LESSON NUMBER 3:

ADVANCED WORD
PROCESSING SKILLS
 OBJECTIVES:
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 MICROSOFT WORD;
3. CREATE FORM LETTERS OR DOCUMENTS FOR DISTRIBUTION TO
VARIOUS RECIPIENTS;
4. CREATE LABELS AND ENVELOPES FOR DISTRIBUTION; AND
5. CREATE MEDIA-RICH DOCUMENTS FOR PRINTING OR
PUBLISHING.
 COMPUTER LABORATORY GUIDELINES:
1. THE USE OF THE LABORATORY IS RESTRICTED TO ACADEMIC-
RELATED ACTIVITIES REQUIRED BY THE SUBJECT TEACHER;
2. USING COMPUTERS FOR RECREATION (GAMES, CHATTING
WEB BROWSING NOT RELATED CLASS/INSTRUCTION, ETC. )
IS STRICTLY PROHIBITED;
3. STUDENTS ARE NOT ALLOWED TO MAKE ANY OF THE
FOLLOWING CHANGES TO THE CONFIGUIRATION OF ANY
COMPUTER ;
- TRANSFERRING AND DELETING FILES
- CHANGING COMPUTER SETTINGS (WALLPAPER,
SCREENSAVER, PASSWORD).
COMPUTER LABORATORY GUIDELINES:
4. ALL OF THE EQUIPMENT AND FURNITURE IN THE LABORATORY
ARE THE PROPERTY OF SCHOOL. HENCE, ANY PERSON FOUND
TO BE DESTROYING OR DEFACING EQUIPMENT OR PROPERTY
WILL BE HELD ACCOUNTABLE FOR THEIR ACTIONS;

5. THE TEACHER IS EXPECTED TO ROAM AROUND TO SEE TO IT

THAT STUDENTS ARE PERFORMING THE REQUIRED ACTIVITY SET
FOR THAT DAY;

6. WHEN EQUIPMENT IS NOT FUNCTIONING PROPERLY, IT

SHOULD BE BROUGHT TO THE ATTENTION OF THE TEACHER.
COMPUTER LABORATORY GUIDELINES:
7. THE USER SHOULD NEVER ATTEMPT TO REPAIR ANY OF THE
EQUIPMENT IN THE LABORATORY. THE USER WILL BE HELD
ACCOUNTABLE FOR ANY ADDITIONAL DAMAGE DONE IN THE
PROCESS;
8. ONLY LABORATORY TECHNICIANS ARE AUTHORIZED TO
REPAIR. FOR ASSISTANCE, YOU MAY APPROACH SIR JERICK,
MAAM JUSTINE AND SIR ERIC FOR ANY SOFTWARE AND
HARDWARE CONCERN;
COMPUTER LABORATORY GUIDELINES:
9. DOWNLOADING OR INSTALLING PROGRAMS ON THE HARD
DRIVES IS STRICTLY PROHIBITED;

10. THE LAST TEACHER TO USE THE COMPUTER LABORATORY IN

THE MORNING AS WELL AS IN THE AFTERNOON IS RESPONSIBLE
TO TURN OFF THE AIRCON, COMPUTER UNITS INCLUDING THE
VOLTAGE REGULATOR AND SHOULD LOCK THE DOOR.
 LESSON OUTLINE

