MODULE 3

ICT ADVANCED
TOOLS AND
SOFTWARE
MAIL MERGE
•A feature in MS word that allows
you to create documents and merge
them with another document or
data file.
•It is commonly use in sending out
advertising materials to various
recipients.
Two Components of
Mail Merge
FORM DOCUMENT

The document that contains the

main body of the message we want
to convey or send.
LIST OR DATA FILE

•Where the individual information

or data that needs to be merged
to the form document is placed
and maintained.
INTEGRATING IMAGE AND
EXTERNAL MATERIALS
 KINDS OF MATERIALS

1. Pictures
-electronic and digital pictures or photographs
you have saved in any local storage device.
-identified through the extension of their file
names.
  .JPG

• Pronounced as “jay-peg” and a short form of

.JPEG or Joint Photographic Experts Group.
• This type of image file can support 16.7 million
colors that is why it is suitable for use in
working with full color photographic images.
 .GIF

• Stands for Graphics Interchange Format.

• This type of file is capable of displaying
transparencies and simple animation.
 .PNG

• Pronounced as “png” and stands for Portable

Network Graphics.
• Its development was basically for the purpose
on transporting images on the internet at
faster rate.
2. CLIP ART

• Line art drawing or images used as generic

representation for ideas and objects that you
might want to integrate in your document.
3. SHAPES

• A 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 composting and representing ideas
or messages.
4. SMART ART

• Predefined sets of different shapes grouped

together to form ideas that are
organizational or structural in nature.
5. CHART
• Another type of material that you can
integrate in your word document that allows
you to represent data represent data and
characteristics and trends.
• You can create charts that can be integrated
in your document either directly in Microsoft
word or imported from external files like MS
Excel.
6. SCREENSHOT

• Microsoft Word provides a snipping tool for

your screenshots so you can select and display
only the part that you exactly like to capture
on your screen.
STEPS IN CREATING MAIL
MERGE
1. Open the MS Word and start a new
document.
2.On the Mailings tab, from the Start Mail
Merge group, choose Start Mail Merge----
Letters. Type the letter below.
3.Save you letter and name it “sample
letter”.
4. Insert the fields you need in the letter
(Name, Company, Address Line 1, Address
Line 2, Address Line 3 and Title). Save the
main document once more.
5. On the Mailings tab in the Start Mail
Merge group and choose Select
Recipients----Type a New List.
6. Click the customize columns button on the dialog
box for the new address list. Select a field that you
do not need then click the delete button. Click Yes in
the confirmation dialog box.
7. Repeat step 6 for each field that you do not need.
The next step is to add the fields you need.
8. To add a field you need, click Add button. Type the
name on the prompt inside a small Add Field dialog box
and click the OK button.
9. Repeat step 8 for each new field you need in your
main document. Click ok button on the customize
address list dialog box to confirm your changes.
10. The new address dialog box will appear again
ready for you to type in your data. Type the
individual data from your list corresponding to name,
company, Address Line 1, Address Line 2, Address
Line 3 and Title.
11. To add a new record, press the Tab key. Repeat step
10 until you enter all the records you want. Once you are
done, click the OK button on the add new list dialog box
to save your data.
12. Type a name for the address list and name it “Client
List”. Click the save button. Select a field placeholder in
the main document.
13. Click the Insert Merge field command button. Choose
the proper field to insert into your text. Continue adding
fields until the document is complete.
14. Repeat steps 12 and 13 as necessary to stick all
fields into your document. Save the main document.
Choose Finish and Merge to edit, print or send your
merged documents through email. You may choose
Preview Result to check your work.
15. Save and close your document.
IMAGE PLACEMENT

The different characteristics of text wrapping

options that you can use with image you integrated in
your document:
IN LINE WITH TEXT

• The default setting for images that are

inserted or integrated in your document. It
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 a square pattern like
a frame.
TIGHT

• Almost the same as the square setting, it

conforms to general shape of the image. This
allows you to get a more creative effect on
your document.
THROUGH

• Allows the text on your document to flow even

tighter, taking the contours and shape of the
image.
ADVANCED SPREADSHEET
WORKSHEET
Like a page in excel. A workbook (file) can be made
of many worksheets.
COLUMNS

• Identified by letters and go from left to right

of the worksheet.
ROWS

• Identified by numbers and go from top to

bottom of the worksheet.
CELL

• Identified from the co-ordinates of the

column letter and row number\
• Contains:
Numerical data
Text data
Formula
CREATING AN EFFECTIVE
PRESENTATION
MINIMIZE

• Keep slides counts to a minimum to maintain a

clear message and to keep the audience
attentive
CLARITY

• Avoid being too fancy by using font style that

is easy to read.
SIMPLICITY

• Summarize the information on the screen.

VISUAL

• Use graphics to help in your presentation.

CONSISTENCY

• Avoid having different font styles and

background.
CONTRAST

• Use light font on dark background or vice

versa.