Q1, Week 3:

Example: Applying Mail Merge on creating Certificate for a training.

Solution #1: Application of Mail Merge using the built-in database function on the MSword.

1. Open Microsoft word and start new blank document.

2. On the MAILINGS tab, click Start Mail merge then select letter then layout the content or the form document as shown below.

Remember that there are three field name on the participants:

Those are: Name, title and certificate number.

3. Create a folder name “SampleMerge” on the desktop then save the document with a file name of “certificate”. You can use ctrl + S to quickly do this step.

4. On the Mailings tab, in the Start Mail Merge group, click Select Recipients then select Type New List.

5. Since we need only three data field in creating this mail merge such certificate number, name and title we can modified those data field by clicking Customize Columns button.

6. Select the field that you do not need then click Delete button. A confirmation dialog box appears asking if you are sure to delete the field, just click “Yes” if you continue to delete. Do the same process to those fields you wanted to delete.

7. If you wanted to add field/s on the list of data only have to do is click Add button. Type the field

name on the prompt inside a small Add Field dialog box and click the OK button. Repeat this step

for each new field you need in your main documents.

8. After the setup of field name to be used in the mail merge. Type the individual data from your list

corresponding to Certificate Number, Name and Title. Then click New Entry button or simply press Tab key on the last field in a record then its automatically accepting new record to be input.

Repeat this process until you enter all recipients or record you want.

9. Once you are done typing all the data, click OK button on the Add New List dialog box to save

you data. A special Save Address List dialog box pops up on your screen that allowing you to save

the recipients list.

10. Type the filename for the address list. Name it “CertificateData” then click Save button to save the data list. You should be back on the form/main document to insert those field on the documents.

Note: it is better to save the data list on the folder where the form document is located this is to

easily find the files merge on it.

11. Click Insert Merge Field and choose the proper field to insert into your text. For example Name of participant, if we this a field name “Name” choose the Name field from the Insert Merge Field

menu. The field is inserted into the document. Repeat this process until required fields were

inserted on the document.

12. Save the main document. To preview the merged document, just click the Preview Results to

check if the merged and layout is okay.

13. Choose Finish & Merge to edit, print or send the merged document through email.

If you wanted to edit and check the individual documents in just select Edit Individual

Documents. The MS word will generate a new document which you can see all the recipients on

the merged files.

If you decide to print the document just Select Print Documents then the Merge to Printer

dialog box will appear. If you wish to print the whole documents just select All. Selecting the

current record will print only the current page on the screen. And also you can specified which the

range of record to be printed

Solution #2: Application of Mail Merge using the excel file.

Here is the steps on how to build merged using excel file.

1. Open Microsoft word and start new blank document.

2. On the MAILINGS tab, click Start Mail merge then select letter then layout the content or the form document as shown below.

Remember that there are three field name on the participants:

Those are: Name, title and certificate number.

3. Create a folder name “SampleMerge” on the desktop then save the document with a file name of “certificate”. You can use ctrl + S to quickly do this step.

4. On the Mailings tab, in the Start Mail Merge group, click Select Recipients then select Use an

Existing List.

5. The Select Data Source dialog box will appear, then locate the excel file that you are going to

merge on this document.

6. Click Insert Merge Field and choose the proper field to insert into your text. For example Name of participant, if this field name “Name” choose the Name field from the Insert Merge Field menu. The field is inserted into the document. Repeat this process until required fields were inserted on the document.

7. Save the main document. To preview the merged document, just click the Preview Results to

check if the merged and layout is okay.

8. Choose Finish & Merge to edit, print or send the merged document through email.

If you wanted to edit and check the individual documents in just select Edit Individual

Documents. The MS word will generate a new document which you can see all the recipients on

the merged files.

If you decide to print the document just Select Print Documents then the Merge to Printer

dialog box will appear. If you wish to print the whole documents just select All. Selecting the

current record will print only the current page on the screen. And also you can specified which the

range of record to be printed

How to edit recipient list on the merged document.

