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Advanced Word Processing Skills Lesson 3 - Mail Merge and Label Generation - Integrating Images and External Materials

Mail merge allows users to create form documents and combine them with a list or data file. This feature is commonly used to send advertising materials to multiple recipients. The two components of mail merge are the form document and the list or data file. The form document contains the main body of the message that remains the same for all recipients. The list or data file contains the individual recipient information that is merged into the form document. Mail merge can be used to automatically generate personalized letters, emails, labels, and envelopes for a large number of recipients from one template and data source.

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Billy Salamero
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504 views14 pages

Advanced Word Processing Skills Lesson 3 - Mail Merge and Label Generation - Integrating Images and External Materials

Mail merge allows users to create form documents and combine them with a list or data file. This feature is commonly used to send advertising materials to multiple recipients. The two components of mail merge are the form document and the list or data file. The form document contains the main body of the message that remains the same for all recipients. The list or data file contains the individual recipient information that is merged into the form document. Mail merge can be used to automatically generate personalized letters, emails, labels, and envelopes for a large number of recipients from one template and data source.

Uploaded by

Billy Salamero
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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LESSON 3 Advanced Word Processing Skills

• Mail merge and label generation


• Integrating images and external materials
OBJECTIVES
At the end of this lesson, the students should be able to:
1. Use some advanced capabilities of Microsoft Word
commonly used to increased productivity and efficiency.
2. Effectively use these features to help improve the
productivity of an organization through maximizing the
potential of Microsoft Word.
3. Create form letters or documents for distribution to various
recipients.
4. Create labels and envelopes for distribution.
5. Create media-rich documents for printing and
publishing.
You were tasked to create and send out 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.
One of the important reasons in using computers 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.
MAIL MERGE

Mail Merge is one of the most powerful and commonly


used features of Microsoft Word.
As the name suggest, 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.
Still remember the first scenario from the prev. slide?
“You were tasked to create and send out 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.”
The simplest solution is to create documents and just copy and
paste it several times then just replace the details depending on
who 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?
Let us assume this is the mailer that you would want to send:
Two Components of Mail Merge

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.
Two Components of Mail Merge

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.
(can be created within the Microsoft Word application or it gets
data from a file created in Microsoft Excel or other data
formats.)
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 envelopes or
on a mailing label to stick on.
Now that we have learned the components needed to
accomplish a successful mail merge, let us put theory into
practice.
Let us take a look at the steps to create a simple mail merge
document.
QUIZ : Answer the following, write your answers on ¼ sheet of paper.
1. It is a feature of Microsoft Office Word that 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.
2-3. What are the two components of the feature of Microsoft Office
Word being asked on question # 1?
4-6.Can you describe what is the first component that you answered?
7-9. same with the second component you answered.
10. CTRL+N = ?
11. CTRL+S = ?
You are making a report on the positive effects of using solar
energy to the environment. To make your report more appealing,
you thought of putting a picture of a solar panel into your report.
You also considered presenting graphical data on the trends of
worldwide initiatives on the use of solar energy.

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