LESSON 8

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.

 Microsoft Word
• word-processor software launched in
1983 by the Microsoft Corporation.
Software developers Richard Brodie and
Charles Simonyi introduced the Microsoft
team in 1981, and in 1983 they released
Multi-Tool Word for computers that ran a
version of the UNIX operating system
(OS). Introduced for PCs in 1982
 Uses
• Mainly to create documents like:
1. Letters
2. Articles
3. Resume
4. Exams
5. Brochures, etc
 Parts of MS-Word
• Title Bar – Display the doc name
• Menu bar – List of option to manage the
docs
• Standard toolbar – contains the shortcut
buttons
• Formatting bar – buttons used for
formatting
• Ruler – set margins, indents and tabs
 Parts of MS-Word cont..
• Scroll bar – used to view parts of the doc.
• Status bar – display the working mode
buttons
• View buttons – change the layout view of
the doc.
• Mailings – use to create mail merge and
other functions
 MAIL MERGE
• the automatic addition of names and
addresses from a database to letters and
envelopes in order to facilitate sending
mail, especially advertising, to many
addresses.
 USES
• create multiple documents at once. These
documents have identical layout,
formatting, text, and graphics.
• The documents Word can create with mail
merge include bulk labels, letters,
envelopes, and emails.
 USES cont..
• Create documents and combine with other
documents or data file.
• Sending out advertising materials to
various recipients.
 Two Components of Mail Merge:

1. Form Document
The document that contains the main
body of the message we want to convey or
send. Place holder on top with label <<data>>

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.
FORM DOCUMENT
LIST OR DATA FILE
 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.
 Steps in Creating Mail Merge
Step 1. Open MS Word and create new blank
docs.
Step 2. On the Mailings Tab, locate Start Mail
merge then choose letters
Step 3. Create a letter and save named it
(Sample Letter).
Note. Insert the fields you need in the letter:
like Name, company, address line 1, address
line 2, and title, etc.
 Steps in Creating Mail Merge cont..

You can do special marking by making it all

CAPS so you can easily identify them for the
headings.
Step 4. on the mailings tab locate select
recipient then choose type a new list
Step 5. Pop-up windows will appear. Click
customize Columns button
 Steps in Creating Mail Merge cont..

Step 6. Select the field that you do not need

then click delete and a confirmation dialog
box will appear then click “YES”.
Note: Repeat step for each field and add
field that are not included. To add a field that
you need click add button. Type the field you
want and click OK button.
 Steps in Creating Mail Merge cont..

Step 7. Click Ok button on the Customize

Address List to confirm your changes.
the new address list dialog box will appear
again for you to type your data or individual
information.
 Steps in Creating Mail Merge cont..

Note: Type the individual data from your list

(Name, Company, Address Line1, Address
Line 2, title, etc). Press tab each time you
enter the next field. To add new record,
press tab after inputting the last field.
 Steps in Creating Mail Merge cont..

Step 8. Once done with all your data click

OK button and save address list allowing
you to save the recipient list. Type the name
of the address list name it “Client List” then
click save button.
Step 9. Select a field place holder ALL
CAPS in the main docs (heading). Locate
Select Recipient and choose “ Use existing
list”
 Steps in Creating Mail Merge cont..

Step 10. Click Insert Merge Field command

button to supply the necessary information.
Step 11. Choose the proper field to insert on
your text. Replacing your CAPS text.
Continue adding text until the document is
complete.
Step 12. Locate and click the preview
results button to see the changes.
 Steps in Creating Mail Merge cont..
Step 13. Choose Finish & merge to edit,
print or send your merge documents through
email.
Step 14. Finally, save your document to the
folder you created and named it
“Mail Merge_Complete”
*Your done with your mail merge exercises.
This function is very useful in offices
especially if you are sending multiple
documents to multiple recipients.
 ACTIVITY
Activity No. 4. (THE PROPOSAL)
Instructions: Please create your own mail
merge activity using your proposal letter that
you made, following the steps on the lesson.
The letter contains your topic and what is
the problem and what are you proposing,
that will show the progress of the project.
Use a proposal letter as your form document
sample.
NOTE: Think of Group Name (Advocacy)
 RUBRIC FOR THE ACTIVITY
Category Exemplary Accomplished Developing Beginners Sco
(31-40) (25-30) (20-24) (15-19) re