1. In order to edit the record on the merged document only have to do is go to Mailings Tab, click

Edit Recipient List then select the data source (filename of the data source) then click Edit button.

Then you can now edit the record on the data list.

Note: this process is applicable in both built in database function in MS word and merged from excel file. But if you are using excel file you can edit the recipient list or record also on the excel file.

Integrating Images and External Materials:

Almost all word processing applications can do integrate images, charts, diagrams and others to add flavors on the documents. Since now a days looks and appearance of the documents is also considered in the presentations of the reports.

In the documents we can insert images from external or from the built in images and graphics with in the MS word.

Kind of Materials

1. Pictures. Generally this are the electronic or digital images or photographs that we can integrate

on the documents. The following are the common picture file type.

a. .JPG - This is pronounced as “jay-peg” and it is the short term for .jpeg or Joint Photographic

Experts Group. It is a raster format that often used in a web because of being a small file size but can give a good looks on the design. This type of image is more compatible and portable

through internet.

b. .GIF – This stand for Graphics Interchange format. This type of image is capable of displaying transparencies, and simple animation. It is much better for logos, drawings, small text, black and whites images, or low- resolution files.

c. .PNG – This is stand for Portable Network Graphics which is used for lossless image compression.

It allows the control of the transparency level or opacity of images.

2. Clip Art. This is generally a. GIF type; line art drawing or images used as generic representation for ideas and objects that might want to incorporate in the document.

3. Shapes. These are printable objects or materials that we can included in our documents to

enhance its appearance and allow us to have some tools to use for creating and presenting ideas

and information. This image is mostly used on designing posters, layout brochure, material for

advertisement and other.

4. Smart Art. These are predefined sets of different shapes group together to form ideas that

organizational or structural in nature. This is mostly used in creating graphical representation of

process and creating info graphics for different process flow.

5. Chart. Another type of material that can integrate in documents that allow the representation of

the tabular numeric data characteristics and trends. This is mostly used in presentation of reports.

Some of the example of chart are bars in a bar chart, line graph, or pie graph.

6. Screenshot. This type of image which is capture thru phone, tablets or computers.

IMAGE PLACEMENT:

Inserting an images or any material in a documents is quite easy only have to do is to try identify in

which location on the document you wanted to place it.

How to Insert Image on a document.

On the tab menu Click Insert then Picture. The Insert Picture dialog box will pop-up on the screen then locate the image that you wanted to integrate on the document. Then click Insert button.

How to organize the position of image on the document using Wrapping Text.

Text Wrapping is refers to the images how are positioned in relation to text in the documents.

1. In Line with Text - This is the default setting for images that are inserted or integrated in a document.

2. Square - This setting allows the image you inserted to be placed anywhere within the

paragraph with the text going around the image in a square pattern like a frame.

3. Tight - This is almost the same as the square setting, but here the text “hugs” to the general

shape of the image.

4. Through - This setting allows the text on your document to flow even tighter, taking the contour

and shape of the image.

5. Top and Bottom - This setting pushes the text 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 text floating in front of it.

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.

Here are the different ways on how to apply Text Wrapping in the document.

1. Select the image you wanted to apply text wrapped. On the format tab, click Wrap Text then

select the type of wrap text that you wanted to used.

2. Select the image you wanted to apply Text Wrapping, right click then select Wrap Text then

choose the wrap text you wanted to apply.

How to insert Chart on the Document.

This will use chart wizard to setup the parameter of the chart.

1. On the Insert Tab, Click Chart then select the type of chart you wanted to use. In this example we

are going to used bar chart.

2. Once you click the OK button an Excel worksheet will pop up showing the default data that

Microsoft Word uses for the chart. (We will modify the content of the excel file as serve as an example for this lesson).

3. On the pop up excel worksheet we customized the data (Sample data: “Monthly Sales” from the

month of January – June).

4. After the data enter on the excel file, this will show this chart.

5. Save the document.

< END OF WEEK 3 >