2. OBJECTIVES
AT THE END OF THIS LESSON, THE STUDENTS SHOULD BE ABLE TO:
1. USE SOME ADVANCED CAPABILITIES OF MICROSOFT WORD COMMONLY
USED TO INCREASE PRODUCTIVITY AND EFFICIENCY;
2. EFFECTIVELY USE THESE FEATURES TO HELP IMPROVE THE
PRODUCTIVITY OF AN ORGANIZATION THROUGH MAXIMIZING THE
POTENTIAL OF MS WORD;
3. CREATE FORM LETTERS OR DOCUMENTS FOR DISTRIBUTION TO
VARIOUS RECIPIENTS;
4. CREATE LABELS AND ENVELOPS FOR DISTRIBUTION; AND
5. CREATE MEDIA-RICH DOCUMENTS FOR PRINTING OR PUBLISHING
3. MAIL MERGE- ONE OF THE MOST POWERFUL AND COMMONLY
USED FEATURES OF MICROSOFT.
-THIS FEATURES ALLOWS YOU TO CREATE
DOCUMENTS AND COMBINE OR
MERGE THEM WITH ANOTHER DOCUMENT OR
DATA FILE.
-COMMONLY USED WHEN SENDING OUT ADVERTISING
MATERIALS TO VARIOUS RECIPIENTS.
TWO COMPONENTS OF MAIL MERGE
1. FORM DOCUMENT- THE FIRST COMPONENT OF MAIL
MERGED DOCUMENT
-GENERALLY THAT CONTAINS THE MAIN BODY
OF THE MESSAGE WE WANT TO CONVEY
OR SEND.
4. • A. PLACE HOLDERS- ALSO REFERRED TO AS DATA FIELDS OR
MERGE FIELDS.
- THIS MARKS THE POSITION ON YOUR FORM
DOCUMENT WHERE INDIVIDUAL DATA OR
INFORMATION IS INSERTED.
2 . LIST OR DATA FILE- THE SECOND COMPONENT OF MAIL
MERGED.
- THIS IS WHERE THE INDIVIDUAL INFORMATION
OR DATA THAT NEEDS TO BE PLUGGED IN (
MERGED) TO THE FORM DOCUMENT IS PLACED AND
MAINTAINED.
- INCLUDES THE INDIVIDUAL INFORMATION OR DATA
OR THE RECIPIENT INFORMATION.
5. LABEL GENERATOR
-ALSO INCLUDED IN THE MAIL MERGE FEATURE ON
MICROSOFT WORD .
-AFTER PRINTING OUT THE FORM LETTERS, YOU
WILL NEED TO SEND IT TO INDIVIDUAL
RECIPIENTS IN AN ENVELOPE WITH THE MATCHING
ADDRESS PRINTED DIRECTLY ON THE
ENVELOPE OR ON A MAILING LABEL TO STICK
ON.
6. INTEGRATING IMAGES AND EXTERNAL
MATERIALS
• KINDS OF MATERIALS:
• 1. PICTURES- ELECTRONIC OR DIGITAL PICTURES OR PHOTOGRAPHS SAVED IN ANY LOCAL
STORAGE DEVICE.
• 3 COMMONLY USED TYPES OF PICTURE FILES
• A. .JPG- PRONOUNCED AS “JAY-PEG”
• -JOINT PHOTOGRAPHIC EXPERTS GROUP
• - AN IMAGE FILE EXTENSIONS, IT IDENTIFIES THE KIND OF DATA
COMPRESSION PROCESS TO MAKE MORE COMPATIBLE AND
PORTABLE THROUGH INTERNET.
• - SUITABLE TO USE WHEN WORKING WITH FULL COLOR
PHOTOGRAPHIC IMAGES.
7. • B. .GIF- GRAPHICS INTERCHANGE FORMAT
• - AN IMAGE FILE CAPABLE OF DISPLAYING TRANSPARENCIES.
• - GOOD TO BLEND WITH OTHER MATERIALS OR ELEMENTS IN YOUR
DOCUMENT.
• - CAPABLE OF DISPLAYING SIMPLE ANIMATION.
• - MUCH BETTER FOR LOGOS, DRAWINGS, SMALL TEXT, BLACK AND
WHITE IMAGES, OR LOW- RESOLUTION FILES.
• C. .PNG- PRONOUNCED AS “PING”.
• - PORTABLE NETWORK GRAPHICS.
• - BUILT AROUND THE CAPABILITIES OF .GIF, ITS DEVELOPMENT
WAS BASICALLY FOR THE PURPOSE OF TRANSPORTING IMAGES
ON THE INTERNET AT FASTER RATES.
8. • 2. CLIP ART- 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. SMART ART- PRE DEFINED 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 TO REPRESENT DATA CHARACTERISTICS AND TRENDS.
• 6. SCREENSHOT- MORE REALISTIC IMAGE.
• -MICROSOFT WORD PROVIDES A SNIPPING TOOL FOR YOUR SCREEN SHOTS SO
YOU CAN SELECT AND DISPLAY ONLY THE PART THAT YOU EXACTLY LIKE TO CAPTURE ON
YOUR SCREEN.
9. IMAGE PLACEMENT
• 1. IN LINE WITH TEXT- THIS IS THE DEFAULT SETTING FOR IMAGES THAT ARE
INSERTED OR INTEGRATED IN YOUR DOCUMENT
• -THIS SETTING IS USUALLY USED WHEN YOU
NEED TO PLACE YOUR IMAGE AT THE
BEGINNING OF A PARAGRAPH.
• 2. SQUARE- THIS SETTING ALLOWS THE IMAGE INSERTED TO BE PLACED
ANYWHERE WITHIN THE PARAGRAPH WITH THE TEXT
GOING AROUND THE IMAGE IN A SQUARE PATTERN LIKE A FRAME.
10. • 3. TIGHT- THIS IS ALMOST THE SAME AS THE SQUARE SETTING, BUT HERE THE
TEXT “HUGS” OR CONFORMS TO THE GENERAL SHAPE OF THE
IMAGE.
• - THIS ALLOWS TO GET MORE CREATIVE EFFECT ON YOUR
DOCUMENT.
• 4. THROUGH-THIS SETTING ALLOWS THE TEXT ON YOUR DOCUMENT
TO FLOW EVEN TIGHTER, TAKING THE CONTOURS AND
SHAPE OF THE IMAGE.
11. • 5. TOP AND BOTTOM- THIS SETTING PUSHES THE TEXTS AWAY VERTICALLY TO THE
TOP AND/OR THE BOTTOM OF THE IMAGE SO THAT THE IMAGE
OCCUPIES A WHOLE TEXT LINE ON ITS OWN .
• 6. BEHIND TEXT- THIS ALLOWS YOUR IMAGE TO BE DRAGGED AND PLACED
ANYWHERE ON YOUR DOCUMENT BUT WITH ALL THE TEXTS FLOATING
IN FRONT OF IT. IT EFFECTIVELY MAKES YOUR IMAGE LOOK LIKE A
BACKGROUND.
• 7. IN FRONT OF TEXT-THIS SETTING ALLOWS YOUR IMAGE TO BE PLACED
RIGHT ON TOP OF THE TEXT AS IF YOUR IMAGE WAS
DROPPED RIGHT ON IT.
• --- WHATEVER PART OF THE TEXT YOU PLACED THE
IMAGE ON IT, WILL BE COVERED BY THE IMAGE.
