Advanced Word Processing Application - Lesson IV

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Questions and Answers

What is the first step in creating a mail merge for letters in MS Word?

  • Save the document
  • Insert Merge Field
  • Start Mail Merge (correct)
  • Select Recipients

What must be done before using an Excel spreadsheet as a source document for mail merge?

  • Remove all blank rows from the spreadsheet
  • Check the file format is .pdf
  • Ensure the spreadsheet has a proper footer
  • Include a complete header for each column (correct)

During the mail merge process, where should the field names be inserted in the MS Word document?

  • Nowhere, they are automatically generated
  • In the header section only
  • In the body of the document at designated places (correct)
  • In the footer of the document

Which button should be clicked to confirm the fields chosen to customize during a mail merge?

<p>OK (D)</p> Signup and view all the answers

What is the result of selecting 'Finish & Merge' in MS Word after a mail merge?

<p>It allows editing of the merged documents (A)</p> Signup and view all the answers

What should be highlighted before inserting merge fields in an MS Word document?

<p>Specific parts where data will be merged (C)</p> Signup and view all the answers

What happens when you delete a field in the Customize Columns dialog during the mail merge setup?

<p>A confirmation dialog box appears to confirm deletion (C)</p> Signup and view all the answers

Which of the following steps is NOT part of creating a mail merge with a new list?

<p>Browsing to locate a source document (B)</p> Signup and view all the answers

What is the primary difference between the .doc and .docx file formats?

<p>.docx cannot be opened by Microsoft Word 2003 without a compatibility pack. (B)</p> Signup and view all the answers

Which of the following best describes the purpose of mail merge?

<p>To combine individual data from a list into a standard form document. (C)</p> Signup and view all the answers

Which component of mail merge contains the repetitive content of the message?

<p>Form document (A)</p> Signup and view all the answers

How is a place holder indicated in a mail merge document?

<p>With double-headed arrows and a gray background. (B)</p> Signup and view all the answers

What is the first step in mail merging by typing a new list in Microsoft Word?

<p>Open MS Word and start a new blank document or letter. (A)</p> Signup and view all the answers

Which feature allows the user to select recipients for a mail merge in Microsoft Word?

<p>Select Recipients (A)</p> Signup and view all the answers

Which statement about .docx files is correct?

<p>.docx is the file format from 2007 to present. (D)</p> Signup and view all the answers

What is true about using a list or data file in mail merge?

<p>It stores individual information to be merged into the form document. (D)</p> Signup and view all the answers

What must be done with the highlighted word in a form document?

<p>It must be replaced by the field name with double headed arrows. (C)</p> Signup and view all the answers

What are Smart Art used for in documents?

<p>To create predefined organizational structures. (A)</p> Signup and view all the answers

Which file format is suitable for images requiring transparency?

<p>.GIF (D)</p> Signup and view all the answers

Which type of material is used for representing data characteristics and trends?

<p>Chart (B)</p> Signup and view all the answers

Why are JPG files commonly used for photographic images?

<p>They handle millions of colors efficiently. (B)</p> Signup and view all the answers

What differentiates screenshots from other materials in document integration?

<p>They provide realistic images related to the content. (B)</p> Signup and view all the answers

Which aspect of JPG images limits their effectiveness for certain graphics?

<p>They do not work well on lettering or line drawings. (A)</p> Signup and view all the answers

What is a primary use of integrating materials like Smart Art, Charts, and Pictures in a document?

<p>To simplify complex data for better understanding. (D)</p> Signup and view all the answers

What is a primary limitation of the GIF format?

<p>It supports up to 256 colors. (C)</p> Signup and view all the answers

What is the main advantage of the PNG format over GIF?

<p>It can display up to 16 million colors. (A)</p> Signup and view all the answers

Which wrapping option allows the text to flow tightly around the contours of the image?

<p>Through (C)</p> Signup and view all the answers

What effect does the 'Behind Text' wrapping option have on the image and text relation?

<p>Image appears as a background to the text. (B)</p> Signup and view all the answers

When is the 'In Line with Text' wrapping option typically used?

<p>For placing images at the beginning of paragraphs. (A)</p> Signup and view all the answers

Which image format is particularly suitable for logos and drawings due to its color limitation?

<p>GIF (B)</p> Signup and view all the answers

What does the 'Tight' wrapping option enable in document editing?

<p>Text adheres to the shape of the image. (D)</p> Signup and view all the answers

Which aspect is NOT a function of the Portable Network Graphics (PNG) format?

<p>It supports a maximum of 256 colors. (C)</p> Signup and view all the answers

Flashcards

Microsoft Word

A word processing application developed by Microsoft.

.docx file format

Current file format for MS Word documents (2007-present).

.doc file format

Older file format for MS Word documents (1997-2003).

Mail Merge

A Word feature to combine documents with data from a list.

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Form Document (Mail Merge)

The document that contains the template with placeholders.

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List/Data File (Mail Merge)

A list of recipients' information to personalize the form document.

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Merge Fields (Mail Merge)

Placeholders in a document that are filled with data from the recipient list.

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Mail Merge Steps

Process of combining a template with data to produce various documents.

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Mail Merge (general)

A process in MS Word to combine a template document with data from a source file (like an Excel spreadsheet) to create personalized documents.

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Start Mail Merge (step)

Initiating the process of combining a template with data records.

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New Address List (step)

Creating a new list of recipients for mail merge within MS Access.

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Customize Columns (step)

In a new data list, removing unwanted columns in the recipient information.

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Existing Data List (step)

Using an existing data source like an Excel spreadsheet for mail merge.

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Insert Merge Field (step)

Placing information from the data source into the mail merge document template.

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Preview Results (step)

Viewing the mail merge document with the generated recipient details, helping ensure it's correctly formatted and accurate.

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Finish & Merge (step)

Finalizing the mail merge to either edit, print, or send the completed documents.

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Image Integration

Adding images and other visual materials to documents to enhance presentation and support content.

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SmartArt

Predefined shapes for organizing or structuring ideas visually.

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Chart

Visual representation of data characteristics and trends.

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Screenshot

Capture of a computer screen's display.

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Pictures (JPG)

Digital images, often photographic, supporting millions of colors.

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Picture File Types (JPG)

Data compression standard for images, often used online.

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Picture File Types (GIF)

Image format supporting transparency and simple animations.

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Data Visualization

Using pictures, charts, and graphs to represent information.

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PNG

A type of image file known for displaying up to 16 million colors, supporting transparency, and being optimized for internet image transfer.

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GIF

An older image format that can display up to 256 colors, often used for animation and simple graphics.

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Image Wrapping

The way text flows around an inserted image in a document.

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In Line with Text Wrapping

Default setting for images, where the image is placed at the beginning of a paragraph.

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Square Wrapping

Image placed within a paragraph, with text surrounding it in a square shape.

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Tight Wrapping

Text flows around the image's shape closely, conforming to its outline.

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Through Wrapping

Text flows tightly, mimicking the image's contours and shape.

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Top and Bottom Wrapping

Text is pushed above and below the image, creating a space around it.

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Study Notes

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.

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