Advanced Word

Processing
Skills
 At the end of the lesson,
you are expected to learn the following:

• Identify the advance capabilities of Microsoft Word

commonly used to increase productivity and efficiency;
• Utilize the features of this application efficiently to help
improve the productivity of an organization through
maximizing the potential of Microsoft Word;
• Create letters or documents for distribution of your target
recipients; and,
• Improve this letter as you create media-rich documents for
printing and publishing.
 WORD PROCESSOR

• is an electronic device or computer

software application that performs
the task of composing, editing,
formatting and printing of documents.
 Examples of Word Processor

• OPENOFFICE WRITER
• LIBREOFFICE WRITER
• POLARIS OFFICE
• KINGSOFT WRITER
• WORDPERFECT
• WORDPAD
• MICROSOFT WORD
 MICROSOFT WORD

• is a word processor developed by Microsoft.

It was first released on October 25, 1983.
• It is also known as MS Word.
 MICROSOFT WORD

Scenario 1:
You were tasked to create and send out
formal invitations for a promo campaign that
company is running. You were also given a
list of ten names of loyal customers to send
out to.
MICROSOFT WORD
 MICROSOFT WORD

1. From the scenario 1, describe how you would

most likely complete the task of sending 10 (ten)
invitations with individual names of recipients
using Microsoft Word.
2. Give examples of documents that you can
personalize and send or distribute.
 TWO COMPONENTS OF MAIL MERGE

1. Form Document
The document that contains the main body of the message
we want to convey or send.
The main body is the part of the document that remains the
same no matter whom you’ll send it from the list.
The Place holders are also included in the form document
which is also referred as data fields or merge fields.
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.
- Denoted or marked by the
text with double-healed
arrows (<< >>) on each side
and with a gray
background.

Main Body
 TWO COMPONENTS OF MAIL MERGE

2. List or Data File

The second component of mail merge.
This is where individual component or data that needs to be plugged
in (merged) to the form document is placed and maintained.
One 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 process.
 TWO COMPONENTS OF MAIL MERGE

ADDITIONAL NOTE: Label generation is included in mail

merge feature on Microsoft Word. You can maximize this feature
when you need to send it to individual recipients in an envelope
with the matching address printed directly on it and in a mailing
label to stick upon. Most of the companies nowadays, utilize
sending letters through email. This is only used when physical
copy of the letter is really needed. It lessens the expenses of the
companies from their resources.
 STEPS IN CREATING SIMPLE MAIL MERGE

1. Open Microsoft Word and start a new blank

document. You can use the shortcut key Ctrl + N
after Microsoft Word has been loaded or opened.
2. On the Mailings tab, from the Start Mail Merge
group, choose Start Mail Merge -> Letters.
 1.
2.
STEPS IN CREATING SIMPLE MAIL MERGE

Type the letter shown in the next

page. You will be typing in only the
common parts of the letter. The text
that does not change for each copy
you print.
 STEPS IN CREATING SIMPLE MAIL MERGE

3. Make a folder in your desktop, save your letter and

name it “Sample Letter” inside that folder.
4. Insert the field you need in the letter (Name,
Company, Address Line 1, Address Line 2, City, and
Title). You may want to use special markings on these
field as you are typing it. The most commonly used
markings are typing it in capital letters or ALL CAPS so you
can easily identify them later.
 STEPS IN CREATING SIMPLE MAIL MERGE

5. Save the document once more. The shortcut key to

save a file is Ctrl + S.
6. On the Mailings tab in the Start Mail Merge group,
choose Select Recipients -> Type New List.
 STEPS IN CREATING SIMPLE MAIL MERGE

7. Click the Customize Columns button on the dialog box

for the New Address List.
This will allow you
to modify the fields
in the address list
that Microsoft Word
has pre-determined.
 STEPS IN CREATING SIMPLE MAIL MERGE

8. Select a field that you do not need then click the

Delete button. A confirmation dialog box appears.
9. Click Yes in the confirmation dialog box. The dialog
box closes and the unnecessary field disappears or
deleted.
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.
STEPS IN CREATING SIMPLE MAIL MERGE
 STEPS IN CREATING SIMPLE MAIL MERGE

Note: In this case, the fields that you need to delete are State, Zip code,
Country or Region, Home phone, Work phone and E-mail address.
11. To add a field that you need in your document,
click the Add button.
12. Type the filed name on the prompt inside a small Add Field
dialog box and click the Ok button.
13. Repeat steps 11 and 12 for each new field you need in your
main document.
 STEPS IN CREATING SIMPLE MAIL MERGE