• MAIL MERGE AND LABEL GENERATION

• INTEGRATING IMAGES AND EXTERNAL
MATERIALS
 INTRODUCTION
IN THE PROFESSIONAL WORLD, SENDING OUT
INFORMATION TO CONVEY IMPORTANT INFORMATION
IS VITAL. BECAUSE OF ICT, THINGS ARE NOW SENT
MUCH FASTER THAN THE TRADITIONAL NEWSLETTERS
OR POSTAL MAILS. YOU CAN NOW USE THE INTERNET
TO SEND OUT INFORMATION YOU NEED TO SHARE.
WHAT IF WE COULD STILL DO THINGS MUCH FASTER -
AN AUTOMATED WAY OF CREATING AND SENDING
UNIFORM LETTERS WITH DIFFERENT RECIPIENT? WOULD
THAT NOT BE MORE CONVENIENT?
MICROSOFT WORD
 MICROSOFT WORD
- IT IS A WORD PROCESSING APPLICATION THAT
ALLOWS YOU TO CREATE A VARIETY OF
DOCUMENTS INCLUDING LETTERS, RESUMES AND
MORE.
- MICROSOFT WORD IS DESIGNED TO HELP YOU
CREATE PROFESSIONAL-LOOKING DOCUMENTS.
- WORD CAN ALSO HELP YOU ORGANIZE AND WRITE
DOCUMENTS MORE EFFICIENTLY.
MAIL MERGE AND LABEL
GENERATION
MAIL MERGE AND LABEL GENERATION
MAIL MERGE
- THIS FEATURE OF MICROSOFT WORD
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.
MAIL MERGE AND LABEL GENERATION
MAIL MERGE
- IT BASICALLY REQUIRES TWO
COMPONENTS: THE DOCUMENT THAT
CONTAINS THE MESSAGE AND THE
DOCUMENT OR FILE THAT GENERALLY
CONTAINS THE LIST OF NAMES AND
ADDRESSES.
MAIL MERGE AND LABEL GENERATION
TWO COMPONENTS OF
MAIL MERGE
TWO COMPONENTS OF MAIL MERGE
1. FORM DOCUMENT
- IT IS GENERALLY 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 DOCUMENT THAT REMAINS THE
SAME NO MATTER WHOM YOU SEND IT
FROM AMONG YOUR LIST.
TWO COMPONENTS OF MAIL MERGE
PLACE HOLDERS
- ALSO REFERRED AS DATA FIELDS OR MERGE
FIELDS.
- THIS MARKS THE POSITION OF YOUR FORM
DOCUMENT WHERE INDIVIDUAL DATA OR
INFORMATION WILL BE INSERTED.
- A COMMON EXAMPLE OF FORM DOCUMENT
IS YOUR REGULAR TAX FORM OR APPLICATION
FORM.
TWO COMPONENTS OF MAIL MERGE
2. LIST OR DATA FILE
- THESE IS WHERE THE INDIVIDUAL
INFORMATION OR DATA THAT NEEDS TO BE
PLUGGED IN (MERGED) TO THE FORM
DOCUMENT IS PLACED AND MAINTAINED.
- YOU CAN EASILY ADD, EDIT, REMOVE,
MODIFY OR EXTRACT YOUR DATA MORE
EFFICIENTLY BY USING DATA MANAGEMENT
APPLICATIONS LIKE EXCEL OR ACCESS .
MAIL MERGE AND LABEL GENERATION
LABEL GENERATION
- IT IS INCLUDED IN THE MAIL MERGE
FEATURE OF MICROSOFT WORD.
- IN GENERATING LABELS, THE TWO
ESSENTIAL COMPONENTS IN MERGED
DOCUMENTS IS PRESENT: THE FORM
DOCUMENT AND THE DATA FILE.
MAIL MERGE AND LABEL GENERATION
INTEGRATING IMAGES
AND EXTERNAL
MATERIALS
 STEPS IN CREATING A SIMPLE MAIL MERGE
1. OPEN MS WORD AND START A NEW
BLANK DOCUMENT.
2. ON THE MAILING TABS, CHOOSE START
MAILING MERGE LETTERS.
3. ON THE MAILINGS TAB IN THE START
MAIL MERGE GROUP, CHOOSE SELECT
RECIPIENT TYPE A NEW LIST.
 STEPS IN CREATING A SIMPLE MAIL MERGE
4. CLICK THE CUSTOMIZE COLUMN BUTTON
ON THE DIALOG BOX IN THE NEW
ADDRESS LIST.
5. SELECT THE FIELD THAT YOU DO NOT
NEED THEN CLICK THE DELETE BUTTON. A
CONFIRMATION DIALOG BOX APPEARS
AND CLICK YES.
 STEPS IN CREATING A SIMPLE MAIL MERGE
6. CLICK THE OK BUTTON ON THE
CUSTOMIZE ADDRESS LIST DIALOG BOX
TO CONFIRM YOUR CHANGES.
7. SAVE THE DATA BY CLICKING THE SAVE
BUTTON THEN NAME IT.
8. CLICK THE INSERT MERGE FIELD BUTTON.
9. CHOOSE THE PROPER FIELD TO INSERT
INTO YOUR TEXT.
 STEPS IN CREATING A SIMPLE MAIL MERGE

