Advanced Techniques using Microsoft Word

1. JESUS B. RANCES
Senior High School Teacher II, Baao NHS

2. OBJECTIVE/S:
The learners 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;

3. Advanced Techniques using
Microsoft Word

4. 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.

6. Microsoft Word is a complex program which
people use to perform various functions such as
composing and editing, formatting and saving, and
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.

7. 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.

8. 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.

9. What’s New?
Read the given scenario below and answer
the following questions concisely. Write
your answer on a separate sheet of paper

10. 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.

11. 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?

12. What is It?
In the professional world, sending out information to
convey important information is vital. Because of ICT,
things are now sent much faster than the traditional
newsletters or postal mail. You can now use the internet to
send out information you need to share. What if we could
still do things much faster—an automated way of creating
and sending uniform letters with different recipients?
Would that not be more convenient?

13. 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.

14. 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?

15. Mail merging basically requires two components:
1. Main Document
The document that contains the body of the message
we want to convey or send.
Example: Letter

16. 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

17. How to Perform Mail Merge?
In Mail Merge you need to:
• Create the main document
• Create data source
• Merge data with document

18. To create a form letter, do the following:
1. Open an existing Word document, or create a new
one.
2. Click the Mailings tab.

19. To create a form letter, do the following:
3. Click the Start Mail Merge command.

20. 4. Select Step by Step Mail Merge Wizard.

21. Mail Merge
task pane
appears at the
right side of
your screen.

22. 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.

23. To create a form letter, do the
following:
6. Click Next: Starting
document to move to Step 2.

24. 7. Select Use the current
document. Click Next:
Select recipients to move to
Step 3

25. 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.

26. 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.

27. When you delete, a confirmation dialog box will
appear.

28. To customize the address list, click Customize
Columns button at the bottom of the window.

29. 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

30. 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.

31. 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.

32. 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.

33. 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.

34. 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.

35. 13.Click Greeting Line from the Mail
Merge task pane to insert a greeting
line into your
document.
Dialog box of Insert Greeting Line will
appear

36. 14.Choose a format for the greeting line and click OK.

37. The placeholder of Greeting lines will appear in the
document.

38. 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

39. 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.

40. • To insert a picture from a file, do the
following:
1. Click where you want to insert the picture
in your document.
2. In the Illustrations group of the Insert tab,
click Picture. Insert Picture dialog box will
appear.
3. Locate the picture that you want to insert.
4. Double-click the picture that you want to
insert. Format tab of the Picture Tools will
appear on the ribbon at the same time the
picture is inserted.

41. • To insert a Clip Art, do the following:
1. Click where you want to insert the Clip Art in your
document.
2. In the Illustrations group of the Insert tab, click Clip
Art. Clip Art task pane will appear usually at the right side
of the window.
3. In the Search for text box of the Clip Art task pane,
type a word or phrase that describes the clip art that you
want.
4. In the Results should be drop-down list box, you may
want to modify your search by selecting a particular
media type or all media file types.
5. Click Go. List of results will be displayed.
6. Click the desired clip art to insert it.

42. • 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.

43. To insert a SmartArt, do the following:
1. In the Illustrations group of the Insert
tab, click SmartArt. Choose a SmartArt
Graphic dialog box will appear.
2. Select from the list of SmartArt that
you want and then click OK.
3. Enter your text by clicking [Text] in the
Text pane, and then type your text. If the
Text pane is not visible, click the control
as shown.

44. 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.

45. • To insert a screen clipping, do the following:
When you click the Screenshot button, you can insert the whole
program window or use the Screen Clipping tool to select part of a window.
Remember that only windows that have not been minimized to the taskbar
can be captured.
1. Click the window you want to clip from.
2. Click where you want to insert the screen clipping in your document.
3. In the Illustrations group of the Insert tab, click Screenshot.
4. Click Screen Clipping.
When the pointer becomes a cross, select the area of your screen that you
want to capture by clicking and dragging.
• To delete illustrations, do the following:
1. Select the illustration that you want to delete.
2. Press the Delete key

46. Formatting Illustrations
• To resize illustrations, do the following:
1. Select the illustration that you want to
resize. The sizing handles will appear.
2. Click and drag any of the sizing handles.
The sizing handles will tell you the direction of
where you are going to stretch the object. The
green circle above the illustration is the
rotating handle which you can use to rotate
the object

47. • To format pictures and clip art, do the following:
1. Select the picture that you want to format. Format tab of
the Picture Tools will appear.

