The document outlines advanced techniques for using Microsoft Word, specifically focusing on the mail merge feature, which allows users to create personalized documents for multiple recipients efficiently. It details the steps for performing a mail merge, inserting various types of illustrations such as pictures, charts, and shapes, and formatting those illustrations within Word. Additionally, the document includes activities and assessment questions aimed at reinforcing the concepts presented.

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

2. ADVANCED TECHNIQUES USING
MICROSOFT WORD

3. 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?

4. 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.

5. 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.

6. 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.

7. 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.

8. 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.

9. 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.

10. 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.

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

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

13. 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.

14. 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.

15. 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.

16. 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.

17. 11.Click Next: Write your letter. Click the
Address Block button to insert an address
block into your letter.

18. 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.

19. 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.

20. 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.

21. 14.Choose a format
for the greeting line
and click OK.
The placeholder of
Greeting lines will
appear in the
document.

22. 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.

23. 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.

24. 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
5. Picture Tools will appear on
the ribbon at the same time
the picture is inserted.

25. 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.

26. 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.

27. 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.

28. 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.

29. 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.

30. TO DELETE ILLUSTRATIONS, DO THE
FOLLOWING:
1. Select the illustration that you want to delete.
2. Press the Delete key.

31. 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.

32. 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.

33. 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.

34. TO FORMAT SHAPES, DO THE FOLLOWING:
• 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.

35. 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.

36. 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 dropdown arrow of
the SmartArt Styles group in the Design tab and then select one from the
gallery.

37. To add shape to the SmartArt graphic, click the Add Shape
dropdown 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.

38. 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.

39. 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.

40. KINDS OF MATERIALS
1. Pictures 3 these are electronic, “soft copy”, or digital pictures you have
saved in any local storage device. Three common types of picture files:
a) JPG 3 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 3 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 3 It stands for Portable Network Graphics. It is capable of
displaying transparencies but not animation. It supports only 16
million colors.

41. KINDS OF MATERIALS
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.

42. KINDS OF MATERIALS
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.

43. ACTIVITY 1:
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.

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

45. ACTIVITY 2:
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.

46. 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

47. Assessment
Multiple choice. Choose the letter of the best answer.
Write the chosen letter on a separate sheet of paper.
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

48. Assessment
Multiple choice. Choose the letter of the best answer.
Write the chosen letter on a separate sheet of paper.
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

49. Assessment
Multiple choice. Choose the letter of the best answer.
Write the chosen letter on a separate sheet of paper.
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
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

50. Assessment
Multiple choice. Choose the letter of the best answer.
Write the chosen letter on a separate sheet of paper.
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

51. Assessment
Multiple choice. Choose the letter of the best answer.
Write the chosen letter on a separate sheet of paper.
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

52. Assessment
Multiple choice. Choose the letter of the best answer.
Write the chosen letter on a separate sheet of paper.
13. Under what ribbon group does Insert Smart Art fall?

a. Apps
b. Illustrations
c. Media
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
b. Excel
c. Note
d. Word

53. Assessment
Multiple choice. Choose the letter of the best
answer. Write the chosen letter on a separate
sheet of paper.
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

54. ASSESSMENT
MULTIPLE CHOICE. CHOOSE THE LETTER OF
THE BEST ANSWER. WRITE THE CHOSEN
LETTER ON A SEPARATE SHEET OF PAPER.
11. 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
12. Which of the following is not a component of the mail merge?
a. Address
b. Filename
c. Form
d. Data File

55. Assessment
Multiple choice. Choose the letter of the best answer.
Write the chosen letter on a separate sheet of paper.
13. 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
14. What image compression/file type is capable of displaying simple
animation?
a. .bmp
b. .gif
c. .jpg
d. .png

56. Assessment
Multiple choice. Choose the letter of the best answer.
Write the chosen letter on a separate sheet of paper.
15. 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