POWER SKILLS TECHNICAL INSTITUTE OF ZAMBALES, INC.

Ednalino Bldg., Jasmin St., Brgy. Poblacion, Candelaria, Zambales

School ID: 410249

Empowerment Technology

SELF-LEARNING MODULE
Week 3
Lesson Discussion

In the professional world, sending out information to convey important information is vital.
Because of ICT, things are now sent much faster than the traditional newsletters or postal
mail. You can now send much faster than the traditional newsletters or postal mail. You can
now use the Internet to send out information you need to share. What if we could still do
things much faster – an automated way of creating and sending uniform letters with different
recipients? Would that not be more convenient?

I. Mail Merge and Label Generation

A. Mail Merge

          One of the important reasons in using computers per se is its ability to do recurring
tasks automatically. But this ability has to be honed by learning the characteristics and
features of the software you use with your computer. After all, no matter how good or
advance your computer and software may be, it can only be as good as the person using it.

       

   In this particular part of our lesson, we will learn one of the most powerful and commonly
used features of Microsoft Word called Mail Merge. As the name suggests, 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.

          

The simplest solution for the scenario above is to create a document and just copy and
paste it several times then just replace the details depending on whom you send it to. But
what if you have hundreds or thousands of recipients? Would not that take too many hours?
What if you have a small database of information where you can automatically generate
those letters?

1|Page Empowerment Technology

Grade 11
 POWER SKILLS TECHNICAL INSTITUTE OF ZAMBALES, INC.
Ednalino Bldg., Jasmin St., Brgy. Poblacion, Candelaria, Zambales
School ID: 410249

Two Components of Mail Merge

1. 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. 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.

           Also included in the form document is what we call place holders, also referred to as
data fields or merge fields. This marks the position on your form document where individual
data or information will be inserted. From our sample document, the place holders are
denoted or marked by the text with double-headed arrows (<< >>) on each side and with a
gray background. On a printed standard form, this will be the underlined spaces that you will
see and use as a guide to where you need to write the information that you need to fill out. In
its simplest form, a form document is literally a “form” that you fill out with individual
information. A common example of a form document is your regular tax form or application
form.

2|Page Empowerment Technology

Grade 11
 POWER SKILLS TECHNICAL INSTITUTE OF ZAMBALES, INC.
Ednalino Bldg., Jasmin St., Brgy. Poblacion, Candelaria, Zambales
School ID: 410249

2. List or Data File

           The second component of our mail merged document is the 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 things about the mail merge feature is
that it allows data file to be created fro within the Microsoft Word application itself, or it gets
data from a file created in Microsoft Excel or other data formats. In this way, fields that
needed to be filled up on the form document can easily be maintained without accidentally
altering the form or main document. 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.

3|Page Empowerment Technology

Grade 11
 POWER SKILLS TECHNICAL INSTITUTE OF ZAMBALES, INC.
Ednalino Bldg., Jasmin St., Brgy. Poblacion, Candelaria, Zambales
School ID: 410249

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. 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. Simply put, it creates a blank form document that simulates either a blank label or
envelope of pre-defined size and will use the data file that you selected to print the
information, typically individual addresses. So even in generating labels, the two essential
components of creating a merged document are present: the form document and the data
file. Only in this case, you did not have to type or create the form document yourself because
it was already created and pre-formatted in Microsoft Word. 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. Though seemingly simple to do, your knowledge on the
different kinds of materials that you can insert or integrate in a Word document and its
characteristics can help you create a more efficient, richer document not only in content but
also in physical form. A better understanding of the physical form of your document as well
as the different materials you would integrate in it would allow you to be more efficient and
versatile in using Microsoft Word.

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Grade 11
 POWER SKILLS TECHNICAL INSTITUTE OF ZAMBALES, INC.
Ednalino Bldg., Jasmin St., Brgy. Poblacion, Candelaria, Zambales
School ID: 410249

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. There are three commonly used types of picture files. You can
identify them by the extension on their file names.

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. 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. 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.

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. 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.
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.

5|Page Empowerment Technology

Grade 11
 POWER SKILLS TECHNICAL INSTITUTE OF ZAMBALES, INC.
Ednalino Bldg., Jasmin St., Brgy. Poblacion, Candelaria, Zambales
School ID: 410249

Example of a .gif format picture.

c. .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. 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.

Example of .png format picture.

2.  Clip Art
          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.
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.

6|Page Empowerment Technology

Grade 11
 POWER SKILLS TECHNICAL INSTITUTE OF ZAMBALES, INC.
Ednalino Bldg., Jasmin St., Brgy. Poblacion, Candelaria, Zambales
School ID: 410249

Clip Art Icon in Microsoft Office 2010.

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. If you are designing the layout for a poster or other graphic
material for advertising, you might find this useful.

Shapes Icon under the Insert ribbon tab.

4. 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.

7|Page Empowerment Technology

Grade 11
 POWER SKILLS TECHNICAL INSTITUTE OF ZAMBALES, INC.
Ednalino Bldg., Jasmin St., Brgy. Poblacion, Candelaria, Zambales
School ID: 410249

Smart Art
5.  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 integrate in your document either directly in Microsoft Word or imported from external files
like Microsoft Excel.

Chart – Used to illustrate and compare data.

6. 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. 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.

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Grade 11
 POWER SKILLS TECHNICAL INSTITUTE OF ZAMBALES, INC.
Ednalino Bldg., Jasmin St., Brgy. Poblacion, Candelaria, Zambales
School ID: 410249

III. Image Placement

Layout of  text wrapping options.

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.
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.

9|Page Empowerment Technology

Grade 11
 POWER SKILLS TECHNICAL INSTITUTE OF ZAMBALES, INC.
Ednalino Bldg., Jasmin St., Brgy. Poblacion, Candelaria, Zambales
School ID: 410249

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.

IV. 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 the recipient’s information.
 Merge Field/Place Holder – marks the position on your form document where individual
data or information will be inserted.
 .JPG – file extension for the Joint Photographic Experts Group picture file.
 .PNG – file extension for Portable Network Graphics image file.
 .GIF – file extension for the Graphics Interchange Format image file.
 Clipart – line art drawings or images used as a generic representation for ideas and objects.
 Smart Art – predefined sets of different shapes grouped together to form ideas that are
organizational or structural in nature.
 Text Wrap – adjusts how the image behaves around other objects or text.

Online Quiz

https://quizlet.com/259992467/write

Note: if you don’t have any internet connection or data just message or text me. I will send you a
soft copy or hard copy of your quiz. Take a picture or screenshot of your score.

Prepared by:

Cris M. Vidal
Teacher

10 | P a g e E m p o w e r m e n t T e c h n o l o g y
Grade 11