EMPOWERMENT TECHNOLOGIES

ADVANCED TECHNIQUES USING MICROSOFT WORD

SELF-LEARNING HOME TASK #4

MELC: Uses common productivity tools effectively by maximizing advanced Competency Code:
application techniques. CS_ICT11/12-ICTPT-Ic-d4

A. Background Information for Learners (Readings/Discussions) Brief discussions of the

lesson, if possible, cite examples)

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.
The simplest solution for the previous scenario 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 on information where you can
automatically generate those letters?
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

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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 display at the bottom.

To create a form letter, do the following:

6. Click Next: Starting document to move to Step 2.

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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.

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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.

Return to your document. You are now ready to write your letter, each copy of the letter will mostly be
the same, except the recipient data (name and address). You have to add placeholders for the recipient
data so Mail Merge identifies correctly where to add the data. If you're using Mail Merge with an
existing letter, make sure the file is open.

11. Click Next: Write your letter. Click the Address Block button to insert an address block into your
letter.

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12. Dialog box of Insert Address Block appears. Choose the desired format for the address block and
click OK. The placeholder of 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.
Dialog box of Insert Greeting Line will appear.

14. Choose a format for the greeting line and click OK.

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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

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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.

To delete illustrations, do the following:

1. Select the illustration that you want to delete.
2. Press the Delete key

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. 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
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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.

You may click also any of these three buttons if you want to fill the shape with
color, change the line width or style, or add effects to the shape.

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 drop-
down 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 drop-
down 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

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 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.
b. .GIF – This stands for Graphics Interchange Format. This type of image file is capable of displaying
transparencies and animation. It only supports Only supports 256 colors.
c. .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 drawings or images used as generic representation for
ideas and objects that you might want to integrate in 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.

Activity 1
Discuss the steps on how to insert and format these three types of illustrations in your Microsoft Word
Document. Write your answer on the answer sheet.

C. Assessment/Application/Outputs
MULTIPLE CHOICE. Choose the letter of the correct answer. Write your answer on the answer sheet.
1. What feature of Microsoft Word allows you to efficiently create documents that have the same
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 general content but may have different recipients or purpose?
a. Mail Merge
b. Print Merge
c. Send Merge
d. View Merge

2. Which of the following is not a component of the mail merge?

a. Address
b. Filename
c. Form
d. Data File

3. What are the steps in creating a simple mail merge?

a. Create form document, preview, insert place holders, print
b. Preview, insert place holders, create form document, print
c. Create main document, create data source, insert place holders, preview
d. Create data source, insert place holders, preview, print

4. What image compression/file type is capable of displaying simple animation?

a. .bmp
b. .gif
c. .jpg
d. .png

5. Among the text wrap options, which one allows you to place an image or external material in line with
the text, treating the image just like how a text is treated?
a. In line with text
b. Square
c. Through
d. Tight

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