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Empowerment
Technologies
Quarter 1 – Module 4:
Advanced Techniques
using Microsoft Word
 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

2. Which of the following is not a component of the mail merge?

a. Address
b. Filename
c. Form
d. Data File

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. What image compression/file type is capable of displaying simple animation?

a. .bmp
b. .gif
c. .jpg
d. .png

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

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 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.

Current Tab Other Tabs

Command Button
Ribbon Display Option Menu
File Tab

Group Name Show Gallery

Dialog Box Launcher
Hide the Ribbon
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.

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.

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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?

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 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?

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?

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

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.

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How to Perform Mail Merge?

In Mail Merge you need to:

• Create the main document
• Create data source
• Merge data with document

To create a form letter, do the following:

1. Open an existing Word document, or create a new one.
2. Click the Mailings tab.

To create a form letter, do the following:

3. Click the Start Mail Merge command.

4. Select Step by Step Mail Merge Wizard.

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

Mail merge
task pane

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 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.

To create a form letter, do the following:

6. Click Next: Starting document to move to Step 2.

7. Select Use the current document. Click Next:

Select recipients to move to Step 3.

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 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.

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.

When you delete, a confirmation dialog

box will appear.

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

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.

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.

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 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.

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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.

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.

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

The placeholder of Greeting lines will

appear in the document.

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.

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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.

• 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.

• 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.

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• 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.

• 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.

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• 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.

• 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.

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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.

• 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.

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.

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;

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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.

• 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.

• 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.

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.

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 • 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.

• To design a chart, do the following:

1. Select the chart that you want to add design to. Design, Layout and
Format tabs of the Chart Tools will appear.

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.

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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.

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.

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 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.

_
_
_
_
_
_

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 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.

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.

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.

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 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 c. .jpg
b. .gif d. .png

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 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?

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?

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Answer Key