EMPOWERMENT

TECHNOLOGIES:

ADVANCED
TECHNIQUES USING
MICROSOFT WORD
LESSON 4 - ADVANCED TECHNIQUES 2

USING MICROSOFT WORD

After going through this lesson, you are expected to:
1. Create a main document, a data source; and
2. Link the main document with the data source.
3. Insert pictures, clipart, shapes, SmartArt, charts and screen clippings;
4. Format pictures, clip art, shapes SmartArt, charts, and screen
clippings;
5. Discuss the concept of Mail Merge;
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REVIEW!!!
Microsoft Word

WORD PROCESSOR IS AN APPLICATION THAT ALLOWS USERS TO

CREATE, EDIT, AND PRINT DOCUMENTS. ONE OF THE MOST WIDELY
USED WORD PROCESSORS IS MICROSOFT WORD. IT IS DEVELOPED
BY MICROSOFT AND WAS RELEASED ON OCTOBER 25, 1983.
WITH MICROSOFT WORD, YOU CAN CREATE RANDOM THINGS
LIKE CALENDAR, NEWSLETTER, INVITATIONS, ETC. MICROSOFT
WORD OFFERS SEVERAL ELEMENTS THAT CAN BE USED IN EDITING
DOCUMENTS WHICH IS SHOWN IN THE FIGURE.
Microsoft Word is a complex program which people use to perform
various functions such as:

✓ Composing
✓ Editing
✓ Formatting
✓ Saving
✓ Printing.

With these functions you were able to correct spelling, grammar,

format your text using boldface and italics, and save your documents
electronically to the computer's hard drive.
MAIL MERGE
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• This feature of Microsoft Word allows you to

create documents and combine them with
another document or data file. It is commonly
used when sending out advertising materials to
various recipients.

Mail merging basically requires two components:

1.Main Document
2.Data Source
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MAIN DOCUMENT

The document that contains the

body of the message we want to
convey or send.
Example: Letter
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DATA SOURCE

It is your Excel spreadsheet

containing the names and addresses
you want to merge into a Word
document from the Data Source.
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HOW TO PERFORM MAIL 11

MERGE?

In Mail Merge you need to:

• Create the main document
• Create data source
• Merge data with document
To create a form letter, do the following:

1. Open an existing Word document, or create a new one.

2. Click the Mailings tab.
To create a form letter, do the following:

3. Click the Start Mail Merge command.

4. Select Step by Step Mail Merge task pane appears
Mail Merge Wizard. at the right side of your
screen.
5. Choose the type of document you want to create. If you
want to create a letter, select Letters. Six main steps in
guiding you to complete a merge will be displayed at the
bottom.
To create a form letter, do the following:
6. Click Next: Starting 7. Select Use the current document. Click
document to move to Step 2. Next: Select recipients to move to Step 3.
You will 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.

8. From the Mail Merge

task pane, select Type a
new list, then click
Create.
9. The dialog box of New
address list appears,
displaying fields that Word
assumes you need. Select an
entry that you don't need
and click the Delete button.
Use the TAB key to move
from cell to cell.
When you delete, a To customize the address list, click
confirmation dialog Customize Columns button at
box will appear. the bottom of the window.
The dialog box of Customized Address List will appear. The
resulting window lists the Field Names provided. When you
are done, click OK then customized fields appear as column
headings in the New Address List dialog box.
Fill in the recipient list by typing the record’s data. Type the
information that’s appropriate to each field, then press Tab to
enter the next field. After filling in the last field, and add
another record just 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.
10. Click OK after filling the recipient list. A special Save As
dialog box pops up, allowing you to save the recipient list. Type
a name for the address list then click the Save button.
Return to your document. You are now ready to write
your letter, each copy of the letter will mostly be the
same, except the recipient data (name and address).
You have to add placeholders for the recipient data so
Mail Merge identifies correctly where to add the data.
If you're using Mail Merge with an existing letter, make
sure the file is open.
11. Click Next: Write your letter. Click the Address Block
button to insert an address block into your letter.
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INSERTING ILLUSTRATIONS
An illustration in Microsoft Office is
visualization or drawing that is in the
form of pictures, Clip Art, shapes,
SmartArt, charts or screen clippings.

You can insert illustrations easily using

the Illustrations group of the Insert tab.
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3. Do any of the following as needed:
• To add visual style to the whole
picture or clip art, click the More
drop-down arrow in the Picture
Styles group;
You may click also any of these three buttons if you want
to fill the shape with color, change the line width or style,
or add effects to the shape.

2. Do any of the following as needed:

• To change the colors of the SmartArt, click Change Colors
in the Design tab and then select one from the gallery of
themes.
• To change the visual style of the SmartArt, click the More
dropdown arrow of the SmartArt Styles group in the
Design tab and then select one from the gallery.
• To add shape to the SmartArt graphic, click the Add Shape
dropdown arrow in the Create Graphic group of the
Design tab and then select the appropriate command on
where to insert the shape from the menu.
ACTIVITY!

Mail Merge - You were tasked to create and

send out formal invitations for a promo
campaign that a company is running. You were
also initially given a list of ten names of loyal
customers to send out to.
• Name
• Position
• Company name
• Address
• Salutation
ACTIVITY!

Illustrations – Create an illustrations in the

form of:
• Pictures
• Clip Art
• Shapes
• SmartArt
• Charts
THANK YOU!