ADVANCE WORD PROCESSING SKILLS
MAIL MERGE AND LABEL GENERATION
Mail Merge
One of the most important reasons in using computers per se is its ability to do
recurring 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 advance your computer and software may be, it can only be
as good as the person using it.
TWO COMPONENTS OF MAIL MERGE
1. Form Document
- the first component of the mail merged document
- generally the document that contains the main body of the message we want
to convey or send
- main body of the message is the part of the form document that remains the
same no matter to whom you will send the message from among your contact list
ļµPLACEHOLDER - also referred to as data fields or merge fields
ļµThis marks the position of your form document where the individual data or
information will be inserted.
ļµThe placeholders are denoted or marked by the text with double headed
arrows (<<>>) on each side with a gray background.
ļµOn a printed standard form, this will be the underlined spaces that you will
see and use as guide where you need to write the information that you
need to fill out.
2. List or Data File
- 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 in
the envelope or on a mailing label to stick on.
INTEGRATING IMAGES AND EXTERNAL MATERIALS
KINDS OF MATERIALS
There are various kinds of materials Microsoft Word is capable of integrating to
make your documents richer, more impressive, and more informative.
1. Pictures. Generally, these are electronic or digital pictures or photographs you
have saved in any local storage device. There are three commonly used types of
picture files.
a) .JPG - this is pronounced as ājay-pegā, and is the short form for .jpg or
Joint Photographic Experts Group.
It can support 16.7 million colors; that is why it is suitable for use when
working with full color photographic images but it doesnāt support
transparency.
