Applied

Productivity Tools
using Word
Processor
EMPOWERMENT TECHNOLOGIES
PRE-TEST

Multiple Choice: Select the letter of

the best answer from the given
choices. Write your answer on a ½
lengthwise size of paper.
Working with Word
Processor

Microsoft Word
Advanced Word Processing Skills
 What is word processing?
• The act of utilizing a computer to produce, edit, save, and print
documents is known as word processing.
• Word processing requires specialist software (sometimes known as
a Word Processor). Microsoft Word is one example of a word
processor, although other word processing apps are also commonly
used. Microsoft Works Word Processor, Open Office Writer, Word
Perfect, and Google Drive Document are just a few examples.
 What is word processing?
• Word processing requires specialist software
(sometimes known as a Word Processor).
• Microsoft Word is one example of a word processor,
although other word processing apps are also
commonly used.
• Microsoft Works Word Processor, Open Office Writer,
Word Perfect, and Google Drive Document are just a
few examples.
 What is word processor?
• is a piece of software that allows you to create,
store, and print typed texts.
• Word processors are now one of the most
widely used computer software products, with
Microsoft Word being the most popular.
 Examples and Top Uses of a Word
Processor
• A word processor is one of the most used
computer programs because of its versatility
in creating a document.
• Below is a list of the top examples of how you
could use a word processor.
1. Book - Write a book.
2. Document - Any text document
that requires formatting.
3. Help documentation - Support
documentation for a product or
service.
4. Journal - Keep a
digital version of your
daily, weekly, or monthly
journal.
5. Letter - Write a letter to one or
more people. Mail merge could
also be used to automatically fill in
the name, address, and other
fields of the letter.
6. Marketing plan - An overview
of a plan to help market a new
product or service.
7. Memo - Create a memo for
employees.
8. Report - A status report or book
report.
9. Résumé - Create or maintain
your résumé.
 Example of Word
Processor Programs
 Microsoft Word
• is a word processor developed by
Microsoft. It was first released on
October 25, 1983.
• It is also known as MS Word
How to open MS Word using shortcut
keys?

Press “Windows
Logo” + R then
type “winword”
then enter.
 Features of a word processor

A word processor, unlike a basic plaintext editor, has

various additional tools that can help your document or
other content look more professional. A list of some of the
most common features of a word processor is provided
below.
 Features of a word processor

• Adjust the layout - Capable of modifying the margins,

size, and layout of a document.
• AutoCorrect – corrects common spelling errors well as
capitalization
• AutoFormat – applies formatting to text, e.g. number
listing, bullet, hyperlinks.
 Features of a word processor
• Collaboration - More modern word processors help multiple
people work on the same document at the same time.
• Copying, cutting, and pasting - Once text is entered into a
document, it can be copied or cut and pasted in the current
document or another document.
• Find - Word processors give you the ability to quickly find any
word or text in any size of the document.
 Features of a word processor
• Grammar Checker – proofreads documents for grammar,
writing styles, sentence structure errors and reading
statistics.
• Headers and footers - Being able to adjust and change
text in the header and footer of a document. The headers
and footers of a document can be customized to contain
page numbers, dates, footnotes, or text for all pages or
specific pages of the document.
 Features of a word processor
• Indentation and lists - Set and format tabs,
bullet lists, and number lists.
• Insert tables - Add tables to a document.
• Import data - Import and format data from CSV,
database, or another source.
 Features of a word processor

• Template – a document that contains the

formatting necessary for a specific document
type
• Text formatting - Changing the font, font size,
font color, bold, italicizing, underline, etc.
 Features of a word processor

• Tables – organize information into rows and

columns
• Text Wrap – adjusts how the image behaves
around other objects or text
 Features of a word processor

• Thesaurus - Look up alternatives to a word

without leaving the program.
• Macros - Setup macros to perform common
tasks.
 Features of a word processor

• Mail Merge – a feature that allows you to create

document and merge the them with another
document or data file.
• Mailers and labels - Create mailers or print
labels.
 Features of a word processor

