Word Processor
Track changes, Protecting Documents, Mail
Merge & Mail Labels
ACTIVITY
1. Open Microsoft Word
2. Enable Tracking Changes
Review tab » Track Changes icon » select Track Changes
ACTIVITY
Student #1 USC Hymn
[5 minutes]
Type the LYRICS of USC HYMN To USC we sing
(Audio will be played in the background) Our song shall always ring
You, who set the mind astir
Of our learning be harbinger.
Change Seats...
Our Alma Mater dear
Student #2
[2 minutes]
We pledge our love sincere
CHECK & Do the necessary EDITS Firm do we stand and true
Glory to God, to man and you.
Change Seats... We promise faith and love
And laud the Lord above
To God we shout our song of
Student #3 praise
[2 minutes] To Him our voice we raise.
CHECK & Do the necessary EDITS
See USC Hymn Lyrics Your aim’s to lead us to the Lord
Be now forever blessed!
TRACKING CHANGES
Track Changes function in Word allows you to keep a record of
amendments made to a document.
You can then choose to accept or reject the amendments. It is
a useful
Tool for managing changes made by several reviewers to the s
ame document.
Accepting and rejecting changes
To remove tracked changes and comments from a document y
ou must accept or reject them.
They will remain in the document until you do, even if you can’t see them.
Review tab » Track changes icon » select Accept or Reject
Display Tracked Changes
***
WORD PROCESSOR
A software application that involves composition, modification, and p
rinting of documents.
In its simplest form, a word processor is little more than a large exp
ensive Typewriter-like machine that makes correcting mistakes poss
ible before printing
Advanced Features of Word Processor
file management
font specifications
footnotes & cross-references
graphics
headers, footers & page numbering
layout
macros
merges
spell checker
table of contents & indexes
thesaurus
Examples of Word Processing Software
1. Microsoft Word
2. Google Docs
3. OpenOffice Writer
4. LibreOffice Writer
5. Corel WordPerfect
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 materials to seve
ral various recipients.
Two (2) components of Mail Merge
1. Form Document
1. FORM DOCUMENT
Contains the main body of the message we want to convey or
send
The main body of the form document remains the same no m
atter whom you send it to from among your list.
Included in the form document are place holders, also referre
d to as data fields or merge fields
2. 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.
Data file can be created in Microsoft Word or Microsoft Exce
l.
Data can be easily added, removed, modified or extracted m
ore efficiently using other data management applications like
Excel or Access and import them in Word during the mail me
STEPS for Mail Merge
1. Creating a Form Document
2. Creating a Data Source
3. Defining the Merge Fields in main document
4. Merging the Data with the main document.
5. Saving/Exporting
Creating a Form Document
File » New » Blank Document Keyboard Shortcut (Ctrl + N)
MAILINGS tab » select START MAIL MERGE » select LETTERS
Creating a Form Document
Type and Save letter. This is your Form Document
Creating Data Source
MAILINGS tab » SELECT RECIPIENTS » TYPE NEW LIST
Creating Data Source
click CUSTOMIZE COLUMNS button on the dialog box for the New Address List.
Details that is not needed, click on DELETE, Details that you want to add, click on ADD
Creating Data Source
Add data list or recipients. Save File.
It should be inside My Data Sources folder.
Defining the Merge Fields
MAILINGS tab » SELECT RECIPIENTS » USE AN EXISTING LIST
Select the file that contains the data
Defining the Merge Fields
Insert place holders
MAILINGS tab » select INSERT MERGE FIELD
Merging Data
Place cursor to where you want to insert DATA. Select appropriate data
Continue adding fields until the document is complete.
Merging Data
To complete mail merge, MAILINGS tab » FINISH & MERGE
Saving / Exporting
EDIT
PRINT
SEND
Create Data File from MS Excel
Type LIST / DATA FILE in Microsoft Excel. Save file.
Create Data File from MS Excel
REPEAT Step #7
MAILINGS tab » SELECT RECIPIENTS » USE AN EXISTING LIST
Select DATA FILE created using Microsoft Excel
Mail Merge Demonstration
Teacher to demonstrate
Mail Merge Benefits
Easy to make a change to a single letter and for that change to
happen in every letter (example: changing the date)
Once the merge has been setup, thousands of letters can be
produced very quickly
Much easier to proof. Read just one letter than thousands of
individual letters
Letters can be sent to people who meet specific criteria
A standard letter can be saved and reused
Letters can be personalized
The same data source and be reused - Reducing the risk of
errors
Steps for MAIL LABELS
1. Set up your mailing list
2. Prepare the main document for the labels
3. Link your mailing list to your labels
4. Add the addresses to the labels
5. Preview and print the labels
6. Save your labels document
Set up your mailing list
Mailing List can be:
Excel Spreadsheet
Microsoft Outlook
Access Database
Office Address List
If you're using an Excel spreadsheet, make sure the column for ZIP Codes or postal codes is
formatted as text so that you don't lose any zeros. For more information, see Prepare your
Excel data source for a Word mail merge.
Prepare the main document for the labels
File » New » Blank Document
Mailings tab » choose Start Mail Merge » Labels
Prepare the main document for the labels
Your document should display the dimension and shape of your chosen labels.
If it doesn't, Layout tab » choose View Gridlines
Link your mailing list to your labels
Mailings tab » Start Mail Merge » choose Select Recipients
Link your mailing list to your labels
Save Label List
Link your mailing list to your labels
Mailings tab » choose Edit Recipient List
In Mail Merge Recipients box, choose the names you want to add to your labels.
Add the addresses to the labels
Mailings tab » choose Address Block
Insert Address Block dialog box, choose a format for the recipient's name as it
will appear on the label.
FORMATS
Add the addresses to the labels
Mailings tab » choose Update Labels to apply the change to each label.
Add a picture to the label
Insert tab » choose Pictures » find the file you want, select it, and then
choose Insert
Add a picture to the label
Mailings tab » select Update Labels to see the picture on each label
Verify merge field names
Make sure Word finds the names and addresses in your mailing list.
Mailings tab » choose Match Fields
Preview and print the labels
Mailings tab » choose Preview Results
Preview and print the labels
Finish & Merge tab » choose Print Documents
Save your labels document
When you save the mail merge document, it stays connected to your mailing list
so that you can use it for your next bulk mailing.
Next time you open the mail merge document, choose Yes when Word prompts
you to keep the connection.
To change the addresses for the labels in the mail merge document
Open the mail merge document for labels and choose Edit Recipient List
to sort, filter, and choose specific addresses.
Mailing Label Demonstration
Teacher to demonstrate
Performance Task
****
