 Sierra St. Alabang Muntinlupa City

Madam Maria Santos XZY Corp. 45 Oro Drive San Juan Metro Manila

1. Open Microsoft Word and start a new

blank document. You can use the
keyboard shortcut 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 and click
Letters.

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3. Save your letter and name it “Sample

Letter”.
4. Insert the fields you need in the letter
(Name, Company, Address Line 1,
Address Line 2, Address Line 3, and
Title). You may want to make special
markings on these fields as you are
typing it. Most common marking you
can do is by typing it in capital letters or
ALL CAPS so you can easily identify
them.

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5. Save the main document 6. On the Mailings tab in the

once more. You can use Start Mail Merge group,

Ctrl+S to quickly do this step. choose Select Recipients
then click Type a New List.

6. Click the Customize

Columns button on the
dialog box for the New Address
List.

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This will allow you to

modify the fields in the
address list that
Microsoft Word has
pre-determined.

8. Select a field that you do not

need then click the Delete
button. A confirmation dialog
box appears.

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9. Click Yes in the confirmation

dialog box. The dialog box
closes, and the unnecessary
field disappears.

10. Repeat steps 8 and 9 for each 11. To add a field that you need in
field you do not need. After your document, click the Add
removing the excess fields, the button.
next step is to add the fields you
need.

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12. Type the field 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 you main
document.
13. Click the OK button on the
Customize Address List
dialog box to confirm your
changes.

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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, Address Line
3, and Title.
17. Press the Tab key each time to
enter the next field.

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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 Add New List dialog
box to save your data. A special
Save Address List dialog
box pops up, allowing you to
save the recipients list

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20. Type a name for the address list. 23. Click the Insert Merge
Name it “Client List”. Field command button.
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.

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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.

25. Continue adding fields until the

document is completed. Repeat
steps 22 through 24 as necessary
to stick all fields into your
document.
26. Save the main document.
27. Choose Finish & Merge to
edit, print, or send your merged
documents through email.

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28. Or you may want to choose

Preview Results to check your
work before you send it.

29. You should get a merged

document close to this one:

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if you decide to print the document,

the Merge to Printer dialog box
appears, from which you can choose
records to print. Choose All to print
your entire document. Alternatively,
you can specify which records to
print. Click OK. The traditional
Print dialog box appears. Click the
OK button again to print your
documents.

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