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LEARNING ACTIVITY PLAN

Subject: Empowerment Technology

Learning Content: Advance Word Processing Skills
Learning Outcomes:
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; e these
2. Effectively use these features to help improve the productivity of an organization
through maximizing the potential of Microsoft Word;
3. Create from letters or documents for distribution to various recipients;
4. Create media-rich documents for printing or publishing.

Mail Merge and Label Generation

Mail Merge
One of the important reasons in using computers is its ability to do securing tasks
automatically. But this ability has to be honed by learning the characteristics and
features of the software you use with your computer. After all, no matter how
good or advantage your computer and software may be, it can only be as good
as the person using it.

In this particular part of our lesson, we will learn the most powerful and
commonly used features of Microsoft Word called "Mail Merge." As the name
suggests, This feature allows you to create documents and combine or merge
them with another document or data file. It is commonly used when sending out
advertising materials to various recipients.

The simplest solution for this scenario above is to create a document and
just copy and past 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 to many hours? What if you have small database of
information where you can automatically generate those letters?

Mail merging basically requires two components: the document that

contains the message and the document or file that generally contains the list of
names and addresses as in our scenario. When this two documents are
combined (merge) during mail merging, feed your printer with enough paper until
all mailers are printed out. Each document includes the individual names and
addresses you to send it to.

Let us assume this is the mailer that you would want to send:

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July 2, 2016

"Name"
"Company"
"Address Line 1"
"Address Line 2"
"Address Line 3"

Dear "Title"

We would like to announce and invite you to avail our 3rd quarter promo, for which you are
qualified! Being one of our loyal customer, we would like to thank you for trusting and carrying
our product line in your store.

Included in this promo kit are the mechanics of our promo and the catalog from where you can
see and choose from our exciting new products.

Please do not hesitate to contact us should you have further inquiries regarding the details of
the promo or about any of the new products in our catalog. We look forward to doing more
business with you.

Again, thank you very much and more power.

Your partner in me merchandising,

Red Dragon, Inc.

The Two Component of Mail Merge

1. Form Document

Our sample letter above is what we call a form document - the first component of our
mail merged document. It is generally the document that contains 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.

Also included in the form document is what we call place holders, also referred to as
data fields or merge fields. This marks the position on your form document where individual data
or information will be inserted. From our sample document, the place holders are denoted or
mark by the text with double- headed arrows (<<>>) on each sides and with a gray background.
On a printed standard form, this will be the underlined spaces that you will see and use as guide
to where you need to write the information that you need to fill out. In its simplest form, a form
document is literally a "form" that you will fill out individual information. A common sample of a
form document is your regular tax form or application form. Then there is also a form letter
which is exactly like the one in our sample above.
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2. List of Data File

The second component of our mail merged document is the list of data file. This is where
the individual information or data that needs to be plugged in (merged) to the form document is
placed and maintained. One of the best things about the mail merge features is that it allows
data file to be created from within the Microsoft Word Application itself, or it gets data from a file
created in the Microsoft Excel or other data formats. In this way, fields that needed to be filled
up on the form document can easily be maintained without accidentally altering the form or
document. You can easily add, remove, modify, or extract your data more efficiently using other
data management applications like Excel or Access and import them in Word during the mail
merge process.

Label Generation

Included in the mail merge feature on Microsoft Word is the Label Generator. It just makes
sense that after you print out your form letters, you will need to send it to individual recipients in
an envelope with the matching address printed directly on the envelope or on a mailing label to
stick on. By using virtually the same process as a standard mail merge, Microsoft Word will print
individual addresses to a standard form that it has already pre formatted. Simply, it creates a
blank form document that will simulates either a blank label or envelope of pre-defined size and
will use the data file that you selected to print the information, typically individual addresses. So
even generating labels, the two essential components of creating merged document are
present: the form document and the data file. Only in this case, you did not have to type or
create the form document your self because it was already created and pre-formatted in
Microsoft Word. All you need to do is select the correct or appropriate size for the label or
envelope and select the data file that contains the addresses (data) to be printed.

