LESSON 4 –

Advanced Word
Processing
Objectives: Skills
Mail merge and label generation
Integrating images and external
materials
MELCS:
1)Use common productivity tools
effectively by maximizing
advanced application techniques

2)Create an original or derivative

ICT content to effectively
communicate or present data or
information related to specific
professional tracks
Productivity Software – composed of
computer programs that are used mainly
for generating information like documents,
presentations, worksheets, databases,
charts, graphs, digital paintings, electronic
music and videos
🠶 F r e e w a r e - copyrighted which can be
used for free and for an unlimited time
🠶 S h a r e w a r e – a commercial software that
is copyrighted, can be copied for trial but
needs to be purchased for continued use
🠶 Microsoft Office – developed by Microsoft
which includes, word processing software, electronic
spreadsheet, presentation software, database, and
desktop publishing program
Word processor - a computer program
or device that provides for input,
editing, formatting and output of text
often with some additional features
 TRUE OR FALSE: ICT improve life
making our work s ,
easier .
Do you do this? Create a document and copy/paste
several
times then just replace the name of receiver and
address.
What if you have thousands of recipient?

🠶 M A I L MERGE – allows you to create

documents and combine or merge them
with another document or data file
- sending out advertising materials to various
recipients
MAIL MERGE requires two
components:

🠶 D o c u m e n t that contains
the message
🠶 D o c u m e n t or file that
generaly contains the list of
names and address
 Two components of Mail
Merge
🠶 F O R M DOCUMENT
the document that contains the
main body of the message we
want to send
It remains the same no matter
whom you send it to from
among your list
 FORM
DOCUMENT
🠶 P l a c e holders (data field or
mergefield)- marks the position on the
document where information will
be inserted

