MODULE 4 - E-Tech

RIZAL TECHNOLOGICAL UNIVERSITY
Cities of Mandaluyong and Pasig
MODULE NO. 4: EMPOWERMENT TECHNOLOGIES
LESSON 4: Advanced Word and Excel Processing

Skills
1. Mail Merge and Label Generation

2. Integrating Images and External Materials
3. Excel Functions
Overview
Welcome to the Empowerment Technologies Module No. 4

In the professional world, sending out information to convey important
information is vital. Because of ICT, things are now sent much faster than the traditional
newsletters or postal mail. You can now use the Internet to send out information you
need to share. What if we could still do things much faster – an automated way of
creating and sending uniform letters with different recipients? Would that not be more
convenient?
EMPOWERMENT TECHNOLOGIES 1
Study Guide
Toward the accomplishment of this module, learners are expected to:
• Read the topics and contents in depth;

• Access the links for further readings (if possible);
• Answer all the provided learning activities;
• Complete the assessment task at the end of the module;
• Submit the assignment on or before the indicated deadline; and
• Consult various reading materials for additional information.
The module is composed of several parts that will help you attain the set
outcomes and apprehension of the lessons. This includes:
• Topic Presentation;
• Guided Exercises/Learning Activities;
• Assessment;
• Assignment; and
• References.
The parts of this module are laid out to assist you to better understand and
assimilate the contents of this session. As we are conforming to the New Normal, this
module will serve as a paramount instructional material to cater the diverse needs and
situations of our learners. Because of this, it is crucial that you do not only finish the
module but to also comply with the following requisites/outputs:
• Summary on website’s privacy policy;

• 75% passing score in assessment; and
• On-time submission of module.
Learning Competency
At the end of the module, you should be able to:
Demonstrate an understanding of the use of advanced tools and techniques found in

common productivity and software applications in developing ICT content for specific
professional tracks.
Topic Presentation
LESSON 4: Advanced Word and Excel Processing Skills
I. Mail Merge and Label Generation
A. Mail Merge
One of the important reasons in using computers per se 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.
In this particular part of our lesson, we will learn one of the most powerful and
commonly used features of Microsoft Word called Mail Merge. As the name
suggests, 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.
The simplest solution for the scenario above is to create a document and just
copy and paste it several times then just replace the details depending on whom 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?
Two Components of Mail Merge

1. Form Document
The first component of our mail merged document is the form 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.
Also included in the form document is what we call place holders, also
referred to as data fields or merge fields. This marks the position on your form
document where individual data or information will be inserted. From our sample
document, the place holders are denoted or marked by the text with double-headed
arrows (<< >>) on each side and with a gray background. On a printed standard
form, this will be the underlined spaces that you will see and use as a guide to where
you need to write the information that you need to fill out. In its simplest form, a form
document is literally a “form” that you fill out with individual information. A common
example of a form document is your regular tax form or application form.
2. 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. One of the best things about the mail
merge feature is that it allows data file to be created from within the Microsoft Word
application itself, or it gets data from a file created in Microsoft Excel or other data
formats. In this way, fields that needed to be filled up on the form document can
easily be maintained without accidentally altering the form or main document. You can
also easily add, remove, modify, or extract your data more efficiently by using other
data management applications like Excel or Access and import them in Word during
the mail merge process.
B. 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 envelope or on a mailing label to stick on. By using virtually the same process as
a standard mail merge, Microsoft Word will print individual addresses to a standard
form that it has already pre-formatted. Simply put, it creates a blank form document
that simulates either a blank label or envelope of pre-defined size and will use the
data file that you selected to print the information, typically individual addresses. So
even in generating labels, the two essential components of creating a merged
document are present: the form document and the data file. Only in this case, you did
not have to type or create the form document yourself because it was already
created and pre-formatted in Microsoft Word. All you need to do is select the correct
or appropriate size for the label or envelope and select the data file that contains the
addresses (data) to be printed. You can also preview your merged labels before
printing if you want to.
II. Integrating Images and External Materials
Integrating or inserting pictures in your document is fun and it improves the

impression of your document. A common use of inserting a picture on a document is
when you are creating your resume. Though seemingly simple to do, your knowledge
on the different kinds of materials that you can insert or integrate in a Word document
and its characteristics can help you create a more efficient, richer document not only
in content but also in physical form. A better understanding of the physical form of
your document as well as the different materials you would integrate in it would allow
you to be more efficient and versatile in using Microsoft Word.
A. Kinds of Materials
There are various kinds of materials Microsoft Word is capable of integrating

