Advance Word Processing Skills Flashcards
Two Components of Mail Merge
Form Document
List or Data File
Document that contains the main body of the message we want to convey and send.
Main body of the message is the part of the form document that remains the same no matter whom you send it to or from among your list.
Form that you fill out with individual information
•Example, Regular Tax Form or Application Form
•Form letter, the one in our example
Form Document
Individual Information or data needs to be plugged in (merged) to the form document is placed and maintained.
•Can be Created within MS Word or get data from external source like MS Excel.
List or Data file
Data fields or merge fields.
•Marks the position on your form document where individual data or information will be inserted
•Soft copy - denoted by double headed arrows («_space;») with a gray background
•Printed form – underlined spaces that will serve as guide to the information that you need to fill out
Place holders
Matching address printed directly on the envelope or on a mailing label to stick on.
•MS word will print Individual addresses to a standard form that it has already pre-formatted
Label Generation
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.
• You can identify them by the extension on their file names.
Pictures
This is pronounced as “jay-peg“ and is the short form of .jpeg or Joint Photographic Experts Group.
•Like all the rest of the image file extensions, it identifies the kind of data compression process that it uses to make it more compatible and portable through the Internet.
•This type of image file can support 16.7 million colors that is why it is suitable for use when working with full color photographic images
JPG/JPEG
This stands for Graphics Interchange Format.
•This type of image file is capable of displaying transparencies.
•good for blending with other materials or elements in your document.
•capable of displaying simple animation.
•this may not be too useful on a printed document but if you are sending documents electronically or through email, or even post documents into a website,
GIF
This is pronounced as “ping“.
•Portable Network Graphics.
•built around the capabilities of .GIF.
•development was basically for the purpose of transporting images on the Internet at faster rates.
•also good with transparencies but unlike .GIFs, it does not support animation but it can display up to 16 million colors, so image quality for this image file type is also remarkably
PNG
This is generally a .GIF type; line art drawings or images used as generic representation for ideas and objects that you might want to integrate in your document.
•Microsoft Word has a library of clip arts that is built in or can be downloaded and used freely.
•other clip arts that you can either purchase or freely download and use that come from third-party providers.
Clipart
printable objects or materials that you can integrate in your document to enhance its appearance or allow you to have some tools to use for composing and representing ideas or messages.
•If you are designing the layout for a poster or other graphic material for advertising, you might find this useful.
Shapes
these are predefined sets of different shapes grouped together to form ideas that are organizational or structural in nature.
•If you want to graphically represent an organization, process, relationships, or flow for infographic documents, then you will find this easy and handy to use.
Smart Art
•Another type of material that you can integrate in your Word document that allows you to represent data characteristics and trends.
•useful when you are preparing reports that correlate and present data in a graphical manner.
•You can create charts that can be integrate in your document either directly in Microsoft Word or imported from external files like Microsoft Excel.
Chart
creating reports or manuals for training or procedures will require the integration of a more realistic image of what you are discussing on your report or manual.
•Nothing can get you a more realistic image than a screenshot.
•Microsoft Word even provides a snipping tool for your screen shots so you can select and display only the part that you exactly like to capture on your screen.
Screenshot
This is the default setting for images that are inserted or integrated in your document.
•treats your image like a text font with the bottom side totally aligned with the text line.
•This setting is usually used when you need to place your image at the beginning of a paragraph.
•When placed between texts in a paragraph or a sentence, it distorts the overall appearance and arrangement of the texts in the paragraph
In line with Text
