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ADVANCED TOOLS AND TECHNIQUES IN
PRODUCTIVITY AND SOFTWARE APPLICATIONS
Chapter II of Empowerment Technologies

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Advance Techniques in Word Processor

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Lesson Outcome
After a careful study of this lesson, you are
expected to:
• insert pictures, clip art, shapes, SmartArt, charts
and screen clippings; and
• format pictures, clip art, shapes, SmartArt, charts
and screen clippings.
• Discuss the concept of Mail Merge;
• Create a main document, a data source; and
• Link the main document with the data source.

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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.

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Inserting Illustrations
• 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.

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Inserting Illustrations
• 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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Inserting Illustrations
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.

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Inserting Illustrations
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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Inserting Illustrations
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.

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Inserting Illustrations
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.

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Inserting Illustrations
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.

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Formatting Illustrations
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.

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Formatting Illustrations
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.

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Formatting Illustrations
2. 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.

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

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Formatting Illustrations
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.

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Formatting Illustrations
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.

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Formatting Illustrations
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.

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Formatting Illustrations
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.

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Formatting Illustrations
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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MAIL MERGE AND LABEL GENERATION
LESSON 2

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Lesson Outcome
At the end of this lesson, you shall be able
to

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Mail Merge
• A mail merge is a word processing
feature that allows you to easily
create multiple letters, labels,
envelopes, nametags, or catalogue
documents to a group of people as
stored in a list in a database or
spreadsheet.
• When making a Mail Merge you will
need a document using Microsoft
Word and a recipient list which is
typically done using Excel
workbook. But you can also use
data from various sources including
a Microsoft Outlook contact list, a
Microsoft Access database, or a
Notepad text document.

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Mail Merge
Three Components:
1. Main document – the letter which contain the mail
information for each of the merged document that can be
letter, stationary or template. It also contains the field names
which contain the instructions for carrying out the merge.
2. Data source –it is also called data file which comprises the
information to be merged into a document such as the list of
names and addresses to be use in a mail merge. This must be
connected to the data source before it can use the information
in it.
3. Merge document – this is also a word processing document
that is the generated output after executing the merge
process.

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Mail Merge
In Mail Merge you need to:
• Create the main document
• Create data source
• Merge data with document

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

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Mail Merge
To create a form letter, do the following:
3. Click the Start Mail Merge command.
4. Select Step by Step Mail Merge Wizard.

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Mail Merge
To create a form letter, do the following:
Mail Merge task pane appears at the right side of your screen.
Mail merge task pane

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Mail Merge
To create a form letter, do the following:
Six Main
Steps
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.

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Mail Merge
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.
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.

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Mail Merge
To create a form letter, do the following:
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.

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Mail Merge
To create a form letter, do the following:
When you delete, a confirmation
dialog box will appear.
To customize the address list, click
Customize Columns button at
the bottom of the window.

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Mail Merge
To create a form letter, do the following:
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.

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Mail Merge
To create a form letter, do the following:
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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Mail Merge
To create a form letter, do the following:
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.

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Mail Merge
To create a form letter, do the following:
11. Click Next: Write your letter. Click the Address Block button
to insert an address block into your letter.

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Mail Merge
To create a form letter, do the following:
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.

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Mail Merge
To create a form letter, do the following:
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.

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Mail Merge
To create a form letter, do the following:
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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Mail Merge
To create a form letter, do the following:
14. Choose a format for the
greeting line and click OK.
The placeholder of Greeting lines
will appear in the document.

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Mail Merge
To create a form letter, do the following:
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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Mail Merge
To create a form letter, do the following:
16. Click the Next : Complete merge on the mail merge task pane or finish &
merge button on the preview results section of the ribbon. It is highly
recommended that choose “Edit Individual Documents” rather than
sending directly to the printer.

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ACTIVITY 1
• A. Inserting and Editing Shapes: Digital Art
Open MS Word and create a simple drawing
of a scenery or a person using the available
shapes in MS Word. Be creative. Screenshot or
take picture of work then submit to your teacher.
Refer to the scoring rubric below for your grading.

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ACTIVITY 1

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ACTIVITY 1-A

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ACTIVITY 1-B
• B. Inserting and Editing Pictures: Travelogue
Open MS Word and create a travelogue of a favorite place you
have visited currently or in the past. Provide descriptions of the
places you have been to and what is nice about the place.
Embed pictures using Wrap Text in Tight. Set the brightness at
0% and contrast at 20%. Place a Picture Border of your choice.
Do not put any artistic effects on the pictures. Other
requirements: choose a font style of your choice, size 12,
paragraph alignment should be justified, line spacing is 1.15.
Screenshot or take picture of work then submit to your teacher.
Refer to the scoring rubric below for your grading.

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ACTIVITY 1-B

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ACTIVITY 1-B

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ACTIVITY 2
1. Create a folder called “FAMILY NAME_FIRST
NAME.” Save all files created in this activity
into this folder.
2. Open MS Word and Start with a blank file and
save it with the name “GCCNHS University
Letter.” When you are working always Save your
work as often as you can.
3. Before doing anything, select “1.15 Line and
Paragraph Spacing.” Font style should be Arial
size 12. Margins should be at 1-inch all sides.

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ACTIVITY 2
4. Create the data file or the recipients from the
table below. Save the data file with the name
MOGCHS University Freshmen.

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ACTIVITY 2

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5. Use the text below as the body of your letter.
Follow the steps you have previously learned.
June 1, 2020
<<AddressBlock>>
<<GreetingLine>>
Congratulations on your acceptance to MOGCHS University.
We have scheduled an orientation in the Alumni Hall from 8:00am to 11:00am on
Monday, June 15, 2020, for all incoming freshmen. Advisers, instructors, and other
staff members will be available to familiarize you with the campus and answer
your questions.
Topics covered during the orientation will be:
▪ Adjusting to college life
▪ Determining the right degree program
▪ Learning the campus layout
Registration for the first semester begins June 23, 2020 (Monday). Classes will
begin Monday, August 24, 2020.

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5. Use the text below as the body of your letter.
Follow the steps you have previously learned.
We look forward to meeting you. For more information about the registration and
orientation please call us at (088) 355 – 5000.
Sincerely,
James Reid
Director of Admissions .

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6. When you are done, save your work in the
folder in step 1. You will submit this folder to your
teacher through his/ her email. As soon as you
submit, change the folder name into:
familyname_firstname_section_GCCNHS
University Mail Merge
ACTIVITY 2

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Mail Merge
To create Envelopes, do the following:
1. Click the Mailings tab.
2. Click Start Mail Merge and choose Envelopes command.

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Mail Merge
To create Envelopes, do the following:
Options include:
•envelope size
•delivery address font
•return address font.

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Mail Merge
To create Envelopes, do the following:
3. To Select Recipients, Type a New
List as described above in Creating
a Form Letter or use and existing
list.
4. To Insert an Address Block,
With the Mailings tab
selected, click the Address
Block button on the Write
& Insert Fields section of
the ribbon.
Choose a format for the address block and click OK. Use the Match Fields button to match your field
names with the required fields to correct problems. This may be necessary if you created the address
list in another program, such as Excel.

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Mail Merge
To create Envelopes, do the following:
5. To update the Label, click the Update
Labels button on the Mailings tab.
This step updates all the labels in the
document with an address block to use
the information from the recipient list.
6. To complete the Mail merge, Click the
finish & merge button on the preview
results section of the ribbon.