You were introduced to the Basic Word Processing in topic two which covers the basic Microsoft Word, reading support and the inclusion of basic graphics in word processing. In this , you will be introduced to further uses of Microsoft word in word processing. Topic 3 focuses on Mail Merge, Desktop Publishing and Tests Forming using Microsoft Word software.
MAIL MERGE AND ITS APPLICATIONS :
- Mail Merge Mail Merge feature in Microsoft Word is an added feature in word processing especially in letter writing. Through this feature, you can complete and print a number of copies of the same letter with the same addressee with only slight variations to the content.
- The Use of Mail Merge in Word Processing Normally in typing, letters need to be typed a few times even if the contents are the same. In mail merge, one database will be ceated containing the information fields and merged with the typed letter. With this method, one letter with the same content can be sent to the various recepients recorded in the said mail merge database.
- Producing a Document using the Mail Merge Feature
(a) Creating a Document
(i) Make a new file using the instructions File>New on the menu bar and subsequently type a letter for mail merge.
(ii) Ensure that you have allocated the required space to insert the addresses of the recipients of the letter.
(iii) Save the file using an appropriate name.
(b) Creating Mail Merge
(i) To open mail merge, carry out the instruction Tools>Letters and Mailings>Mail Merge Wizard on the menu bar.
(C)Preparing the Recipient Form
(i) Click on the instruction Next: Select recipients to set the list of recipients of the letter to be prepared.
(ii) Subsequently, click on the instruction Type a new list and click on the instruction Create to create the list of recipient address.
( d)Data Mail Merge
(i) Type the data of the recipient on the form made to merge with the letter that was prepared.
(e) Creating Mail Merge
(i) To merge the recipientsÊ information data that has been completed, click Next: Write your letter . As the letter has already been typed earlier, just place the cursor on the words ÂTo‰, then click on More Items to add the information into the letter.
(ii) When the dialogue box Insert Field is displayed, click the field „Name‰ and then click Insert .
DESKTOP PUBLISHING:
Desktop Publishing allows the integration of text and graphics from various sources and converts them to be viewed again, printed or used in the Internet in various kinds of publishing. Publishing materials that are created includes brochures, business cards, magazines, posters and invitation cards. There are different kinds of software used to produce desktop publishing including Microsoft Publisher, Adobe PageMaker dan Microsoft Word. For this course, you can use Microsoft Word to create the desktop publishing.
- Types of Desktop Publishing Microsoft Word has prepared four templates for desktop publishing that are adaptable.
The Template can be opened through the menu bar File>New and click General Templates on the menu New from templates . You can also make your own templates. For this lesson, we will learn about brochures as an example for desktop publishing.
- Brochures are always used to give information to the public on certain events or promotions. As Brochures are easily identifiable and read, they are the common choice in promoting an event.
Principles of Desktop Publishing Design
(a) Interface and Column
Brochures are usually made in the form of columns that can be folded into two or three. This form is so designed to facilitate the easy reading, remembering and saving of the recipient of the information. It is also user friendly. Microsoft Word also has the facility to make more than one column in the document. The use of columns will make the brochures more readable and neat.
(b) Making documents with columns
(i) Make a new file using Microsoft Word.
(ii) Change the document orientation from portrait to landscape to get a brochure with three columns. To change it, use the instruction
File>Page Setup in the menu bar and the Page Setup will be displayed.
(c) Adding Graphics and Pictures You can insert graphics, images or pictures into the columns that you made. The Graphics inserted will be complementing elements to complete the brochure.
(i) You have to place the cursor at the point the picture is to be inserted dan carry out the instruction Insert>Picture . You can also choose to insert Clip Art or pictures from an existing file.
(ii) Click Format>Picture to view the window Format Picture . Through this window you can change the size of the picture and the position of the image.
Production and Publication
(a) Brochure writing
After the planning of the brochure publication and you have set the column and margin, you can start typing the brochure document as planned.
(b) Drop Cap
(i) D r o p C a p is an additional feature used in the layout of the text in order to appear attractive to the reader.
(ii) Activate the letter „M‰ on the word „Aaaaa‰ and select the instruction Drop Cap from the Format menu . When the window is displayed, activate the selected box Dropped.
(iii) After completing that, click on the OK button and the text will be rearranged to be more attractive.
(iv) You can make the letter „A‰ expand two, three or four rows according to your choice.
(c) Page Border
(i) You can place a line or a border around every page of the document.
(ii) The making of the border around the document can be carried out through the instruction Format>Border and Shading .
(iii) When the window of Border and Shading is displayed, activate the selection of Page Bordeer.
(d) B u ll e t s a n d N u m b e r i n g
This facility allows you to type the text in the form of brief facts. This feature is very essential in making brochures.
(i) When you have numbered a text, Microsoft Word will automatically display the following number when you press on Enter . Microsoft Word has then carried out numbering on your document.
(ii) You can change the numbering system to other forms, activate the whole text and use the instruction.
FORMING AN E- FORM TESTING
Starting E-Form with Form
(i) Open the display screen of Microsoft Word. Start with typing the information needed in preparing the E-Form.
(ii) To Insert space to add data use the Form format found in Forms Toolbars .
(iii) You need to exit from Menu Forms fiirst. Click on the menu View>Toolbars>Forms . Subsequently Forms windows will be displayed
Adding Data
The adding of data in the form of text refers to the data that is added in the E-form of text form, such as name, identity card number and others.
Adding Data – Answer Choice
(i) Adding data – The choice of answers refers to the attached sample.
(ii) Click on the icon D r o p - D o w n F o r m F i e l d and you will see the space displayed.
Saving Data
(i) Save the E-form as a protected document.
(ii) After completing the E-form, click on the icon Protect F o r m to ensure the E-form can be used.
(iii) Then click on the menu Tools > Options
Click on the tab Save
tick on save data only for form and click OK. To check the answer and analyse the marks of students who had answered using the E-Form, you have to integrate it with the Microsoft Excel software.
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