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    Advance Word Processing Skills

    Uploaded by

    Alexunder Abrahm Bel
    1. Create a main document with placeholders for recipient fields. 2. Create a data source file with recipient information. 3. Insert recipient fields from the data source into the main document. 4. Merge the documents to create individualized versions for each recipient.

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    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd

    Advance Word Processing Skills

    Uploaded by

    Alexunder Abrahm Bel
    69 views30 pages
    1. Create a main document with placeholders for recipient fields. 2. Create a data source file with recipient information. 3. Insert recipient fields from the data source into the main document. 4. Merge the documents to create individualized versions for each recipient.

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    © © All Rights Reserved

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    PDF, TXT or read online from Scribd

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    1. Create a main document with placeholders for recipient fields. 2. Create a data source file with recipient information. 3. Insert recipient fields from the data source into the main document. 4. Merge the documents to create individualized versions for each recipient.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    69 views30 pages

    Advance Word Processing Skills

    Uploaded by

    Alexunder Abrahm Bel
    1. Create a main document with placeholders for recipient fields. 2. Create a data source file with recipient information. 3. Insert recipient fields from the data source into the main document. 4. Merge the documents to create individualized versions for each recipient.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    of 30
    At a glance
    Powered by AI
    The key takeaways are about using advanced capabilities in MS Word like mail merge and inserting images to increase productivity and efficiency.

    The two components of mail merge are the form document and the list or data file.

    You can insert pictures in a word document by clicking Insert > Pictures or by dragging and dropping pictures onto the document.

    Advance Word Processing Skills

     Mail merge and label generation


     Integrating images and external materials

    Alex S. Belaguin
    Teacher-III
    Badiang National High School
    Session Objectives:

     use some advanced capabilities of MS Word


    commonly used to increase productivity and
    efficiency;
     effectively use these features to help improve the
    productivity of every MS Word teacher-user
    through maximizing the potential of MS Word;
     create letters or documents for distribution to
    various recipients
    Let’s Think

     Scenario 1:
    You were tasked to create and send out formal
    invitations for the LDM awareness campaign
    that the school is running. You were also
    initially given a list of ten names of our
    stakeholders to send out to.
    Let’s Think

    1. From the scenario, describe briefly how you


    would most likely complete the task of sending ten
    invitations with individual names of recipients
    using MS Word.

    2. Give examples of documents that you can


    personalize and send or distribute.
    Let’s Think

     Scenario 2:
    You are making a report on the BE-LCP Progress
    of our school. To make your report more
    appealing, you thought of putting pictures into
    your report.
    Let’s Think

    1. Describe briefly how you can insert pictures in a


    Word document.

    2. What other kinds of images or materials can be


    inserted in a word document?
    Mail Merge and Label Generation

     Allows you to create documents and combine


    or merge them with another document or
    data file.
     Commonly used when sending out advertising
    materials to various recipients.
    Mail Merge and Label Generation

     Two Components of Mail Merge


    1. Form Document – contains the main
    message we want to convey
    2. List or Data File – this is where the
    individual information that needs to
    be merged to the form document
    is placed.
    Steps In Creating A Simple Mail
    Merge

    1. Open Microsoft Word and start a new blank


    document. You can use the keyboard
    shortcut CTRL+N after MS Word has been
    loaded or opened.
    2. On the Mailings tab, from the Start Mail
    Merge group, choose Start Mail Merge
    Letters,
    Steps In Creating A Simple Mail
    Merge
    Steps In Creating A Simple Mail
    Merge
    Type the letter below. You will be typing in only the
    common parts of the letter
    Steps In Creating A Simple Mail
    Merge
    3. Save your letter and name it “Sample Letter.”
    4. Insert the fields you need in the letter (Name,
    School, Address Line 1, Address Line 2, Address
    Line 3, and Title.) You may want to make special
    markings on these fields as you are typing it. Most
    common marking you can do is by typing it in ALL
    CAPS so you can easily identify them later.
    Steps In Creating A Simple Mail
    Merge
    Steps In Creating A Simple Mail
    Merge

    5. Save the main document once more. You


    can use CTRL+S to quickly do the step.
    6. On the Mailings tab in the Start Mail Merge
    group, choose Select Recipients
    Type a New List.
    7. Click the Customize Columns button on the
    dialog box for the New Address List.
    Steps In Creating A Simple Mail
    Merge
    Steps In Creating A Simple Mail
    Merge

    8. Select a field you do not need then click the


    Delete button. A confirmation dialogue box
    appears.
    9. Click Yes in the confirmation dialogue box.
    The dialogue box closes, and the
    unnecessary fields disappear.
    10. Repeat steps 8 and 9 for each field you do
    not need.
    Steps In Creating A Simple Mail
    Merge
    Steps In Creating A Simple Mail
    Merge

    (Next step is to add the fields you need)


    11. To add a field that you need, click the Add
    button.
    12. Type the field name on the prompt inside a
    small Add Field dialogue box and click the
    OK button.
    13. Repeat steps 11 and 12 for each new field you
    need in your document.
    Steps In Creating A Simple Mail
    Merge
    Steps In Creating A Simple Mail
    Merge

    14. Click the OK button on the Customize Address List


    dialog box to confirm your changes.
    15. The New Address List dialog box will appear again
    ready for you to type in your data.
    16. Type the individual data from your list
    corresponding to Name, Address line 1-3, and title.
    17. Press the Tab each time you enter the next field.
    Steps In Creating A Simple Mail
    Merge

    18. To add a new record, press the Tab key after


    inputting the last field.
    19. Repeat steps 16-18 until you enter all the records
    you want. Once you are done typing, click OK
    button on the Add New List dialogue box to save
    your data. A special Save Address List dialogue box
    pops up, allowing you to save the recipient list.
    Steps In Creating A Simple Mail
    Merge
    Steps In Creating A Simple Mail
    Merge

    20.Type a name for the address list. Name it


    “Teachers List.”
    21. Click the Save button. You should be back
    on your main document soon after.
    Steps In Creating A Simple Mail
    Merge
    Steps In Creating A Simple Mail
    Merge

    22. Select a field placeholder (ALL CAPS) in the main


    document.
    23. Click the Insert Merge Field command button.
    24. Choose the proper field to insert into your text. For
    example, if you are replacing the text name in your
    document with a name field, choose NAME field
    from the Insert Merge Field Menu.
    Steps In Creating A Simple Mail
    Merge
    Steps In Creating A Simple Mail
    Merge

    25. Continue adding fields until the document is


    complete. Repeat steps 22 through 24 as
    necessary to stick all fields into your
    document.
    26. Save the main document.
    27. Choose Finish & Merge to edit, print, or send
    your merged documents through email.
    Steps In Creating A Simple Mail
    Merge
    Steps In Creating A Simple Mail
    Merge

    28. Or you may want to choose Preview Results to


    check your work before you send it.
    Steps In Creating A Simple Mail
    Merge

    29.You should get a


    merged document
    close to this one.
    30.Save and close your
    document.

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