LESSON 3: Advanced
Tools in Software
Applications: Word and
Spreadsheet
z
z
TOPIC 3.1. ADVANCED WORD
PROCESSING SKILLS
How to Use Mail Merge in Microsoft Word
Mail Merge
is most often used to print or email form letters to multiple
recipients. Using Mail Merge, you can easily customize form
letters for individual recipients. Mail merge is also used to create
envelopes or labels in bulk. This feature works the same in all
modern versions of Microsoft Word: 2010, 2013, and 2016.
z
Mail Merge Step-by-step procedure:
Step 1
Data File This is where the d individual information or data that
needs to be plugged in (merged) to the form document is placed
and maintained. When performing a Mail Merge, you will need a
Word document (you can start with an existing one or create a
new one) and a recipient list, which is typically an Excel
workbook.
z
Make Data Base Excel file and save
z
Step 2
z
Prepare the template
exapmle the certificates of the student
z
Step 3
connect the Microsoft Excel to Microsoft word
z
Click the Select Recipients used.
z
Click the use use existing an existing
list
z
Then find the Microsoft Excel that we
saved and click and open the file
Then find the Microsoft Excel that we saved
z
Press ok
z
Highlight one by one then click the Insert
Emerge Field
z
Select the field to change
z
This will happen when you select the
field
z
Lastly if you want to check click the
preview result and Finish and merge
z
Two Components of Mail Merge
1. Form Document It is generally the
documents that contains the main body
of the message we want to convey or sent.
2. 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.
z
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.
z Kinds of Materials There are various kinds of materials Microsoft Word is
Some
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.
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.
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.
z
Prepare ¼ sheets of paper
1-12 multiple choice
13-14 True or false
z
1. What feature allows users to create multiple documents
from a single template?
a) Mail Merge
b) Data Validation
c) Conditional Formatting
d) Document Collaboration
z 3. What Microsoft Word feature allows users to create personalized documents?
A) Mail Merge
b) Document Collaboration
c) Data Validation
d) Conditional Formatting
z 4.Which data source can be used for Mail Merge?
A) Excel spreadsheet
b) Word document
c) PowerPoint presentation
d) PDF file
z What is Mail Merge primarily used for?
A) Creating newsletters
b) Designing brochures
c) Automating personalized documents
d) Building presentations
z What type of data source can be used for Mail Merge?
A) Text file
b) Excel spreadsheet
c) PDF document
d) All of the above
z Which data source is commonly used for Mail Merge?
A) Excel spreadsheet
b) Word document
c) PowerPoint presentation
d) Access database
z What should be done before merging documents?
A) Proofread template
b) Validate data
c) Choose recipients
d) All of the above
z Which scenario is ideal for Mail Merge?
A) Sending personalized emails
b) Creating newsletters
c) Designing brochures
d) Building presentations
z Which industry benefits from Mail Merge for client reports?
A) Healthcare
b) Finance
c) Marketing
d) All of the above
z What type of communication can be personalized using Mail Merge?
A) Emails
b) Letters
c) Invitations
d) All of the above
z What type of document can be created using Mail Merge?
A) Form letters
b) Envelopes
c) Labels
d) All of the above
z Which industry benefits from Mail Merge for client reports?
A) Healthcare
b) Finance
c) Marketing
d) All of the above
z
True or False
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.
z
True or False
Form Document It is generally the
documents that contains the main body
of the message we want to convey or sent
z
2. Mail Merge can only be used for form letters.
True or false
z
Thank you for listening
