LESSON OBJECTIVES:

• USE SOME ADVANCED CAPABILITIES OF MICROSOFT WORD COMMONLY USED TO INCREASE

PRODUCTIVITY AND EFFICIENTLY
• 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
LESSON DISCUSSION
•MAIL MERGE –A FEATURE THAT 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
2 COMPONENTS OF MAIL MERGE

1. FORM DOCUMENT – THE DOCUMENT THAT CONTAINS THE MAIN BODY OF THE MESSAGE WE WANT TO
CONVEY OR SEND.
• DATA FIELDS/MERGE FIELDS/PLACE HOLDER – MARKS THE POSITION ON YOUR FORM DOCUMENT WHERE
INDIVIDUAL DATA OR INFORMATION WILL BE INSERTED.
2. DATA FILE – INCLUDES THE INDIVIDUAL INFORMATION OR DATA OR THE RECIPIENT’S INFORMATION.
LABEL GENERATION
• MICROSOFT* WORD WILL PRINT INDIVIDUAL ADDRESSES TO A STANDARD
FORM THAT IT HAS ALREADY PREFORMATTED.
• 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.
STEPS IN CREATING A SIMPLE MAIL MERGE:
• OPEN MICROSOFT WORD AND START A NEW BLANK DOCUMENT. YOU CAN
USE THE KEYBOARD SHORTCUT CTRL +N AFTER MICROSOFT WORD HAS
BEEN LOADED OR OPENED.
• ON THE MAILINGS TAB, FROM THE START MAIL MERGE GROUP, CHOOSE
START MAIL MERGE – STEP BY STEP MAIL MERGE WIZARD
• FOLLOW THE SIX STEPS
INTEGRATING IMAGES AND EXTERNAL
MATERIALS
• A COMMON USE OF INSERTING A PICTURE ON A DOCUMENT IS WHEN YOU ARE
CREATING YOUR RESUME’.
• A BETTER UNDERSTANDING OF THE PHYSICAL FORM OF YOUR DOCUMENT AS WELL AS
THE DIFFERENT MATERIALS YOU INTEGRATE IN IT WOULD ALLOW YOU TO BE MORE
EFFICIENT AND VERSATILE IN USING MICROSOFT WORD.
• LET US CONSIDER THE INTERESTING ASPECTS OF INSERTING OR INTEGRATING IMAGES
AND OTHER EXTERNAL MATERIALS WHICH IS CATEGORIZED AS AN ADVANCED FEATURE
KINDS OF MATERIALS

