Lesson 4 - Advance Word Processing Skills Modules
Lesson 4 - Advance Word Processing Skills Modules
Empowerment
Technologies
Quarter 1 – Module 4:
Advanced Techniques
using Microsoft Word
What I Need to Know
This module was designed and written with you in mind. It is here to help you master
the Advanced Techniques using Microsoft Word. The scope of this module permits it
to be used in many different learning situations. The language used recognizes the
diverse vocabulary level of students. The lessons are arranged to follow the standard
sequence of the course. But the order in which you read them can be changed to
correspond with the textbook you are now using.
2
What I Know
Choose the letter of the best answer. Write your answer on a separate sheet of paper.
1. What feature of Microsoft Word allows you to efficiently create documents that
have the same general content but may have different recipients or purpose?
a. Mail Merge
b. Print Merge
c. Send Merge
d. View Merge
5. Among the text wrap options, which one allows you to place an image or
external material in line with the text, treating the image just like how a text
is treated?
a. In line with text
b. Square
c. Through
d. Tight
3
Lesson
Advanced Techniques using
4 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 below.
What’s In
We have discussed from our previous lesson the different tips on how to improve our
online search and research skills. When searching online, always remember to
narrow down your topic, use logical operators such as AND and OR, or you may use
symbols like plus (+) sign, minus (-) sign, an asterisk (*), and quotation marks (“) for
better query results. Using the right symbols and narrowing your topic into the most
important keywords are the keys to the most effective search technique.
4
We have also learned that checking the website’s credibility is also vital when doing
online research. This is one way of ensuring the quality and reliability of your
research. When evaluating the website’s credibility remember to check the website’s
domain, the author of the article and the publisher, the purpose of producing the
document, and the date the document was published and updated.
What’s New
Read the given scenario below and answer the following questions concisely. Write
you answer on a separate sheet of paper.
Scenario 1: 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.
1. From the scenario above, describe briefly how you would most likely complete
the task of sending ten invitations with individual names of recipients using
Microsoft Word.
2. Give examples of documents that you can personalize and send or distribute.
Scenario 2: You are making a report on the positive effects of using solar energy to
the environment. To make your report more appealing, you thought of putting a
picture of a solar panel into your report. You also considered presenting graphical
data on the trends of worldwide initiatives on the use of solar energy.
1. Describe briefly how you can insert pictures or images in a Word document.
2. What other kinds of images or materials can be inserted in a Word document?
5
What is It
Mail Merge
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.
The simplest solution for the previous scenario is to create a document and just copy
and paste it several times then just replace the details depending on whom you send
it to. But what if you have hundreds or thousands of recipients? Would not that take
too many hours? What if you have a small database on information where you can
automatically generate those letters?
1. Main Document
The document that contains the body of the message we want to
convey or send.
Example: Letter
2. Data Source
It is your Excel® spreadsheet containing the names and addresses
you want to merge into a Word® document from the Data Source.
6
How to Perform Mail Merge?
Mail Merge task pane appears at the right side of your screen.
Mail merge
task pane
7
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.
8
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.
9
To customize the address list, click Customize Columns button at the bottom of the
window.
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
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.
11
12. Dialog box of Insert Address Block appears. Choose the desired
format for the address block and click OK. The placeholder of Address
block will appear in the document.
Use the Match Fields button to match your field names with the
required fields to correct problems. This may be essential if you created
the address list in another program, such as Excel.
12
14. Choose a format for the
greeting line and click OK.
15. To view your merged data, click the Preview Results button on the Mail
merge task pane or on the ribbon to replace the merge fields with data
from your recipient list.
13
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.
14
6. Click the desired clip art to insert it.
15
• To insert a shape, do the following:
1. In the Illustrations group of the Insert tab, click
Shapes.
2. Click the shape that you want.
3. Click anywhere in the document, and then drag
to insert the shape.
16
• To insert a chart, do the following:
1. Click where you want to insert the chart in your document.
2. In the Illustrations group of the Insert tab, click Chart. Insert
Chart dialog box will appear.
3. Select the type of chart that you want and then click OK. MS Excel
window will appear together with the chart.
4. Edit the data in the MS Excel window. You can close Excel after
editing the data.
