BATO INSTITUTE OF SCIENCE AND TECHNOLOGY, INC.
Dolho, Bato, Leyte
COLLEGE OF CRIMINAL JUSTICE EDUCATION (CCJE)
CRIMINAL JUSTICE DEPARTMENT
GE ELECT 1 – LIVING IN THE I.T. ERA
Module 2: Word Processing – Formatting and Mail Merge
Intended Learning Outcomes (ILO)
By the end of this module, you will be able to:
1. Apply text and paragraph formatting techniques in a word processing
application.
2. Create and execute a mail merge to produce personalized documents
efficiently.
Lesson 1: Formatting in Word Processing
1.1 Understanding Formatting
Formatting refers to the way text, paragraphs, and documents are arranged to
improve readability and presentation. In word processing, formatting is essential
for making professional-looking documents such as reports, letters, and brochures.
Two Main Types of Formatting:
• Character Formatting – affects individual characters or words.
• Paragraph Formatting – affects the arrangement and spacing of entire
paragraphs.
1.2 Common Formatting Tools
• Font Style, Size, and Color – changes the appearance of the text.
• Bold, Italic, Underline – used for emphasis.
• Text Alignment – Left, Center, Right, or Justified alignment.
• Line and Paragraph Spacing – adjusts space within and between
paragraphs.
• Bullets and Numbering – organizes lists.
• Borders and Shading – visually separates sections.
💡 Example:
In an academic report, the title might be centered, bold, and size 16, while the
body text is justified, size 12, and double-spaced for readability.
1.3 Practical Tips for Good Formatting
• Keep font styles consistent throughout the document.
• Use spacing and alignment to guide the reader’s eye.
• Avoid overusing colors and special effects—they may distract from the
content.
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Lesson 2: Mail Merge
2.1 What is Mail Merge?
Mail Merge is a feature in word processing that allows you to create a batch of
personalized documents—such as letters, envelopes, or labels—by combining a
single document template with a data source (like a list of names and addresses).
2.2 Key Components
• Main Document – the template containing the standard text.
• Data Source – a table or spreadsheet containing variable information such as
names, addresses, or ID numbers.
• Merge Fields – placeholders in the document where personalized data will
appear.
2.3 Steps in Performing a Mail Merge
1. Prepare the main document (e.g., a formal invitation).
2. Prepare the data source (e.g., Excel list of invitees).
3. Insert merge fields where personalization is needed.
4. Preview the merged documents.
5. Complete the merge and print or save the personalized copies.
💡 Example:
If you are sending letters to 50 people, mail merge allows you to automatically
insert each person’s name and address without editing each letter manually.
Laboratory Activity: Word Processing – Formatting and Mail Merge
Objective:
To practice document formatting and perform a mail merge for personalized
communications.
Part A – Formatting Task
1. Open Microsoft Word.
2. Create a one-page document with the following content:
o A centered title in Arial Black, size 18, bold, blue.
o A subtitle in italic, size 14.
o A body paragraph in Times New Roman, size 12, justified, with 1.5
line spacing.
o Add a bulleted list of three points.
o Insert a border around the page.
3. Save the file as Formatting_Activity.docx.
Part B – Mail Merge Task
1. Open a new document in Microsoft Word.
2. Prepare the main document: Write a short invitation letter for a school
event.
3. Create a data source in Excel with at least 5 entries (First Name, Last Name,
Address). Save it as Invitees.xlsx.
4. In Word, use the Mail Merge Wizard to connect the Excel file.
5. Insert merge fields for First Name, Last Name, and Address in the letter.
6. Preview the merged documents.
7. Complete the merge and save the output as Merged_Invitations.docx.
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Assessment Criteria:
• Proper use of formatting elements.
• Successful creation of a mail merge with correct field placement.
• Professional appearance of the final output.
References:
• Microsoft. (2023). Create and print a batch of personalized letters or emails
with mail merge. Microsoft Support. https://support.microsoft.com
• Gaskin, S., Vargas, C., & Geoghan, D. (2022). GO! Microsoft 365: Word
Comprehensive. Pearson Education.
• Shelly, G. B., & Vermaat, M. E. (2020). Discovering Computers & Microsoft
Office 365. Cengage Learning.
Prepared by:
MARY JANE PAGAY-CIERVA, LPT, MSIT
Instructor
MJ Pagay-Cierva Property
