Advanced Techniques

using Microsoft Word

• After going through this module, you are expected to:
• 1. Create a main document, a data source; and
• 2. Link the main document with the data source.
• 3. Insert pictures, clipart, shapes, SmartArt, charts and screen
clippings;
• 4. Format pictures, clip art, shapes SmartArt, charts, and screen
clippings;
• 5. Discuss the concept of Mail Merge;
Word
processor
• Word processor is an application that allows users to create, edit, and print
documents. One of the most widely used word processors is Microsoft
Word. It is developed by Microsoft and was released on October 25, 1983.
With Microsoft Word, you can create random things like calendar,
newsletter, invitations, etc. Microsoft Word offers several elements that can
be used in editing documents which is shown in the figure below.
Microsoft Word is a complex
program which people use to
perform various functions such as
composing and editing,
formatting and saving, and
printing. With these functions you
were able to correct spelling,
grammar, format your text using
boldface and italics, and save
your documents electronically to
the computer's hard drive.
Mail merge

• This feature of Microsoft Word allows you to create

documents and combine them with another document or
data file. It is commonly used when sending out advertising
materials to various recipients.
Mail merging basically
requires two components:
• 1. Main Document
• The document that contains the body of the message we
want to convey or send.
• Example: Letter
• 2. Data Source
• It is your Excel® spreadsheet containing the names and
addresses you want to merge into a Word® document from
the Data Source.
How to Perform Mail
Merge?
• In Mail Merge you need to:
• • Create the main document
• • Create data source
• • Merge data with document
To create a form letter, do the following:
1. Open an existing Word document, or create a new
one.
2. Click the Mailings tab.
To create a form letter,
do the following:
3. Click the Start Mail
Merge command.
4. Select Step by Step Mail Merge Wizard.
Mail Merge task pane
appears at the right side
of your screen.
5. Choose the type of
document you want to
create. If you want to
create a letter, select
Letters. Six main steps
in guiding you to
complete a merge will be
displayed at the bottom.
To create a form letter, • 6. Click Next: Starting
do the following: document to move to
Step 2
7. Select Use the current document. Click Next:
Select recipients to move to Step 3.
• You will need an address list so Word
can automatically place each address
into the document. The list can be in
an existing file, such as an Excel
workbook, or you can type a new
address list from within the Mail
Merge Wizard.
• 8. From the Mail Merge task pane,
select Type a new list, then click
Create
• 9. The dialog box of New address list
appears, displaying fields that Word
assumes you need. Select an entry
that you don't need and click the
Delete button. Use the TAB key to
move from cell to cell.
• When you delete, a
confirmation dialog
box will appear.
• To customize the address list, click
Customize Columns button at the bottom
of the window.
• The dialog box of Customized Address
List will appear. The resulting window
lists the Field Names provided. When you
are done, click OK then customized fields
appear as column headings in the New
Address List dialog box.
• Fill in the recipient list by typing the record’s data. Type the information
that’s appropriate to each field, then press Tab to enter the next field. After
filling in the last field, and add another record just press the Tab key after
inputting the last field. When you press the Tab key on the last field in a
record, a new record is automatically created and added on the next line.
10.Click OK after filling the
recipient list. A special Save
As dialog box pops up,
allowing you to save the
recipient list. Type a name
for the address list then click
the Save button.
11. Click Next: Write
your letter. Click the
Address Block button
to insert an address
block into your letter.
12. Dialog box of Insert
Address Block appears.
Choose the desired format
for the address block and
click OK. The placeholder of
the Address block will
appear in the document.
Use the Match Fields button to
match your field names with the
required fields to correct problems.
This may be essential if you created
the address list in another program,
such as Excel.
• 13. Click Greeting Line
from the Mail Merge task
pane to insert a greeting
line into your document.
The dialog box of Insert
Greeting Line will appear.
14.Choose a format for
the greeting line and
click OK.
The placeholder of
Greeting lines will
appear in the
document.
• 15. To view your
merged data, click the
Preview Results
button on the Mail
merge task pane or on
the ribbon to replace
the merge fields with
data from your
recipient list.
Inserting Illustrations
• An illustration in Microsoft Office is visualization or
drawing that is in the form of pictures, Clip Art,
shapes, SmartArt, charts or screen clippings. You can
insert illustrations easily using the Illustrations group
of the Insert tab.
• To insert a picture from a file, do the following:
• 1. Click where you want to insert the picture in your document.
• 2. In the Illustrations group of the Insert tab, click Picture. Insert
Picture dialog box will appear.
• 3. Locate the picture that you want to insert.
• 4. Double-click the picture that you want to insert. The format tab
of the Picture Tools will appear on the ribbon at the same time the
picture is inserted.
• To insert Clip Art, do the following:
• 1. Click where you want to insert the Clip Art in your document.
• 2. In the Illustrations group of the Insert tab, click Clip Art. The Clip Art task pane will appear
usually on the right side of the window.
• 3. In the Search for text box of the Clip Art task pane, type a word or phrase that describes the
clip art that you want.
• 4. In the Results should be a drop-down list box, you may want to modify your search by
selecting a particular media type or all media file types.
• 5. Click Go. A list of results will be displayed.
• 6. Click the desired clip art to insert it.
Where you insert clip
art
• To insert a shape, do the
following:
• 1. In the Illustrations group of the
Insert tab, click Shapes.
• 2. Click the shape that you want.
• 3. Click anywhere in the
document, and then drag to insert
the shape.
• To insert a SmartArt, do the
following:
• 1. In the Illustrations group of the
Insert tab, click SmartArt. Choose a
SmartArt Graphic dialog box will
appear.
• 2. Select from the list of SmartArt
that you want and then click OK.
• 3. Enter your text by clicking [Text]
in the Text pane, and then type your
text. If the Text pane is not visible,
click the control as shown
• To insert a chart, do the following:
• 1. Click where you want to insert the
chart in your document.
• 2. In the Illustrations group of the
Insert tab, click Chart. Insert Chart
dialog box will appear.
• 3. Select the type of chart that you
want and then click OK. MS Excel
window will appear together with the
chart.
• 4. Edit the data in the MS Excel
window. You can close Excel after
editing the data.
• To insert a screen clipping, do the following:
• When you click the Screenshot button, you can insert the whole program
window or use the Screen Clipping tool to select part of a window.
Remember that only windows that have not been minimized to the taskbar
can be captured.
• 1. Click the window you want to clip from.
• 2. Click where you want to insert the screen clipping in your document.
• 3. In the Illustrations group of the Insert tab, click Screenshot.
• 4. Click Screen Clipping.
• When the pointer becomes a cross, select the area of your screen that you
want to capture by clicking and dragging.
Formatting Illustrations
• To resize illustrations, do the following:
• 1. Select the illustration that you want to
resize. The sizing handles will appear.
• 2. Click and drag any of the sizing handles.
The sizing handles will tell you the direction
of where you are going to stretch the object.
The green circle above the illustration is the
rotating handle which you can use to rotate
the object.
• To format pictures and clip art, do the following:
• 1. Select the picture that you want to format. The format tab of the Picture
Tools will appear.