to make the documents richer, more impressive, and more informative.
1. Pictures
Generally, these are electronic or digital pictures or photographs you have
saved in any local storage device. There are three commonly used types of picture
files. You can identify them by the extension on their file names.
a. .JPG/JPEG
This is pronounced as “jay-peg“ and is the short form of .jpeg or Joint
Photographic Experts Group. Like all the rest of the image file extensions, it identifies
the kind of data compression process that it uses to make it more compatible and
portable through the Internet. This type of image file can support 16.7 million colors
that is why it is suitable for use when working with full color photographic images.
Unfortunately, it does not support transparency and therefore, images of this file type
can be difficult to integrate in terms of blending with other materials or elements in
your document. But if you are looking for the best quality image to integrate with your
document then this is the image file type for you. .JPG does not work well on
lettering, line drawings, or simple graphics. .JPG images are relatively small in file
size.
b. .GIF
This stands for Graphics Interchange Format. This type of image file is capable
of displaying transparencies. Therefore, it is good for blending with other materials or
elements in your document. It is also capable of displaying simple animation.
Apparently, this may not be too useful on a printed document but if you are sending
documents electronically or through email, or even post documents into a website,
then this could be quite impressive. The downside is that it can only support up to
256 colors so it is good mostly on logos and art decors with very limited, and
generally solid colors. .GIF is much better for logos, drawings, small text, black and
white images, or low-resolution files.
c. PNG
It stands for Portable Network Graphics. It was built around the capabilities of
.GIF. Its development was basically for the purpose of transporting images on the
Internet at faster rates. It is also good with transparencies but unlike .GIFs, it does
not support animation but it can display up to 16 million colors, so image quality for
this image file type is also remarkably improved. .PNG allows the control of the
transparency level or opacity of images.
2. Clip Art
This is generally a .GIF type; line art drawings or images used as generic
representation for ideas and objects that you might want to integrate in your
document. Microsoft Word has a library of clip arts that is built in or can be
downloaded and used freely. There are still other clip arts that you can either
purchase or freely download and use that come from third-party providers.
Clip Art Icon in Microsoft Office 2010.

3. Shapes
These are printable objects or materials that you can integrate in your
document to enhance its appearance or allow you to have some tools to use for
composing and representing ideas or messages. If you are designing the layout for a
poster or other graphic material for advertising, you might find this useful.
Shapes Icon under the Insert ribbon tab.

4. Smart Art
Generally, these are predefined sets of different shapes grouped together to

form ideas that are organizational or structural in nature. If you want to graphically
represent an organization, process, relationships, or flow for infographic documents,
then you will find this easy and handy to use.
5. Chart
Another type of material that you can integrate in your Word document that allows
you to represent data characteristics and trends. This is quite useful when you are
preparing reports that correlate and present data in a graphical manner. You can
create charts that can be integrate in your document either directly in Microsoft Word
or imported from external files like Microsoft Excel.
6. Screenshot
Sometimes, creating reports or manuals for training or procedures will require the
integration of a more realistic image of what you are discussing on your report or
manual. Nothing can get you a more realistic image than a screenshot. Microsoft
Word even provides a snipping tool for your screen shots so you can select and
display only the part that you exactly like to capture on your screen.
III. Image Placement
Layout of text wrapping options.

A. In Line with Text
This is the default setting for images that are inserted or integrated in your document.
It treats your image like a text font with the bottom side totally aligned with the text
line. This setting is usually used when you need to place your image at the beginning
of a paragraph. When placed between texts in a paragraph or a sentence, it distorts
the overall appearance and arrangement of the texts in the paragraph because it will
take up the space it needs vertically, pushing whole lines of texts upward.
B. Square
This setting allows the image you inserted to be placed anywhere with the paragraph
with the text going around the image in a square pattern like frame.
C. Tight
This is almost the same as the Square setting, but here the text “hug” or conforms to
the general shape of the image. This allows you to get a more creative effect on your
document. This setting can mostly be achieved if you are using an image that
supports transparency like a .GIF or .PNG file.
D. Through
This setting allows the text on your document to flow even tighter taking the contours
and shape of the image. Again, this can be best used with .GIF or .PNG type of
image.
E. Top and Bottom
This setting pushes the texts away vertically to the top and/or the bottom of the
image so that the image occupies a whole text line on its own.
F. Behind Text
This allows your image to be dragged and placed anywhere on your document but
with all the texts floating in front of it. It effectively makes your image look like a
background.
G. In Front of Text
As it suggests, this setting allows your image to be placed right on top of the text as if
your image was dropped right on it. That means whatever part of the text you placed
the image on, it will be covered by the image.
IV. Key Terms
• Mail Merge – a feature that allows you to create documents and combine or
merge them with another document or data file.
• Form Document – the document that contains the main body of the
message we want to convey or send.
• Data File – includes the individual information or data or the recipient’s
information.
• Merge Field/Place Holder – marks the position on your form document
where individual data or information will be inserted.
• .JPG – file extension for the Joint Photographic Experts Group picture file.
• .PNG – file extension for Portable Network Graphics image file.
• .GIF – file extension for the Graphics Interchange Format image file.
• Clipart – line art drawings or images used as a generic representation for
ideas and objects.
• Smart Art – predefined sets of different shapes grouped together to form
ideas that are organizational or structural in nature.
• Text Wrap – adjusts how the image behaves around other objects or text.
What is a Spreadsheet Software?
It allows users to organize data in rows and columns and perform calculations
on the data. These rows and columns collectively are called worksheet.
Examples of Spreadsheet Software:
• LibreOffice Calc
• OpenOffice.org Calc
• Google Sheets
• Apple iWork Numbers
• Kingsoft Office Spreadsheets
• StarOffice Calc
• Microsoft Excel
Key Terms in MS Excel:
• Row – horizontal line of entries in a table

