hdjsksjdnksodo

1. Developing ICT Content for
Specific Purposes
(Using Microsoft Word)
Week 4 of 3rd Quarter 2nd Semester

2. Developing ICT Content for Specific Purposes (Using MS Word)
At the end of this lesson, you should be able to:
• Use some advanced capabilities of MS Word commonly
used to increase productivity and efficiency.
• Effectively use these features to help improve the
productivity of an organization through maximizing the
potential of MS Word.
• Create form letter or documents for distribution to
various recipients.
• Create label and envelops for distribution.
• Create media-rich documents for printing or publishing.

3. INTRODUCTION
Advanced Word Processing Skills in the professional world, sending out to convey important information is
vital. Because of ICT, things are now sent much faster than the traditional newsletter or postal mail. You can now
send much faster than the traditional newsletters or postal mail. You can now use the internet to send out
information you need to share. What if we could still do things much faster – an automated way of creating and
sending uniform letters with different recipients? Would that not be more convenient?

4. MICROSOFT WORD (MS WORD) & THEIR LOGO EVOLUTION
Is well known as M.S. Word. It is the sub-application of MS Office software which is published
by Microsoft in 1983. It is one of the software which is highly used in the Corporate world. You can run
MS Word at Microsoft Windows, Apple macOS, Android, and Apple iOS. With the help of Wine
(application loader), you can also use it on Linus OS.

5. FEATURES & USES OF MS WORD
Microsoft Word consist of lots of features that makes your content perfect without
using some additional application. It will automatically show your spelling mistakes,
grammatical mistakes, text & font formatting, Images, videos, etc. all these features will make
your work attractive and presentable. It will support 51 different languages. There are 25
lines are available one page of MS Word.
MS Word is mainly used for creating professional documents such as reports, formal
letters, resumes, posters, thesis, etc. it is used for storing written text content and you can
also generate print typed content on it. MS Word can create multiple types of files such as
HTML files, Rich Text Files, only text files, PDF files, and word file (.doc & .docx). Some Word
files can also support XML Files.

6. Why People Prefer MS Word in Comparison of Plain Text Editor & WordPad?
Microsoft Word provides lots of features which are not available in any other Plain Text Editor
& WordPad. MS Word consists of Advance features in comparison to any other rich text editor.
Benefits of Learning Microsoft Word Online Tutorials
MS Word is one of the applications which is used at various working places such as office,
school, college, hospital, etc. so if you want to work on these places, you may be required to learn
“How to use Microsoft Word?”. In Corporate, top companies are always preferred, employees who
have knowledge of MS Word. It will reduce the chances of mistakes in professional documents. With
the help of MS Word, you can do formatting perfectly.
So many MS Word tutorials are available online, but they do not give you complete knowledge
about Microsoft Word. Easyshiksha is the place where you can get complete knowledge about Word,
they provide MS Word Online Tutorial which consists, quiz, etc. they also provide you certificate which
helps you in boosting up you CV.

7. I. MAIL MERGE AND LABEL GENERATION
➢ MAIL MERGE
One of the important reasons in using computers is its ability to do
recurring tasks automatically. But this ability must 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.
In this part of our lesson, we will learn one of the most powerful and
commonly used features of Microsoft Word called 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 advertising materials to various recipients.
The simplest solution for the scenario is to create a document and
just copy and paste it several then just replace the details depending on whom
you send it to. But what if you have hundreds or thousands of recipients? Would
not that take too many hours? What if you have a small database of information
where you can automatically generate those letters?

8. Two Components of Mail Merge
1) Form Document
The first component of our mail merged document is the form
document. It is generally the document that contains the main body of
the message we want to convey or send. The main body of the
message is the part of the form document that remains the same no
matter whom you send it to from among your lists.
Also included in the form document is what we call place
holders, also referred to as data fields or merge fields. This marks the
position on your form document where individual data or information
will be inserted. From our sample document, the place holders are
denoted or marked by the text with double-headed arrows (<<>>) on
each side and with a gray background. On a printed standard form, this
will be the underlined spaces that you will see and use as a guide to
where you need to write the information that you need to fill out. In
its simplest form. A form document is literally a “form” that you fill out
with individual information. A common example of a form document is
your regular tax form or application form.

9. Two Components of Mail Merge
2) List of 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. One of the best things about the mail merge feature is that it allows data file to be
created within the MS-Word application itself, or it gets data from a file created in MS-Excel or other data formats.
In this way, fields that needed to be filled up on the form document can easily be maintained without accidentally
altering the form or main document. You can also easily add, remove, modify, or extract your data more efficiently
by using other data management applications like Excel or Access and import them in Word during the mail merge
process.

10. LABEL GENERATION
Included in the mail merge feature on MS-
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 on the envelope or on a mailing label to
stick on. By using virtually, the same process as a
standard mail merge, MS-Word will print individual
addresses. So even in generating labels, the two
essential components of creating a merge
document are present: the form document and
data file.

