MODULE 2:

Productivity Tools:
Application Techniques
Mail Merge

O Mail Merge is a software toolkit that is use to

produce multiple documents with a given
template, editing the basic information that is
suppplied by a structured data set.
 Sample Output for Mail Merge

The template of the certificate should, of course, be uniform,

but the names should be customized for every individual.
Mail Merge Utilization:

1. Create a spreadsheet containing your

information and make sure that the labels are
written in the first row.
 2. Indicate the source of information in your word processor.

a) On the upper part of word processor, click the mailings tab.

b) Under the Mailings tab. Click the Select Recipients option.

 c)Then under the Select Recipients option, click use existing list.

3. Select the spreadsheet file you’ve created in Step 1.

a) Browse the directory where you saved the spreadsheet file containing the
information you are going to use.
b) Select the spreadsheet file.
c) Click open.
4. Select which sheet in the file contains the information.
a) Select the sheet that you are going to use as your reference for the
information.
b) Click ok after highlighting the sheet.
5. Start writing or creating the template that you are going to use.
a) To include the customize field, select the Mailings Tab.
b) Under the Mailings tab, select the insert merge field option.

c) From the insert merge field option, select the column name that you want to
insert.
6. Check the result of the label placement.
a) After assigning the labels, you can check the result by clicking the Preview
Results option under the Mailings tab.
b) Beside the Preview Results option, a text box with number is displayed. Press the
Next Record and Previous Record buttons to browse between pages.
7. Print the finished product.
a) In the Mailings tab, click the Finish and Merge option.
b) Under the Finish and Merge option, click the Edit Individual Documents.
 8. Create a new document.
a) A small window will appear. Select the All and click OK.

b) A new document will appear with multiple similar pages where the label’s
positions are customized.
c) The generated document can be saved or printed depending on your
preference.
 DONE!

MAIL MERGING
 Hyperlink
O A hyperlink is a reference to another file that is
represented by a word, an image, or any document
element on a document processor.
O The file referred to a hyperlink can be a accessed by
clicking or hovering the cursor on the hyperlink itself.
O The source code is a term used to describe a
document that contains hyperlinked elements.
O Usually, hyperlink texts are colored blue for distinction and
noticeability. There are two types of links:

O Anchor link – This is a hyperlink that points to a portion of the

same document. The contents are embedded in the same
document but are located in some other location within the
document.
• Inline link - This is a hyperlink wherein the content is located in
other or remote files. The link searches for the path of the
document before displaying it. Also, the contents of the link are not
embedded on the document.
Hyperlink Utilization
A) Hyperlinking in Word Processors
1) Creating your file to be hyperlinked.
• Start by writing your texts in the word processor.
• Highlight the word that you are targeting to set up a link.
• Then right-click on the highlighted link to access more options.
• Left-click on the Hyperlink option.
2) Setting up the linked file.
a) When the Insert Hyperlink window opens, browse the path of
the file you want to link with the previous text.
b) Highlight the selected file by left-clicking to it and pressing the OK
button to select.
4) Editing the hyperlink.
a) If you want to update the link, right-click on the linked text, then
select the Edit Hyperlink from the pop-up box.
b) The same window will appear and you can readily edit the
designation of the link.
5) Linking with external Web sites.
a) In the left part of the Edit Link window, click Browsed Pages.
or you can just click CTRL + Left-click to follow the link or to
browse pages.
B) Hyperlinking in Presentations
1) Creating your file to be hyperlinked.
a) Start by writing your texts in the presentation.
b) Highlight the word that you are targeting to set up a link.
c) Then right-click on the highlighted link to open the options pop-up
box.
c) Then right-click on the highlighted link to open the options pop-up
box.
d) Left-click on the Hyperlink option.
2) Set-up the linked file.
a) When the Insert Hyperlink window opens, click Place in This
Document.
b) Highlight the slide title or slide number and press OK.
Hyperlinking in Presentations
3) Editing the hyperlink.
a) If you want to update the link, right-click on the link and options
will pop-up.
Same process if you want to put a website on your presentation;
Timings and Animation in Presentation
1. Setting up the animation.
a) On your presentation application, click the
Animations tab.
b) Highlight an element that you want to have an animation effect.
c) Click the Animation Pane option to view the animation pane window.
d) You can choose the timing of your elements as follows:

• The On Click option means the animation will commerce after a click of a
keyboard key or mouse key.
• The With Previous option will initiate your animation at the same time with the
previous element.
• The After Previous option will initiate the animation of the element after the last
animated element.
Inserting and Embedding
files or images in word
processors
1. Click Picture option of your word processor under the
Insert tab.
2) A window will open and search for the path of the saved
image.
3) Select the image to be inserted and press Insert button.