Empowerment Technologies (Etech)
Lesson 4: Advanced Word Processing
Skills
OBJECTIVES
1. Use the advance capabilities of Microsoft Word
commonly used to increase productivity and efficiency;
2. Utilize the features of this application efficiently to help
improve the productivity of an organization through
maximizing the potential of Microsoft Word;
3. Create letters or documents for distribution of your target
recipients; and,
4. Improve this letter as you create media-rich documents
for printing and publishing.
Pre-Test Activity
In your notebook, answer the following:
1. What feature of Microsoft Word allows you to efficiently
create a document that have the same general
content but may have different recipients or purpose?
A. Mail merge
B. Print merge
C. Send merge
D. View merge
Pre-Test Activity
2. Which of the following is not a component of the mail
merge?
A. Address
B. File name
C. Form document
D. Data file
Pre-Test Activity
3. What are the steps in creating a simple mail merge?
A. Create form document; preview; insert place
holders; print
B. Preview; insert place holders; create form
document; print
C. Create main document; create data source;
insert place holders; preview
D. Create data source; insert place holders, preview;
print
Pre-Test Activity
4. What file contains the information you need to merge
with your main document?
A. Address block
B. Contact list
C. Data file
D. Directory
Pre-Test Activity
5. What image compression/file type is capable of
displaying simple animation?
A. .bmp
B. .gif
C. .jpg
D. .png
Abstraction-Lesson
The Mail Merge
• In a professional world, sending out information for
conveyance is very vital. With the use of ICT, things can
be easily and quickly put across rapidly than the
traditional newsletter or postal mail. Internet can aid to
send the letter in an instant.
Abstraction-Lesson
TWO COMPONENTS OF MAIL MERGE
1. Form Document
• The document that contains the main body of the
message we want to convey or send.
• The main body is the part of the document that
remains the same no matter whom you’ll send it
from the list.
• The Place holders are also included in the form
document which is also referred as data fields or
merge fields.
Abstraction-Lesson
TWO COMPONENTS OF MAIL MERGE
2. List or Data File
• The second component of mail merge.
• This is where individual component or data that needs
to be plugged in (merged) to the form document is
placed and maintained.
• One can 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.
Abstraction-Lesson
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.
Abstraction-Lesson
STEPS IN CREATING SIMPLE MAIL MERGE
1. Open Microsoft Word and start a new blank document.
You can use the shortcut key Ctrl + N after Microsoft
Word has been loaded or opened.
2. On the Mailings tab, from the Start Mail Merge group,
choose Start Mail Merge -> Letters.
Abstraction-Lesson
Abstraction-Lesson
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 is when you create a
resume. Knowledge in 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.
Abstraction-Lesson
Integrating Images and External Materials
• A better understanding of the physical form of your
document as well as the different materials you integrate
in it would allow you to be more efficient and versatile in
using Microsoft Word.
Abstraction-Lesson
Integrating Images and External Materials
Kinds of Materials:
1. Pictures. Generally, these are electronic or digital
pictures or photographs you have saved in any local
storage device.
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.
Abstraction-Lesson
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. Generally, these are predefined sets of different
shapes grouped together to form ideas that are
organizational or structural in nature.
Abstraction-Lesson
5. Chart. Another type of material that you can integrate in
your Word document that allows you to represent data
characteristics and trends.
6. Screenshot. Sometimes, creating reports or manuals for
training or procedure will require the integration of a more
realistic image of what you are discussing on your report or
manual.