10. SAVE THE DOCUMENT.

11. CLICK THE PREVIEW RESULTS BUTTON.
12. CHOOSE FINISH & MERGE TO EDIT,
PRINT, OR SEND YOUR MERGED
DOCUMENTS THROUGH EMAIL.
INTEGRATING IMAGES AND EXTERNAL MATERIALS

1. PICTURE
- ARE ELECTRONIC OR DIGITAL PICTURES OR
PHOTOGRAPHS YOU HAVE SAVED IN ANY
LOCAL STORAGE DEVICES.
- THREE COMMONLY USED TYPES OF
PICUTRE FILES ARE .JPG, .GIF AND .PNG.
INTEGRATING IMAGES AND EXTERNAL MATERIALS
.JPG
- PRONOUNCED AS “JAY-PEG”, SHORT
FORM OF JPEG OR JOINT PHOTOGRAPHIC
EXPERTS GROUP.
- IT IDENTIFIES THE KIND OF DATA
COMPRESSION PROCESS THAT IT USES TO
MAKE IT MORE COMPATIBLE AND
PORTABLE THROUGH THE INTERNET.
INTEGRATING IMAGES AND EXTERNAL MATERIALS
.GIF
- STANDS FOR GRAPHIC INTERCHANGE
FORMAT.
- THIS TYPE OF IMAGE FILE IS CAPABLE OF
DISPLAYING TRANSPARENCIES, MEANING
IT IS GOOD FOR BLENDING WITH OTHER
MATERIALS OR ELEMENTS.
INTEGRATING IMAGES AND EXTERNAL MATERIALS
.PNG
- STANDS FOR PORTABLE NETWORK
GRAPHICS AND PRONOUNCE AS “PING”.
- THIS TYPE OF IMAGE FILE IS CAPABLE OF
DISPLAYING TRANSPARENCIES, MEANING
IT IS GOOD FOR BLENDING WITH OTHER
MATERIALS OR ELEMENTS.
INTEGRATING IMAGES AND EXTERNAL MATERIALS

2. CLIP ART
- GENERALLY, A .GIF TYPE; LINE ART
DRAWINGS OR IMAGES USED AS GENERIC
REPRESENTATION FOR IDEAS AND OBJECTS
IN YOUR DOCUMENT.
- THIS CAN PURCHASE OR FREELY
DOWNLOAD AND USE THAT COME FROM
THIRD-PARTY PROVIDERS.
INTEGRATING IMAGES AND EXTERNAL MATERIALS
INTEGRATING IMAGES AND EXTERNAL MATERIALS

3. SHAPES
- THESE ARE PRINTABLE OBJECTS OR
MATERIALS THAT YOU CAN INTEGRATE IN
YOUR DOCUMENT.
- IT ENHANCES APPEARANCE OR IT ALLOW
YOU TO HAVE SOME TOOLS TO USE FOR
COMPOSING AND REPRESENTING IDEAS
OR MESSAGES .
INTEGRATING IMAGES AND EXTERNAL MATERIALS
INTEGRATING IMAGES AND EXTERNAL MATERIALS

