EMPOWERMENT TECHNOLOGIES

Lesson 4.1 – Productivity Tools: Mail Merge

Moving forward beyond your basic skills, you now understand that the common suites of application
software (simply known as apps) are useful for reports containing textual, numerical, and presentation features.
Three keys of those applications are usually combined to support decisions in business or management,
and in the context of communication. These three basic features are useful for writing, numeracy, and
presentation skills.
In earlier ICT-related courses or academic subjects, these tools find expression in essay, book reports
newsletter, as well as in presentation of ideas contained in a deck of digital slides.
This portion of the lesson is designed to get you past the prior skills using those productivity tools for
specific purposes or any given work-related reporting scenarios.

What Is Mail Merge?

Mail merge is a feature in Word. With mail merge you can merge boilerplate information (such as a form letter)
with variable information (such as a database of names and addresses of customers). This way, you can have
documents that are almost exactly the same: the substance of the documents is the same for every customer, yet
each document is customized to a particular individual in your database.

Glossary
Boilerplate. Generic information that is repeated in each form letter, mailing label, envelope, or catalog. It
also refers to text that are replaced from a data source when printed.
Data field. A category of information in a data source. A data field corresponds to one column of
information in the data source. The name of each data field is listed in the first row (header row) of the
data source. "PostalCode" and "LastName" are examples of data field names.
Data record. A complete set of related information in a data source. A data record corresponds to one
row of information in the data source. All information about one client in a client mailing list is an
example of a data record.
Data source. A data source is a file that contains the data that varies in each copy of a merged document.
For example, a data source can include the name and address of each recipient of a form letter.
Header row. The first row (or record) in a mail-merge data source. The header row contains the field
names for the categories of information in the data source; for example, "Name" and "City."
Delimited. A text file that has data fields separated (or delimited) by tab characters or commas, and data
records delimited by paragraph marks.
Main document. In a mail-merge operation, the document that contains the text and graphics that remain
the same for each version of the merged document; for example, the return address and body of a form
letter.
Merge field. A placeholder that you insert in the main document. Merge fields direct Microsoft Word
where to insert specific information from the data source. For example, insert the merge field "City" to
have Word insert a city name, such as "Paris," that is stored in the City data field.
Merged document. The document that is created by merging the data from the data source into the main
document.

There are three main components to a mail merge:

• The main document that contains the boilerplate information: text and graphics. The main document also
determines the format of the resulting merged document; for example, form letter, envelopes, or labels.
• The data source that contains the variable information: a list of names and addresses, for example.
• The merged document that contains the combination of boilerplate text and variable information.

The main document contains the boilerplate text and graphics that you want in every version of the merged
document. In the main document, you insert special instructions, called merge fields, to indicate where you want
the variable information to appear. When you merge the information in the data source with the main document,
the variable information replaces the merge fields with the individualized information. The result is the merged
document that contains the combination of boilerplate text and variable information.
The data source contains the information (such as names, addresses, and phone numbers) that varies with each
version of the document. Most of the time, you can store your data in a Word document; however, Word also
recognizes other formats. For example, the data source can be a Microsoft Excel worksheet, a Microsoft Access
database, or a comma-separated variable (CSV) file.
The data source is set up with a header row (also called a header record) and data records. The header row is
the first item in the data source. It contains the field names that identify the variable information. The data records
contain the individualized information. Each data record is made up of one or more fields, depending on how much
variable information you have for each individual. This set of information makes up one data record.

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The mail merge process has four main steps:

1. Open or create the main document.
2. Open or create a data source
3. Perform the merge.
4. Generate the pages.

The following procedure demonstrates how to create a form letter, attach it to a data source, format it, and
merge the documents. The procedure for creating merged envelopes or labels is similar.

Merge Utilization

1. Open or create your Main Document.

2. Create a spreadsheet containing your information and make sure that the labels are written in the first
row.
3. Indicate the source of information in your word processor.
a. On the upper part of the word processor, click the Mailings tab.
b. Under the Mailings tab, click the Select Recipients option.
c. Then under the Select Recipients option, click Use Existing List.
4. Select the spreadsheet file you’ve created in step 1.
a. Browse the directory where you saved the spreadsheet file containing the information you are going
to use.
b. Select the spreadsheet file.
c. Click Open.
5. Select which sheet in the file contains the information.
a. Select the sheet that you are going to use as your reference for the information.
b. Click OK after highlighting the sheet.
6. Inserting Merge Field.
a. To include the customized field, select the Mailings tab.
b. Under the Mailings tab, select the Insert Merge Field option.
c. From the Insert Merge field option, select the column name that you want to insert.
7. Check the result of label placement.
a. After assigning the labels, you can check the result by clicking the Preview Results option under the
Mailings tab.
b. Beside the Preview Results option, a text box with number is displayed. Press the Next Record and
Previous Record buttons to browse between pages.
8. Implement Rules.
a. There are instances wherein a customized text should match a certain label value. The Rules option
can be useful.
b. On the Rules drop-down box, select the If… Then… Else option.
9. Set up the rule.
a. In the window that will appear, select the column name from the spreadsheet that will be subjected
to the rule. Then write the rules at the Compare To text box.
b. Fill up the Insert This textbox with the text that will appear if the condition is met.
c. Fill up the Otherwise Insert This Text text box with the text that will appear if the condition is not met.
10. Print the finished product.
a. In the Mailings tab, click the Finish and Merge option
b. Under the Finish and Merge option, click Edit Individual Documents.
11. Create a new document.
a. A small window will appear. Select the button All and click OK.
b. A new document will appear with multiple similar pages where the label’s positions are customized.
c. The generated document can be saved or printed depending on your preference.