• Multimedia - Insert clip art, charts, images,

pictures, and video into a document.
• Multiple windows - While working on a
document, you can have additional windows with
other documents for comparison or move text
between documents.
 Features of a word processor

• Search and Replace - You can use the Search

and Replace feature to replace any text
throughout a document.
• Spelling and Grammar - Checks for spelling and
grammar errors in a document.
 Features of a word processor

• Word wrap - Word processors can detect the

edges of a page or container and automatically
wrap the text using word wrap.
Keyboard Shortcuts
Home Tab - allows you to change
document settings, such as the font
properties, add bullets or a numbered list,
adjust styles, and other common features.
Text Alignment – Left, Right, Center and
Justify
Insert Tab – is used to insert different
features such as tables, pictures, clip art,
shapes, charts, page numbers, word art,
headers, and footers into a document.
Page Layout – refers to the arrangement
of text, images, and other objects on a
page.
Pages sizes are Short (letter) - .8.5” by
11” ; Long(Folio) – 8.5” by 13”; A4 –
8.27” by 11.69”
Page Orientation – Portrait and
Landscape
Image Placement In line with text –
This is the default setting for images that
are inserted or integrated in a document.
Square – This setting allows you to insert
a picture anywhere in the paragraph, with
the text wrapping around it in a square
pattern, similar to a frame.
Tight – This is almost the same as the
square setting, but here the text “hugs” to
the general shape of the image.
Through – This setting allows the text on
your document to flow even tighter,
taking the contour and shape of the
image.
Top and Bottom – This setting pushes
the text away vertically to the top and / or
the bottom of the image so that the image
occupies a whole text line on its own.
In front of Text – This setting allows
your image to be placed right on top of
the text as if your image was dropped
right on it..
Double Spacing

1. Highlight the
texts that you want
to double space >
Home > Paragraph
> Indents and
Spacing > Spacing
> Line Spacing >
choose double >
OK.
Mail Merge- Feature of MS word that
allows you to efficiently create
documents that have the same general
content but may have different recipients
or purpose.
• Mail Merge
You will create documents and
combine or merge them in another
document or data file.
It is commonly used when sending out
advertising materials to various
recipients
MAIL MERGE
AND LABEL
GENERATION
Three Components
of Mail Merge
 Main Document/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.
 2. Data Source /List or Data File

 is a collection of data that will be merged into a

document, such as a list of names and
addresses for a mail merge. Before it can use
the data in it, it must be connected to the data
source.
 2. Data Source /List or Data File

 This is where individual component or data that

needs to be plugged in (merged) to the form
document is placed and maintained.
 Merge Document

 this is also a word processing

document that is the generated
output after executing the merge
process.
Note:
• Label generation is included in mail
merge feature on Microsoft Word.
• You can maximize this feature when you
need to send it to individual recipients in
an envelope with the matching address
printed directly on it and in a mailing label
to stick upon.
Note:
• Most of the companies nowadays, utilize
sending letters through email.
• This is only used when physical copy of
the letter is really needed.
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.
3. Make a folder in your desktop and save
your letter and name it “Sample Letter”
inside that folder.
 4. Insert the field you need in the letter
(Name, Company, Address Line 1, Address
Line 2, City, and Title). You may want to
use special markings on these field as you are
typing it. The most commonly used markings
are typing it in capital letters or ALL CAPS
so can easily identify them later.
5. Save the document once more. The
shortcut key to save a file is Ctrl + S.
6. On the Mailing tab in the Start Mail
Merge group, choose Select Recipients -
> Type New List.
7. Click the Customize Columns button
on the dialog box for the New Address
List.
8. Select a field that you do not need then
click the Delete button. A confirmation
dialog box appears.
9. Click Yes in the confirmation dialog
box. The dialog box closes and the
unnecessary field disappears or deleted.
10.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.
Note: In this case, the fields that you need
to delete are State, Zip code, Country or
Region, Home phone, Work phone and E-
mail address.