48. 2. Do any of the following as needed:
• To improve the brightness, contrast and sharpness of the
object, click Corrections and then select from the available
thumbnails.
• To improve the color quality of the object, click Color and
then select from the available thumbnails.
• To add artistic effects to the picture, click Artistic Effects
and then select from the available thumbnails.

49. 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;
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.

50. • To format shapes, do the following:
1. Select the shape that you want to format. Format tab of
the Drawing Tools will appear.

51. • To format shapes, do the following:
1. Select the shape that you want to format. Format tab of the Drawing Tools will
appear.
2. Do any of the following as needed:
• To quickly change the appearance of the shape, click the More drop-down arrow of the
Shape Styles and then click one from the gallery of shape styles.
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.

52. To design the SmartArt graphic, do the following:
1. Select the SmartArt that you want to add design to.
Design and Format tabs of the SmartArt Tools will
appear

53. 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
drop down 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
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

54. 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 drop down 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 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

55. 2. Do any of the following as needed:
• To change the visual style of the chart, click the More drop-down
arrow of the Chart Styles under the Design tab and then select one
from the gallery.
• To edit the data of the chart, click Edit Data of the Data group under
the Design tab. MS Excel window will appear. This is where you can edit
the data of your chart. Close the Excel window as soon as you are
finished editing.
• To add labels to your chart, go to the Layout tab and click the
appropriate button in the Labels group

56. 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.

57. 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.

58. 4. SmartArt - Generally, these are predefined sets of different
shapes grouped together to form ideas that are organizational
or structural in nature.
5. Chart - Another type of material that you can integrate in your
Word document that allows you to represent data
characteristics and trends.
6. Screenshots - Screenshot. Sometimes, creating reports or
manuals for training or procedure will require the integration of
a more realistic image of what you are discussing on your
report or manual

59. 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

60. Discuss the steps on how to format the same
illustration to achieve the illustration below.
Write your answer on a separate sheet of
paper.

61. 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.
Form document is a standard document that contains generic
information that is mostly constant within the document. Data
source, on the other hand, contains the list of changeable
information that needs to be inserted in the main document
to complete it.

62. 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.
Moreover, we also discussed another advanced
feature of Microsoft Word which is the integration of
images and other external materials.

63. What I Can Do
On a separate sheet of paper, answer the following:
1. What are some ways you can use to acquire images
that can be inserted in a Word document?
2. Describe the steps on how you are able to transfer
your pictures to your computer.
3. Identify at least two other opportunities to create
and distribute or send a merged documents or labels
and make samples of each.

64. 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 b. Print Merge
c. Send Merge d. View Merge
2. Which of the following is not a component of the mail merge?
a. Address b. Filename
c. Main document d. Data Source

65. 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 b. Mailings Tab
c. Reference Tab d. Home Tab

66. 5. What tells the Microsoft Word exactly where to place the information
coming from the data file to the main document?
a. Data Source b. Insertion Line
c. Place Holder d. Insertion Tag
6. The following are types of document you can create using mail merge,
except
a. Envelopes b. Letters
c. Posters 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 b. Insert merge fields
c. Address block d. Greeting line

67. 8. What file contains the information you need to merge with your main
document?
a. Address block b. Contact list
c. Data file d. Directory
9. What essential component of mail merge is required from users when
generating?
a. Data file b. Form document
c. Place holder d. Merge field
10. What image compression/file type is capable of displaying simple
animation?
a. .bmp b. .gif c. .jpg d. .png

68. 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 b. Smart Art
c. Clip Art d. Screenshot
12.Which image compression type allows you to display images in full
color just like in digital pictures?
a. .bmp b. .gif c. .jpg d. .png
13. Under what ribbon group does Insert Smart Art fall?
a. Apps b. Illustrations
c. Media d. Pages

69. 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 b. Excel
c. Note 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 b. Pictures
c. Screenshot d. Smart art

70. 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?
2. Give an instance where it would be better to use the
feature of Microsoft Word in sending out letters.
3. When do images or graphics in Microsoft Word hurt the
document rather than help?

71. Answer Key

72. Reference/s
• Tarun, I. M. (2016). Empowerment Technologies.
Plaridel, Bulacan: St. Andres Publishing House.
• Empowerment Technologies First
Edition.(2016).Sampaloc Manila:Rex Bookstore, Inc

73. Thank