Advanced Word Processing Application - Lesson IV

Advanced Word Processing Application - Lesson IV

• Microsoft Word is a word processor developed by Microsoft.
• It was first released on October 25, 1983.
• Microsoft Word's native file formats are .doc and .docx.

Differences Between .doc and .docx

• .doc: a standard file format for MS Office users (1997-2003).
• .docx: the default file format from 2007 to the present.
• Word 2003 and older versions cannot open .docx files without a compatibility pack.
• .docx supports newer features while .doc does not.

Mail Merge

• Mail Merge is a feature of MS Word to create and combine documents with data files (e.g., spreadsheets).
• It allows users to transfer data from structured documents (like spreadsheets) to other documents (like letters and labels).
• Mail merge is useful for sending similar documents to different recipients.

Components of Mail Merge

Form Document

• Contains the main body of the message, which remains the same regardless of the recipient.

List or Data File

• Contains individual information needed to be plugged into the form document.

Place Holder

• Referred to as data fields or merge fields.
• Marked with double-headed arrows (<< >>) and a gray background within the form document.

Mail Merge Operations

Start Mail Merge

• Merges data into the publication to be printed or mailed.

Select Recipients

• Chooses recipients for the letter/document.
• Ability to type a new list, use Outlook contacts or connect to a database.

Edit Recipient List

• Allows modifications to the recipient list.

Steps in Mail Merging (Typing a New List - MS Access)

1. Open a new, blank document in MS Word or an existing letter,
2. Choose the option Start Mail Merge, then select Letters.
3. Select Recipients → Type a New List.
4. Customize columns in the New Address List through the Customize Columns button.
5. Delete unnecessary fields.
6. Click OK to confirm data in the Customize Address List dialog box.
7. Save the data, name it.
8. Click Insert Merge Field.
9. Select appropriate fields to include in the document.
10. Save the document.
11. Click Preview Results.
12. Choose Finish & Merge to edit, print, or send your merged documents.

Steps in Mail Merging (Using Existing List - MS Excel)

• Use an existing MS Excel spreadsheet as a source document or data file.
• The spreadsheet should have a separate column and a column header for names and addresses.
• Use an existing MS Word letter, which serves as a template or form document.
• Properly identify fields where data (names, addresses) from Excel needs to be inserted.

Steps in Mail Merging - Using Existing List - MS Excel (continued)

1. On the Mailings tab, click Select Recipients, then Click Use an Existing List.
2. Browse to the location of the source (Excel) document/data file.
3. Choose the table or sheet where data is located if the source has multiple tables or sheets.
4. Start inserting merge fields by highlighting the desired place within the form document.
5. Click Insert Merge Field and select the required field from the Mailings tab.
6. Replace highlighted words in the form document with the field names (using double-headed arrows as placeholders).
7. repeat step 5 and 6 as needed for all relevant fields

Integrating Images & External Materials

• Inserting images into documents for visual enhancement.
• Different image types are available.

Types of Materials

Shapes

• Printable objects for enhancing document appearance.
• Tools for composing & representing ideas/images.

SmartArt

• Predefined shapes for organizational/structural purposes.
• Used for graphical representation in infographic documents.

Chart

• Displaying data characteristics & trends through graphs/charts.

Screenshot

• Adding realistic visuals of what's being described (training/procedures).

Pictures

• Electronic/digital photos for visual content.

File Types (.JPG/.JPEG/.GIF/.PNG)

• JPG: Efficient for full color images, but not for transparency.
• GIF: Supports transparency & simple animation; limited to 256 colors.
• PNG: Supports transparency and high color depth (up to 16 million colors); better quality than GIF for most uses.

Wrapping Options

In Line With Text

• Default setting; image placed at the beginning of a paragraph.

Square

• Image placed anywhere in the text, text wraps around it.

Tight

• Text wraps closely hugging the image's shape

Through

• Text flows closely around the image's contours.

Top & Bottom

• Text placed above or below the image, image in a whole text line.

Behind Text

• Image placed behind the text with the text on top.

In Front of Text

• Image placed in front of the text, covering any text in the same line.