• Column – vertical line of entries in a table
• Cell – the place where information is held in a spreadsheet
• Active Cell – the selected cell
• Column Heading – the box at the top of each column containing a letter
• Row Heading – the row number
• Cell Reference – the cell address of the cell usually combine letter and
number (ex. A1, B4, C2)
• Merge – combining or joining two or more cells
• Formula – is an expression which calculates the value of a cell.
• Functions – are predefined formulas and are already available in Excel
• Formula Bar – the bar that displays the contents of a cell
BASIC MATH OPERATIONS:
• =x-y – returns the difference of x subtracted by y

• =x+y – returns the sum of x and y
• =x*y – returns the product of x and y
• =x/y – returns the quotient of x divided by y
• =x-y – returns the difference of x subtracted by y
FUNCTIONS:
A function is a predefined formula that performs calculations using specific values
in a particular order.
Parts of a Function
• =SUM(x,y) or =SUM(range) – returns the sum of x and y or (all the numbers

within the range)
• =PRODUCT(x,y) – returns the product of x and y
• =QUOTIENT(x,y) – returns the quotient of x divided by y
• =ABS(x) – returns the absolute value of x
• =AVERAGE(x,y) – returns the average of x and y
• =CONCATENATE(x,y) – joins x and y
• =IF(Condition, x, y) – returns x if the condition is true, else it returns y
• =ISEVEN(x) – returns true if x is an even number
• =ISODD(x) – returns true if x is an odd number
• =COUNT(range) – counts the number of cell containing a number within a
range
• =COUNTIF(range, criteria) – count the number of cell that fits with the
criteria within the range
• =ISNUMBER(x) – returns true if x is a number
• =ISTEXT(x) – returns true if x is a text
• =LEN(x) – returns the length of characters in x
• =PROPER(x) – returns the proper casing of x
• =LEFT(x,y) – returns the characters of x specified by y (from the left)
• =RIGHT(x,y) – returns the characters of x specified by y (from the right)
• =PI() – returns the value of pi
• =MIN(x,y) – returns the smallest number between x and y
• =MAX(x,y) – returns the largest number between x and y
• =MIN(range) – returns the smallest number within the range
• =MAX(range) – returns the largest number within the range
• =POWER(x,y) – returns the value of x raised to the power of y
• =ROUND(x,y) – rounds x to a specified number of digits (y) =COLUMN(x) –

returns the column number of x
• =ROW(x) – returns the row number of x
• =SQRT(x) – returns the square root of x
• =TRIM(x) – removes extra spaces in x
• =UPPER(x) – returns x in all capital form • =LOWER(x) – returns x in non-
capital form
• =TODAY() – returns the current date
• =NOW() – returns the current date and time
Guided Exercises / Learning Activities
PERFORMANCE TASK: Mail Merge from Excel to Microsoft Word
1. Locate your name in the groupings assigned by your teacher. Communicate

