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1. Mail merge allows users to quickly send customized documents like newsletters, letters, and brochures to multiple recipients from a list or data file. It has two components: a main document template and a recipient data file. 2. The mail merge process involves creating a main document template, identifying a recipient data source like an Excel file, defining merge fields in the template, and merging the data to automatically populate the fields for each recipient. 3. The mail merge wizard guides users through the process step-by-step, including selecting a document type, choosing a recipient list, writing the main document and adding placeholders for recipient data, previewing the merged documents, and printing or saving the final documents.

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Marco Antonio Matanguihan
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116 views3 pages

Emtech Midterm Reviewer

1. Mail merge allows users to quickly send customized documents like newsletters, letters, and brochures to multiple recipients from a list or data file. It has two components: a main document template and a recipient data file. 2. The mail merge process involves creating a main document template, identifying a recipient data source like an Excel file, defining merge fields in the template, and merging the data to automatically populate the fields for each recipient. 3. The mail merge wizard guides users through the process step-by-step, including selecting a document type, choosing a recipient list, writing the main document and adding placeholders for recipient data, previewing the merged documents, and printing or saving the final documents.

Uploaded by

Marco Antonio Matanguihan
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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EMPOWERMENT TECHNOLOGIES MIDTERM EXAMINATION REVIEWER

MAIL MERGE

A useful tool that allows you to quickly produce and send information, newsletter, resumes, or brochures to many
people.

TWO COMPONENTS OF MAIL MERGE

1. FORM DOCUMENT
• The documents that contain 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.
Place holder/Data Fields/Merge Fields-this marks the position on your form document where individual data or
information will be inserted. The place holders 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 guide to where you need to write the information that you need to fill out with individual
information.

2. LIST OR DATA FILE


 Includes the individual information/data or the recipient’s information.

HOW TO USE MAIL MERGE


The following is the general process in mail merge.
1. Create the main document. This is basically your template. You may open an existing Word document or you may
create a new one.
2. Identify the data source. This could be the Excel file or list of your recipients. 3. Define the merge fields in the main
document.
4. Merge the data and save. From the Mailings tab, click the Start Mail Merge command and select Step-by-Step Mail
Merge Wizard from the drop-down menu.

STEP-BY-STEP MAIL MERGE WIZARD


Step 1: Choose the type of document you want to create. In our example, we'll select Letters. Then click Next: Starting
document to move to Step 2.
Step 2: Select Use the current document, then click Next: Select recipients to move to Step 3.
Step 3: Now you'll need an address list so Word can automatically place each address into the document. The list can be
in an existing file, such as an Excel workbook, or you can type a new address list from within the Mail Merge Wizard.
USE AN EXISTING LIST
1. From the Mail Merge task pane, select Use an existing list, then click Browse... to select the file.
2. Locate your file and click Open.
3. If the address list is in an Excel workbook, select the worksheet that contains the list and click OK.
4. In the Mail Merge Recipients dialog box, you can check or uncheck each box to control which recipients are
included in the merge. By default, all recipients should be selected. When you're done, click OK.
5. From the Mail Merge task pane, click Next: Write your letter to move to Step 4. Note: If you don't have an
existing address list, you can click the Type a new list button and click Create. You can then type your address
list.
Step 4: Now you're ready to write your letter. When it's printed, each copy of the letter will basically be the same; only
the recipient data (such as the name and address) will be different. You'll need to add placeholders for the recipient data
so Mail Merge knows exactly where to add the data.
1. To insert recipient data: Place the insertion point in the document where the information to appear.
2. Choose one of the four placeholder options: Address block, Greeting line, electronic postage, or More items.
3. Depending on your selection, a dialog box may appear with various options. Select the desired options and
click OK.
EMPOWERMENT TECHNOLOGIES MIDTERM EXAMINATION REVIEWER

4. A placeholder will appear in your document (for example, «<AddressBlock>).


5. Repeat these steps each time you need to enter information from your in our example, we'll add a Greeting
line. data record.
6. When you’re done, click Next: Preview your letters to move to Step 5.
Step 5: Preview the letters to make sure the information from the recipient list correctly in the letter. You can use the
left and right scroll arrows to view each document.
Click Next: Complete the merge to move to Step 6.
Step 6: 1. Click Print…to print the letters.
2. A dialog box will appear. Click All, then click OK.
3. The Print dialog box will appear. Adjust the print settings if needed, then click OK. The letters will be printed.

INTEGRATING IMAGES AND EXTERNAL MATERIALS


KINDS OF MATERIALS
a) PICTURE-Electronic or digital pictures or photographs you have saved in any local storage device.
 JPEG (pronounced as “jay-peg”), Joint Photographic Experts Group can support 16.7 million colors that is why it
is suitable for use when working with full color photographic images. .JPG images are relatively small in file size.
 GIF Graphics Interchange Format- It is capable of displaying simple animation. It is much better to use for logos,
drawings, small text, black and white images, or low-resolution files.
 PNG (pronounced as ”png”). It stands for Portable Network Graphics and it allows the control of the
transparency level or opacity of images.
b) SHAPE-Printable objects or materials that you can 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.
c) SMART ART-Predefined sets of different shapes grouped together to form ideas that are organizational or
structural in nature.
d) CHART-Another type of material that you can integrate in your MS Word document that allows you to represent
data characteristics and trends.
e) SCREENSHOT-A realistic image can also be integrated on MS Word. (Use the key PrtSc).

IMAGE PLACEMENT

BASIC SHORTCUT KEYS


EMPOWERMENT TECHNOLOGIES MIDTERM EXAMINATION REVIEWER

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