Mail Merge and Label Generation

Now that we have learned the components needed to accomplish a successful

mail merge, let us put theory into practice. Let us take a look at the steps to create a
simple mail merge document.

Following our scenario, take the following steps to create and merge a simple
covering letter to a list of names that you are tasked to send the letters to. To prepare
for this activity, let us build a list of at least ten names of people with different
corresponding title, company name, and address. You may use the following fields: title,
name, company, address line 1, address line 2, address line 3. Refer to the table on the
next page for the format of the list of an example. You may just write down your list on a
piece of paper to make it handy and available when you need it during the course of
this activity. Exchanging names and addresses with your classmates could be a good
idea to build your list quickly.

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 Address Address Address
Title Name Company
Line 1 Line 2 Line 3
Sir Edward ABC Inc. 23 Sierra St. Alabang Muntinlupa
Penaflorida City
Madam Alyssa Valdez XYZ Corp. 45 Oro Drive San Juan Metro Manila

Steps in creating a simple mail merge:

1. Open Microsoft Word and start a blank document. You can use the keyboard
short cut Ctrl+N after Microsoft Word has been loaded to opened.
2. On the Mailings tab, from the Start Mailing Merge group, choose Start Mail
Merge Letters.

July 2, 2016

Dear "Title"

We would like to announce and invite you to avail our 3rd quarter promo, for which you
are qualified! Being one of our loyal customer, we would like to thank you for trusting and
carrying our product line in your store.

Included in this promo kit are the mechanics of our promo and the catalog from where
you can see and choose from our exciting new products.

Please do not hesitate to contact us should you have further inquiries regarding the
details of the promo or about any of the new products in our catalog. We look forward to
doing more business with you.

Again, thank you very much and more power.

Your partner in me merchandising,

Red Dragon, Inc.

3. Save your letter and name it "Sample Letters"

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4. Insert the fields you need in the letter (Name, Company, Address Line, Address
Line 2, Address Line 3, and Title). You may want to make special makings on
these fields as you are typing it. Most common marking you can do is by typing it
in capital letters or ALL CAPS so you can easily identify them later.

July 2, 2016

Name
Company
Address Line 1
Address Line 2
Address Line 3

Dear TITLE,

We would like to announce and invite you to avail our 3rd quarter promo, for which you
are qualified! Being one of our loyal customer, we would like to thank you for trusting and
carrying our product line in your store.

Included in this promo kit are the mechanics of our promo and the catalog from where
you can see and choose from our exciting new products.

Please do not hesitate to contact us should you have further inquiries regarding the
details of the promo or about any of the new products in our catalog. We look forward to
doing more business with you.

Again, thank you very much and more power.

Your partner in me merchandising,

Red Dragon, Inc.

5. Save the main document once more. You can use Ctrl+S to quickly do this step.
6. On the Mailings tab in the Start Mailing Merge group, choose Select
Recipients Type a New List.
7. Click the Customize Columns button on the dialog box for the New Address
List.
8. Select a field that you do not need then click the Delete button. A confirmation
dialog box appears.
9. Click Yes in the confirmation dialog box. The dialog box closes, and the
unnecessary field disappears.
10. Repeat steps 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.
11. To add a field you need in your document, click the add button.
12. Type the field name on the prompt inside a small Add Field dialog box and click
the OK button.
13. Repeat steps 11 and 12 for each new field you need in your main document.
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14. Click OK button on the Customize Address List dialog box to confirm your
changes.
15. The New Address List dialog box will appear again ready for you to type in your
data.
16. Type the individual data from your list corresponding to Name, Company,
Address Line 1, Address Line 2, Address Line 3, and Title.
17. Press the Tab key each time to enter the next field.
18. 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 is
automatically created and added on the next line.

