Republic of the Philippines

Department of Education Explore -

Region VIII Engage -
Division of Eastern Samar Apply -
Parallel Test -
LEARNING ACTIVITY SHEETS 3
Empowerment Technologies

Name: ______________________________________________Grade and Strand: _____________________

LRN: _______________________________________________________ Date: ______________________

ADVANCED WORD PROCESSING SKILLS

Mail Merge
Integrating Images and External Materials

Learning Competency/Code:
1. Uses common productivity tools effectively by maximizing advanced application
techniques
CS_ICT11/12-ICTPT-Ic-d-4
2. Creates an original or derivative ICT content to effectively communicate or present data or
information related to specific professional tracks
CS_ICT11/12-ICTPT-Ic-d-5

EXPLORE

Scenario 1: You were tasked to create and send our formal invitations for a promo campaign that
a company is running. You were also initially given a list of ten names of loyal customers to send
out to.

1. From the scenario above, describe briefly how you would most likely complete the task of
sending ten invitations with individual names of recipients using Microsoft Word 2013?
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________

LEARN

Mail Merge

In this particular 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.

Mail merging basically requires two components: the document that contains the message
and the document or file that generally contains the list of names and addresses, as in our
scenario above. Each includes the individual names and addresses you need to send it to.

1
 Let us assume that this is the mailer that you would want to send:

July 28, 2014

<<Name>>
<<Company>>
<<Address Line 1>>
<<Address Line 2>>
<<Address Line 3>>

Dear <<Title>>,

We would like to announce and invite you to avail of our 3 rd quarter promo, for which you
are qualified! Being one of our loyal customers, we would like to thank you for trusting and
carrying our product line in your store.

Included in this promo kit are the mechanics of our promo and the catalogue from where
you can see and choose for our exciting new products.

Please do not hesitate to contact us should have further inquiries regarding the details of
the promo or about any of the new products in our catalogue. We look forward to doing
more business with you.

Again, thank you very much and more power.

Your partner in merchandising,

(YOUR NAME)
SJNHS Integrated Computer Systems, Inc.

Two Components of Mail Merge

1. Form Document
Our sample letter above is what we call a form document --- the first component of
our mail merged 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 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.

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 paced and maintained.

Steps in Creating a Mail Merge

2
 Open a Microsoft Word and start a new blank document.
 On the Mailings tab, from the Start Mail Merge group, choose Start Mail Merge ---
Letters.

 Type the letter below. You will be typing in only the common parts of the letter.

July 28, 2014

Dear

We would like to announce and invite you to avail of our 3 rd quarter promo, for
which you are qualified! Being one of our loyal customers, we would like to thank
you for trusting and carrying our product line in your store.
Included in this promo kit are the mechanics of our promo and the catalogue from
where you can see and choose for our exciting new products.
Please do not hesitate to contact us should have further inquiries regarding the
details of the promo or about any of the new products in our catalogue. We look
forward to doing more business with you.
Again, thank you very much and more power.

Your partner in merchandising,

Red Dragon, Inc.

 Save your letter and name it “(Grade and Strand, Your Name)”. For example: G11 HUMSS
B, Arlitta V. Cabrales.
 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 later.

July 28, 2014

NAME
COMPANY
ADDRESS LINE 1
ADDRESS LINE 2
ADDRESS LINE 3

Dear TITLE,

We would like to announce and invite you to avail of our 3 rd quarter promo, for which you are qualified!
Being one of our loyal customers, we would like to thank you for trusting and carrying our product line in
your store.

3
 On the Mailings tab in the Start Mail Merge group, choose Select Recipients --- Type a
New List.

 Click the Customize Columns button on the dialog box for the New Address List.

 Select a field that you do not need then click the Delete button. A confirmation dialog box
appears.
 Click Yes in the confirmation dialog box. The dalog box closes, and the unnecessary fields
disappears.
 Repeat steps 8 and 9 for each field you do not need. After remobing the excess fields, the
nest step is to add the fields you need.
 To add a field that you need in your document, click Add button.
 Type the field name on the prompt inside a small Add Field dialog box and click the OK
button.
 Repeat steps 11 and 12 for each new field you need in your main document.
 Click the OK button on the Customize Address List dialog box to confirm your changes.
 The New Address List dialog box will appear again ready for you to type in your data.
 Type the individual data from your list corresponding to Name, Company, Address Line 1,
Address Line 2, Address Line 3, and Title.
 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 recipient list.
 Type a name for the address list. Name it “(Your First Name)”. For example, Arlitta
 Click the Save button. You should be back on your main document soon after.
 Click the Insert Merge Field command button.