14. Click the OK button on the Customized Address List dialog

box to confirm your change.
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, City, and Title.
NOTE: You will need to recall the advance activities you have made. You
will use it and input in cells field for your Data List or Client List.
MICROSOFT WORD
 STEPS IN CREATING SIMPLE MAIL MERGE

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. When you press the Tab key on the last field in a record,
a new record is automatically created and added on the next line.
19. Repeat steps 16 through 18 until you enter all the records you
want. Once you are done typing your data, click the OK button on
the Address New List dialog box to save your data. A special Save
Address List dialog box pops up. Allowing you to save the recipient
list.
 STEPS IN CREATING SIMPLE MAIL MERGE

20. Type a name for the address list or customer records.

Name it “Client List”.
NOTE: Make sure to save your Client List inside the folder
you created with your Sample Letter so that it will be easy
for you to locate the files and revise when necessary. When
you need to add more names or customer records. You can
access your Client List, open it and add the data you need
to add then save. It will automatically be included in the mail
merge data.
 STEPS IN CREATING SIMPLE MAIL MERGE

21. Click the Save button. You should be back on your main
document soon after.
22. Select a field placeholder (ALL CAPS) in the main document.
23. Click the Insert Merge Field command button.
24. Choose the proper field to insert into your text. For
example, if you are replacing the text name in your document
with a name field, choose the Name Field from the Insert
Merge Field menu. The field is inserted into your
document and replaces the ALL CAPS text.
 STEPS IN CREATING SIMPLE MAIL MERGE

25. Continue adding fields until the document is compete. Repeat steps
22 through 24 as necessary to stick all fields into your document.
26. Save the document.
27. You can choose Preview Results to check your work before you
send. Click it again to get it back to return to merged fields.
28. Choose Finish & Merge to edit, print or send your merged
documents through email.
 STEPS IN CREATING SIMPLE MAIL MERGE

29. You should get a merged document close to this one:

 STEPS IN CREATING SIMPLE MAIL MERGE

30. Save and close your document.

You can now print the letters or send through email. It all
depends on your company requirement or your purpose when
you apply this knowledge personally or professionally.

If you decide to print the document, the Merge to Printer

dialog box appears, from which you can choose records to print.
Choose all to print your entire document.
 ACTIVITY # 6
Make a certificate using mail merge from your own computer. The data list will be based
on the number of your classmates in your section. In your certificate, make a layout
based on integrating images and external materials module using all the image
placements discussed. Here is the rubrics for this activity.
INTEGRATING IMAGES
AND EXTERNAL
MATERIALS
 KIND OF MATERIALS
1. Pictures. These are electronic or digital pictures or photographs you
have saved in any local storage device.
There are 3 most commonly used types of picture files.
a. .JPG. Short for .jpeg or Joint Photographic Expert 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
16.6 million colors that is why it is suitable for use when working
with full color photographic images.
 KIND OF MATERIALS
b. .GIF. This stands for Graphics Interchange Format.
This image is capable of displaying transparencies.
It is good for blending with materials or elements in your document.
It is capable of displaying simple animation.
It can only support up to 256colors which is good for logos and decors with
very limited or solid color.
c. .PNG. This pronounce as “ping”. It stands for Portable Network Graphics.
Its development was basically for the purpose of transporting images on the
internet at fast rates. It does not support animation like .GIF.
It can display up to about 16 million colors, so image quality for this image
file type is also remarkably improved.
 KIND OF MATERIALS
2. Clip Art. This is generally a.GIF type; line art drawings or images
used as generic representation for ideas and objects that can be
integrate in the document. Microsoft Word has a library of clip arts
that is built in or can be downloaded freely.
3. Shapes. These are printable objects or materials that can be
integrated in the document to enhance the appearance or to allow
anyone to have some tools to use for composing and representing
ideas of messages.
 KIND OF MATERIALS
4. Smart Art. These are predefined sets of different shapes grouped
together to form ideas that are organizational or structural in nature. It is
use to graphically represent an organization, process relationship or flow for
infographic documents.
5. Chart. It is useful when preparing reports that correlate and present data in
a graphical manner. A chart can be created that can be integrated in Microsoft
word imported from Microsoft excel.
6. Screenshot. Microsoft Word provides a snipping tool for your screenshots
so that you can select and display only the part that you exactly like to capture in
the screen.
IMAGE PLACEMENT
 IMAGE PLACEMENT
1. In Line with Text. This is the default setting for images that
are inserted or integrated in a document.
2. 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.
3. Tight. This is almost the same as the square setting, but
here the text “hugs” to the general shape of the image.
 IMAGE PLACEMENT