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Lesson 4.2 – Productivity Tools: Advance Presentation Skills

Quick Tips in Creating an Effective Presentation:

1. Minimize – Avoid unnecessary information in the slide to maintain a clear message and to keep the
audience attentive. Remember that the presentation is just a visual aid. Most information should still
come from the reporter.
2. Clarity – Avoid using fancy font style that is not easy to read. Make sure that the text also big enough to
be read by the audience. Once you start making your presentation, consider how big the screen is during
your report.
Tip: a font size of 72 is about an inch (depends on the screen size). A one-inch letter is readable 10 feet
away; a two-inch letter is readable 20 feet away.
3. Simplicity – use bullets or short sentences. Summarize the information on the screen to have your
audience focus on what the speaker is saying than on reading the slide. Limit the content to six lines and
seven words per line. This is known as the 6 x 7 rule.
4. Visuals – use graphics to help in your presentation but not too many to distract the audience. In addition,
instead of using a table of data, use charts and graphs.
5. Consistency – Make your design uniform. Avoid having different font styles and backgrounds.
6. Contrast – Use light font on dark background or vice versa. This is done so that it is easier to read. In most
instances, it is easier to read on screen if the background is dark. This is due to the brightness of the
screen.

Custom Animations and Timing

Animation is a great way to focus on important points, to control the flow of information, and to increase
viewer interest in your application. You can apply animation effects to text or objects on individual slides, to text
and objects on the slide master, or to placeholders on custom slide layouts.

There are four different kinds of animation effects in PowerPoint:

 Entrance effect. For example, you can make an object fade gradually into focus, fly onto slide from an
edge, or bounce into view. These effects enable effects on the entrance of text or object.
 Exit Effects. These effects include making an object fly off of the slide, disappear from view, or spiral off
the slide. It enables effects on the exit of text or object.
 Emphasis effects. Examples of these effects include making an object shrink or grow in size, change color,
or spin on its center. These effects give emphasis to the text or object.
 Motion Paths. You can use these effects to make an object move up or down, left or right, or in a star or
circular pattern (among other effects).

How to Apply an Animation Effect

1. Select the object or text on the slide that you want to animate.
2. On the Animations tab of the ribbon, click Add Animation, and pick an animation effect.

How to apply an ANIMATION using TRIGGER

❖ Select the object or text on the slide that you want to animate.
❖ Select an animation effect
❖ On the Animations tab of the ribbon, click Trigger dropdown arrow, and pick an animation effect.
❖ Choose an available text or object to be used for the trigger.

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How to change the speed of the animation effect

The speed of the effect is determined by the Duration setting.

1. On the slide, select the animation effect that you want to change.

2. On the Animations tab, under Timing options, in the Duration box, enter the number seconds that you want the
animation effect to last.

1st Option
1. On the Animations tab, under Timing options, in the Duration box, enter the number seconds that you
want the animation effect to last.

(Maximum: 59 seconds. Minimum: .01 seconds. You can type a duration or use the up or down arrows to select a
standard incremental value.)

2nd Option
1. Click the small icon under the animation group, a window will appear, then choose Timing tab.
3rd Option
1. On the animation pane, click the dropdown arrow of the effect then choose, Effect Options… then go to
Timing tab or directly choose Timing…
Change how the animation effect starts
1. On the slide, select the animation effect that you want to change.
2. On the Animations tab, under Timing options, open the Start list, and choose one of the three options
described below:

Select To start the animation effect

On Click When you click the slide

With Previous At the same time as the previous animation effect in the list. (One click
starts two or more animation effects at the same time.)

After Previous Immediately after the previous animation effect in the list finishes playing.
(No additional click is required to make this animation effect start.)

Set the time between animation effects

The Delay option determines how much time elapses before a specific animation effect begins—either
after you click or after a prior animation effect concludes.

1. On the slide, select the animation effect that you want to change.
2. On the Animations tab, under Timing options, in the Delay box, specify an amount of time in seconds.

Note that Delay and Duration can be seen in Timing Tab of the Effect Options Window. The same step in 2nd and
3rd Option in changing the speed of the animation.