19. Repeat steps 16 through 18 until you enter all the record 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.

20. Type a name for the address list. Name it "Client List".
21. Click the Save button. You should be back on your main document soon later.
22. Click a field placeholder (ALL CAPS) in the main document.
23. Click the Insert Merge Field command button.
24. Choose the proper field to insert into your text. For example, if you are replacing
a next name in your document with a name field, choose the Name Field from
the Insert Merge Field menu. The field is inserted into your document and
replaghes the ALL CAPS text.
25. Continue adding fields until the document is complete. Repeat step 22 through
24 as necessary to stick all fields into your documents.
26. Save the main document.
27. Choose Finish & Merge to edit, print, or send your merge documents through
email.
28. Or you may want to choose Preview Results to check your work before you
send it.
29. You should get a merged document close to this one:

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 July 2, 2016

Edward Penaflorida
ABC Inc.
23 Sierra St.
Alabang
Muntinlupa City

Dear Sir

We would like to announce and invite you to avail our 3rd quarter promo, for which you
are qualified! Being one of our loyal customer, we would like to thank you for trusting and
carrying our product line in your store.

Included in this promo kit are the mechanics of our promo and the catalog from where
you can see and choose from our exciting new products.

Please do not hesitate to contact us should you have further inquiries regarding the
details of the promo or about any of the new products in our catalog. We look forward to
doing more business with you.

Again, thank you very much and more power.

Your partner in me merchandising,

Red Dragon, Inc.

If you decide to print the document, the Merge to Printer dialog box
appears, from which you can choose records to print. Choose All to print your
entire document. Alternatively, you can specify which records to print. Click OK.
The traditional Print dialog box appears. Click OK button again to print your
document.

30. Save and close your document.

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Integrating Images and External Materials

Integrating or inserting pictures in your document is fun and it improves the impression
of your document. A common use of inserting a picture on a document is when you are
creating your resume. Though seemingly simple to do, your knowledge on the different
kinds of materials that you can insert or integrate in a Word document and its
characteristics can help you create a more efficient, richer document not only in content
as well as the different materials you integrate in it would allow you to be more efficient
and versatile in using Microsoft Word.

Kinds of Materials

1. Pictures. These are electronics or digital pictures or photographs you have

saved in any local storage device.
3 Commonly Use Type of Pictures:
a) .JPG. "Jay-Peg", Joint Photographic Experts Group. Can support 16.7
million colors
b) .GIF. Graphic Interchange Format. Capable of displaying transparencies. It
is good for blending materials or elements in your document. Capable of
displaying animation. Not to be useful on printed document. Impressive if
you will use this through email. Can only support 256 colors, mostly it is
good for logos and art decors with very limited, and generally solid colors.
c) .PNG. "ping". Portable Network Graphics. It was built around the
capabilities of .GIF. basically these was for the purpose of transporting
images on the Internet at faster rates. Can Display 16 million color, so
image quality for this image file type is also remarkably improved.
2. Clip Art. A .GIF type; line art drawings or images used as generic representation.
3. Shapes. Printable objects or materials that you can integrate in your document to
enhance each appearance or to allow you to have tools to use for composing
and representing ideas or images. If you are designing layout for a poster or
other graphic material for advertising, you might find this useful.
4. Smart Art. Predefined sets of different shapes grouped together to form ideas
that are organizational or structural in nature.
5. Chart. A material that you can integrate in your word document that allows you to
represent data characteristics and trends.
6. Screenshot. Creating reports or manuals for printing or procedures will require
the integration of a more realistic image of what you are discussing on your
report or manual. Screenshot is more realistic. Microsoft Word also provide a
snipping tools to select and display only the part that you exactly like to capture
on your screen.

