LESSON 3:

Advanced
Word
• Mail merge and label generation

Processing
• Integrating images and external materials
by: Ms. Erica Ana P. Ti-ad, LPT

Skills
 OBJECTIVES:
At the end of this lesson, the students should be able
to:

1. use some advanced 2. effectively use these

3. create form
capabilities of Microsoft features to help improve the
letters or
Word commonly used to productivity of an organization
documents for
increase productivity and through maximizing the
distribution to
efficiency; potential of MS Word;
various recipients;

4. create labels and 5. create media-rich

envelops for distribution; documents for printing or
and publishing
How do
we
create
docume
nt
 Microsoft
Word
• Microsoft Word is a word processor program developed
by Microsoft Corporation. It was first released on
October 25, 1983, under the name Multi-Tool Word for
Xenix systems;

• Used to make professional quality documents and

letters;

• It lets you create documents for your assignments,

term paper, research works, letters and certificates;

• It provides several features like copying and pasting

from sources, inserting objects, lay outing of content,
and proofreading of documents.
 PARTS
OF A
MICROS
1. Q________ 3. 4.R_______ 5.
A_____ T_______ Components M________,
T_____ B________ : M________,
T_______,
G________,
C_________
2.
R________ C________
7. S_________
10. D_________ A____________ B_________
6. S________ 9.Z_____
B________ 8.D_______ _S______
V________ _
Mail Merge and
Label
One of theGeneration
important
reasons in But the ability
using must be honed
computers is by learning the
its ability to characteristics
do and features of
recurring the software of
task your computer.
automatically
.
Mail Merge and
Label Generation
• Mail Merge – as the name
suggests, this feature allows you
to create documents and combine
or merge them with another
document data or file. It is
commonly used when sending out
advertising materials to various
recipients.
2 Components of Mail
Merge
1. Form Document – It is generally
the document that contains the
main body of the message we
want to convey.

The main body of the message

is the part of the form
document that remains the
same no matter whom you
send it to from our list.
2 Components of Mail
Merge
Also included in the form
document is what we call place
holder, also referred to as data
fields or merge fields. This
marks the position on your form
document where individual data or
information will be inserted.

The place holders are denoted or

marked by the text with double-
2 Components of Mail
Merge
2 Components of Mail
Merge
2. List or Data File – This is
where the individual information
or data needs to be plugged in
(merged) to the form document
is placed and maintained.

One of the best things about

the mail merge feature is that it
allows data file to be created from
within the MS Word itself, or it gets
2 Components of Mail
Merge
2. List or Data File – This is
where the individual information
or data needs to be plugged in
(merged) to the form document
is placed and maintained.
Label Generation
Included in the mail merge
feature on Microsoft Word is the
Label Generator.

It just makes sense that after

you print out your form letters,
you will need to send it to
individual recipients in an
envelope with matching address
Label Generation
In generating labels, there are
two essential components
present, these are: the form
document and data file.
Label Generation
Label Generation
Activity

Let’s
! Try It
Integrating Images and
A better understanding of the physical
External Materials
form of your document as well as the
different materials you integrate in it
would allow you to be more efficient and
versatile in using Microsoft Word.

And with it, you can create more efficient

and richer document not only in the
content but also in the physical form.
Kinds of Materials
1. Pictures
a. .JPG – pronounced as “jay-peg” and
is the short form of .jpeg or Joint
Photographic Experts Group.
It identifies the kind of data
compression process that is uses to
make it more compatible and portable
through the Internet. It can support
16.7 million colors.

It does not support transparency and

relatively small file size.
Kinds of Materials
1. Pictures
b. .GIF – This stands for Graphic
Interchange Format. This type
of image file can display
transparencies. It is capable of
displaying simple animation.
This can only support up to 256
colors so it is good mostly on
logos and art decors with very
limited, and generally solid
colors.
Kinds of Materials
1. Pictures
c. .PNG – pronounced as “ping.”
It stands for Portable Network
Graphics. Its development was
basically for the purpose of
transporting images on the
Internet as faster rates.

It can display up to 16 million

colors. It is also good in
transparencies but does not
support animation.
Kinds of Materials
2. Clip Art
This is generally a .GIF
type; line arts not
drawings or images
used as generic
representation for ideas
and objects that you
might want to integrate
in your documents.
Kinds of Materials
3. 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. Used for lay
outing poster and other graphic
material for advertising.
Kinds of Materials
4. Smart Art
Generally, these are
predefined sets of
different shapes grouped
together to form ideas
that are organizational or
structural in nature. It is
used for organization,
process, relationships, or
flow for infographic
documents.
Kinds of Materials
5. Chart
Another type of material
that you can integrate in
your Word document that
allows you to represent
data characteristics and
trends. Useful for
preparing reports that
correlate present data in
graphical manner.
Kinds of Materials
6. Screenshots
Sometimes, creating reports
or manuals for training or
procedures will require the
integration of a more realistic
image of what you are
discussing on your report or
manual. Nothing can get you
more realistic image than a
screenshot.
Shortcut:
PrtSc Button then paste to word/paint
Windows Key + PrtSc (Saved to pictures
in SC folder)
Image Placement
In practice inserting an image or any
other material in your document is
quite easy especially if the material
already exists in your local storage
device. It is just a matter of opening
the image file through the Microsoft
Word dialog box or wizard. In this
part of the lesson, we will study the
different characteristic of text
wrapping options that you can use
with the image you integrated 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 your image like a text font with the
bottom
2. Squareside
– totally aligned
this setting with the
allows the text
imageline.
you inserted to be placed anywhere
within the paragraph with the text going around the image in a square patter
like a frame.
3. Tight – this is almost the same as Square setting, but here the text “hugs” or
conforms to the general shape of the image.
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 best used with .GIF
or
5. .PNG typeBottom
Top and of image.
– this setting pushes the texts away vertically to the top
and/or the bottom of the image so that the image occupies a whole line on its
own as in the example.
6. Behind Text – this allows you image to be dragged and placed anywhere on
your document but with all the text floating in front of it.
7. In front of Text – as it suggests, this setting allows your image to be placed
right on the op of the text as if your image was dropped right on it.
Than
k