Literally, a form document is a

form that you fill out with
individual information ex.
Application form
 TWO COMPONENTS OF MAIL
MERGE:
🠶 L i s t or data file – where the
individual information or data
that needs to be merged to form
document is placed
*mail merge feature allows data
file to be created from within the MS
Word application or gets data from
a file created in Microsoft Excel or
other
data formats
 TWO COMPONENTS OF MAIL
MERGE:
🠶 L a b e l Generation– print
individual addresses to a standard
form that it has already pre-
formatted
-creates a blank form document
that stimulates either a blank label or
envelope of pre-define size and will
use the data file
2 essential components: form
document/data
file
 Steps in Creating a Simple Mail
Merge
🠶 1 . Open MS Word and start a new blank
document
🠶 2 . On the Mailings Tab, from the Start Mail
Meg
re group, choose Start Mail Merge Letters
🠶 3 . Write your letter in MS Word, save it and
name it
“Sample Letter”
🠶 4 . Insert the fields you need in the letter
(CAPITAL LETTER)
🠶 5 . Save the main document once more. (Ctrl
S)
🠶 6 . On the Mailings Tab in the Start Mail Merge
 Steps in Creating a Simple Mail
Merge
🠶 7. Click the Customize Columns button on the
dialog box for the New Address List.
🠶 8. Select a field that you do not need then click the
Dee
lte button.
🠶 9. Click Yes in the confirmation dialog box.
🠶 10. Repeat steps 8 and 9 for the fields you do not
need.
🠶 11. To add a field you need, click the Add Entry
button.
🠶 12. Type the field name inside the Add field
dialog box and click the OK button
🠶 13. Repeat steps 11 and 12 for each field
 Steps in Creating a Simple Mail
Merge
🠶 2 0 . Type a name for the address list. Name it
Client list.
🠶 2 1 . Click the save button. Go back to Main
Document
🠶 2 2 . Select a field placeholder (ALL CAPS) in the
m
na
i document .
🠶 2 3 . Click Insert Merge Field
🠶 2 4 . Choose the proper field to insert into your
text.
🠶 2 5 . Continue adding fields until the document
 Steps in Creating a Simple Mail
Merge
🠶 1 4 . C l i c k OK on the Customize Address List box to
conrfi
m changes
🠶 1 5 . The New Address List box will appear again ready
for you to type in your data
🠶 1 6 . Type the data from your list (Title, Name (bold),
etc).
🠶 1 7 . Press the Tab key each time to enter the next
field
🠶 1 8 . T o add a new record, press the Tab key e a
trf
inputting the last field
🠶 1 9 . Repeat steps 16 – 18 until you enter all the
records you want. Once done, click OK on Add New List
 Steps in Creating a Simple Mail
Merge
🠶 2 6 . Save the main document.
🠶 2 7 . Choose Finish & Merge to edit, print or
e
sn
d your merged documents through email
🠶 2 8 . or you may want to choose Preview Results
to check your work before sending it.
🠶 2 9 . Save and close your document.
GROUP TASK: DO THE FOLLOWING
STEPS TO MAKE A SIMPLE MAIL
MERGE
1. Open MS Word – Blank Document
2. Go to MAILINGS
3. Click Start Mail Merge – Letters
4. Write your document (Application
letter) Use your Group Name as
the sender
5. Click Select Recipient – Customize
Columns (Delete all not needed)-
GROUP TASK: DO THE FOLLOWING
STEPS TO MAKE A SIMPLE MAIL
MERGE
6. Type New Lists (10 names all in caps)
–
-TITLE (Use MR./MS. Or MRS./
ENGR./SIR/MADAM, etc.)
-Company Name (Create yours –
ALL CAPS)
- Address Line 1 (St. or Brgy, Town)
- Address Line 2 (City)
GROUP TASK: DO THE FOLLOWING STEPS
TO MAKE A SIMPLE MAIL MERGE
7. Click New Entry for every new recipient
8.Click OK then Save to your desktop with RECEPIENT
as your filename
9. Return to your document
10.Write the date
11.Insert Merge Field – First name - space- Last Name
12.Address Block
13.Double Space – Greeting Line
14.Preview Result
15.Finish and Merge
Recall: What are the advantages of
using mail merge?
Advantages of Mail
🠶 Only one document needs to be composed for
communicating to an extensive list of interested
people, clients or customers.
🠶 Each document can be personalized i.e. it appears
to be have been written specifically to each recipient. It
contains details only relevant to the receiver.
🠶 Many document formats can be developed to use
w
h
ti one database.
🠶 Errors in transcribing details from one document to
another are eliminated. This advantage, of course,
depends upon the accuracy of data entry into
individual records in the first place! ”
 Integrating Images and External
Materials
🠶PICTURES
a. .JPG. – (Joint Photographic Experts Group)
supports
16.7 colors, suitable with full color photographic images)
b. .GIF – (Graphics Interchange Format)capable
of displaying transparencies, and simple animation)
c. .PNG – (Portable Network Graphic) –
transports images on the internet at faster rates,
good with transparencies, can display 16 million
colors, allows control of transparency level or
 Integrating Images and External
Materials
CLIP ART
- line art drawings or images used as
generic representation for ideas and
objects
SHAPES
-printable objects that you can integrate
in your document to enhance its
appearance
SMART ART
-predefined sets of different shapes
 Integrating Images and External
Materials
🠶CHART
- graphical presentation of data
- allows to present data
characteristics and trends
SCREENSHOT
- integration of a more realistic image
of what the report is
 IMAGE PLACEMENT

🠶 T e x t wrapping – allows you to

a
ce
p
l images where you want in the
document
🠶 I n Line with Text – image is placed
totay
l aligned with the text line
🠶 S q u a r e – allows the inserted image
to be placed anywhere in the
document with text going around the
image in a square pattern
 IMAGE PLACEMENT
🠶 T i g h t – text hugs or conform to the general
shape of the image
🠶 T h r o u g h – text flows even tighter, taking
h
te contour and shape of the image
🠶 To p and bottom – pushes the text
away vertically to the top and / or bottom
of the image
🠶 B e h i n d Text – allows image to be
dragged anywhere but with all texts floating in
front of it
🠶 I n front of text – text is placed on top
When do images or
graphics in
Microsoft Word hurt
the document
rather than help?