Lesson

Lesson Coverage:

 Applied productivity tools with advanced application techniques

1.Mail merge and label generation
2. Custom animations and timing
3.Hyperlinking in presentations
4.Integrating images and external material in word processors

Lesson Objectives:
At the end of the lesson, the students should be able to:
1. uses common productivity tools effectively by maximizing advanced application
techniques.
 Pre-
Choose the letter that corresponds to the best answer.

assess
1. What tab in MS Word you'll use to access Mail Merge options?
a. Home tab

ment
b. Insert tab
c. References tab
d. Mailings tab
2. Mail merge is the process of combining document design with a list to create multiple
copies of document for each entry in the list. The list is called
a. Main Document
b. Data Source
c. Form Label
d. Database
3. The button temporarily merges your main document and data source so that you can view
and test
a. Merge to PDF
b. Finish & Merge
c. Insert Merge Field
d. Preview Results
4. When the Edit Individual Documents option is selected, how does each letter appear in
the new document created after the merge?
a. Separate documents for each letter
b. Separate sections for each letter
c. One letter following another without starting a new page for each letter
d. One letter displaying the information from the first record
5. Which of the following features is used to arrange the records in a data source before
merging?
a. Filter
b. Sort
c. Auto Check for Errors
d. Match Fields
6. Which of the following mail merge terms lists the specific information to be inserted in a
mail merge document?
a. Main document
b. Data source
c. Mail merge
d. Merge field
7. Which button on the Mailings tab is used to correlate fields from a data source to fields in
a main document that have different field names?
a. Find Recipient
b. Match Fields
c. Compare Fields
d. Auto Check for Errors
8. Which of the following is not a default field name?
a. Last Name
b. City
c. E-mail Address
d. Social Security Number
9. Which of the following is not a default document type for a mail merge?
a. Letters
b. Envelopes
c. Memos
d. Directory
10. How is the information in a data source organized?
a. Chart
b. Matrix
c. Table
d. Paragraphs
11. What is the name of the column heading for each category in a data source?
a. Data field
b. Field
c. Field name
d. Record
12. When a field name has a space in its title, such as Last Name, how is the merge field
displayed in the mail merge document?
a. LastName
b. Last-Name
c. Last_Name
d. LastName
13. Which of the following mail merge terms combines a document with a list of names and
addresses to produce individualized documents?
a. Main document
b. Data source
c. Mail merge
d. Merge field
14. Which of the following contains the variable data to be merged with the unchanging
data?
a. control document
b. data source
c. main document
d. master letter
15. After launching the Mail Merge task pane, the first step is to:
a. identify the data source
b. specify the letter size
c. identify the main document
d. specify the envelope size
16. Which of the following does not appear as a default field in the New Address List dialog
box?
a. Title
b. Apartment Number
c. Address Line 1
d. Last Name
17. You have purchased a specific brand of labels to use for a mailing project. During which
step of the Mail Merge task pane would you specify that brand of labels?
a. one
b. two
c. three
d. four

18. To launch the Mail Merge Help dialog box, what option should you select using the
Microsoft Word Office Assistant?
a. Begin Setup
b. Continue Setup
c. Complete Setup
d. Tell me more about Mail Merge
19.The four types of mail merge main documents are ...
a. Form letters, directories, catalogues and envelope
b. Form letters, envelops and mailing labels, directories and lists
c. Basic letters, envelops, labels and list
d. Form letters, envelops, mailing labels and catalogue
20. Which of the following is not a step of the merge process?
a. Preview the merge results
b. Format a main document
c. Format data source
d. Identify the main document

Input
In the professional world, sending out information to convey important information is
vital. Because of ICT, things are now sent much faster than the traditional
newsletters or postal mail. You can now send much faster than the traditional
newsletters or postal mail. You can now use the Internet to send out information you
need to share. What if we could still do things much faster – an automated way of
creating and sending uniform letters with different recipients? Would that not be
more convenient?

