LESSON 3 – Advanced Word Processing Skills

INTRODUCTION
A few years from now you will be working the industry and what if you are tasked to create
an invitational letter for all of your company’s clients? Are you going to create hundreds of
letters? In this lesson you will learn the most effective way on how to do it.

TARGET COMPETENCY
 Mail Merge and Label Generation
 Integrate Images and External materials

OBJECTIVES

At the end of the lesson, you are expected to:

a. Use the advanced capabilities of Microsoft Word used to increase productivity and
efficiency;
b. Use these features effectively to help improve productivity of the organization;
c. Create form letters or documents for distribution to various recipients;
d. Create labels and envelopes for distribution; and
e. Create media-rich documents for printing or publishing.

SUBJECT MATTER

Microsoft Word
It is one of the most useful tools in Microsoft Office because it allows us to create all kinds of
documents. As of now Microsoft Word is practically available in most platforms and devices.
It also offers templates for any type of document as well as mail merge which allows us to
send letters to multiple people at the same time.

Mail Merge
 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.
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.
2. List or Data File - It is the individual information or data that needs to be plugged in
(merge) to the form document. It is the recipients or receivers of our letters.
Example of Form Document

Example of List or Data File

Steps in Creating a List or Data File
STEP 1 – Click MAILINGS TAB in the menu bar

STEP 2.1 – Click SELECT RECIPIENTS

STEP 2.2 – Click TYPE A NEW LIST

After Selecting Type a New List a Dialog box: New Address List will appear:

STEP 3.1– Click CUSTOMIZE COLUMNS

Why Customize Columns first? Why not New Entry?

Customize Columns will display this Dialog Box: Customize Address List

We need to customized the columns first because Microsoft Word has a Built-in set of Field
Names or Placeholders, what if you do not need the placeholders such as Zip Code, Address
Line 2, State or what if you need a Placeholder for School, Section, Student Number, Etc.
On this dialog box it will allow us to customized FIELD NAMES or also known as
PLACEHOLDERS, it will contain the data or information we will provide for the List or Data
File.
Options on Customization of Field Names
1. You may delete all of the Placeholders and Start from scratch by Adding
2. Rename Each Placeholder
Example of a Customized Address List

Notice that after we customized our placeholders it also changed the Fields on the New
Address list.
STEP 3.2– Click the CELLS to add Data

STEP 3.2.1– Click the NEW ENTRY to add a new set of Data or Row
STEP 3.2.2– Add more data

Repeat the same process if needed.

STEP 4 – Click OK to save your Data File

Remember the location of your Data File

It will create a File called MSDB or Microsoft Database

Steps on How to use Mail Merge
STEP 1 – Create a Letter

STEP 2 – Create a List or Data File

STEP 3 – Insert Data to your Letter

STEP 4 – Select a Placeholder to add

Example of Added Placeholders:
STEP 4 – Click FINISH & MERGE to end

The following are the options on how to end your Mail Merge:
a. Edit Individual documents
b. Print Documents
c. Send Email Message
 a. Edit Individual Documents
It creates a NEW DOCUMENT FILE the individual letters for all of your recipients. In this
example, we have two (2) letters primarily because we only created two recipients.

b. Print Documents
It will allow us to directly print our documents
 c. Send Email Message
It will allow us to send our emails via E-Mail

Label Generator
 Allows us to create labels for envelopes
 Print Labels depending on how many we need as well as to select what kind of
paper we want to use.

We can use the label generator if you plan to send letters through snail mail, the traditional
sending of letters. Label Generator is commonly used to print labels or stamps for
envelopes.
Integrating Images and External Materials to Word
We can add the following materials in Word Document:
1. Pictures
2. Clip Art
3. Shapes
4. Chart
5. Smart Chart
6. Screenshots
ACTIVITY

Directions: Create a letter of invitation using Mail Merge to an event in your Strand.
It must have 10 place holders and 10 recipients.

EVALUATION
1. What is the importance of using Mail Merge?
2. Where can we use Mail Merge aside from advertisements?