 Mail merge is a process to create

personalized letters and pre-

addressed envelopes or mailing labels for
mass mailings from a form letter.

 It's the use of a computer to produce

many copies of a letter, each copy with a
different name and address stored on file,
or a computer program that does this.
 Input 1:Form Document

 It is generally the document that contains

the main body of the message we want to
convey or send.
 Input 2: 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.
 Output 3: The Merged Documents

 This also is a Word® document. It

is the output created after you
perform the merge process in
Word®. The output can be printed
immediately or saved to a file for
printing later. The output is a
standard *.doc formatted file.
 Kinds of materials in Microsoft
Word:
1. Pictures- genarally these are electronic or digital pictures you have
saved in any local storage device
a.) .JPG- “jay-peg” it identifies the kind of data compression process
that is uses to make it more compatible and portable through the
internet.
-can support 16. million colors(suitable for use when working with
full color photographic images)
b.) .GIF- (Graphics Interchange Format) The format supports up to 8
bits per pixel for each image, allowing a single image to reference
its own palette of up to 256 different colors chosen from the 24-
bit RGB color space. It also supports animations and allows a
separate palette of up to 256 colors for each frame. These palette
limitations make the GIF format less suitable for reproducing color
photographs and other images with continuous color, but it is well-
suited for simpler images such as graphics or logos with solid areas
of color.
b. .GIF- (Graphics Interchange Format) The format
supports up to 8 bits per pixel for each image,
allowing a single image to reference its own palette
of up to 256 different colors chosen from the 24-
bit RGB color space. It also supports animations and
allows a separate palette of up to 256 colors for
each frame. These palette limitations make the GIF
format less suitable for reproducing color
photographs and other images with continuous
color, but it is well-suited for simpler images such
as graphics or logos with solid areas of color.
c.) .PNG- Portable Network Graphics
(PNG /ˈpɪŋ/) is a raster graphics file format
that supports lossless data
compression. PNG was created as an
improved, non-patented replacement for
Graphics Interchange Format (GIF), and is the
most used lossless image compression
format on the Internet.
2. Clip Art- line art drawing or images used as
generic representation for ideas and objects that
you might want to integrigate in your document
3. Shapes- printable objects that you can integrate
in your document to enhance its appearance or
to allow you to have some tools to use for
composing ideas or messages
4. Smart Art- is a visual representation of your
information that you can quickly and easily
create, choosing from among many different
layouts, to effectively communicate your
message or ideas.
5. Chart- is a visual representation of your
information that you can quickly and easily
create, choosing from among many
different layouts, to effectively
communicate your message or ideas.
6. Screenshot- is an image taken by a person
to record the visible items displayed on
the monitor, television, or other visual
output device in use. Usually, this is a digital
image using the operating system or
software running on the computer, but it can
also be a capture made by a camera[2] or a
device intercepting the video output of the
display.
Image Placement

1. In Line With Text. This is the default setting for

images that are inserted like a text font with the
bottom side totally aligned with the text line.
This setting is usually used when you need to
place your image at the beginning of the
paragraph. When placed between texts in a
paragraph or sentence, it distorts the overall
appearance and arrangement of the texts in the
paragraph because it will take up the space it
needs vertically, pushing whole lines of texts
upward as in the example in the next slide.
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, as in the example
below.
3. Tight. This is almost the same as the square setting, but
here the text “hugs’ or conforms to the general shape of the
image. This allows you to get a more creative effect on your
document. This setting can mostly be achieved if you are
using an image that supports transparency like a .GIF
or .PNG file.
4. Through. This setting allows the text on your
document to flow even tighter, taking the contours
and shape of the image. Again, this can be best
used with a .GIF or .PNG type of image.
5. Top and Bottom. This setting pushes the texts
away vertically to the top and/or the bottom of the
image so that the image occupies a whole text line
on its own as in the example.
6. Behind text. This allows your image to be
dragged and placed anywhere on your document
but with all the texts floating in front of it. It
effectively makes your image look like a
background.
7. In Front of Text. As it suggests, this setting allows your
image to be placed right on top of the text as if your image
was dropped right on it. That means whatever part of the
text you placed the image on, it will be covered by the
image. In our example below, notice the difference between
using a .PNG file (on the left) with a transparency effect,
and .JPG file on the right.
Key Terms

• Mail Merge – a feature that allows you to create

documents and combine or merge them with
another document or data file.
• Form Document – the document that contains
the main body of the message we want to
convey or send
• Data File – includes the individual information or
data or that recipient’s information
• .JPG – file extension for the Joint Photographic
Experts Group picture file
∙ PNG – file extension for the Portable Network
Graphics image file.
∙ GIF - file extension for the graphics interchange
format image file.
∙ Clipart - line art drawings or images used as
generic representation for ideas and objects.
∙ Smart Art – predefined sets of different shapes
grouped together to form ideas that are
organizational or structural in life.
∙ Text Wrap – adjust how the image behaves
around the object or text.