4. Through. This setting allows the text on your document to

flow even tighter, taking the contour and shape of the image.
This can be used with .GIF or .PNG type of image.
5. Top and Bottom. This setting pushes the text away
vertically to the top and/or the bottom of the image so that the
image occupies a whole line on its own.
 IMAGE PLACEMENT

6. Behind Text. This allows your image to be dragged and

placed anywhere on your document but with all the text
floating in front of the list of it which makes your image
looks like a background.
7. 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, the text can be covered by the image.
Keyboard Shortcuts in
Word Processing
Software
 KEYBOARD SHORTCUTS:

Ctrl + A – Select All

Ctrl + B – Bold Text
Ctrl + C – Copy Text
Ctrl + D – Show Font Dialog Box
Ctrl + E – Align Text to Center
Ctrl + F – Display Find Dialog Box
Ctrl + G – Display Go To Dialog Box
 KEYBOARD SHORTCUTS:

Ctrl + H – Display Replace Dialog Box

Ctrl + I – Italicize Text
Ctrl + J – Justify Text
Ctrl + K – Create a hyperlink
Ctrl + L – Align Text to Left
Ctrl + M – Tab
Ctrl + N – Create a New Document
 KEYBOARD SHORTCUTS:

Ctrl + O – Open a document

Ctrl + P – Display Print dialog box
Ctrl + Q - To remove paragraph formatting
Ctrl + R – Align Text to Right
Ctrl + S – Save a document
Ctrl + T – Create hanging indent
Ctrl + U – Underlined Text
 KEYBOARD SHORTCUTS:

Ctrl + V – Paste a copied text

Ctrl + W – Closes the current document
Ctrl + X – Cut a selected Text
Ctrl + Y – Redo the last undone action
Ctrl + Z – Undo the last action
 QUIZ #3

Directions:
Select the letter that correspond to the correct
answer. Write your answer on your notebook.
 QUIZ #3

1. Which of the following is a component of mail

merge?
a. Address
b. Data file
c. File name
d. Form document
 QUIZ #3

2. Where can you find the Start Mail Merge button?

a. File tab
b. Mailings tab
c. References tab
d. Home tab
 QUIZ #3

3. What field contains the information you need to

merge with your mail document?
a. Address block
b. Data file
c. Contact list
d. Directory
 QUIZ #3

4. Which image compression type allows you to

display images in full color just like in digital
pictures?
a. .bmp
b. .gif
c. .jpg
d. .tiff
 QUIZ #3

5. What external materials allows you to insert

organizational or structural template like organizational
charts and flow charts on your document?
a. Chart
b. Pictures
c. Screenshot
d. Smart art
 QUIZ #3

6. 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
 QUIZ #3
7. What are the steps in creating a simple mail merge?
a. Create form document; preview;
insert placeholders; print
b. Preview; insert placeholders;
create form document; print
c. Create main document; create data source;
insert placeholders; preview
d. Create data source; insert placeholders;
preview; print
 QUIZ #3

8. 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
 QUIZ #3

9. 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
 QUIZ #3

10. 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. Smart Art
 QUIZ #3 ANSWER

1. D
2. B
3. B
4. C
5. D
6. A
7. C
8. A
9. A
10. B
 ACTIVITY # 6

Make an individual article regarding the topics mentioned below. You can conduct research about it or
compose an essay type article. You must observe proper citation when you choose to do a research. Select only
one from these topics. The required pages will be 4-6 pages. You can use any font style but make sure to use font
size of 12 for the text, 16 for the sub heads and 18 for the title. You can use italics, bold and underline text to come
up with your desired layout.
▪ History of your School
▪ History of Quezon City
▪ Article about Covid-19
▪ Your personal experiences during the Covid-19 Pandemic
The output will be shown and graded by your subject teachers in your section. Make a cover letter address to them
using mail merge from your own computer. The data list will be based on the number of teachers in your section. In
your article, make a layout based on integrating images and external materials module using all the image
placements discussed. You must include a chart to your article. The images that you will use must be related to the
topic you have chosen. Submit a soft copy of your completed activity to your subject teachers on the following
meeting. Here is the rubrics for this activity.
RUBRICS
 MICROSOFT WORD

Scenario 2:
Get a topic from an old newspaper or an article online
which discusses about Climate Change in the Philippines or
environmental issues. Make a summary of the topic/ article and
provide a sample picture that you can insert in your report. You
will also need to present a graphical data about the article.
1. Make an invitation letter that you can personalize, send, and
distribute.