EMTECH (POINTERS) using information stored on a list, databases, or

spreadsheet.
Search engine- software system designed to search the
Internet for documents related to the keyword used or -this productivity tool is commonly used to
entered into the system. generate bulk mail that the user can send to a large
contacts list with ease.
Types of Search Engine

 Crawler-based search engine- uses a spider or a

 When performing a mail merge, you
crawler to search the Internet.
will need a word document and recipient
 Directories- depend on human editors to create list.
their listings or database.  Recipient list- typically an excel
2 types of directories workbook.
 Academic and professional directories –
often created and maintained by subject Two main parts in mail merge:
experts to support the needs of
researchers.  The document
 Commercial and portal directories –  The data source
cater to the general public and are
How to use Mail Merge
competing for Internet traffic.
 Hybrid search engine- uses both crawler-based General process in mail merge:
engine and directory searches to obtain their
results. 1. Create the main document.
 Meta search engines- transmit user-supplied 2. Identify the data source.
keywords simultaneously to several individual 3. Define the merge fields in the main documents.
search engines to carry out the search. 4. Merge the data and save.

How to search the Internet effectively

Tips that you may consider when doing an online search: Step-by-Step Mail Merge Wizard

 Use of keywords- determine which keyword Step 1: choose the type of documents you want
works best, the recommended maximum is to 6 to create. Select the Letters then click next to
to 8 carefully chosen words. start the document to move to Step 2.
 Use of phrases- the most powerful keyword is a Step 2: select use the current document, then
phrase, a combination of two or more words that click next. Select recipients to move to step 3.
must be found in the documents being searched. Step 3: now you’ll need an address list so the
 Capitalization- when searching for proper nouns, word can automatically place each address into
use capital or uppercase to narrow the search. the document. The list can be in an existing file,
 Boolean logic- powerful search to a reasonable such as an excel workbook, or you can type a
number of results and increase the chance of a new address list from within the mail merge
useful outcome. wizard.
 Use an Existing List
3 most commonly used
1. From the mail merge task
Boolean commands plane, select use an existing
 And list, then click Browse to
 Or select the file.
 Not 2. Locate your file and click
1. Wildcards and truncation- substituting symbols open.
for certain letters of a word so that the search 3. If the address list is in an
engine will retrieve items with any letter in that excel workbook, select the
spot in the word. worksheet that contains the
 The syntax may allow a symbol in the list and click Ok.
middle of a word(wildcard) or only at 4. In the mail merge recipients
the end of the world(truncation). dialog box, you can check
or uncheck each box to
Time- very important measure for productivity.
control which recipients are
One feature of ICT is the productivity tools that enhance included in the merge. By
functionality, creativity, and ease for technology use. default, all recipients should
be selected. When you’re
Productivity tools- used to organize, manipulate, shape, done, click Ok.
and ultimately, present ideas in creative new ways. 5. From the mail merge task
-such as word processors, databases, pane, click next: write your
spreadsheets, presentations, and multimedia tools allow letter to move to Step 4.
for individual expression. Step 4: now you’re ready to write the letter.
Mail merge- useful tool that allows you to produce When it’s printed, each copy of the letter will
multiple letters, labels envelopes, name tags, and more basically be the same; only the recipient data
(such as the name and address) will be different.
 You’ll need to add a placeholder for the Copyright- form of intellectual property, applicable to
recipient data so mail merge knows exactly certain forms of creative works.
where to add the data.
Photos and images- protected by copyright.
1. To insert recipient data: place the
insertion point in the document where Document file with a (.txt) extension- can only support
you want the information to appear. plain and unformatted texts.
2. Choose one of the for-placeholder -image can’t be
options: address block, greeting line, inserted into it.
electronic postage, or more items.
3. Depending on your selection, a dialog
box may appear with various options.
Select the desired options and click Ok.
4. A placeholder will appear in your
document.
5. Repeat these steps each time you need to
enter information from your data record.
6. When you’re done, click next: preview
your letters to move to step 5.
Step 5: preview the letter to make sure the information
from the recipients list appears correctly in the letter.
You can use the left and right scroll arrows to view each
document. Click next: complete the merge to move to
step 6.
Step 6:
1. Click print to print the letters.
2. Dialog box will appear. Click all, then click Ok.
3. The print dialog box will appear. Adjust the
print settings if needed, the click Ok. The letters
will be printed.
Adding images to your document- great aid to illustrate
important information or add decorations on an existing
text.
Word- offers a variety of ways on how to insert pictures
from many different places, including computer and
online source or web page.

How to insert a picture from a file

1. Place the insertion point where you want to
insert the image.
2. Select the insert tab on the Ribbon, then click
Picture.
3. The insert picture dialog box will appear. Select
the desired image file, then click insert.
4. The image will appear on the document.

How to insert online picture

 OneDrive: you can insert image stored on your

OneDrive. You can also link other online
accounts with your Microsoft account.
 Bing image search: you can use this option to
search for an image.
1. Place the insertion point where you want
to insert the image.
2. Select the insert tab, then click online
pictures command.
3. The insert picture dialog box will
appear.
4. Choose Bing image search or OneDrive.
5. Press enter key. Your search results will
appear in the dialog box.
6. Select the desired image, then click
insert.
7. The image will appear in the document.