haha.pptx

Advanced Word Processing Skills By: MR. RESTY S. CATINOY Lesson Objectives At the end of this lesson, the students should be able to: 1. Use some advanced capabilities of Microsoft Word commonly used to increased productivity and efficiency; 2. Effectively use the...

Advanced Word Processing Skills By: MR. RESTY S. CATINOY Lesson Objectives At the end of this lesson, the students should be able to: 1. Use some advanced capabilities of Microsoft Word commonly used to increased productivity and efficiency; 2. Effectively use these features to help improve the productivity of an organization through maximizing the potential of Microsoft Word. 3. Create form letters or documents for distribution to various recipients. Word Processing  Use of computer to prepare documents  Also known as document preparation system  Replaced the old typewriters  Term coined by IBM in the late 1960’s Then Now Application Areas of Word Processing  Business - Business Correspondences Letters Memos Reports  Education - Presentations  Home - Assignments, Projects Advantages & Disadvantages of Word Processing ADVANTAGES DISADVANTAGES  Faster  Equipment costs  Can edit documents  Upgrade software  Change font style,  Train staff size, color  More complicated  Change layout  Virus, popup  Print many copies  Less noise  Add pictures  Make tables  Email documents Parts of Microsoft Word Window Parts of Word Windows  Title Bar - displays the name of the currently active word document.  Ruler Bar - allows you to format the vertical and horizontal alignment of text in a document.  Tool Bars - helps you perform task faster and with great ease. Example : Standard Tool Bar, Formatting Tool Bar  Status Bar - Displays information about the currently active document.  Scroll Bar - Allows scrolling the content or body of document.  Workspace - Area in the document window where text can be entered.  Menu Bar - Contains menus doing separate tasks. References:  Innovative Training Works, Inc., Empowerment Technologies. 1st Edition. Rex Book Store. 2016.  “History of Word Processing.” Encyclopedia of library Science & Information Science. Vol. 49. New York: Dekker, 1992.  www.slideshare.com  www.businessdictionary.com Thank you! Mail Merge (Features of MS Word)  toolthat simplifies the creation of a set of documents that are similar but contain unique and variable data elements by linking a database that contains those data elements Components of Mail Merge Form Document  Contains the main body of the message we want to convey.  Part of the document that remain the same no matter whom you send it to from among your list. Components of Mail Merge List or Data File  This where the individual information or data needs to be merge to the form document is placed and maintained.  It is usually the names and addresses stored in a table in Word, an Excel Spreadsheet or a table in Access. Steps in Creating a Simple Mail Merge  Open Microsoft Word and start a new blank. You can use the keyboard shortcut Ctrl+N after Microsoft Word has been loaded or opened.  On the Mailings tab, from the Start Mail Merge group, choose Start Mail Merge Letters.  Save your letter and name it “Sample Letter.”  Insert the fields you need in the letter (Name, Company, Address Line 1, address Line 2, address Line 3, and Title). Most common marking you can do is by typing it in the capital letters or ALL CAPS so you can easily identify them later. Steps in Creating a Simple Mail Merge  Save the main document once more. You can use Ctrl+S to quickly do this step.  On the Mailings tab in the Start Mail Merge group, choose Select Recipients Type a New List.  Click the Customize Columns button on the dialog box for the New Address List.  Select a field that you do not need then click the Delete button. A confirmation dialog box appear. Steps in Creating a Simple Mail Merge  Click Yes in the confirmation dialog box. The dialog box closes, and the unnecessary field disappears.  Repeat step 8 and 9 for each field you do not need. After removing the excess fields, the next step is to add the fields you need.  To add a field that you need in your document, click the Add button.  Type the field name on the prompt inside a small Add Field dialog box and click the Ok button. Steps in Creating a Simple Mail Merge  Repeat steps 11 and 12 for each new field you need in your main document.  Click the Ok button on the Customize Address list dialog box to confirm your changes.  The New Address List dialog box will appear again ready for you to type in your data.  Type the individual data from your list corresponding to Name, Company, Address Line 1, Address Line2, Address Line 3, and Title. Steps in Creating a Simple Mail Merge  Press the Tab key each time to enter the next field.  To add a new record, 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 automatically created and added on the next line.  Repeat steps 16 through 18 until you enter all the records you want. Once you are done typing your data, click the Ok button on the Add New List dialog box to save your data. A special Save Address List dialog box pops up, allowing you to save the recipient list. Steps in Creating a Simple Mail Merge  Type a name for the address list. Name it ‘Client List.”  Click the Save button. You should be Back on your main document soon after.  Select a field placeholder (ALL CAPS) in the main document.  Click the Insert Merge Field command button.  Choose the proper field to insert into your text. The field is inserted into your document and replaces the All Caps text. Steps in Creating a Simple Mail Merge  Continue adding fields until the document is complete. Repeat steps 22 through 24 as necessary to stick all field into your account.  Save the main document.  Choose Finish & Merge to edit, print, or send your merged documents through email.  Or you may want to choose Preview Results to check your work before you send it. References  Innovative Training Works, Inc., Empowerment Technologies. 1st Edition. Rex Book Store. 2016. Thank you…