Lesson 3:

dvanced Word Processing Skill

Lesson Objectives

At the end of this lesson, the students should be able to:

1. use some advanced capabilities of Microsoft Word commonly
used to increase productivity and efficiency;
2. effectively used these features to help improve the productivity
of an organization through maximizing the potential of
Microsoft Word;
3. create form letters and documents for distribution to various
recipients; and
4. create media-rich documents for printing or publishing.
Mail Merge
This feature allows user 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.
Components of Mail Merge
1. Form Document
It is the document that contains the
main body of the message we want to
convey or send. It is the part of the
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.
Components of Mail Merge
2. List or Data File
It is where the individual information
or data that needs to be plugged in
(merged) to the form document is placed
and maintained.
Label Generation
It creates a blank form document that
stimulates 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.
Steps in Creating
a Simple
Mail Merge
1. Open MS Word and start a new blank document or you
can use shortcut CTRL + N after MS Word has been
loaded
2. On the Mailings tab, from the Start Merge Mail group,
choose Start Mail Merge then click Letters.
3. Type the letter.
You will be typing
in only the common
parts of the letter.
The text that does
not change for each
copy you print – the
Form Document.
4. Save your
document using a
descriptive file
name.
3. Type the letter.
You will be typing
in only the common
parts of the letter.
The text that does
not change for each
copy you print – the
Form Document.
4. Save your
document using a
descriptive file
name.

Form Document
 Place Holders

5. Insert the field you need in the letter. You may want to
make special markings on these fields as you are typing it
like typing fields in ALL CAPS.
6. Save the document once more. (CTRL +S)
7. On the Mailings tab in the Start Mail Merge group,
choose Select Recipients then click Type a New List.
8. A “New Address List” dialog box will appear. Click the
Customize Columns button. This will allow you to modify
the fields in the address list that Microsoft Word has pre-
determined.
9. Select a field that you do not need then click the delete
button. A confirmation dialog box appears. 10. Click Yes in
the dialog box. The dialog box closes and the unnecessary
field disappears.
11. To add a field that you need in your document, click
the Add button.
12. Type the field name on the prompt inside a small Add
Field dialog box and click Ok button.
13.The New Address List dialog box will appear again
ready for you to type in your data.
14. Type the individual data from your list.
15. Click Tab key each time to enter the next field.
16. When you press tab key on the last field in a record, a
new record is automatically added on next line. Once you
are done typing your data, click Ok button on the Add New
List dialog box.
17. A special Save Address List dialog box pops up,
allowing you to save the recipient list. Name your file and
click the Save button.
18. Select a place holder in the main document. Click
Insert Merge Field. Choose the proper field to insert into
your text. The field is inserted into your document and
replaces the ALL CAPS text.
19. Save the main document.
20. Choose Finish & Merge to edit, print, or send your
merged documents through email.
21. You may want to choose Preview Results to check your
work before you send it. You should get a merged
document close to this one.
22. Save and close your document.
Integrating Images and External
Materials
A better understanding of the physical
form of your document as well as the
different materials you integrate in it
would allow you to be more efficient and
versatile in using Microsoft Word.
Kinds of Materials
1. Pictures
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.
Kinds of Materials
1. Pictures
a).JPG/JPEG or Joint Photographic Experts
Group. 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.
Kinds of Materials
1. Pictures
b). .GIF or 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. into a website, then this could be
quite impressive.
Kinds of Materials
1. Pictures
c) .PNG or Portable Network Graphics.
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. .PNG allows the control of the
transparency level or opacity of images.
Kinds of Materials
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.
Kinds of Materials
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.
Kinds of Materials
4. Smart Art
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.
Kinds of Materials
5. Chart
It 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.
Kinds of Materials
6. Screenshot
It is integrating a more realistic image
of what you are discussing on your report or
manual. 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.
Image Placement
Different characteristics of text wrapping
options that you can use with the image you
integrated in your document.
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.
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 the 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.
 Thank you
for listening!

Prepared by Sir Jerome T. Merlan