Lesson 3

Advanced Word
Processing Skills
Exploration
Scenario 1: You were task 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, describe briefly
how you would most likely
complete the task of sending ten
invitations with individual names of
recipients using Microsoft® Word
2013.
2.Give examples of documents that
you can personalized and send or
distribute.
Scenario 2: You are making a report
on the positive effects of using
aircondition in every classroom in
NSDAPS Senior High School. To make
your report more appealing, you
thought of putting a picture of
airconditon in your report. You also
consider presenting graphical data
on the trends of worldwide initiatives
on the use of aircondition.
1.Describe briefly how you
can insert pictures or image
in a word document.
2.What other kinds of images
or materials can be inserted
in a word document?
Lesson Objectives
• Use some advanced capabilities of Microsoft Word commonly
used to increase productivity and efficiency;
• Effectively use these features to help improve the productivity of
an organization through maximizing the potential of Microsoft
Word;
• Create form letters or documents for distribution to various
recipients;
• Create labels and envelopes for distribution;
• Create media-rich documents for printing or publishing.
 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
mail. You can now send much faster than the
traditional newsletters or postal mail. 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 recipients? Would that not be more
convenient?
I. Mail Merge and
Label Generation
A. Mail Merge
 One of the important
reasons in using computers
per se is its ability to do
recurring tasks automatically.
But this ability has to be
improved by learning the
characteristics and features of
the software you use with your
computer. After all, no matter
how good or advance your
computer and software may
be, it can only be as good as
the person using it.
 In this particular part of
our lesson, we will learn one of
the most powerful and
commonly used features of
Microsoft Word called Mail
Merge. As the name suggests,
this feature 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.
 The simplest solution for
the scenario above is to create
a document and just copy and
paste it several times then just
replace the details depending
on whom you send it to. But
what if you have hundreds or
thousands of recipients? Would
not that take too many hours?
What if you have a small
database of information where
you can automatically
generate those letters?
Two Components
of Mail Merge
1. Form Document
The first component of our mail merged
document is the 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 form document
that remains the same no matter whom you
send it to from among your list.
 Also included in the form document is what we call
place holders, also referred to as data fields or merge
fields. This marks the position on your form document
where individual data or information will be inserted.
From our sample document, the place holders are
denoted or marked by the text with double-headed
arrows (<< >>) on each side and with a gray
background. On a printed standard form, this will be
the underlined spaces that you will see and use as a
guide to where you need to write the information that
you need to fill out. In its simplest form, a form
document is literally a “form” that you fill out with
individual information. A common example of a form
document is your regular tax form or application form.
2. List or Data File
The second component of our mail merged
document is the list or data file. This is where the
individual information or data that needs to be
plugged in (merged) to the form document is
placed and maintained. One of the best things
about the mail merge feature is that it allows data
file to be created fro within the Microsoft Word
application itself, or it gets data from a file
created in Microsoft Excel or other data formats.
In this way, fields that needed to be
filled up on the form document can
easily be maintained without
accidentally altering the form or main
document. You can also 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.
B. Label Generation
• Included in the mail merge feature on Microsoft Word is the
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. By using virtually the
same process as a standard mail merge, Microsoft Word will print
individual addresses to a standard form that it has already pre-
formatted. Simply put, 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. So even in generating
labels, the two essential components of creating a
merged document are present: the form document
and the data file. Only in this case, you did not have to
type or create the form document yourself because it
was already created and pre-formatted in Microsoft
Word. All you need to do is select the correct or
appropriate size for the label or envelope and select
the data file that contains the addresses (data) to be
printed. You can also preview your merged labels
before printing if you want to.
II. Integrating Images
and External Materials
Integrating or inserting pictures in your document 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. Though
seemingly simple to do, your knowledge on the
different kinds of materials that you can insert or
integrate in a Word document and its characteristics
can help you create a more efficient, richer
document not only in content but also in physical
form. A better understanding of the physical form of
your document as well as the different materials you
would integrate in it would allow you to be more
efficient and versatile in using Microsoft Word.
A. Kinds of Materials
 There are various kinds of
materials Microsoft Word is
capable of integrating to make
the documents richer, more
impressive, and more
informative.
1. Pictures
Generally, these are electronic or
digital pictures or photographs you
have saved in any local storage
device. There are three commonly
used types of picture files. You can
identify them by the extension on
their file names.
a. .JPG/JPEG
 This is pronounced as “jay-peg“ and is the
short form of .jpeg or Joint Photographic
Experts Group. Like all the rest of the
image file extensions, it identifies the kind
of data compression process that it uses
to make it more compatible and portable
through the Internet. This type of image
file 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. But if you
are looking for the best quality image to
integrate with your document then this
is the image file type for you. .JPG does
not work well on lettering, line drawings,
or simple graphics. .JPG images are
relatively small in file size.
b. .GIF
 This stands for Graphics Interchange Format. This
type of image file is capable of displaying
transparencies. Therefore, it is good for blending with
other materials or elements in your document. It is
also capable of displaying simple animation.
Apparently, this may 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. The downside is that it can only support
up to 256 colors so it is good mostly on logos and art
decors with very limited, and generally solid colors.
.GIF is much better for logos, drawings, small text,
black and white images, or low-resolution files.
c. .PNG
 This is pronounced as “ping“. It 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 with
transparencies but unlike .GIFs, it does not
support animation but it can display up to
16 million colors, so image quality for this
image file type is also remarkably improved.
.PNG allows the control of the transparency
level or opacity of images.
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 is built in or can be
downloaded and used freely. There are
still other clip arts that you can either
purchase or freely download and use
that come from third-party providers.
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advanced-word-processing-skills/