4. SMART ART
- THESE ARE PREDEFINED SETS OF DIFFERNET
SHAPES GROUPED TOGETHER TO FORM
IDEAS THAT ARE ORGANIZATIONAL OR
STRUCTURE IN NATURE.
- USES FOR PROCESS, RELATIONSHIPS,
FLOWS, INFOGRAPHIC DOCUMENTS.
INTEGRATING IMAGES AND EXTERNAL MATERIALS
INTEGRATING IMAGES AND EXTERNAL MATERIALS

5. CHART
- A TYPE OF MATERIAL THAT YOU CAN
INTEGRATE IN YOUR WORD DOCUMENT
THAT ALLOWS YOU TO REPRESENT DATA
CHARACTERISTICS AND TRENDS.
- YOU CAN INTEGRATE CHARTS IN YOUR
DOCUMENT EITHER DIRECTLY IN WORD OR
FROM MICROSOFT EXCEL.
INTEGRATING IMAGES AND EXTERNAL MATERIALS
INTEGRATING IMAGES AND EXTERNAL MATERIALS

6. SCREENSHOT
- IT IS AN IMAGE OF THE DATA DISPLAYED
ON THE SCREEN OF A COMPUTER OF
MOBILE DEVICE.
- MICROSOFT WORD EVEN PROVIDES
SNIPPING TOOL FOR YOUR
SCREENSHOTS.
INTEGRATING IMAGES AND EXTERNAL MATERIALS
 IMAGE PLACEMENTS
1. IN LINE WITH TEXT
- THIS IS THE DEFAULT
SETTINGS FOR IMAGES
THAT ARE INSERTED OR
INTEGRATED IN YOUR
DOCUMENT.
 IMAGE PLACEMENTS
2. SQUARE
- THIS SETTING ALLOWS THE
IMAGE YOU INSERTED TO
BE PLACED ANYWHERE
WITHIN THE PARAGRAPH
WITH THE TEXT GOING
AROUND THE IMAGE IN A
SQUARE PATTERN LIKE A
FRAME
 IMAGE PLACEMENTS
3. TIGHT
- THIS IS ALMOST THE SAME
AS THE SQUARE SETTINGS,
BUT HERE THE TEXT “HUGS”
OR CONFORMS TO THE
GENERAL SHAPE OF THE
IMAGE.
 IMAGE PLACEMENTS
4. THROUGH
- THIS SETTINGS ALLOWS
THE TEXT TO FLOW EVEN
TIGHTER, TAKING THE
CONTOURS AND SHAPE
OF THE IMAGE. THIS CAN
BE BEST USED WITH .GIF
OR .PNG TYPE OF IMAGE.
 IMAGE PLACEMENTS
5. TOP AND BOTTOM
- THIS SETTINGS PUSHES THE
TEXT AWAY VERTICALLY TO
THE TOP AND/OR BOTTOM
OF THE IMAGE SO THAT
THE IMAGE OCCUPIES A
WHOLE TEXT LINE ON ITS
OWN.
 IMAGE PLACEMENTS
6. BEHIND TEXT
- THIS ALLOWS YOUR IMAGE
TO BE DRAGGED AND
PLACED ANYWHERE ON
YOUR DOCUMENT BUT WITH
ALL THE TEXT FLOATING IN
FRONT OF IT. IT EFFECTIVELY
MAKES YOUR IMAGE LOOK
LIKE A BACKGROUND.
 IMAGE PLACEMENTS
7. IN FRONT OF TEXT
- THIS SETTING ALLOWS YOUR
IMAGE TO BE PLACED RIGHT
ON TOP OF YOUR TEXT AS IF
YOUR IMAGE WAS DROPPED
RIGHT ON IT. THAT MEANS
WHATEVER PART OF THE TEXT
YOU PLACED THE IMAGE, IT
WILL BE COVERED BY THE
IMAGE.
NEXT LESSON:
- ADVANCED SPREADSHEET SKILLS