Integrating

Mail Merge
Images
and
and
Label
External
Generation
Materials
Mail Merge
and
Label
Generation
 Mail Merge
Form Document
- allows you to create documents
and combine and merge them
with another document or data file

- commonly used when sending

out advertising materials to
various recipients
List or Data File
Form Document
place holders
or
marks the position on your form document
data fields
where individual data or information will
or
be inserted
merge fields

remains the same no matter whom you main body

send it to
List or Data File
marks the position on your form document
where individual data or information will
be inserted
Label Generation

- It's just like mail merge except it's

for envelopes
Mail Merge
and
Label
Generation
 Steps:
1.) Open Microsoft Word and start a new blank document. You can use the keyboard
shortcut Ctrl+N after Microsoft Word had been loaded or opened
2.) On the Mailings tab, from the Start Mail Merge group, choose Start Mail Merge ->
Letters
- type the letter but only type the common parts of the letter
3.) Save your letter
4.) Insert the fields you need in the letter (Ex: Name, Company, 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 in capital letters or ALL CAPS so you can easily identify them later
5.) Save the main document once more. You can use Ctrl+S to quickly do this step
6.) On the Mailings tab in the Start Mail Merge group, choose Select Recipients -> Type a
New List
 Steps:
7.) Click the Customize Columns button on the dialog box for the New Address List
- This will allow you to modify the address list that Microsoft Word has pre-determined
8.) Select a field that you do not need then click the Delete button. A confirmation dialog
box appears
9.) Click Yes in the confirmation dialog box. The dialog box closes, and the unnecessary
field disappears
10.) Repeat steps 8 and 9 for each field you do not need. After excess fields, the next step is
to add the fields you need
11.) To add the field that you need on your document, click the Add button
12.) Type the field name on the prompt inside a small Add Field dialog box and click the OK
button
13.) Repeat steps 11 and 12 for each new field you need in your main document
 Steps:
14.) Click the OK button on the Customized Address List 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, Company, Address
Line 1, Address Line 2, Address Line 3, and Title
17.) Press the Tab key each time to enter the next field
18.)To add a new record, press the Tab key after inputting the last field
- When you press the Tab key on the last field in a record, a new record is automatically
created and added on the next line
19.) Repeat steps 16 through 18 until you enter all the records you want
- once you are done typing your data, click the OK button on the Add New List dialog
box to save your data. A special Save Address List dialog box pops up, allowing you to save
the recipient list
 Steps:
20.) Type a name for the address list
21.) Click the Save button. You should be back on your main document soon after
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 the Name Field from the Insert
Merge Field menu. The field is inserted into your document and replaces the ALL CAPS
text.
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:
28.) Or you may want to choose Preview Results to check your work before you send it
29.) You should get a merged document. If you decide to print the document, the Merge to
Printer dialog box appears, from which you can choose records to print. Choose All to print
your entire document. Alternatively, you can specify which records to print. Click OK. The
traditional Print dialog box appears. Click the OK button again to print your documents.
30.) Save and close your document
Integrating
Images
and
External
Materials
Integrating Images and External Materials

- inserting images

- to improve the impression of your document

-EX: resume, essay, etc.

Kinds of Materials
Pictures Smart Art

Clip Art Chart

- materials that can be inserted
in Microsoft Word

Shapes Screenshot
 Pictures
digital pictures you have saved in any local c.) .PNG
storage device - Portable Network Graphics
- transporting images on the internet faster
a.) .JPG rates
- Joint Photographic Experts Group - good with transparencies but does not support
- support 16.7 million colors animation
- does not support transparency - 16 million colors
- does not work well on lettering, line drawings, - allows the control of the transparency level or opacity of
or simple graphics images
- relatively small on file size
b.) .GIF
- Graphics Interchange Format
- capable of displaying transparencies
- capable of displaying simple animation
- not useful on printed documents
- can only support 256 colors
Clip Art
.GIF type
line art drawings or images used as generic
representation for ideas and objects that you might
want to integrate in your document
Shapes
printable objects or materials that can be integrated in
your document to enhance its appearance
Smart Art
organize ideas
Chart
present data characteristics and trends
Screenshot
more realistic image
Image Placement In Line with Text Top and Bottom
- where to put the image you've
inserted or where to move it
Square Behind Text

Tight In front of Text

Through
In Line with Text
the default settings for images
treats your image like a text font with the bottom side
totally aligned with the text line
Square
allows the image you inserted to be placed anywhere
within the paragraph with the text going around the
image in as quare pattern like a frame
Tight
almost like square but the text conforms to the general
shape of the image
best used with .GIF or .PNG file
Through
allows the text on your document to flow even tighter
best used with .GIF or .PNG
Top and Bottom
pushes the texts away vertically to the top and/or the
bottom of the image
Behind Text
allows your image to be dragged and placed anywhere
on your document with all the text floating in front og
it
In Front of Text
allows your image to be placed right on top of the text
Integrating Images and External Materials
Key Terms
Mail merge
Form Document
Data File
Merge field/ Place Holder
.JPG
.PNG
.GIF
Clipart
Smart Art
Text Wrap
https://www.google.com/imgres?
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https://www.google.com/url?sa=i&url=https%3A%2F%2Fwww.microsoft.com%2Fen-us%2Fmicrosoft-
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https://www.google.com/url?sa=i&url=https%3A%2F%2Fwww.techrepublic.com%2Farticle%2Fhow-to-use-the-many-text-wrapping-options-
in-microsoft-
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https://www.google.com/url?
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