This document discusses advanced word processing skills in Microsoft Word, including mail merge, label generation, and integrating images and external materials. It provides step-by-step instructions for using mail merge to create form letters and send them to multiple recipients from a data file. Additional features covered include the label generator for printing address labels and integrating various types of images and objects into Word documents. The document aims to teach skills that improve productivity and efficiency when creating media-rich documents.
This document discusses advanced word processing skills in Microsoft Word, including mail merge, label generation, and integrating images and external materials. It provides step-by-step instructions for using mail merge to create form letters and send them to multiple recipients from a data file. Additional features covered include the label generator for printing address labels and integrating various types of images and objects into Word documents. The document aims to teach skills that improve productivity and efficiency when creating media-rich documents.
This document discusses advanced word processing skills in Microsoft Word, including mail merge, label generation, and integrating images and external materials. It provides step-by-step instructions for using mail merge to create form letters and send them to multiple recipients from a data file. Additional features covered include the label generator for printing address labels and integrating various types of images and objects into Word documents. The document aims to teach skills that improve productivity and efficiency when creating media-rich documents.
This document discusses advanced word processing skills in Microsoft Word, including mail merge, label generation, and integrating images and external materials. It provides step-by-step instructions for using mail merge to create form letters and send them to multiple recipients from a data file. Additional features covered include the label generator for printing address labels and integrating various types of images and objects into Word documents. The document aims to teach skills that improve productivity and efficiency when creating media-rich documents.
INTRODUCTION A few years from now you will be working the industry and what if you are tasked to create an invitational letter for all of your company’s clients? Are you going to create hundreds of letters? In this lesson you will learn the most effective way on how to do it.
TARGET COMPETENCY Mail Merge and Label Generation Integrate Images and External materials
OBJECTIVES
At the end of the lesson, you are expected to:
a. Use the advanced capabilities of Microsoft Word used to increase productivity and efficiency; b. Use these features effectively to help improve productivity of the organization; c. Create form letters or documents for distribution to various recipients; d. Create labels and envelopes for distribution; and e. Create media-rich documents for printing or publishing.
SUBJECT MATTER
Microsoft Word It is one of the most useful tools in Microsoft Office because it allows us to create all kinds of documents. As of now Microsoft Word is practically available in most platforms and devices. It also offers templates for any type of document as well as mail merge which allows us to send letters to multiple people at the same time.
Mail Merge 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. Components of Mail Merge 1. Form Document - It is generally the document that contains the main body of the message we want to convey or send. 2. List or Data File - It is the individual information or data that needs to be plugged in (merge) to the form document. It is the recipients or receivers of our letters. Example of Form Document
Example of List or Data File
Steps in Creating a List or Data File STEP 1 – Click MAILINGS TAB in the menu bar
STEP 2.1 – Click SELECT RECIPIENTS
STEP 2.2 – Click TYPE A NEW LIST
After Selecting Type a New List a Dialog box: New Address List will appear:
STEP 3.1– Click CUSTOMIZE COLUMNS
Why Customize Columns first? Why not New Entry?
Customize Columns will display this Dialog Box: Customize Address List
We need to customized the columns first because Microsoft Word has a Built-in set of Field Names or Placeholders, what if you do not need the placeholders such as Zip Code, Address Line 2, State or what if you need a Placeholder for School, Section, Student Number, Etc. On this dialog box it will allow us to customized FIELD NAMES or also known as PLACEHOLDERS, it will contain the data or information we will provide for the List or Data File. Options on Customization of Field Names 1. You may delete all of the Placeholders and Start from scratch by Adding 2. Rename Each Placeholder Example of a Customized Address List
Notice that after we customized our placeholders it also changed the Fields on the New Address list. STEP 3.2– Click the CELLS to add Data
STEP 3.2.1– Click the NEW ENTRY to add a new set of Data or Row STEP 3.2.2– Add more data
Repeat the same process if needed.
STEP 4 – Click OK to save your Data File
Remember the location of your Data File
It will create a File called MSDB or Microsoft Database
Steps on How to use Mail Merge STEP 1 – Create a Letter
STEP 2 – Create a List or Data File
STEP 3 – Insert Data to your Letter
STEP 4 – Select a Placeholder to add
Example of Added Placeholders: STEP 4 – Click FINISH & MERGE to end
The following are the options on how to end your Mail Merge: a. Edit Individual documents b. Print Documents c. Send Email Message a. Edit Individual Documents It creates a NEW DOCUMENT FILE the individual letters for all of your recipients. In this example, we have two (2) letters primarily because we only created two recipients.
b. Print Documents It will allow us to directly print our documents c. Send Email Message It will allow us to send our emails via E-Mail
Label Generator Allows us to create labels for envelopes Print Labels depending on how many we need as well as to select what kind of paper we want to use.
We can use the label generator if you plan to send letters through snail mail, the traditional sending of letters. Label Generator is commonly used to print labels or stamps for envelopes. Integrating Images and External Materials to Word We can add the following materials in Word Document: 1. Pictures 2. Clip Art 3. Shapes 4. Chart 5. Smart Chart 6. Screenshots ACTIVITY
Directions: Create a letter of invitation using Mail Merge to an event in your Strand. It must have 10 place holders and 10 recipients.
EVALUATION 1. What is the importance of using Mail Merge? 2. Where can we use Mail Merge aside from advertisements?
Download Complete Industry 4.0 Technologies for Business Excellence: Frameworks, Practices, and Applications (Demystifying Technologies for Computational Excellence) 1st Edition Shivani Bali (Editor) PDF for All Chapters
Download Complete Industry 4.0 Technologies for Business Excellence: Frameworks, Practices, and Applications (Demystifying Technologies for Computational Excellence) 1st Edition Shivani Bali (Editor) PDF for All Chapters