Skills (25%) All skills in Most skills are Some skills Few or no
MS word are applied are applied skills applied
applied

Content The output The output is The output is The output is

(30%) exceeds the complete somewhat incomplete
expectations complete
Correctness The output is The output The output The output
(25%) free from contains minimal has several contains
errors errors errors many errors
Efficiency Able to finish Able to finish the Able to finish The group
(20%) and present task on a given the output and used the
in most time and present exceeded the least efficient
effective way the output allotted time method
 LAST ACTIVITY
Activity: Self-discussion (Short Analysis)
Instructions:
Based on your knowledge and understanding
about the topic (Mail Merge). Create a short
analysis about the importance of using that
feature of Microsoft word and how will you
apply it in the future?
Must have introduction, body and conclusion.
 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.(JPG,.GIF, .PNG, or .BMP).
JPG – Joint Photographic Expert Group 16.7m colors
(Does not support transparency)
GIF – Graphics Interchange Format 256 colors (Simple
Animation)
PNG – Portable Network Graphics 16m colors (Control
Transparency or opacity of images)
BMP – bitmap (raster graphic format for saving image
files)
 Integrating Images and External Materials
cont…

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.
 Image Placement
1. Inline with text – distorts the text
2. Square – image in square pattern
3. Tight – general shape of image
4. Through – text docs on shape of image
5. Top and bottom – occupies whole text
6. Behind text – dragged and place
anywhere
7. In front of text – right on top of the text
 ACTIVITIES
Activity No. 4. (THE PROPOSAL)
Instructions: Create and send out
informative proposal letter to the sponsors of
an environmental advocacy foundation. The
letter contains images related to your topic
and charts that will show the progress of the
project.
NOTE: Think of Group Name (Advocacy)
 Steps:
1. With your groups brainstorm of a proposal letter about the given
topic for your community for 15 mins. And
Create your own proposal in 1 whole yellow paper.
TOPICS:
Solar Energy, Health Care Services, Local library, Tree planting, Free
community education, and other charity works
NOTE: The proposal should be at least 2 pages including:
a. Planning and development
b. Background of the proposal
c. The uses and function.
d. How the people will benefit from it?
e. What are the effects?
f. Its structure and installation.
 STEPS
2. Submit the proposal letter to your Teacher for checking.
3. Execute the letter in MS Word or Google docs once approved.
4. Put all the necessary images charts, graphs, etc needed for the
campaign materials.
5. Show your output to your Teacher by sharing the file and saving in
Drive Folder that your teacher will give you.
Note: Make sure to apply all the necessary practices and techniques in
MS word to complete the activity as you will have short interview with
your Teacher for the output.
Deadline: 2 days
IMPORTANT THINGS NEEDED
• IMAGES
• CHARTS (Pie, Line, Bar, or Column)
• SmartArt (Organization Structure)
• Lines and Shapes
• The Proposal (Approved Proposals)
• Etc.
• Final Output (Hard Copy)
 FORMAT AND
REQUIREMENTS
• Text size = 12
• Text style = Arial
• Spacing – 1.5
• Paper = Short (8.5x11)
• Brown Envelop
 RUBRIC FOR THE ACTIVITY
Category Exemplary Accomplished Developing Beginners Sco
(91-100) (85-90) (80-84) (70-79) re

Skills (25%) All skills in Most skills are Some skills Few or no
MS word are applied are applied skills applied
applied

Content The output The output is The output is The output is

(30%) exceeds the complete somewhat incomplete
expectations complete
Correctness The output is The output The output The output
(25%) free from contains minimal has several contains
errors errors errors many errors
Efficiency Able to finish Able to finish the Able to finish The group
(20%) and present task on a given the output and used the
in most time and present exceeded the least efficient
effective way the output allotted time method
 ACTIVITIES cont…
Activity No. 5. (Your time to shine)
Instructions: Take a pictures of yourself
using your digital camera and transfer the
image on the computer and start to create a
collage of yourself using Microsoft word. You
can use any of the function of MS word to
create your collage. Once done submit it.
Deadline: 2 days