4
 Choose the proper field to insert into your text.
 Continue adding fields until the document is complete.
 Click Finish and Merge --- Edit Individual Documents.
 A Merge to New Document will appear. On the Merge to New Document dialog box,
select All and click OK.

 You should get a merged document close to this one:

July 28, 2014

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

Dear Sir,
We would like to announce and invite you to avail of our 3 rd quarter promo, for which you
are qualified! Being one of our loyal customers, we would like to thank you for trusting
and carrying our product line in your store.
Included in this promo kit are the mechanics of our promo and the catalogue from where
you can see and choose for our exciting new products.
Please do not hesitate to contact us should have further inquiries regarding the details of
the promo or about any of the new products in our catalogue. We look forward to doing
more business with you.
Again, thank you very much and more power.

Your partner in merchandising,

Red Dragon, Inc.
5
  Save your file/docs to your USB drive pass it to me.

ENGAGE
Arrangement. Arrange the following steps in creating mail merge by WRITING NUMBER on the
blank.
__________ a. On the Mailings tab in the Start Mail Merge group, choose Select Recipients ---
Type a New List.
__________ b. Click Finish and Merge --- Edit Individual Documents.
__________ c. Type the individual data from your list corresponding to Name, Company, Address
Line 1, Address Line 2, Address Line 3, and Title.
__________ d. Open a Microsoft Word and start a new blank document.
__________ e. Click the Customize Columns button on the dialog box for the New Address List.
__________ f. Click the Insert Merge Field command button.
__________ g. On the Mailings tab, from the Start Mail Merge group, choose Start Mail Merge
--- Letters.
__________ k. 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 later.
__________ l. A Merge to New Document will appear. On the Merge to New Document dialog
box, select All and click OK. Save your file/docs.
__________ o. Type the letter.

APPLY
Direction: Identify the component of mail merge that is being pointed out by the brackets and
give its short/simple definition.
July 28, 2014

NAME
COMPANY
ADDRESS LINE 1
ADDRESS LINE 2
ADDRESS LINE 3

Dear TITLE,

We would like to announce and invite you to avail of our 3rd quarter promo,
for which you are qualified! Being one of our loyal customers, we would like
to thank you for trusting and carrying our product line in your store.
Included in this promo kit are the mechanics of our promo and the catalogue
from where you can see and choose for our exciting new products.
Please do not hesitate to contact us should have further inquiries regarding
the details of the promo or about any of the new products in our catalogue.
We look forward to doing more business with you.
Again, thank you very much and more power.

Your partner in merchandising, 6

Red Dragon, Inc.
LEARN
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
a 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.
Kinds of Materials

Figure 1: The illustrations group menu under the Insert tab showing the kinds of
materials you can integrate with MS Word

1. Pictures. Generally, these are electronic or digital pictures or photographs you have saved
in any local storage device.
2. Clip Art. Line art drawings or images used as generic representation for ideas and objects
that you might want to integrate in your document.
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.
4. Smart Art. These are predefined sets of different shapes grouped together to form ideas
that are organizational or structural in nature.
5. Chart. Type of material that you can integrate in your Word document that allows you to
represent data characteristics and trends. This is quiet useful when you are preparing
reports that correlate and present data in a graphical manner.
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.
Image Placement
Sometimes, if the image you would like to insert is on a web page currently displayed on
your screen, it could be copied and pasted. In here, the different characteristics of text wrapping
options that you can use with the image you integrated in your documents will be discussed.

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 side totally aligned
7
 with the text line. This setting is usually used when you need to place your image at the
beginning of the paragraph. When placed between texts in a paragraph or sentence, it
distorts the overall appearance and arrangement of the texts upward.
2. Square. This setting allows the image you inserted to be placed anywhere within the
paragraph with the text going around the image in a square pattern like a frame.
3. Tight. This is almost the same as the Square setting, but here the text “hugs” or conforms
to the general shape of the image. This allows you to get a more creative effect on your
document.
4. Through. This setting allows the text on your document to flow even tighter, taking the
contours and shape of the image.
5. 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.
6. 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.
7. In front of text. As it suggests, this setting allows your message to be placed right on top of
the text as if your image was dropped right on it. That mean whatever part of the text you
placed the image on, it will be covered by the image.