I. Mail Merge and Label Generation

A. Mail Merge

          One of the important reasons in using computers per se is its ability to do
recurring tasks automatically. But this ability has to be honed by learning the
characteristics and features of the software you use with your computer. After all, no
matter how good or advance 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 learn one of the most powerful and
commonly used features of Microsoft Word called Mail Merge. As the name
suggests, this feature allows you to create documents and combine or merge them
with another document or data file. It is commonly used when sending out
advertising materials to various recipients.
           The simplest solution for the scenario above is to create a document and just
copy and paste it several times then just replace the details depending on whom you
send it to. But what if you have hundreds or thousands of recipients? Would not that
take too many hours? What if you have a small database of information where you
can automatically generate those letters?

Two Components of Mail Merge

1. Form Document
          The first component of our mail merged document is the form document. It is
generally the document that contains the main body of the message we want to
convey or send. 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 among your list.

Also included in the form document is what we call place holders, 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. From our sample
document, the place holders are denoted or marked by the text with double-headed
arrows (<< >>) on each side and with a gray background. On a printed standard
form, this will be the underlined spaces that you will see and use as a guide to where
you need to write the information that you need to fill out. In its simplest form, a form
document is literally a “form” that you fill out with individual information. A common
example of a form document is your regular tax form or application form.

2. List or Data File

           The second component of our mail merged document is the list or data file.
This is where the individual information or data that 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 fro within the Microsoft
Word application itself, or it gets data from a file created in Microsoft Excel or other
data formats. In 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. You
can also 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.

B. 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 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. Simply put, it creates a blank form document
that simulates either a blank label or envelope of pre-defined size and will use the
data file that you selected to print the information, typically individual addresses. So
even in generating labels, the two essential components of creating a merged
document are present: the form document and the data file. Only in this case, you
did not have to type or create the form document yourself because it was already
created and pre-formatted in Microsoft Word. All you need to do is select the correct
or appropriate size for the label or envelope and select the data file that contains the
addresses (data) to be printed. You can also preview your merged labels before
printing if you want to.

II.  Integrating Images and External Materials

           Integrating or inserting pictures in your document is fun and it improves the
impression of your document. A common use of inserting a picture on a document is
when you are creating your resume. Though seemingly simple to do, your
knowledge on the different kinds of materials that you can insert or integrate in a
Word document and its characteristics can help you create a more efficient, richer
document not only in content but also in physical form. A better understanding of the
physical form of your document as well as the different materials you would integrate
in it would allow you to be more efficient and versatile in using Microsoft Word.

A. Kinds of Materials
           There are various kinds of materials Microsoft Word is capable of integrating
to make the documents richer, more impressive, and more informative.

1. 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.

a. .JPG/JPEG
          This is pronounced as “jay-peg“ and is the short form of .jpeg or Joint
Photographic Experts Group. Like all the rest of the image file extensions, it identifies
the kind of data compression process that it uses to make it more compatible and
portable through the Internet. This type of image file can support 16.7 million colors
that is why it is suitable for use when working with full color photographic images.
Unfortunately, it does not support transparency and therefore, images of this file type
can be difficult to integrate in terms of blending with other materials or elements in
your document. But if you are looking for the best quality image to integrate with your
document then this is the image file type for you. .JPG does not work well on
lettering, line drawings, or simple graphics. .JPG images are relatively small in file
size.

b. .GIF
          This stands for Graphics Interchange Format. This type of image file is
capable of displaying transparencies. Therefore, it is good for blending with other
materials or elements in your document. It is also capable of displaying simple
animation. Apparently, this may not be too useful on a printed document but if you
are sending documents electronically or through email, or even post documents into
a website, then this could be quite impressive. The downside is that it can only
support up to 256 colors so it is good mostly on logos and art decors with very
limited, and generally solid colors. .GIF is much better for logos, drawings, small text,
black and white images, or low-resolution files.

