Scribd
Upload
543 views29 pages

Mail Merge AND Label Generation: Prepared By: Arlene R. Zingapan, LPT

The document discusses mail merge and label generation in Microsoft Word. It provides steps for creating a basic mail merge, including inserting recipient data and merging fields from a main document. It also discusses integrating different types of materials like pictures, clipart, shapes, and charts into Word documents and options for text wrapping around inserted images.

Uploaded by

Arlene Verbo Ruiz
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
543 views29 pages

Mail Merge AND Label Generation: Prepared By: Arlene R. Zingapan, LPT

The document discusses mail merge and label generation in Microsoft Word. It provides steps for creating a basic mail merge, including inserting recipient data and merging fields from a main document. It also discusses integrating different types of materials like pictures, clipart, shapes, and charts into Word documents and options for text wrapping around inserted images.

Uploaded by

Arlene Verbo Ruiz
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
You are on page 1/ 29

MAIL MERGE

AND
LABEL
GENERATION
PREPARED BY: ARLENE R. ZINGAPAN, LPT
MAIL MERGE
 This
feature allow you to create documents
and combine or merge them with another
document or data file.

 Commonly used when sending out advertising


materials to various recipients.
TWO COMPONENTS OF MAIL MERGE

1. FORM DOCUMENT
> First components of mail merge document.

> Documents 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


documents to remains the same no matter whom you
send it to from among your list.
2. LIST OR DATA FILE
> The second component of our mail merged
documents is the list of data file.

> This is where the individual information or


data needs to be plugged in to the form
document is placed and maintained.
LABEL GANERATION
 It
just make sense that after you print out
from your form letters, you will need to
send it to individual recipients in an
envelop with the matching address
printed directly on the envelop or on a
mailing label to stick on.
STEPS IN CREATING A SIMPLE MAIL MERGE

1. Open Microsoft Word and start a new blank document.


2. On the Mailing Tab, from the Start Mail Merge group,
choose Start Mail Merge--- Letters.
 Type a sample of cover letter

3. Save your 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).
5. Save the main document once more.
Cont. ……..
6. On the Mailing tab in the Start Mail Merge group, choose
Select Recipients Type a new List.

7. Click the Customize Columns button on the dialog box for


the New Address List.

8. Select a field that you do not need then click the Delete button.
A confirmation dialog box appears
Cont. ……..
9. Click Yes in the confirmation dialog box. The dialog box close, and the
unnecessary field disappears.

10. Repeat steps 8 and 9 for each field you do not need. After removing the excess
fields, the next step is to add the fields you need.

11. To add a field that you need in your document, click the Add button.

12. Type the field name on the prompt inside a small Add Field dialog box and
click the Ok button.
Cont. ……..
13. Repeat 11 and 12 for each new field you need in your document.

14. Click the Ok button on the Customize Address List dialog


box to confirm your changes.

15. The New Address List dialog box will appear again ready for
you to type in your data.

16. Type the individual data from your list corresponding to Name,
Company,Address Line 1,Address Line 2,Address Line 3, and Title.
Cont. ……..
17. Press the Tab key each time to enter the next field.

18.To add a new record, press the Tab key after inputting the last field.

19. Repeat steps 16 through 18 until you enter all the records you want.

20. Type the name for the address list. Name it “client list”.
Cont. ……..
21. Click the Save button.You should be back on your main documents soon after.

22. Select a field placeholder (ALL CAPS) in the main documents.

23. Click the Insert Merge Field command button.

24. Choose the proper field to Insert into your text.


Cont. ……..
25. Continue adding the fields until the documents is complete.
Repeat step 22 through 24 as necessary to stick all fields into
your documents.
26. Save the main document.

27. Choose Finish and Merge to edit, or send your merged


documents through email.

28. Choose Preview Results to check your work before you


send.
Cont. ……..
29.You should get a merged document close to this one.
Cont. ……..
30. Save and close your document.
INTEGRATING IMAGES and EXTERNAL MATERIALS

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 in
versatile.
KINDS OF MATERIALS

1.PICTURES
These are the electronic or digital pictures
or photographs you have saved in any local
storage device.
Three commonly used types of pictures extension names.

A. .JPG
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.

>.JPG images are relatively small in file size.

> Joint Photographic Expert Groups


B. .GIF
 This type of image file is capable of displaying
transparencies.

 Graphics Interchange Format

 It is good for blending with other materials or elements


in your document .

 Capable of displaying simple animation.


Cont.….
 Itcan only support 256 colors so it is good mostly
on logos and art decors with very limited, and
generally solid colors.

 Much better for small text, black and white images,


or low resolution files.
C. .PNG
 It was built around the capabilities of .GIF .

 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 only display 16 million colors, so image
quality for this image file type is also remarkably improved.

 Allows the control of the transparency level or opacity of images.


2. Clip Art
 Thisis 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 clip arts that is built


in or can be downloaded and freely.
3. SHAPES
 Thisare printable objects or materials that
you can integrate in your document to
enhance its appearance or allow you to have
some tools to use for composing and
representing ideas or messages.
4. SMART ART
 These are predefined sets of different shapes
grouped together to form ideas that are
organizational or structural in nature.

 This is useful and easy to use if you want to


graphically represent an organization, process,
relationships, or flow for infographic documents.
5. CHART
 Allows you to represent data characteristic and trends.

 This is quite useful when you are preparing reports and


correlate and present data in a graphical form.

 You can create charts that can be integrated in your


documents either directly in Microsoft Word or
imported from external files like Microsoft Excel.
6. SCREENSHOT
 Morerealistic image in creating reports or
manuals.
IMAGE
PLACEMENT
CHARACTERISTIC
OF
TEXT WRAPPING
1. In Line With Text
 This is the default setting for images that are inserted on
integrated in your document. It treats your image like a text font
with the bottom side totally aligned with the text line.

 Use when you need to place your image at the beginning of a


paragraph.

 When placed between texts in a paragraph or sentence, t distort


the over all appearance and arrangement of the text in the
paragraph because it will take up the space it needs vertically,
pushing whole lines off text upward.
2. Square
 Thesetting 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 form.

You might also like

pFad - Phonifier reborn

Pfad - The Proxy pFad of © 2024 Garber Painting. All rights reserved.

Note: This service is not intended for secure transactions such as banking, social media, email, or purchasing. Use at your own risk. We assume no liability whatsoever for broken pages.


Alternative Proxies:

Alternative Proxy

pFad Proxy

pFad v3 Proxy

pFad v4 Proxy