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Mail Merge Topic

Microsoft Word allows users to create form documents and merge them with data from an Excel file to automatically generate personalized letters, envelopes or labels. This mail merge feature saves time when sending bulk mailings to large recipient lists. The form document contains placeholder fields that get populated with individual recipient data from the Excel file during the merge. Pictures, clipart, shapes and other materials can also be inserted into Word documents and positioned in various ways like inline with text, as squares or flowing with text contours.

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83 views24 pages

Mail Merge Topic

Microsoft Word allows users to create form documents and merge them with data from an Excel file to automatically generate personalized letters, envelopes or labels. This mail merge feature saves time when sending bulk mailings to large recipient lists. The form document contains placeholder fields that get populated with individual recipient data from the Excel file during the merge. Pictures, clipart, shapes and other materials can also be inserted into Word documents and positioned in various ways like inline with text, as squares or flowing with text contours.

Uploaded by

chimchim bangtan
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
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Empowerment

Technologies
What is Microsoft word?
is word processing software that allows
users to create and edit text documents.
Why In the professional world, sending out
information to convey important information is vital?
*Because of ICT, thing are now sent much faster than the
traditional newsletters or postal mail. You can now use
the internet to send out information you need to
share.*
Mail Merge
 is a process to create personalized
Letters and pres-addressed envelopes or
mailing labels for mass mailings from a
form letter
This features 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.
What if you have hundreds or the thousands of
recipients?
Would not that take to many hours?
What if you have a small database of information
where you can automatically generate those letters?
EXAMPLE
Word Document
Excel Document
TWO COMPONENTS OF MAIL MERGE
1. FORM DOCUMENT
• It is generally the document 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
document that remains the same no matter
whom you send it to from among your list.
• Also included in the form document is what we
call place holder, also referred to as data fields or
merge fields.
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.
One of the best thing about the mail merge feature
is that allows data file to be created from within the
microsoft word application itself, or its gets data
from a file created in Microsoft Excel or other Data
format
You can easily add, remove, modify or extract your
data more efficiently by using other data
management applications like excel or access and
import them in word during the mail merge
Integrating Images and External Materials
Is a common use inserting picture on a document is
when you are creating your resume.
What are the Kinds of Materials

The illustration group menu under the


insert tab showing the kinds of materials
you can integrate with Word 2007
Pictures
this are the electronic or digital pictures or
photographs you have save in any local storage device.
*There are three commonly used types of pictures
files*
1. .jpg or Joint photographic Experts Group
 this types of image file extensions it identifies the
kind of data compression process that is uses to make
more compatible and portable through the Internet.
 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.
2. .GIF or Graphic Interchange Format
This type of image file is capable of displaying
transparencies.
It is also capable of displaying simple
animation.
The downside is that it can only support up to
256 colors
.Gif is much better for logos, drawing, small
text, black and white image, or low resolution
3. .PNG or Portable Network Graphics.
Its development was basically for the purpose
of transporting images on the Internet at faster
rates.
It is also good with transparencies but
unlike .GIF
Does not support animation but it can display
up to about 16 million colors.
Allows the control of the transparency level or
opacity of images
Clip Art
this is the 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.
Shapes
these are printable objects that you might want to
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.
Smart Art
Generally, these are predefined sets of different shapes
grouped together to form ideas that are organizational or
structural in nature
Chart
*Another type of material that you can integrate
In your Word document that 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
*You can create charts that can be integrated in
you document either directly in Microsoft word
or imported from external files like Microsoft
Excel
Screenshots
-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.
-can get you a more realistic image than a screen
shots
-Microsoft Word even provide a snipping tool
for your screen shots so you can select and
display only the part that you exactly like to
capture on your screen.
IMAGE PLACEMENT
Inserting an image or any other material in
your document is quite easy especially if the
material already exists in your local storage
devices
Inserting a picture file through Microsoft
Word
Sometimes, if the image you would like to
insert is on a web page currently displayed on
your screen, it could be copied and pasted
Is where to put the image you inserted or
where to move it.
Example
In Line with Text
-this are default setting for images that are inserted or
integrated in your documents.
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
 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 more creative effect on your
document.
Through
 This setting allows the text on your document
to flow even tighter, taking the contours and
shape of the image
 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 bottom of the image so that the
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 in.
 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.

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