The document discusses utilizing Microsoft Office, specifically mail merge and simplified composite forms, for teacher's clerical works. It provides objectives and outlines for a learning session on using mail merge to create certificates and student IDs, and on using a simplified composite form to generate grades, honors lists, attendance records and other documents. Step-by-step instructions are given for completing mail merge and filling out the composite form sheets to produce the desired outputs.
The document discusses utilizing Microsoft Office, specifically mail merge and simplified composite forms, for teacher's clerical works. It provides objectives and outlines for a learning session on using mail merge to create certificates and student IDs, and on using a simplified composite form to generate grades, honors lists, attendance records and other documents. Step-by-step instructions are given for completing mail merge and filling out the composite form sheets to produce the desired outputs.
The document discusses utilizing Microsoft Office, specifically mail merge and simplified composite forms, for teacher's clerical works. It provides objectives and outlines for a learning session on using mail merge to create certificates and student IDs, and on using a simplified composite form to generate grades, honors lists, attendance records and other documents. Step-by-step instructions are given for completing mail merge and filling out the composite form sheets to produce the desired outputs.
The document discusses utilizing Microsoft Office, specifically mail merge and simplified composite forms, for teacher's clerical works. It provides objectives and outlines for a learning session on using mail merge to create certificates and student IDs, and on using a simplified composite form to generate grades, honors lists, attendance records and other documents. Step-by-step instructions are given for completing mail merge and filling out the composite form sheets to produce the desired outputs.
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UTILIZATION OF MICROSOFT
OFFICE IN SOME OF TEACHER’S CLERICAL WORKS MPRE – DAY 2 (FEBRUARY 7, 2023) MORNING SESSION OBJECTIVES At the end of the learning session, the participants will be able to: • utilize the usage of mail merge in some of teacher’s clerical works through hands on activity, • create their own sample of document/template (certificates, student ID’s, etc.) with the use of Mail Merge, • explore the features of the Simplified Composite form by encoding data into the form, and • accomplish the First to Fourth Grading composite form and generate the List of honors, Dummy Card, GSA and SF 5 through hands on activity. PART I: THE USE OF MAIL MERGE PART II: THE USE OF SIMPLIFIED COMPOSITE FORM PART I: THE USE OF MAIL MERGE
EXPECTED OUTPUT
SAMPLE DOCUMENT/TEMPLATE WITH THE USE OF MAIL
MERGE *TEMPLATE (Word Document) *DATABASE (Excel Document) • It is a feature in Microsoft Office WHAT IS MAIL Word that allows the user to create MERGE? a batch of document that are personalized for each recipient. EXAMPLE …THUS, MAIL MERGE CAN BE USED IN SOME OF TEACHER’S CLERICAL WORKS SUCH AS,… • Making of certificates • Student ID’s • Request forms • Letter to parents • Waivers • even students’ card hehehe • Etc. A DOCUMENT WITH MAIL MERGE MUST HAVE… • Word file (for the template) • Excel file (for the database)
• A word file will contain the template of your work
in which the personalized information will be placed. • The excel file will contain the database or the source of information to the word file. It must include all the necessary data that will be placed on the template. EXAMPLE HOW TO USE MAIL MERGE?
