Chapter 6:

Office Automation System

STID1103 : COMPUTER APPLICATION MANAGEMENT
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Introduction to Word Introduction to Spreadsheet

Processing.
(Slot 2 and 3).
(Slot 1)
Before class begins:

TABLE OF CONTETNTS

Presentation Application Completed!

(Slot 4)
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Introduction to Word
Processor:
 software or a device that allows users to
manipulate the documents that is
includes create, edit, and print documents
 enables the users to write text, store it
electronically, display it on a screen,
modify it by entering commands and
characters from the keyboard, and print it
 Use in many personal computer
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History of Word Processor:
 First released on October 25, 1983
called Multi-Tool Word
 Running under DOS (1983), Apple
Macintosh running the Classic Mac
OS (1985), AT&T Unix PC (1985),
Atari ST(1988), OS/2 (1989),
Microsoft Windows (1989), SCO
Unix (1994), and OS X (2001)
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History of Word Processor:

 Microsoft Word (or simply Word) is

a word processor developed by
Microsoft
 Nowdays, the Microsoft Word is
under Microsoft Office
 Newest version Microsoft Office 360
(cloud service) and Microsoft Office
2019
Parts of Microsoft Word
6
2016:

The Word 2016 screen

displays items or menus
to help the user
to perform tasks efficiently

You may sharpen your pencil any Mechanical pencils

time except are also allowed!
for during whole-class
instructions, activities,
or lessons.
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Creating a new document

01 02 03
Click on Menu will Select one
File. Select appear like and click on
New. below. Create.
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Move in the
Add new text document
Add text in the using a mouse
middle of the
Move the scroll
word (insert)
bar and cursor
connecting text
Usingthe
Editing in Microsoft keyboard

Word Replacing New Use the arrows

Word (arrow)
Edit
Selecting text
Replace
using a mouse
Find what
Use of the
Replace with.. keyboard
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Printing – Print Layout

Ordering documents that contain graphics and other objects

Full Screen
Display Formatting Full Screen Reading and View
Documents in Microsoft
Web Layout
Word:
They HTML documents to web view
Outline
See the outline of the document-
Normal / Draft
Word processing for general use
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Sending Documents

• Users can save the document and send

in all forms
• Select File > Share
• 4 options available
Share with people
• Save to cloud
Email
• Send as attachment, link, pdf,
XPS, Internet Fax
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Sending Documents

Present online
• Present online
Post to blog
• Sharepoint Blog, Word Press,
Telligent Community, TypePad
Generating Form Letters 12

• Mail is a important document in

Management
• Mail used to convey information to
individuals or groups
• Transmission of the same letter to a
group of individuals is one of the tricky
task if without computer assistance.
Generating Form Letters 13

• Microsoft Word provides facilities (Mail

Merge) to send a similar letter to many
different individuals.
• It also provides templates for those who
lack skills to write various types of
letters and fax
 Mail Merge
14

• The mail merge process involves the

following:
The Main Document
contains the text and graphics that are the
same for each version of the merged
document.
Data Source
a file that contains the information to be
merged into a document. For example, the
names and addresses of the recipients of a
letter.
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Mail Merge – Form Letters

• The following are guide to create letters

using mail merge:
Open Word and create a new blank
document
Type the letter with all needed text and
formatting, leaving room for the data from Click icon to add picture
the data source (example: name, address,
etc.)
Click the Mailings tab
Click Start Mail Merge
Click Step-by-Step Mail Merge Wizard
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Mail Merge – Form Letters
• The Mail Merge task pane appears on the
right of your screen. Note there are 6 steps.

Click icon to add picture

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Mail Merge – Form Letters

• Step 1 – Select Document Type

Click Letters for the document type
Click Next: Starting document
•  Step 2 – Select Starting Document  
Click Use the current document under Click icon to add picture
Select starting document
• Step 3 – Select Recipients
The recipients can come from either an
existing Excel file, an Access table or you
can create a new list in Word.  
Mail Merge – Form Letters 18
• If using an Existing List:  
Click Use an existing list under Select
recipients
Click Browse
Select the file
Click icon to add picture
Click Open
Select the worksheet tab name that
contains the data
Click OK (Mail Merge Recipients opens
showing the file data)
Click OK
Click Next: Write the letter
Mail Merge – Form Letters 19
• If creating a New List:  
Click Type a new list under Select
recipients
Click Create
Click Customize Columns to modify the
list of fields Click icon to add picture

Delete any unnecessary field names

and/or add new ones
Click OK
Mail Merge – Form Letters 20
Begin typing records, hitting TAB to
advance to the next field and to continue
adding new records.
Click OK
Click Save - The recipients list will be
saved as a separate file as a Microsoft Click icon to add picture
Access file type. It is saved in the My
Data Sources folder. It is recommended to
save the file in this folder.
 Click Next: Write letter
Mail Merge – Form Letters 21

• Step 4 – Write Your Letter  

If including an address, click the location
in your document where the address data
will be inserted
Click Address block… Click icon to add picture

Select the address elements you want

included
Click OK
Mail Merge – Form Letters 22
The field name will look like this:
<<AddressBlock>> The address block will
insert the following fields including any
necessary punctuation: First Name, Last
Name, Company, Address 1, Address 2, City,
State, Postal Code. If the fields do not match
the ones listed above or user are not using Click icon to add picture
address fields, click More item.
Mail Merge – Form Letters 23
Click on the field from the list
Click Insert
Click Close The field name will look like this
- «First_Name»
Repeat this step until all fields have been
inserted. Remember to put spaces and Click icon to add picture
punctuation where needed.
Click Next: Preview your letters
Mail Merge – Form Letters 24
• Step 5 – Preview Your Letters 
Here is where user can preview the first
page with the fields filled in.
Click Next: Complete the merge
•  Step 6 – Complete the Merge  
Click icon to add picture
Click Print to send directly to the printer
Click Edit individual letters to create a
new file
Word processing

Thank You