S D L R IL O K W

S D L R IL O K W S D G E N I C S N S A E V C D A RO P

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