Empowerment Technology_Week 3

Module/Week 3:
DESCRIPTIVE TITLE: Advanced Word Processing Skills
Sub-topics:
1. Mail Merge and Label Generation
2. Integrating Images and external materials
Learning Objectives:
At the end of the lesson, the students should be able to:
a. Use some advanced capabilities of Microsoft Word commonly used to increase productivity and
efficiency;
b. Effectively use these features to help improve the productivity of an organization through
maximizing the potential of Microsoft Word;
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.

Discussion

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
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.

Two Components of Mail Merge

1. Form Document

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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.

Form Document List or Data File

2. 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.

B. Label Generation
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.

Steps in creating a simple mail merge

1. Open Microsoft Word and start a new blank document.

2. On the Mailings tab, from the Start Mail Merge group, choose Start Mail Merge Letters.

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3. Type the letter below. Make a special markings on the fields needed for merging (Name, Company, Address
Line 1, Address Line 2, Address line 3, and Title). Most common marking you can do is by typing in capital
letters or ALL CAPS so you can easily identify them later.

4. Save your letter and name it “Sample Letter”.

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

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6. Click the customize columns button on the dialog box for the New Address List.
This will allow you to modify the fields in the address list that Microsoft Word has Pre-determined.
7. Select a field that you do not need then click the Delete button. A confirmation dialog box appears.
8. Click Yes in the confirmation dialog box. The dialog box closes, and the unnecessary field disappears.

9. Repeat steps 8 and 9 for each field you do not need. After removing the excess fields, the next step is to add
the fields you need.
10. To add a field that you need in your document, click the Add button. Type the field name on the prompt
inside a small Add Field dialog box and click the OK button.

11. Repeat steps 11 and 12 for each new field you need in your main document.
12. Click OK button on the Customize Address List dialog box to confirm changes.

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13. The New Address List dialog box will appear again ready for you to type in your data

14. Type the individual data from your list corresponding to Title, Name, Company, Address Line 1, Address
Line 2, and Address Line 3. Click on New Entry to add a new record on the field

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15. Once you are done typing your data, click the OK button to save your data. A special Save Address List
dialog box pops up, allowing you to save the recipient list. Type a name for Address List. Name it “Client

List”. And click on Save button.

16. Select a field placeholder (ALL CAPS) in the main document and click the Insert Merge Field command
button.
17. Choose the proper field to insert into your text. For example, if you are replacing the text name in your
document with a name field, choose the Name field from the insert Merge field menu. The field is inserted

into your document and replaces the ALL CAPS text.

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18. Continue adding fields until the document is complete. Repeat steps 16 through 17 as necessary to stick all

field into your document.

19. Save the main document.
20. Choose the Finish & Merge to edit, print, or send your merged documents through email.

21. Or you may want to choose Preview Results to check your York before you send it. You should get a

merged document close to this one.

If you decide to print the document, the Merge to Printer dialog box appears, from which you can choose
record to print. Choose All to print your entire document. Alternatively, you can specify which records to print,
click OK. The traditional Print dialog box appears. Click the OK button again to print your document.
22. Save and close your document.

II. Integrating Images and External Materials

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

The illustration shows the kinds of materials that can be integrated or inserted in your Microsoft Word
document.
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. .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. .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. .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.

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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.

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
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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.

III. 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.

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
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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.

Exploration #1

Integrating Images and External Materials

Create your own letter in Microsoft Word and Insert a clipart or a small image in it.

Exploration #2

Mail Merge and Label Generation

1. Let us expand your list from 10 to 20. Again, it might be a good idea to collaborate and exchange names and
addresses with your classmates. Also, add additional fields on your list so that it includes Email Address.
2. On Microsoft Word 2010, open your merged document. Go to the Mailings tab and modify your recipient
list so that you have Email Address on the last column and ten more additional entries on your list.
3. Examine as well how you can quickly add an address block and a greeting line through the ribbon.
4. Generate labels using your recipient list
5. Refer to the rubrics below how you will be graded in this activity.

Thinking Exercise

1. Using Microsoft Word, create a simple flowchart that summarizes the steps in creating a merged document.
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
_____________________________________________________________________________________.
2. Describe how or in what ways you can manage the recipients’ list.
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
______________________________________________________________________________________.

3. In your own words, describe or enumerate the steps in generating labels.

_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
______________________________________________________________________________________.
4. What are some ways you can use to acquire images that can be inserted in a Word document?
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
______________________________________________________________________________________.
5. Describe the steps on how you are able to transfer your pictures to your computer.
_______________________________________________________________________________________
_______________________________________________________________________________________
______________________________________________________________________________________.

Challenge

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Integrating Images and External Materials (Use Microsoft Word)

1. Use clipart to insert an image (example: monkey, girl), you can select any image of your choice,
use .png image. Use text wrapping to position the image where you want it.
2. Insert text boxes (minimum of 6) for your answer to the question “What a good digital citizens do?”
when they are online. Two examples are given below. You can use any shape of text box. Apply ten
rules of netiquette.
3. Examples are given below:
4. You can post the result in your social media account or send it to your instructors’ email address.

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