LESSON 3

Advanced Word
Processing Skills
• Mail merge and label generation
• Integrating images and external
materials
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 use these features to help improve the

productivity of an organization through maximizing the
potential of MS Word;

3. create form letters or documents for distribution to various

recipients;

4. create labels and envelops for distribution; and

5. create media-rich documents for printing or publishing.

 Two Components of Mail Merge:

1. Form Document
The document that contains the main body
of the message we want to convey or send.

2. List or Data File

This is where the individual information or
data that needs to be plugged in (merged) to
our form document is placed and maintained.
 Label Generation
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.
 Integrating Images and
External Materials
Kinds of Materials:
1. Pictures. Generally, these are electronic or digital
pictures or photographs you have saved in any local
storage device.
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.
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. Smart Art. 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. 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.
The Parts & Functions of
Microsoft Word
Ribbon
The Ribbon is the strip of buttons and icons located
above the work area in Word 2007. The Ribbon
replaces the menus and toolbars found in earlier
versions of Word. Each ribbon contains groups of
command buttons with common purpose. Each
ribbon contains 7 tabs.
Office Button
Click the Office Button to find a drop down menu
containing options, such as: open, save, and print.
Also shows previously opened files, which you may
choose to “pin” them to make them
“permanent”choices
Rulers
Gives you an idea of where you are on the page

Tab Selector Button

You can easily set tab stops by clicking on the desired
position on the ruler. This button allows you to
determine which type of tab will be set left aligned ,
right aligned , center aligned or decimal tab . Clicking
on this button will allow you to change the tab style.
Document
This is what you are typing/what will print out.

Status Bar 
This row can be customized by right-clicking and
selecting desired options. Desired options
may include page number/number of total page,
word count, insert/overtype mode, caps lock, and
zoom slide.
View Shortcuts
These four buttons allow you to change the way you
view your document on the screen. From left to right
they are: print layout, full screen reading, web layout
and draft. These can be added/removed by right
clicking anywhere on the status bar and
checking/unchecking View shortcuts.

Task Bar
Shows open programs.
Zoom Slide
Allows you to increase/decrease the amount of the
document you see on the screen.

View Ruler Button

Allows you to view/hide the rulers.
Screen Split Button
At the top of the vertical scroll bar is a new
button. Just below the double arrow is a tiny
button that looks like a minus sign that lets you
split your screen in two when double-clicked.
Double-clicking it a second time will unsplit your
screen.

Scroll Bars
Allows you to view entire workbook by moving it
up, down (vertical scroll bar), left or right
(horizontal scroll bar)
Right Indent
Slide this triangle to the left of the margin to limit the
right side of a paragraph to that point. Move the
triangle to the right of the margin to allow the right
side of the paragraph to extend beyond the margin.
The triangle at the margin will keep the right side of
the paragraph with the margin.

Group
Command buttons with a common purpose are
clustered together. Each ribbon contains several
groups.Some groups, but not all, contain a quick
launch bar (dialogue box launcher) in the bottom right
hand corner.
Quick Launch Bar/Dialogue Box Launcher
It is the arrow in the bottom right hand corner of
some groups. When clicked, it will bring up a dialog
box where additional options/changes can be
entered.

Title Bar
Shows name of program and open document. Also
contains minimize, maximize and close buttons.
Quick Access Toolbar
This customizable toolbar allows you to add
frequently used commands. Click on the down
arrow at the end of the toolbar to add/remove
command buttons – or – right-click on any
command button and choose Add to Quick Access
Toolbar.
Tab
The ribbon is broken down into 7 tabs. Each tab
has a common purpose and consists of several
groups. To select a tab, simply click on it and the
appropriate groups will be displayed
First Line Indent
This triangle controls where the first line of a
paragraph begins. Moved to the left of the
margin, will allow the first paragraph to be in the
left margin. Can be moved to the right of the
margin to indent your paragraph.
Hanging Indent
The opposite of a first line indent. It is often
moved to the right of the first line indent, which
allows the remaining lines of a paragraph to be
indented according to placement of the triangle.