Assuming that you already have
the Template and the database,
Do the following steps:
STEP 1: IN YOUR PC/LAPTOP OPEN THE TEMPLATE (WORD FILE) AND GO TO “MAILINGS” TAB. STEP 2: GO TO “SELECT RECIPIENTS” AND CLICK THE ARROW DOWN, THEN CLICK “USE AN EXISTING LIST” STEP 3: LOOK FOR THE LOCATION OF THE EXCEL FILE, CLICK THE EXCEL FILE, THEN CLICK “OPEN” STEP 4: SELECT THE SHEET OF THE DATABASE, THEN CLICK “OK” STEP 5: HIGHLIGHT THE FIELD IN THE TEMPLATE WHERE YOU WANT TO PERSONALIZE/CUSTOMIZE. STEP 6: GO TO “INSERT MERGE FIELD” AND CLICK THE ARROW DOWN, THEN CLICK THE LABEL THAT CORRESPONDS TO THE HIGHLIGHTED FIELD. DO STEP 5 AND 6 FOR ALL FIELD THAT YOU WANT TO PERSONALIZE. VIEWING ALL PAGES OF MAIL MERGE DOCUMENT
When you are done personalizing
information in your template,
Do the following steps to view the pages of
the document: STEP 1: IN “MAILINGS” TAB, CLICK “PREVIEW RESULTS” STEP 2: TO VIEW THE NEXT AND PREVIOUS PAGE, CLICK THE INNER ARROW BESIDE THE “PREVIEW RESULTS” PRINTING DOCUMENTS WITH MAIL MERGE
OPTION 1: PRINT BY PAGE OPTION 2: PRINT WHOLE
DOCUMENT PRINTING WHOLE DOCUMENT
• Do the following steps
when printing the whole document: STEP 1: IN “MAILINGS” TAB, GO TO “FINISH AND MERGE”, CLICK THE ARROW DOWN, THEN CLICK “PRINT DOCUMENTS” STEP 2: CHOOSE YOUR PREFERENCE IN “PRINT RECORD”, THEN CLICK “OK” HANDS-ON ACTIVITY
• In your laptop, follow
the instructions presented in accomplishing the sample certificate and ID. HANDS-ON PROPER HOW TO OPEN MAIL MERGE DOCUMENT IF FILES WERE MOVED TO OTHER LOCATION
• Do the following steps when opening
a mail merge document if both document file (template) and excel file (database) were moved to other location. STEP 1: OPEN THE DOCUMENT FILE (TEMPLATE) ONLY. A DIALOG BOX WILL APPEAR, THEN CLICK YES STEP 2: CLICK “OK” TO ALL DIALOG BOX THAT WILL APPEAR. STEP 3: CLICK “FIND DATA SOURCE”. STEP 4: LOOK FOR THE LOCATION OF THE EXCEL FILE, CLICK THE EXCEL FILE, THEN CLICK “OPEN” STEP 5: SELECT THE SHEET OF THE DATABASE, THEN CLICK “OK” QUESTIONS IN PART I EXPECTED OUTPUT • accomplish the First to PART II: THE USE Fourth Grading composite form and OF SIMPLIFIED generate the List of COMPOSITE honors for each grading, Dummy Card, FORM GSA and SF 5. SIMPLIFIED COMPOSITE FORM SHEET 1: INPUT (IT CONTAINS THE BASIC INFORMATION OF STUDENTS) SHEET 2-5: 1ST Q – 4TH Q (IT CONTAINS THE GRADES OF STUDENT IN ALL SUBJECT FROM FIRST TO FOURTH GRADING PERIOD) SHEET 6: FINALS (IT CONTAINS THE COMPUTED FINAL GRADES OF THE STUDENTS) SHEET 7: HONORS (IT CONTAINS THE COMPOSITE GRADES OF THE HONOR STUDENTS) SHEET 8: CARD (IT CONTAINS THE DUMMY CARD OF THE STUDENTS) SHEEET 9: SF5 (IT CONTAINS THE GENERATED SF5 FOR REFERENCE ONLY) SHEET 10: ATTENDANCE (IT CONTAINS THE MONTHLY ATTENDANCE OF STUDENTS) REMEMBER • You may only encode data on the following sheets: • Sheet 1 – encode the basic information of the students • Sheet 2 to 5 – encode the first to fourth grading grades of the students in all subjects except for the MAPEH column (encode grades in MUSIC, ARTS, PE and HEALTH). • Sheet 10 – encode the number of absences of students in each month.
Note: If you wish to remove rows that are unused, just
hide it. QUESTION IN PART II MAIL MERGE *TEMPLATE (Word Document)
FOR - (filename: FamilyName_template)
*DATABASE (Excel Document)
YOUR - (filename: FamilyName_database)
EXPECTE COMPOSITE FORM
*Accomplish at least 1 grading period D – (filename: FamilyName_composite)
OUTPUT Upload your files on the designated folders in the
google drive link: bit.ly/MPREDAY2outputs THANK YOU