17
Formatting Illustrations
18
Click one from the gallery of picture styles. You can also click Picture Border to add
border or Picture Effects to add other visual effects to the object.
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.
19
To add shape to the SmartArt graphic, click the Add Shape drop-
down 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.
20
Kinds of Materials
There are various kinds of materials Microsoft Word is capable of integrating to
make your documents richer, more impressive, and more informative.
1. Pictures – these are electronic, “soft copy”, or digital pictures you have saved
in any local storage device. Three common types of picture files:
a. .JPG – pronounced as “jay-peg”. Short term for Joint Photographic
Experts Group. This type of image file can support 16.7 million colors.
Suitable for use when working with full color photographic images.
b. .GIF – This stands for Graphics Interchange Format. This type of image
file is capable of displaying transparencies and animation. It only
supports Only supports 256 colors.
c. .PNG – It stands for Portable Network Graphics. It is capable of
displaying transparencies but not animation. It supports only 16
million colors.
2. Clipart - 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.
3. 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.
5. Chart - Another type of material that you can integrate in your Word
document that allows you to represent data characteristics and trends.
21
What’s More
Discuss the steps on how to insert these three types of illustrations in your
Microsoft Word Document. Write your answer on a separate sheet of paper.
Discuss the steps on how to format the same illustration to achieve the illustration
below. Write your answer on a separate sheet of paper.
22
What I Have Learned
In this lesson, we have discussed mail merge and the two essential components,
the main document and the data source, that you need to have in order to
productively use this feature.
These files are the main components that are combined together (merged) to
produce multiple personalized copies of the same main document without tying
up your time and effort.
What I Can Do
2. Describe the steps on how you are able to transfer your pictures to your
computer.
23
Assessment
Multiple Choice. Choose the letter of the best answer. Write the chosen letter on a
separate sheet of paper.
1. Which is NOT one of the basic characteristics of life? What feature of Microsoft
Word allows you to efficiently create documents that have the same general
content but may have different recipients or purpose?
a. Mail Merge c. Send Merge
b. Print Merge d. View Merge
2. Which of the following is not a component of the mail merge?
a. Address c. Main document
b. Filename d. Data Source
3. What are the steps in creating a simple mail merge?
a. Create form document, preview, insert place holders, print
b. Preview, insert place holders, create form document, print
c. Create main document, create data source, insert place holders,
preview
d. Create data source, insert place holders, preview, print
4. Where can you find the Start Mail Merge button?
a. File Tab c. Reference Tab
b. Mailings Tab d. Home Tab
5. What tells the Microsoft Word exactly where to place the information coming
from the data file to the main document?
a. Data Source c. Place Holder
b. Insertion Line d. Insertion Tag
6. The following are types of document you can create using mail merge, except
a. Envelopes c. Posters
b. Letters d. Labels
7. What button allows you to see the result of your mail merge even before you
print or send it out?
a. Preview results c. Address block
b. Insert merge fields d. Greeting line
8. What file contains the information you need to merge with your main
document?
a. Address block c. Data file
b. Contact list d. Directory
9. What essential component of mail merge is required from users when
generating?
a. Data file c. Place holder
b. Form document d. Merge field
10. What image compression/file type is capable of displaying simple animation?
a. .bmp b. .gif
24
c. .jpg
d. .png
25
11. What external material is best to use if you want to present the data on how
stock market price changes over time?
a. Chart c. Clip Art
b. Smart Art d. Screenshot
12. Which image compression type allows you to display images in full color just
like in digital pictures?
a. .bmp c. .jpg
b. .gif d. .png
13. Under what ribbon group does Insert Smart Art fall?
a. Apps c. Media
b. Illustrations d. Pages
14. When inserting charts on your document, what Microsoft office application
pops up to allow you to enter and manage the parameters of your chart?
a. Access c. Note
b. Excel d. Word
15. What external material allows you to insert organizational or structural
template like organizational charts and flow charts on your document?
a. Chart c. Screenshot
b. Pictures d. Smart art
Additional Activities
Answer what is asked in three sentences or less. Write your answer on a separate
sheet of paper.
1. How important is the mail merge feature of Microsoft Word in different
organizations?
26