ENGAGE
Direction: The following are images of the kinds of materials that are being integrated in a
document. Write below the images the name/kind of material.
Choices:
A. Pictures D. Smart art
B. Clip art E. Chart type
C. Shapes F. Screenshot

1._________________________ 2.____________________________ 3._________________________

4._________________________ 5.______________________________ 6.___________________________

8
APPLY
Direction: Identify the text wrapping option that is being depicted in the following images. Write
your answer on the blank below the images.
Choices: A. In line with text, B. Square, C. Tight, D. Through, E. Top and Bottom, F. Behind
Text, G. In front of text

1._____________________________________ 2.________________________________________

3.______________________________________ 4._________________________________________

LEARN
The Word interface

When you open a Microsoft Word for the first time, the Word Start Screen will appear.
From here, you'll be able to create a new document, choose a template, or access
your recently edited documents.

 From the Word Start Screen, locate and select Blank document to access the
Word interface.

9
Working with the Word environment
Word has features like the Ribbon and the Quick Access toolbar—where you will find
commands to perform common tasks in Word—as well as Backstage view.

The Quick Access Toolbar

The Ribbon

1. Home Tab

The Home tab gives you access to some of the most commonly used commands for working
with Word 2013, including copying and pasting, formatting, aligning paragraphs,
and choosing document styles. The Home tab is selected by default whenever you open
Word.

10
 2. Insert Tab
The Insert tab allows you to insert pictures, charts, tables, shapes, cover pages, and more to
your document, which can help you communicate information visually and add style to your
document.

3. Design Tab
The Design tab gives you access to a variety of design tools, including document
formatting, effects, and page borders, which can give your document a polished look.

4. Page Layout Tab

The Page Layout tab allows you to change the print formatting of your document,
including margin width, page orientation, and page breaks. These commands will be
especially helpful when preparing to print a document.

5. References Tab
The References tab allows you add annotations to your document, such
as footnotes and citations. From here, you can also add a table of contents, captions, and
a bibliography. These commands are especially helpful when composing academic papers.

6. Mailings Tab
You can use the mail merge feature in the Mailings tab to quickly compose letters, address
envelopes, and create labels. This is especially useful when you need to send a letter to several
recipients.

7. Review Tab
11
You can use the Review tab to access Word's powerful editing features, including
adding comments and tracking changes. These features make it easy
to share and collaborate on documents.

8. View Tab
The View tab allows you to switch between different views for your document and split the
screen to view two parts of your document at once. These commands will also be helpful when
preparing to print a document.

9. Format Tab
Contextual tabs will appear on the Ribbon when you're working with certain items, such
as tables and pictures. These tabs contain special command groups that can help you format
these items as needed.

To minimize and maximize the Ribbon:

The Ribbon is designed to respond to your current task, but you can choose to minimize the
Ribbon if you find that it takes up too much screen space.
Click the Ribbon Display Options arrow in the upper-right corner of the Ribbon.

Backstage view
Backstage view gives you various options for saving, opening a file, printing, and sharing
your document.

To access Backstage view:

12
 1. Click the File tab on the Ribbon. Backstage view will appear.

Account Access

The Ruler

To show or hide the Ruler:

1. Click the View tab.
2. Click the check box next to Ruler to show   or hide   the ruler.

Scroll Bar

Navigation

13
Word Count

Document views

Zoom Control

ENGAGE

14
 Direction: Explain the importance of having enough knowledge on how to use Microsoft Word in
your future career based on your chosen professional track (HUMSS, GAS, ABM, TVL)?

APPLY
Direction: Below is the screenshot of Microsoft Word environment. Write your answer on the
blank before the number that corresponds to the indicated parts of the MS Word.
2
5
4
3

10
8 9
7

___________________________________ 1. _____________________________________ 6.
___________________________________ 2. _____________________________________ 7.
___________________________________ 3. _____________________________________ 8.
___________________________________ 4. _____________________________________ 9.
___________________________________ 5. _____________________________________ 10.

15