11. II. INTEGRATING IMAGES AND EXTERNAL MATERIALS
Integrating or inserting pictures in your document is fun and it improves the impression of your
document. A common use of inserting a picture on a document is when you are creating your resume.
Though seemingly simple to do, your knowledge on the different kinds of materials that you can insert or
integrate in Word document and its characteristics can help you create a more efficient, richer document
not only in content but also in physical form. A better understanding of the physical form of your document
as well as the different materials you would integrate in it would allow you to be more efficient and versatile
in using MS-Word.

12. A. KIND OF MATERIALS
There are various kinds of materials MS-Word can integrate to make the documents
richer, more impressive, and more informative.
1) PICTURES
Generally, these are electronic or digital pictures or photographs you saved in any
local storage devices. There are three commonly used types of picture files. You can
identify them by the extension on their file names.

13. a) JPG / JPEG
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 is
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.
Unfortunately, it does not support transparency and therefore, images
of this file type can be difficult to integrate in terms of blending with
other materials or elements in your document. But if you are looking
for the best quality image to integrate with your document then this is
the image file type for you. .JPG does not work well on lettering, line
drawings, or simple graphics. .JPG images are relatively in file size.

14. b) GIF
This stands for Graphics Interchange Format. This type of
image file can display transparencies. Therefore, it is good for
blending with other materials or elements in your document. It
is also capable of displaying simple animation. Apparently, 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, then this could be quite impressive.
The downside is that it can only support up to 256 colors, so it is
good mostly on logos and art decors with very limited, and
generally solid colors. .GIF is much better for logos, drawings,
small text, black and white images, or low-resolution files.

15. c) PNG
This is pronouncing as “ping”. It stands for Portable Network Graphics. It was built around the
capabilities of .GIF. Its development was basically for the purpose of transporting images on the
internet at faster rates. It is 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 improved. .PNG allows the control of the transparency level or opacity of image.

16. A. KIND OF MATERIALS
1) CLIP ART
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.
MS-Word has a library of clip arts that is built in or can be downloaded and used freely.
There are still other clip arts that you can either purchase or freely download and use
that come from third-party providers.

17. A. KIND OF MATERIALS
3) SHAPES
These are 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.

18. A. KIND OF MATERIALS
4) SMART ART
Generally, these are predefined sets of
different shapes grouped together to form
ideas that are organizational or structural in
nature. If you want graphically to represent
an organization, process, relationships, or
flow for infographic documents, then you
will find this easy and handy to use.

19. A. KIND OF MATERIALS
5) CHART
Another type of material that you can integrate
in your Word document that allows you to
represent data characteristics and trends. This is
quite 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 MS-Word or imported
from external files like MS-Excel.

20. A. KIND OF MATERIALS
6) SCREENSHOT
Sometimes, 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 on
manual. Nothing can get you a more realistic image than a screenshot. MS-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

21. III. IMAGE PLACEMENT
A) IN LINE WITH TEXT
This is the default setting for images that are inserted or
integrated in your document. It 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 because it will take up
the space it needs vertically, pushing whole lines of texts
upward.

22. III. IMAGE PLACEMENT
B) SQUARE
This setting allows the image you inserted to be placed anywhere
with the paragraph with the text going around the image in a square
pattern like frame.
C) TIGHT
This is almost the same as the square setting, but the next “hug” or conforms
to the general shape of the image. This allows you to get a more creative effect on
your documents. This setting can mostly be achieved if you are using an image
that supports transparency like .GIF or .PNG file.

23. III. IMAGE PLACEMENT
D) THROUGH
This setting allows the text on your document to flow even tighter
taking the contours and shape of the image. Again, this can be best
used with .GIF or .PNG type of image.
E) TOP AND BOTTOM
This setting pushes the texts away vertically to the top and/or
the bottom of the image so that time occupies a whole text line
on its own.

24. III. IMAGE PLACEMENT
F) BEHIND TEXT
This allows you image to be dragged and placed anywhere on your
document but with all the text floating in front of it. It effectively
makes your image look like a background.
G) IN FRONT OF TEXT
As it suggests, this setting allows your image to be placed right on
top of the text as if your images were dropped right on it. That means
whatever part of the text you placed the image on, it will be covered
by the image.

25. KEY TERMS
➢ MAIL MERGE – a feature that allows you to create documents and combine or merge them with another
document or data file.
➢ FORM DOCUMENT – the document that contains the main body of the message we want to convey or send.
➢ DATA FILE – includes the individual information or data or the recipient’s information.
➢ MERGE FIELD/PLACE HOLDER – marks the position on your form document where individual data or information
will be inserted.
➢ .JPG – file extension for the Joint Photographic Experts Group picture file.
➢ .PNG – file extension for Portable Network Graphics image file.
➢ .GIF – file extension for the Graphics Interchange Format image file.
➢ CLIPART – line art drawings or images used as a generic representation for ideas and objects.
➢ SMART ART – predefined sets of different shapes grouped together to form ideas that are organizational or
structural in nature.
➢ TEXT WRAP – adjusts how the image behaves around other objects or text.

26. END OF LESSON
Reference:
Visit the link below for Supplementary Information about
Developing ICT Content for Specific Purposes
(using MS Word)
https://news.easyshiksha.com/what-is-ms-word/
https://www.rexestore.com/books/1593-empowerment-technologies.html