TOPICS
• Mail Merge and Label Generation
• Integrating Images and External Materials
OBJECTIVES
•
Use some advanced capabilities of Microsoft Word commonly used to
increase productivity and efficiency;
•
Effectively use these features to help improve the productivity of an
organization through maximizing the potential of Microsoft Word;
•
Create form letters or documents for distribution to various recipients;
•
Create labels and envelopes for distribution; and
•
Create media-rich documents for printing or publishing
MAIL MERGE
AND
LABEL GENERATION
MAIL MERGE
• 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
Components
of
Mail Merging
The document
that contains
the message.
(Form Document)
File that generally
contains the list of
names and addresses
(List or Data File)
COMPONENTS OF MAIL MERGE
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.
FORM DOCUMENT
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.
 Usually denoted by “<<>>” sign
LIST OR DATA FILE
• This is where the individual information or data that
needs to be plugged in (merged) to the form document is
places and maintained.
LABEL GENERATION
• It creates a blank form document that simulates either a
blank label or envelope of pre-defined size and will use
the data file you selected to print the information,
typically individual addresses.
LET’S CREATE A SIMPLE MAIL MERGE!
INTEGRATING IMAGES
AND
EXTERNAL MATERIALS
KINDS OF MATERIALS
• 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.
FILE FORMAT OF PICTURES
• JPG
- This is pronounced as “jay-peg,” and is the short form for .jpeg or
Joint Photographic Experts Group.
- This type of image file can support 16.7 million colors that it why it
is suitable for use when working with full color photographic
images.
FILE FORMAT OF PICTURES
• GIF
- This stands for Graphics Interchange Format.
- This type of image file is capable of displaying transparencies.
- It is also capable of displaying simple animation.
FILE FORMAT OF PICTURES
• PNG
- This is pronounced as “ping.” It stands for Portable Network
Graphics.
- Its development was basically for the purpose of transporting
images on the internet at faster rates.
- It allows the control of the transparency level or opacity of images.
KINDS OF MATERIALS
• 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.
KINDS OF MATERIALS
• Shapes
These are 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.
KINDS OF MATERIALS
• 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, the you will find
this easy and handy to use.
KINDS OF MATERIALS
• Chart
Another type of material that you can integrate in your Word
document that allows you to represent data characteristics and
trends.
KINDS OF MATERIALS
• Screenshot
Sometimes, creating reports or manuals for training procedures will
require the integration of a more realistic images of what you are
discussing on your report or manual. Nothing can get you a more
realistic image than a screenshot.
IMAGE PLACEMENT
•
In Line with Text
•
Square
•
Tight
•
Through
•
Top and Bottom
•
Behind Text
•
In front of Text