EMPOWERMEN

T
TECHNOLOGY
Advanced Techniques
using Microsoft Word
After going through this module, you
are expected to:
1. Create a main document, a data
source; and
2. Link the main document with the data
source.
3. Insert pictures, clipart, shapes,
SmartArt, charts and screen clippings;
4. Format pictures, clip art, shapes
SmartArt, charts, and screen clippings;
5. Discuss the concept of Mail Merge;
Word processor is an application that
allows users to create, edit, and print
documents.
---developed by Microsoft and was
released on October 25, 1983.
---can create random things like
calendar, newsletter, invitations, etc.
---a complex program which people use
to perform various functions
such as composing and editing,
formatting and saving, and printing.
Mail Merge
--- allows you to create documents and
combine them with another document
or data file.
--- It is commonly used when sending
out advertising materials to various
recipients.
--- The simplest solution for the previous
scenario 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?
Mail merging basically requires two
components:

1. Main Document
The document that contains the body of
the message we want to convey or send.
Example: Letter
2. Data Source
It is your Excel® spreadsheet containing
the names and addresses
you want to merge into a Word®
document from the Data Source.
How to Perform Mail Merge?

In Mail Merge you need to:

• Create the main document
• Create data source
• Merge data with document
To create a form letter, do the
following:

1. Open an existing Word document, or

create a new one.
2. Click the Mailings tab.
To create a form letter, do the
following:
3. Click the Start Mail Merge command.
4. Select Step by Step Mail Merge
Wizard.
Mail Merge task pane appears at the right
side of your screen.
5. Choose the type of
document you want to
create. If you want to
create a letter,
select Letters. Six
main steps in guiding
you to complete
a merge will be
displayed at the
bottom.
To create a form letter, do the
following:
6. Click Next: Starting document to
move to Step 2.
7. Select Use the current document.
Click Next: Select recipients to move to
Step 3.
8. From the Mail Merge task pane,
select Type a new
list, then click Create.
9. The dialog box of New address list
appears, displaying fields that Word
assumes you need.
10. Click OK after filling the recipient
list. A special Save As dialog box
pops up, allowing you to save the
recipient list. Type a name for the
address list then click the Save button.
11. Click Next: Write your letter. Click
the Address Block button to
insert an address block into your letter.
12. Dialog box of Insert Address Block
appears. Choose the desired
format for the address block and click
OK. The placeholder of Address
block will appear in the document.
13. Click Greeting
Line from the Mail
Merge task pane to
insert a greeting line
into your document.
Dialog box of Insert
Greeting Line
will appear.
14. Choose a format
for the greeting line
and click OK.

The placeholder of
Greeting lines
will appear in the
document.
15. To view your merged data, click the
Preview Results button on the Mail
merge task pane or on the ribbon to
replace the merge fields with data from
your recipient list.
 INSERTING
ILLUSTRATIONS
---An illustration in Microsoft Office is
visualization or drawing that is in the
form of pictures, Clip Art, shapes,
SmartArt, charts or screen clippings.
You can insert illustrations easily using the
Illustrations group of the Insert tab.
 TO INSERT A PICTURE FROM A
FILE, DO THE FOLLOWING:
1. Click where you
want to insert the
picture in your
document.
2. In the Illustrations
group of the Insert tab,
click Picture. Insert
Picture dialog box
will appear.
 TO INSERT A PICTURE FROM A
FILE, DO THE FOLLOWING:
3. Locate the picture that you want to
insert.
4. Double-click the picture that you want
to insert. Format tab of the
Picture Tools will appear on the ribbon
at the same time the picture is inserted.
 TO INSERT A CLIP ART, DO THE
FOLLOWING:
1. Click where you want to insert the
Clip Art in your document.
2. In the Illustrations group of the
Insert tab, click Clip Art. Clip Art task
pane will appear usually at the right side
of the window.
 TO INSERT A CLIP ART, DO THE
FOLLOWING:
3. In the Search for text box of the Clip
Art task pane, type a word or phrase
that describes the clip art that you want.
4. In the Results should be drop-down list
box, you may want to modify your search
by selecting a particular media type or
all media file types.
 TO INSERT A CLIP ART, DO THE
FOLLOWING:
5. Click Go. List of
results will be displayed.
6. Click the desired clip
art to insert it.
 TO INSERT A SHAPE, DO THE
FOLLOWING:
1. In the Illustrations
group of the Insert tab,
Click Shapes.
2. Click the shape that you
want.
3. Click anywhere in the
document, and then drag
to insert the shape.
TO INSERT A SMART ART, DO THE
FOLLOWING:
1. In the Illustrations group of the
Insert tab, click SmartArt. Choose
a SmartArt Graphic dialog box will
appear.
2. Select from the list of SmartArt that
you want and then click OK.
TO INSERT A SMART ART, DO THE
FOLLOWING:
3. Enter your text by clicking [Text] in
the Text pane, and then type
your text. If the Text pane is not visible,
click the control as shown.
 TO INSERT A CHART, DO THE
FOLLOWING:
1. Click where you want to insert the chart in
your document.
2. In the Illustrations group of the Insert tab,
click Chart. Insert
Chart dialog box will appear.
3. Select the type of chart that you want and
then click OK. MS Excel window will appear
together with the chart.
 TO INSERT A CHART, DO THE
FOLLOWING:
4. Edit the data in the MS Excel window.
You can close Excel after
editing the data.
TO INSERT A SCREEN CLIPPING,
DO THE FOLLOWING:
When you click the Screenshot
button, you can insert the whole program
window or use the Screen Clipping tool
to select part of a window. Remember
that only windows that have not been
minimized to the taskbar can be
captured.
TO INSERT A SCREEN CLIPPING,
DO THE FOLLOWING:
1. Click the window you want to clip
from.
2. Click where you want to insert the
screen clipping in your
document.
3. In the Illustrations group of the
Insert tab, click Screenshot.
TO INSERT A SCREEN CLIPPING,
DO THE FOLLOWING:
4. Click Screen Clipping.

