EMPOWERMENT

TECHNOLOGY
ADVANCED WORD PROCESSING SKILLS

I. Mail Merge and Label Generation

A. Mail Merge - most powerful and commonly

used features of Microsoft Word.
A. MAIL MERGE

This feature 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.
MAIL MERGE
2 COMPONENTS OF MAIL MERGE
I. FORM DOCUMENT - The first component of
our mail merged document is the form document.
It is generally the document that contains the main
body of the message we want to convey or send.
2 COMPONENTS OF MAIL MERGE

I. FORM DOCUMENT - The main body of the

message is the part of the form document that
remains the same no matter whom you send it to
from among your list.
2 COMPONENTS OF MAIL MERGE

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.
2 COMPONENTS OF MAIL MERGE

One of the best things about the mail merge

feature is that it allows data file to be created from
within the Microsoft Word application itself, or it
gets data from a file created in Microsoft Excel or
other data formats.
2 COMPONENTS OF MAIL MERGE

You can also 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 process.
B. LABEL GENERATION

Included in the mail merge feature on Microsoft Word is

the Label Generator. It just makes sense that after you
print out your form letters, you will need to send it to
individual recipients in an envelope with the matching
address printed directly on the envelope or on a mailing
label to stick on.
B. LABEL GENERATION

By using virtually the same process as a standard mail

merge, Microsoft Word will print individual addresses to
a standard form that it has already pre-formatted.
B. LABEL GENERATION

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.
II. INTEGRATING IMAGES AND EXTERNAL
MATERIALS

Integrating or inserting pictures in your document is

fun and it improves the impression of your document. A
common use of inserting a picture on a document is
when you are creating your resume.
A. KINDS OF MATERIALS

There are various kinds of materials Microsoft Word is

capable of integrating to make the documents richer,
more impressive, and more informative.

1. Pictures - Generally, these are electronic or digital

pictures or photographs you have saved in any local
storage device.
 I . PICTURES

There are three commonly used types of picture files.

You can identify them by the extension on their file
names.
I . PICTURES
a. .JPG/JPEG

- This is pronounced as “jay-peg“ and is the short form

of .jpeg or Joint Photographic Experts Group. Like all
the rest of the image file extensions, it identifies the kind
of data compression process that it uses to make it more
compatible and portable through the Internet.
I . PICTURES

a. .JPG/JPEG

- 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. Unfortunately, it does not support
transparency and therefore, images of this file type can be
difficult to integrate in terms of blending with other materials
or elements in your document.
I . PICTURES

a. .JPG/JPEG

- But if you are looking for the best quality image to integrate
with your document then this is the image file type for
you. .JPG does not work well on lettering, line drawings, or
simple graphics. .JPG images are relatively small in file size.
JPG/JPEG
I . PICTURES

b. .GIF

- This stands for Graphics Interchange Format. This type of

image file is capable of displaying transparencies. Therefore, it
is good for blending with other materials or elements in your
document. It is also capable of displaying simple animation.
I . PICTURES

b. .GIF

- Apparently, this may not be too useful on a printed document

but if you are sending documents electronically or through
email, or even post documents into a website, then this could be
quite impressive.
I . PICTURES

b. .GIF

- The downside is that it can only support up to 256 colors so it

is good mostly on logos and art decors with very limited, and
generally solid colors. .GIF is much better for logos, drawings,
small text, black and white images, or low-resolution files.
GIF
I . PICTURES

b. .PNG

- This is pronounced as “ping“. It stands for Portable

Network Graphics. It was built around the capabilities
of .GIF. Its development was basically for the purpose of
transporting images on the Internet at faster rates.
I . PICTURES

b. .PNG

It is also good with transparencies but unlike .GIFs, it

does not support animation but it can display up to 16
million colors, so image quality for this image file type is
also remarkably improved. .PNG allows the control of
the transparency level or opacity of images.
PNG
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.
2 . CLIPART

Microsoft Word has a library of clip arts that is

built in or can be downloaded and used freely.
There are still other clip arts that you can either
purchase or freely download and use that come
from third-party providers.
2 . CLIPART
3. SHAPES

These are 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.
3. SHAPES

If you are designing the layout for a poster or other

graphic material for advertising, you might find
this useful.
3. SHAPES
 3. SMART ART

Generally, these 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,
relationships, or flow for infographic documents,
then you will find this easy and handy to use.
3. SMART ART
4. CHART

Another type of material that you can integrate in

your Word document that allows you to represent
data characteristics and trends.
4. CHART

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
integrate in your document either directly in
Microsoft Word or imported from external files
like Microsoft Excel.
4. CHART
5. SCREENSHOT

Sometimes, 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. Nothing can
get you a more realistic image than a screenshot.
5. SCREENSHOT

Microsoft Word even provides 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.
5. SCREENSHOT
III. IMAGE PLACEMENT
A. IN LINE WITH TEXT

This 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. This setting is
usually used when you need to place your image at
the beginning of a paragraph.
A. IN LINE WITH TEXT

When placed between texts in a paragraph or a

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.
B. SQUARE

This setting allows the image you inserted to be

placed anywhere with the paragraph with the text
going around the image in a square pattern like
frame.
C. TIGHT

This is almost the same as the Square setting, but

here the text “hug” 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.
D. 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 .GIF
or .PNG type of image.
E. 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.
F. 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.
G. 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.
KEY TERMS

• Text Wrap – adjusts how the image behaves

around other objects or text.

• Merge Field/Place Holder – marks the position

on your form document where individual data or
information will be inserted.