Example of a .gif format picture.

c. .PNG 
           This is pronounced as “ping“. It stands for Portable Network Graphics. It was
built around the capabilities of .GIF. Its development was basically for the purpose of
transporting images on the Internet at faster rates. It is also good with transparencies
but unlike .GIFs, it does not support animation but it can display up to 16 million
colors, so image quality for this image file type is also remarkably improved. .PNG
allows the control of the transparency level or opacity of images.

Example of .png format picture.

2.  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. Microsoft Word has a library of clip arts that is built in or can be
downloaded and used freely. There are still other clip arts that you can either
purchase or freely download and use that come from third-party providers.

Clip Art Icon in Microsoft Office 2010.

3.  Shapes
          These are printable objects or materials that you can integrate in your
document to enhance its appearance or allow you to have some tools to use for
composing and representing ideas or messages. If you are designing the layout for a
poster or other graphic material for advertising, you might find this useful.
 Shapes Icon under the Insert ribbon tab.
4. 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,
then you will find this easy and handy to use.

5.  Chart
Another type of material that you can integrate in your Word document that allows
you to represent data characteristics and trends. This is quite useful when you are
preparing reports that correlate and present data in a graphical manner. You can
create charts that can be integrate in your document either directly in Microsoft Word
or imported from external files like Microsoft Excel.
 Chart – Used to illustrate and compare data.
6. Screenshot
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 a more realistic image than a screenshot. Microsoft
Word even provides a snipping tool for your screen shots so you can select and
display only the part that you exactly like to capture on your screen.

I. Image Placement
 Layout of  text wrapping options.
A. 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 side totally aligned with
the text line. This setting is usually used when you need to place your image at the
beginning of a paragraph. When placed between texts in a paragraph or a sentence,
it distorts the overall appearance and arrangement of the texts in the paragraph
because it will take up the space it needs vertically, pushing whole lines of texts
upward.

B. Square

This setting allows the image you inserted to be placed anywhere with the
paragraph with the text going around the image in a square pattern like frame.

C. Tight

This is almost the same as the Square setting, but here the text “hug” or
conforms to the general shape of the image. This allows you to get a more creative
effect on your document. This setting can mostly be achieved if you are using an
image that supports transparency like a .GIF or .PNG file.

D. Through
This setting allows the text on your document to flow even tighter taking the contours
and shape of the image. Again, this can be best used with .GIF or .PNG type of
image.

E. Top and Bottom

This setting pushes the texts away vertically to the top and/or the bottom of the
image so that the image occupies a whole text line on its own.

F. Behind Text

This allows your image to be dragged and placed anywhere on your document but
with all the texts floating in front of it. It effectively makes your image look like a
background.

G. In Front of Text

As it suggests, this setting allows your image to be placed right on top of the text as
if your image was dropped right on it. That means whatever part of the text you
placed the image on, it will be covered by the image.

Evalua
tion
I. True/False: Write T if the statement is true. If False, write F.
_______1. A letter is an example of a main document.
_______2. A data source may come from any of the following sources: text
file, Excel Spreadsheet, or graphic file.
_______3. In the mail merge process, two separate documents that are used
are the main document and the data bank.
_______4. Selecting to see Final on the Markup option will show the document with
accepted changes.
_______5. Up to three documents may be merged at once to combine document versions.

II. Multiple Choice: Choose the letter that corresponds to the correct answer.
1. Names and addresses are an example of the ____ information that
will inserted into a main document.
a. data c. address
b. merge d. contact
2. In the data source, a row is made up of _____ which is related information.
a. cells c. columns
b. fields d. data
3. _____ may be added in the document margin of a document that
is being reviewed.
a. Comments c. Suggestion Boxes
b. Notes d. Balloons
4. Track Changes and Document Compare may be enabled using the
Command on the _____ Ribbon.
a. Home
b. Page Layout
c. View
d. Review

5. Select _____ from the Review Ribbon to combine revisions from

multiple reviews into a single document.
a. Compare
b. Join
c. Combine
d. Merge