and collaborate with your groupmates. You can use Facebook Messenger,
Google Meet to collaborate. You can assign your own group leader per group.
2. Study the module about Lesson 4: Advanced Word and Excel Processing
Skills.
3. Watch the video demonstration of “Mail Merge from Excel to Microsoft Word”
(link: https://youtu.be/mFqCvTOpOL0)
4. Study the additional readings on “How to mail merge from Excel to Word“
(link: https://www.ablebits.com/office-addins-blog/2014/05/08/mail-merge-
excel-word/)
5. Create a form document in Microsoft Word. It could be a letter of party
invitation, newsletter or business letter.
6. Create an Excel file containing the contact information of at least 10
recipients. Here are some tips to prepare your Excel spreadsheet for a mail
merge. Make sure:
▪ Column names in your spreadsheet match the field names you
want to insert in your mail merge. For example, to address
readers by their first name in your document, you'll need separate
columns for first and last names.
▪ All data to be merged is present in the first sheet of your spreadsheet.
▪ Data entries with percentages, currencies, and postal codes are
correctly formatted in the spreadsheet so that Word can properly
read their values.
▪ The Excel spreadsheet to be used in the mail merge is stored
on your local machine.
▪ Changes or additions to your spreadsheet are completed
before it's connected to your mail merge document in Word.
7. Create mail merge from Excel to Microsoft Word.
8. Submit or turn in your Word and Excel file per group in the Google drive provided
link. (link:
https://drive.google.com/drive/folders/1H_yoJIV_tjxeTTA9w6IUSa9JDSBjSOxG?usp=sh
aring
9. Send a proof/screenshots of your group collaboration
10. Create a PowerPoint for the showcase of your Mail Merging.

Your presentation includes:
• Group number – Title
• Production Timeline
1. Sharing of Ideas/Brainstorming
2. Distribution of roles
3. Construction (Composing the Mail, Creating the design, Gathering of Data)
4. Finalization (Input of Data, Editing, Mail Merging)
• Proof of Collaborations
• Process of your Mail Merging
RUBRICS:
Design and formatting
5 pts 4 pts 3 pts 2 pts 1 pt
The design and The design The design The design Lacks design
format is well- and format is and format is and format is and format.
organized both clearly organized in unclear.
in Excel and organized Excel or Word.
Word. both in Excel
and Word.
Word Form
The letter has a The letter The letter has The purpose The form
well-stated clear has a clear- a stated and theme the lacks
purpose and stated purpose and form is purpose and
theme that is purpose and theme that is somewhat theme.
carried out theme that is carried out unclear.
toward the form. carried out toward the
toward the form.
form.
Excel Form
Excel form is Excel form is Excel form is Excel form is Excel form
well-organized. clearly- organized. unclear. lacks
organized. organization.
Mail Merge
Successful mail Successful Mail merge Mail merge Mail merge
merge provides mail merge not successful runs but does not run
appropriate has minimal but is fixed resulting
document label error. and has document
letter. mostly correct label or letter
formatting in not usable
document
label letter.
Collaboration
All of the group Members Members Most No proof of
members participated participated members are collaboration.
participated and and but some are uncooperative.
contributed as contributed uncooperative.
seen in the but some did
proof/screenshot not contribute
of collaboration. in the group
collaboration.
References
1. Innovative Training Works, Inc. Empowerment Technologies. Second Edition

Rex Book Store, Inc.
2. Nobleta, SHS-Malvar Batangas. Empowerment Technologies.
https://www.docsity.com/en/empowerment-technologies-module-by-
grascia/5762470/
3. Yuvienco, J., (2016). Empowerment Technologies Student Reader for Senior
High School. Department of Education-Bureau of Learning Resources
4. Yuvienco, J., Santos, M., (2016). Empowerment Technologies Teacher’s
Guide. Department of Education-Bureau of Learning Resources

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RIZAL TECHNOLOGICAL UNIVERSITY

Cities of Mandaluyong and Pasig

MODULE NO. 4: EMPOWERMENT TECHNOLOGIES

LESSON 4: Advanced Word and Excel Processing

1. Mail Merge and Label Generation

Welcome to the Empowerment Technologies Module No. 4

Toward the accomplishment of this module, learners are expected to:

• Read the topics and contents in depth;

• Summary on website’s privacy policy;

At the end of the module, you should be able to:

Demonstrate an understanding of the use of advanced tools and techniques found in

LESSON 4: Advanced Word and Excel Processing Skills

I. Mail Merge and Label Generation

Two Components of Mail Merge

2. List or Data File

II. Integrating Images and External Materials

Integrating or inserting pictures in your document is fun and it improves the

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

Clip Art Icon in Microsoft Office 2010.

Shapes Icon under the Insert ribbon tab.

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

III. Image Placement

Layout of text wrapping options.

IV. Key Terms

• .PNG – file extension for Portable Network Graphics image file.

What is a Spreadsheet Software?

• Row – horizontal line of entries in a table

• =x-y – returns the difference of x subtracted by y

• =SUM(x,y) or =SUM(range) – returns the sum of x and y or (all the numbers

• =ROUND(x,y) – rounds x to a specified number of digits (y) =COLUMN(x) –

Guided Exercises / Learning Activities

PERFORMANCE TASK: Mail Merge from Excel to Microsoft Word

1. Locate your name in the groupings assigned by your teacher. Communicate

10. Create a PowerPoint for the showcase of your Mail Merging.

1. Innovative Training Works, Inc. Empowerment Technologies. Second Edition

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