Image Placement
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 1. In line with Text- this is the default setting for images that are inserted or
integrated in your document. This setting is usually used when you need to
place your image at the beginning of a paragraph. When placed between texts in
a paragraph or sentence, it distorts the over all appearance and the arrangement
of the texts in the paragraph because it will take up the space it needs vertically,
pushing whole lines of texts upward.
2. Square - this setting allows image you inserted to be places anywhere within the
paragraph with the txt going around the image in a square pattern like a frame.
3. Tight – this is almost the same as the square the Square setting, but here the
text “hugs” or conforms to the general shape of the mage. This allows you to get
a more creative effective on your document. This setting can mostly be achieved
if you are using an image that supports transparency like a .GIF or .PNG file.
4. Through – this setting allows the text on your document to flow even tighter,
taking the contours and shape of the image. Again, this can best used with a .GIF
or .PNG type of image.
5. Top and Bottom - this setting pushes 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.
6. Behind Text – this allows your image to be dragged and placed anywhere on
your document but with all the texts floating in front of it. It effectively makes your
image look like a background.
7. In Front of Text – this setting allows your image to be placed right on top of the
text as if your image was dropped right on it. That means whatever part of the
text you placed the image on, it will be covered by the image.

Integrating Images and External Materials

Scenario: You were tasked to create and send out an informative campaign letters to
sponsors of an environmental advocacy foundation. The letter contains images related
to a solar campaign and charts that will show the progress of the movement.

Step on inserting images to a Word documents.

1. Open the sample letter .doc from your Desktop.

2. Place your insertion point or cursor to where you want the image or picture to
appear. Just right at the very beginning of the first paragraph will do.
3. Go to the Illustrations group under the Insert tab on the ribbon or menu.
4. Click on Picture Insert Picture from File.
5. The Insert Picture dialog box will pop up almost similar to your file explorer
window. Navigate to your Desktop and click on the Solar .jpg file.
6. Click the Insert button to insert the copy of the solar .jpg picture on your
document.
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 7. Right -click on the image then click on the Warp Text sub-menu. On the fly out,
click on the Square option. Remember that this setting will allow text to flow
around your image like a rectangular frame.
8. Drag your Image to the desired location on the document.
9. Repeat steps 2 and through 6. Only this time, place the insertion point at the very
end of the document and insert the image.
10. Again, right-click on the image then click on the Wrap Text sub-menu. This time
on the fly out, click on the Behind Text option. This should allow you to place the
signature image arbitrarily along the printed name on the document, so it would
look like a real picture.
11. Now that we need to work on the chart. This will requires us to work with the
wizard to set up the parameters of our chart. On your document, place your
insertion point or cursor on the position where you want the chart to appear.
12. In the Illustration group under Insert tab, click on Chart. This will bring up the
Insert Chart dialog box.
13. On the right pane, inside the Insert Chart dialog box, scroll down to the Pie row,
and select Exploded Pie in 3D.
14. An Excel work sheet will pop up showing the default data that Microsoft Word
uses for the chart.
15. Drag the chart's corner handle to suitable size.
16. Click the chart's Text Wrap option and Wrap option and select Top and Button.
17. Drag the chart to the center of the page in between second and third paragraph
of your document.
18. Save your document.

Mail Merge and Label Generation

1. Let us expand your list to 10 to 20. Again, it might be good idea to collaborate
and exchange names and addresses with your classmates with. Also, add
additional fields on your list so that it includes Email Address.
2. On Microsoft Word 2010, open your Merge document. Go to Mailings tab and
modify your recipient list so that you have Email Address on the last column and
ten more additional entries on your list.
3. Examine as well how you can quickly add an address block and a greeting line
through the ribbon.
4. Generate labels using your recipient list.
5. Refer to the rubrics to see how you will be graded in this activity.

Take Challenge!

Rubrics

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 Exemplary Accomplished Developing
Category Beginning1 Score
4 3 2
Few or no
All skills in Most skills in Some skills
skills from
Advanced Advanced in Advance
Advance
Skills Word Word Word
Word
Processing Processing are Processing
Processing
are Applied applied are Applied
are applied
The output The output The output
The output is
Content exceeds the is somewhat is
complete
expectation complete incomplete
The output The output The out has The output
Correctness is free from contains several contains
errors. minimal errors. errors many errors.
The group
The group The group was was able to The group
was able to able to finish complete used the
finish the the task the the task but least
Efficiency task in the task in the used efficient
most projected method that method in
effective amount of consumed finishing
way without time. more time or task.
resources

Prepared by:2

Judel S. Listangco
Subj. Coordinator

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