Advanced Word Processing Application PDF

ADVANCED WORD PROCESSING APPLICATION LESSON IV PREPARED BY: References: JUSTINE M. DELA PEÑA Empowerment Technologies, Rex BS Inc. 2016 First Edition Empowerment Technologies, Rex BS...

ADVANCED WORD PROCESSING APPLICATION LESSON IV PREPARED BY: References: JUSTINE M. DELA PEÑA Empowerment Technologies, Rex BS Inc. 2016 First Edition Empowerment Technologies, Rex BS Inc. 2022 New Edition  MICROSOFT WORD It is a word processor developed by Microsoft. It was first released on October 25, 1983. Microsoft Word's native file formats are denoted either by a.doc or.docx Difference between.doc and.docx.doc - standard file formats for MS Office users (1997-2003).docx - today it is the default filename extension (2007 to present) Word 2003 and older cannot open DOCX files without the compatibility pack..docx can work with newer features while.doc cannot.  MAIL MERGE It is a feature of MS Word that allows the user to create documents and combine or merge them with another document or data file. It is a way of getting data from spreadsheets or other similar structured data format and transferring them to other documents such as letters and mailing labels. It is most useful when sending similar letters to different receivers. COMPONENTS OF MAIL MERGE FORM DOCUMENT It is generally the document that contains the main body of the message we want to convey or send. The main body of the message is the part of the form document that remains the same no matter whom you send it to from among your list. LIST OR DATA FILE This is where the individual information or data that needs to be plugged in to the form document is placed. COMPONENTS OF MAIL MERGE PLACE HOLDER It is referred to as data fields or merge fields. it is denoted or marked by the text with double-headed arrows (>) on each side and with a gray background.  MAIL MERGE Start Mail Select Edit Merge Recipients Recipient List Merges data into Chooses the list of Makes changes to publication which people you intend to the list of recipients will be printed and send the letter to. and decide which of mailed. You can type your them should receive own list, use your your letter. Outlook contacts or connect to a database. STEPS IN MAIL MERGING BY TYPING A NEW LIST (MS ACCESS) 1. Open MS Word and start a new blank document or open a premade letter. 2. On the Mailings Tab, choose Start Mail Merge then select Letters. 3. On the Mailings Tab in the Start Mail Merge group, choose Select Recipients Type a New List. 4. Click the Customize Columns button on the dialog box for the New Address List. 5. Select a field that you do not need then click the Delete button. A confirmation dialog box appears and click Yes. STEPS IN MAIL MERGING BY TYPING A NEW LIST (MS ACCESS) 6. Click OK button on the Customize Address List dialog box to confirm your data. 7. Save the data by clicking the Save button then Name it. 8. Click the Insert Merge Field button. 9. Choose the proper field to insert into your text. 10.Save the document. 11.Click the Preview Results button. 12.Choose Finish & Merge to edit, print, or send your merged documents through email. STEPS IN MAIL MERGING USING EXISTING LIST (MS EXCEL) Important notes before using Mail Merge function. An MS Excel spreadsheet as a source document or data file must have a complete header for each column. Ideally, there should be a separate column and a column header for names and addresses as shown in the example. STEPS IN MAIL MERGING USING EXISTING LIST (MS EXCEL) Important notes before using Mail Merge function. One must have MS Word letter which will be used as the template or as the form document. The place where the names, addresses or other field names will be inserted must be properly identified. STEPS IN MAIL MERGING USING EXISTING LIST (MS EXCEL) 1. On the Mailings tab, click Select Recipients. 2. Click Use an Existing List and browse to the location of the source document / data file. 3. If the source document has more than one table / sheet, choose the table/sheet where the data is located. STEPS IN MAIL MERGING USING EXISTING LIST (MS EXCEL) 4. Start inserting merge fields. Highlight the part of the form document where the information from the source document is to be inserted. 5. Click Insert Merge Field on the Mailings tab and choose the field with same name of what you have highlighted. STEPS IN MAIL MERGING USING EXISTING LIST (MS EXCEL) 6. The highlighted word in your form document must be replaced by the field name with double headed arrows (placeholder). Do this for the other parts of the form document where the information from the source documents will be inserted. INTEGRATING IMAGES & EXTERNAL MATERIALS KINDS OF MATERIALS 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 from composing and representing ideas and images. KINDS OF MATERIALS SMART ART These are predefined sets of different shapes grouped together to form ideas that are organizational or structural in nature. For graphically representation of organization, process, relationship or flow for infographic documents. KINDS OF MATERIALS CHART It allows you to represent data characteristics and trends. Quite useful in preparing reports that correlate and present data in graphical matter. KINDS OF MATERIALS SCREENTSHOT Creating reports or manuals for training or procedures will require the integration of more realistic image of what you are discussing on report or manual. KINDS OF MATERIALS PICTURES These are electronic or digital pictures or photographs online or you have saved in any local storage device.  COMMONLY USED TYPES OF PICTURE FILES.JPG /.JPEG Pronounced as “jay-peg”, and is the short term for.jpeg (Joint Photographic Experts Group). It identifies the kind of data compression process that it uses to make it more compatible and portable through the internet. This type of image file can support 16.7 million colors that is why it is suitable for use when working with full color photographic images. It doesn’t support transparency. It doesn’t work well on lettering, line drawings, or simple graphics..JPG images are relatively small in file.  COMMONLY USED TYPES OF PICTURE FILES.GIF It stands for Graphics Interchange Format. This type of image file is capable of displaying transparencies. It is also capable of displaying simple animation. It can only support up to 256 colors so it is good mostly in logos and art decors with very limited and generally solid colors. It is better for logos, drawings, small text, black and white images or low- resolution files.  COMMONLY USED TYPES OF PICTURE FILES.PNG It stands for Portable Network Graphics. It was built around in the capability of.GIF. It can display up to 16 million colors, the image quality is also remarkably improved. It does support transparency. Its development was basically for the purpose of transporting images in the Internet at faster rates. WRAPPING OPTIONS IN LINE WITH TEXT This is the default setting for images that are inserted or integrated in the document. This setting is usually used when it you need to place the image at the beginning of the paragraph. 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. WRAPPING OPTIONS 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 you to get a more creative effect on your document. This setting can mostly be achieved if you are using an image that supports transparency like a.GIF or.PNG file. WRAPPING OPTIONS THROUGH This setting allow the text on the document to flow even tighter, taking the contours and shape of the image. This can be used with a.GIF or.PNG file. TOP AND BOTTOM This setting pushed 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. WRAPPING OPTIONS BEHIND TEXT This allows your image to be dragged and placed anywhere on the document but with all the texts floating point in front of it. It effectively makes your image look like a background. IN FRONT OF TEXT This setting allows your image to be placed right on top of the text as if the image was dropped right on it. It means that whatever part of the text it placed the image on, it will be covered by the image.