2. Do any of the following as needed:

• To improve the brightness, contrast and sharpness of the object, click Corrections and
then select from the available thumbnails.
• To improve the color quality of the object, click Color and then select from the available
thumbnails.
• To add artistic effects to the picture, click Artistic Effects and then select from the
available thumbnails.
3. Do any of the following as needed:
• To add visual style to the whole picture or clip art, click the More drop-
down arrow in the Picture Styles group;

Click one from the gallery of picture styles. You can also click Picture Border to add
border or Picture Effects to add other visual effects to the object.
To format shapes, do the following:
1. Select the shape that you want to format. Format tab of the Drawing
Tools will appear.

2. Do any of the following as needed:

• To quickly change the appearance of the shape, click the More drop-down arrow of the
Shape Styles and then click one from the gallery of shape styles.
To design the SmartArt graphic, do the following:
1. Select the SmartArt that you want to add design to. Design and Format
tabs of the SmartArt Tools will appear.

2. Do any of the following as needed:

 To change the colors of the SmartArt, click Change Colors in the Design tab
and then select one from the gallery of themes.
 To change the visual style of the SmartArt, click the More dropdown arrow of
the SmartArt Styles group in the Design tab and then select one from the
gallery.
•  To add shape to the SmartArt graphic, click the Add Shape dropdown
arrow in the Create Graphic group of the Design tab and then select the
appropriate command on where to insert the shape from the menu.
To design a chart, do the following:
1. Select the chart that you want to add design to. Design, Layout and
Format tabs of the Chart Tools will appear.

2. Do any of the following as needed:

• To change the visual style of the chart, click the More drop-down arrow of the Chart
Styles under the Design tab and then select one from the gallery.
• To edit the data of the chart, click Edit Data of the Data group under the Design tab. MS
Excel window will appear. This is where you can edit the data of your chart. Close the Excel
window as soon as you are finished editing.
• To add labels to your chart, go to the Layout tab and click the appropriate button in the
Labels group
Kinds of Materials

• There are various kinds of materials Microsoft Word is capable of

integrating to make your documents richer, more impressive, and more
informative.
1. Pictures
• these are electronic, “soft copy”, or digital pictures you have saved in any
local storage device. Three common types of picture files:

a. .JPG – pronounced as “jay-peg”. Short-term for Joint Photographic Experts Group.

This type of image file can support 16.7 million colors. Suitable for use when working
with full-color photographic images.
a. .GIF – This stands for Graphics Interchange Format. This type of image file is
capable of display transparencies and animation. It only supports 256 colors.
b. .PNG – It stands for Portable Network Graphics. It is capable of displaying
transparencies but not animation. It supports only 16 million colors.
2. Clipart

• This is generally a . GIF-type; line art drawing or images used as a generic

representation for ideas and objects that you might want to integrate into
your document.
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. SmartArt

• Generally, these are predefined sets of different shapes grouped together to

form ideas that are organizational or structural in nature.
 5. Chart
• Another type of material that you can integrate in your Word document that
allows you to represent data characteristics and trends.
6. Screenshots

• 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.
• SANA MAY NAINTINDIHAN KAYO KASI AKO WALAA JOKE!!!!!