When the pointer becomes a cross,

select the area of your screen that
you want to capture by clicking and
dragging.
 TO DELETE ILLUSTRAION,
DO THE FOLLOWING:
1. Select the illustration that you want to
delete.
2. Press the Delete key.
 FORMATTING
ILLUSTRATIONS
 TO RESIZE ILLUSTRATIONS, DO
THE FOLLOWING:
1. Select the illustration
that you want to resize.
The sizing handles
will appear.
2. Click and drag any of
the sizing handles. The sizing handles will tell you
the direction of where you are going to stretch the
object. The green circle above the illustration is the
rotating handle which you can use to rotate the
object.
 TO FORMAT PICTURE AND CLIP
ART, DO THE FOLLOWING:
1. Select the picture that you want to
format. Format tab of the Picture Tools
will appear.
 TO FORMAT PICTURE AND CLIP
ART, DO THE FOLLOWING:
2. Do any of the following as needed:
• To improve the brightness, contrast and sharpness of the
object, click Corrections and then select from the
available thumbnails.
• To improve the color quality of the object, click Color
and then select from the available thumbnails.
• To add artistic effects to the picture, click Artistic
Effects and then select from the available thumbnails.
 TO FORMAT PICTURE AND CLIP
ART, DO THE FOLLOWING:
3. Do any of the following as needed:
• To add visual style to the whole picture or clip art, click
the More drop-down arrow in the Picture Styles group;

Click one from the gallery of picture styles. You can also
click Picture Border to add border or Picture Effects to
add other visual effects to the object.
 TO FORMAT SHAPES,
DO THE FOLLOWING:
1. Select the shape that you want to
format. Format tab of the Drawing
Tools will appear.
 TO FORMAT SHAPES,
DO THE FOLLOWING:
2. Do any of the following as needed:
• To quickly change the appearance of
the shape, click the More drop-down
arrow of the Shape Styles and then click
one from the gallery of shape styles.
 TO FORMAT SHAPES,
DO THE FOLLOWING:
You may click also any of these three
buttons if you want to fill the shape with
color, change the line width or style, or
add effects to the shape.
 TO DESIGN THE SMART ART
GRAPHIC, DO THE FOLLOWING:
1. Select the SmartArt that you want to
add design to. Design and
Format tabs of the SmartArt Tools will
appear.
 TO DESIGN THE SMART ART
GRAPHIC, DO THE FOLLOWING:
2. Do any of the following as needed:
***To change the colors of the SmartArt,
click Change Colors in the Design tab and
then select one from the gallery of themes.
***To change the visual style of the
SmartArt, click the More dropdown arrow of
the SmartArt Styles group in the Design tab
and then select one from the gallery.
 TO DESIGN THE SMART ART
GRAPHIC, DO THE FOLLOWING:
***To add shape to the
SmartArt graphic, click
the Add Shape dropdown
arrow in the Create
Graphic group of the
Design tab and then select
the appropriate
command on where to
insert the shape from the menu.
 TO DESIGN A CHART,
DO THE FOLLOWING:
1. Select the chart that you want to add design to.
Design, Layout and Format tabs of the Chart
Tools will appear.

2. Do any of the following as needed:

• To change the visual style of the chart, click the
More drop-down arrow of the Chart Styles under
the Design tab and then select one from the gallery.
 TO DESIGN A CHART,
DO THE FOLLOWING:
• To edit the data of the chart, click Edit Data of
the Data group under the Design tab. MS Excel
window will appear. This is where you can edit the
data of your chart. Close the Excel window as soon
as you are finished editing.
• To add labels to your chart, go to the Layout tab
and click the appropriate button in the Labels
group.
 KINDS OF MATERIALS
There are various kinds of materials
Microsoft Word is capable of integrating
to make your documents richer, more
impressive, and more informative.
 KINDS OF MATERIALS
1. Pictures – these are electronic, “soft
copy”, or digital pictures you have saved in
any local storage device. Three common
types of picture files:
a. .JPG – pronounced as “jay-peg”. Short
term for Joint Photographic Experts Group.
This type of image file can support 16.7
million colors. Suitable for use when working
with full color photographic images.
 KINDS OF MATERIALS
b. .GIF – This stands for Graphics
Interchange Format. This type of image
file is capable of displaying transparencies
and animation. It only supports Only supports
256 colors.
c. .PNG – It stands for Portable Network
Graphics. It is capable of displaying
transparencies but not animation. It supports
only 16 million colors.
 KINDS OF MATERIALS
2. Clipart - 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.
3. Shapes - These are printable objects or
materials that you can integrate in your
document to enhance its appearance.
 KINDS OF MATERIALS
4. SmartArt - Generally, these are 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
characteristics and trends.
 KINDS OF MATERIALS
6. Screenshots - Screenshot. Sometimes,
creating reports or manuals for
training or procedure will require the
integration of a more realistic image of
what you are discussing on your report or
manual.