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Change the order of the animation effects

To reorder a set of animations on a slide:
st
1 Option
1. Open the Animation pane: On the Animations tab, in the Advanced Animation group, select Animation
Pane.
2. CLICK HOLD AND DRAG the animation effect in the Animation Pane to reorder the effects.
nd
2 Option
1. On the Animations tab of the ribbon, in the Timing group, under Reorder Animation select one of these
options:

* Select Move Earlier to move the effect up one place in the animation order.

* Select Move Later to move the effect down one place in the animation order.
You can select an option multiple times, if necessary, to move your selected effect to the appropriate
place in the animation order.

Change the Settings of an Animation Effect

1st Option
• On the animation pane, click the dropdown arrow of the animation effect then click Effect Options… The
Effect Options window will appear. Set your settings then click Okay.

2nd Option
• Click on the small icon under the Effect Group. The Effect Options window will appear. Set your settings
then click Okay.

Remove an animation effect

Select the text or object that you want to delete.

1st Option:
1. 2. Select the number of the animation that you want to remove.
3. Press the Delete/Backspace key on your keyboard.
nd
2 Option:
1. Click Animation Pane, and select the animation effect you want to delete then press delete in your
keyboard.
3rd Option:
1. Click Animation Pane, click the drop-down button of the animation effect the click Remove.
4th Option:
1. Click Animation Pane, right-click the animation effect then click remove.
5th Option:
1. Choose None in the Animation Effects.

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Copy animation effects from one object to another

Avoid having to manually animate several objects in the same way: Use the Animation Painter to copy
animation effects from one object to another.

HYPERLINKING in PRESENTATIONS

WHAT IS A HYPERLINK?

- is a connection from one slide to another slide in the same presentation or to a slide in another presentation, an
e-mail address, a Web page or a file.

- you can create a hyperlink from text or from an object, such as a picture, graph, shape, or WordArt.

Create or edit a hyperlink

The fastest way to create a basic hyperlink in an Office document is to press ENTER or the SPACEBAR after
you type the address of an existing webpage.

In addition to webpages, you can create links to existing or new files on your computer, to email
addresses, and to specific locations in a document. You can also edit the address, display text, and font style or
color of a hyperlink.

Ways to insert hyperlinks:

1. Select an object or highlight text

3 ways to insert hyperlink:
1. Go to Insert > Hyperlink (under links category)
2. Right-click the object and then click Hyperlink…
3. Use the shortcut key Ctrl + K.
Then Insert Hyperlink dialog box would appear.

Link to options:

a. Existing File or Web Page - creates a hyperlink to website or a local file saved in your hard drive.
Just browse your file in the dialog box or type the web address.
b. Place in This Document – creates a hyperlink that allows you to jump to a specific slide in your
presentation.
c. Create a New Document – creates a hyperlink that once clicked, creates a new document on your
specified location.
d. Email Address – creates a hyperlink that opens Microsoft Outlook that automatically adds your
specified recipient on a new email. Either type the email address that you want in the E-mail
address box or select an address in the Recently used e-mail addresses list. In the Subject box,
type the subject of the message.
Note: Some web browsers and email programs might not recognize the subject line.

You can also create a hyperlink to a blank email message by simply typing the address in the
document. For example, type [email protected], and Office creates the hyperlink for you
(unless you turned off automatic formatting of hyperlinks).

2. When done, click OK to apply your hyperlink.

Optional: To customize the ScreenTip that appears when you rest the pointer over the hyperlink, click ScreenTip in
the top-right corner of the Insert Hyperlink dialog box and enter the text you want.

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Edit or change the appearance of a hyperlink

• To change the address or display text of a hyperlink you added, right-click the link and click Edit Hyperlink.
• To change the appearance of a hyperlink, such as font style, size, or color, right-click the link and click Font
on the shortcut menu or click a style option on the mini toolbar that appears.

Remove or turn off hyperlinks

You can remove a hyperlink from a single address, remove many links at once, turn automatic hyperlinks
off, and turn off the requirement to press Ctrl to follow a hyperlink.

Remove a hyperlink
To remove a hyperlink but keep the text, right-click the hyperlink and click Remove Hyperlink.
To remove the hyperlink completely, select it and then press Delete.

Turn off automatic hyperlinks

When it’s not convenient to have Office automatically create hyperlinks in your document as you type, you can
turn them off.
1. In Office 2010 and later:
Click File > Options > Proofing.
(In Outlook, click File > Options > Mail > Editor Options > Proofing.)
In Office 2007:
Click the Microsoft Office button, and then click Options > Proofing.
(In Outlook, open a new message, click the Microsoft Office button, and then click Editor Options > Proofing.)
2. Click AutoCorrect Options, and then click the AutoFormat As You Type tab.
3. Clear the Internet and network paths with hyperlinks check box.