L3 Advanced Word Processing Skills

Lesson Motivation
Scenario 1: You were tasked to create and send out formal

invitations for a promo campaign that a company is running
. You were also initially given a list of ten names of loyal
customers to send out to.
1. From the scenario above , describe briefly how you
would most likely complete the task of sending ten
invitations with individual names of recipients using
Microsoft Word.
2. Give Examples of documents that you can personalize
and send or distribute.
Lesson Motivation
Scenario 2: You are making a report on the positive effects of using
solar energy to the environment. To make your report more appealing,
you thought of putting a picture of a solar panel into your report. You
also considered presenting graphical data on the trends of worldwide
initiatives on the use of solar energy.
1. Describe briefly how you can insert pictures or images in word
document.
2. What other kinds of images or materials can be inserted in a word
document?
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.

Lesson Discussion
In the professional world, sending out information to convey
important information is vital. Because ICT, things are now
sent much faster than the traditional newsletters or postal
mail. You can now use the internet to send out information
you need to share.
Mail Merge and Label Generation
Mail Merge – the most powerful and commonly used
features of Microsoft Word.
-- this features allows you 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.
-- create a documents and just copy and paste it several
times then just replace the details depending on whom you
send it to.
Two Components of Mail Merge:
1. Form Document
The document that contains the main body of the
message we want to convey or send.
The main body of the message is the part of the form
document that remains the same no matter whom you send it to
from among your list.
Placeholder means referred as data field or merge
fields. This marks the position on your form document where
individual data or information will be inserted.It is denoted or
marked by the the text with double-headed arrows (<< >>) on
each side and with a gray background.
a form document is literally a form that you fill out with
individual information.
Example: Regular tax form /Application Form/Form Letter .
Two Components of Mail Merge:
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.
The features allows data file to be created from within the
Microsoft word application itself , or it gets data from a file created in
Microsoft Excel or other data formats.
Fields that needed to be filled up on the form document can
easily be maintained without accidently altering the form or main
document.
It is easily add, remove, modify, or extract your data more
efficiently by using other data management applications like Excel or
Access and import them in Word during the Mail Merge Process.
Label Generation
It is called Label Generator.
It just makes sense that after you print out
your form letters , you will need to send it to
individual recipients in an envelope with the
matching address printed directly on the envelope
or on a mailing label to stick on.
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.
Skill Exploration
Exploration 3.1 Mail Merge and Label Generation
See Pages 43-49
Integrating Images and External Materials
• Integrating or inserting pictures in your

documents is fun and it improves the
impression of your document.
• A common use of inserting a picture on a
document is when you are creating your
resume.
Kinds of Materials:
1. Pictures. Generally, these are electronic or digital pictures or
photographs you have saved in any local storage device.
Extension File Name
a. .JPG – pronounces as jay-peg or jpeg.(Joint Photographic
Experts Group.
 This type of image file can support 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.
 Does not work well on lettering, line drawings, or simple graphics.
 .JPG images are relatively small in size.
Kinds of Materials:
Extension File Name
b. .GIF – stands for Graphic Interchange Format.
 This type of image is capable of displaying transparencies.
 It is good for blending with other materials or elements in your
document.
 It is also capable of displaying simple animation.
 It is not be too useful on a printed document but if you are sending
documents electronically or through email, or even post documents
into a website, then this could be quite impressive.
 GIF is much better for logos, drawings, small text , black and white
images, or low resolution files.
 Support up to 256 colors.
Kinds of Materials:
Extension File Name

c. .PNG- pronounced as “ping”.
 Stands for Portable Network Graphics
 It was built around the capabilities of .GIF.
 Its development was basically for the purpose of
transporting images on the internet at faster rates.
 It is also good in transparencies but unlike GIFs, it does
not support animation but it can display up to about 16
million colors.
 It allows the control of the of the transparency 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.
 Microsoft word has a library of clip arts that you can
either purchase or freely download and use that come
from the third party provider.
CLIP ART
Kinds of Materials:
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.
If you are designing the layout for a poster or
other graphic material for advertising, you might
find this useful.
Shapes
Kinds of Materials:
Smart Art. Generally, these are 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 , relationship ,or flow for
infographic documents, then you will find this
easy and handy to use.
Smart Art
Kinds of Materials:
5.Chart. Another type of material that you can integrate in
your Word document that 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.
 You can create charts that can be integrated in your
document either directly in Microsoft Word or imported
from external files like Microsoft Excel.
Chart
Kinds of Materials:
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.
Microsoft word 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.
Screenshot

L3 Advanced Word Processing Skills

Uploaded by

Copyright:

Available Formats

L3 Advanced Word Processing Skills

Uploaded by

Document Information

Original Description:

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

L3 Advanced Word Processing Skills

Uploaded by

Copyright:

Available Formats

Lesson Motivation

Scenario 1: You were tasked to create and send out formal

1. use some advanced capabilities of Microsoft Word

2. effectively use these features to help improve the

3. create form letters or documents for distribution to various

4. create labels and envelops for distribution; and

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

• Integrating or inserting pictures in your

Extension File Name

2.Clip Art. This is generally a .GIF type; line art drawings

You might also like