• -ONE IMPORTANT THING TO REMEMBER IS THAT IMAGES AND OTHER

MATERIALS ARE NOT TO BE INSERTED AS IMAGES FOR DESIGN PURPOSES
ONLY, BUT THEY ARE USED TO ENHANCE OR IMPROVE THE EFFECTIVENESS
OF THE MESSAGE YOU WANT TO CONVEY.
1. PICTURES–ARE ELECTRONIC OR DIGITAL
PICTURES OR PHOTOGRAPHS YOU HAVE
SAVED IN ANY LOCAL STORAGE DEVICE
• 3 COMMONLY USED TYPES OF PICTURES FILES. YOU CAN IDENTIFY THEM BY THE
EXTENSION ON THEIR FILE NAMES.
• .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
2. CLIP ART – 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- ARE 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 COMPOSING AND
REPRESENTING IDEAS OR MESSAGES.
4. SMART ART–ARE PREDEFINED SETS OF
DIFFERENT SHAPES GROUPED TOGETHER TO
FORM IDEAS THAT ARE ORGANIZATIONAL OR
STRUCTURAL IN NATURE. IF YOU WANT TO
GRAPHICALLY REPRESENT AN ORGANIZATION,
PROCESS, RELATIONSHIP, OR FLOW FOR
INFOGRAPHIC DOCUMENTS, THEN YOU WILL
FIND THIS EASY AND HANDY TO USE.
5. CHART – ALLOWS YOU TO
REPRESENT DATA CHARACTERISTICS
AND TRENDS. THIS IS QUITE USEFUL
WHEN YOU ARE PREPARING REPORTS
THAT CORRELATE AND PRESENT DATA IN
A GRAPHICAL MANNER.
6. SCREENSHOT – CREATING REPORTS
OR MANUALS FOR TRAINING OR
PROCEDURES WILL REQUIRE THE
INTEGRATION OF A MORE REALISTIC
IMAGE OF WHAT YOU ARE DISCUSSING
ON YOUR REPORT OR MANUAL.
IMAGE PLACEMENT
•TEST WRAP - ADJUSTS HOW THE IMAGE
BEHAVES AROUND OTHER OBJECTS OR
TEXT.
DIFFERENT CHARACTERISTICS OF TEXT WRAPPING OPTIONS THAT YOU
CAN USE WITH THE IMAGE YOU INTEGRATED IN YOUR DOCUMENT:
• IN LINE WITH TEXT – IS 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 – 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.
• TIGHT – 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.
DIFFERENT CHARACTERISTICS OF TEXT WRAPPING OPTIONS THAT YOU
CAN USE WITH THE IMAGE YOU INTEGRATED IN YOUR DOCUMENT:
• 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.
• TOP AND BOTTOM –THIS SETTING PUSHES THE TEXT AWAY VERTICALLY TO THE TOP AND/OR THE BOTTOM OF
THE IMAGE SO THAT IMAGE OCCUPIES A WHOLE TEXT LINE ON ITS OWN.
• 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.
• IN FRONT OF TEXT – 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.
POST TEST: MULTIPLE CHOICE
1. WHAT FEATURE OF MICROSOFT WORD ALLOWS YOU TO EFFICIENTLY CREATE DOCUMENTS THAT HAVE THE
SAME GENERAL CONTENT BUT MAY HAVE DIFFERENT RECIPIENTS OR PURPOSE?
A. MAIL MERGE B. PRINT MERGE C. SEND MERGE D. VIEW MERGE
2. WHICH OF THE FOLLOWING IS NOT A COMPONENT OF THE MAIL MERGE?
A. ADDRESS B. FILE NAME C. FORM DOCUMENT D. DATA FILE
3. WHERE CAN YOU FIND THE START MAIL MERGE BUTTON?
A. FILE TAB B. MAILINGS TAB C. REFERENCES TAB D. HOME TAB
POST TEST: MULTIPLE CHOICE
4. WHAT ARE THE STEPS IN CREATING A SIMPLE MAIL MERGE?
A. CREATE FORM DOCUMENT; PREVIEW; INSERT PLACE HOLDERS; PRINT
B. PREVIEW; INSERT PLACE HOLDERS; CREATE FORM DOCUMENT; PRINT
C. CREATE MAIN DOCUMENT; CREATE DATA SOURCE; INSERT PLACE HOLDERS; PREVIEW
D. CREATE DATA SOURCE; INSERT PLACE HOLDERS; PREVIEW; PRINT
5. WHAT TELLS MICROSOFT WORD EXACTLY WHERE TO PLACE THE INFORMATION COMING FROM THE DATA
FILE TO THE MAIN DOCUMENT?
A. DATA SOURCE B. INSERTION LINE C. PLACE HOLDER D. INSERTION TAG
POST TEST: MULTIPLE CHOICE
6. WHAT TYPES OF DOCUMENT CAN YOU CREATE USING MAIL MERGE?
A. ENVELOPES B. LETTERS C. POSTERS D. LABELS
7. WHAT BUTTON ALLOWS YOU TO SEE THE RESULT OF YOUR MAIL MERGE EVEN BEFORE YOU PRINT OR SEND
IT OUT?
A. PREVIEW RESULTS B. INSERT MERGE FIELD C. ADDRESS BLOCK D. GREETING LINE
8. WHAT FILE CONTAINS THE INFORMATION YOU NEED TO MERGE WITH YOUR MAIN DOCUMENT?
A. ADDRESS BLOCK B. CONTACT LIST C. DATA FILE D. DIRECTORY
POST TEST: MULTIPLE CHOICE
9. WHAT ESSENTIAL COMPONENT OF MAIL MERGE IS REQUIRED FROM USERS WHEN GENERATING LABELS?
A. DATA FILE B. FORM DOCUMENT C. PLACE HOLDER D. MERGE FIELD
10. WHAT IMAGE COMPRESSION/FILE TYPE IS CAPABLE OF DISPLAYING SIMPLE ANIMATION?
A. .BMP B. .GIF C. .JPG D. .PNG
11. AMONG THE TEXT WRAP OPTIONS, WHICH ONE ALLOWS YOU TO PLACE AN IMAGE OR EXTERNAL
MATERIAL IN LINE WITH THE TEXT, TREATING THE IMAGE JUST LIKE HOW A TEXT IS TREATED?
A. IN LINE WITH TEXT B. SQUARE C. THROUGH D. TIGHT
POST TEST: MULTIPLE CHOICE
12. WHICH IMAGE COMPRESSION TYPE ALLOWS YOU DISPLAY IMAGES IN FULL COLOR JUST LIKE IN DIGITAL PICTURES?
A. .BMP B. .GIF C. .JPG D. .TIFF
13. UNDER WHAT RIBBON GROUP DOES “INSERT SMART ART” FALL?
A. APPS B. ILLUSTRATIONS C. MEDIA D. PAGES
14. WHEN INSERTING CHARTS ON YOUR DOCUMENT, WHAT MICROSOFT OFFICE APPLICATION POPS UP TO ALLOW YOU TO
ENTER AND MANAGE THE PARAMETERS OF YOUR CHART?
A. ACCESS B. EXCEL C. NOTE D. WORD
15. WHAT EXTERNAL MATERIAL ALLOWS YOU TO INSERT ORGANIZATIONAL OR STRUCTURAL TEMPLATES LIKE ORGANIZATIONAL
CHARTS AND FLOW CHARTS ON YOUR DOCUMENT
A. CHART B. PICTURES C. SCREENSHOT D. SMART ART