- The document is a chapter from a textbook about Microsoft Word 2010 that discusses various Word features and functions.
- It provides step-by-step instructions and screenshots to explain how to format text, work with styles, insert tables and graphics, collaborate using comments and tracked changes, and merge documents.
- The chapter aims to help readers understand and utilize Word's formatting, collaboration, and productivity tools.
This chapter introduces you to Microsoft Office Word 2010. The chapter focuses on basic word processing features used by people around the world to create documents such as letters, reports, research papers, newsletters, brochures, and more.
The objectives of this chapter are:
Understand how word processors work
Customize Microsoft Word
Use features that improve readability
Check spelling and grammar
The objectives continue on the next slide.
Additional objectives include to:
Display a document in different views
Prepare a document for distribution
Modify document properties
Word processing software, such as Microsoft Word 2010, is the most commonly used type of software. Students, office assistants, managers, and professionals in all areas use word processing software to produce a variety of documents. Shown here are four common examples: An annual report, a supply list, a newsletter, and an agenda.
Word processing software enables you to enhance documents in a wide variety of ways that you will explore as you complete this chapter.
As shown here, a document opens in a window. Tools are placed conveniently around the document. The status bar contains information that is useful. If you have used other Office software applications, then some of the tools will be familiar to you. At this point, just get a feel for how the screen looks and where things are located. The details for using the parts will be learned as you continue your study of Word.
The basic features of Word are the Ribbon, the Quick Access Toolbar, the scroll bars, and the status bar. In Word, the status bar displays the page number where the insertion point is located, the total number of pages, and the total number of words. The view buttons display the document in various layouts, such as Print Layout, Full Screen Reading, Web Layout, Outline, and Draft.
Word wrap is an automatic function in word processing software. It enables you to type continuously without pressing Enter at the end of every line. The only time you press Enter is at the end of a paragraph. This saves you from having to worry about how much text will fit on a line.
A hard return is created when you press Enter to move the insertion point to the next line. A soft return is created by the software as it wraps the text to a new line. As you insert or delete text, the soft returns adjust automatically.
The paragraphs at the top of the figure here show two hard returns. The first paragraph has four soft returns and the second has three. When the margins were moved for the third and fourth paragraphs, the hard returns remained but the number of soft returns decreased because more text fits on the lines.
Keyboard shortcuts enable you to move the insertion point around the document using the keyboard rather than the mouse. This can save you time as a typist. These are some of the basic keyboard shortcuts. Additional shortcuts occur when you press Ctrl while pressing these keys.
A toggle, when pressed or clicked, causes the computer to switch from one setting to another. You are probably familiar with the Caps Lock action on the keyboard. Each time you press it, the next thing you type will change from uppercase to lowercase, or vice versa. A number of features in Word work in a similar way. Bold, Italic, and Underline commands are toggles.
Another toggle command is the Show/Hide feature. When active, the formatting applied to a document is revealed. Located in the Paragraph group on the Home tab, non-printing format marks appear when it is active. This slide shows the formatting marks for this document when the Show/Hide feature is on.
Just as soft returns happen automatically, soft page breaks also occur as you type more text than fits a page. This type of page break will readjust if you insert or delete text. In some situations you will want to make a page break occur. A hard page break forces the text to begin on a new page. There are several methods for inserting hard page breaks. Click Breaks in the Page Setup group on the Page Layout tab or click Page Break in the Pages group on the Insert tab. You can also press and hold CRTL, and then press Enter.
Shown here is a hard page break. You can only view the marker if you toggle the Show/Hide formatting marks or view the document in Draft view.
Lengthy documents benefit from the addition of page numbers. They serve as a reference point for the writer and the reader.
The Page Number command in the Header & Footer group on the Insert tab is used to place page numbers into a document. If you add or delete pages, Word will automatically adjust the page numbers. You can select to display the numbers at the top or bottom of the page in the header or footer areas, and they can be left, center, or right aligned.
The gallery shown here displays a few of the options for the placement of the page number in the footer.
The discussion of page numbers continues on the next slide.
Using Word you can customize the format of the page numbers. For instance, you may wish to use Roman numerals on the preface pages and Arabic numbers on later pages. You may also start the page numbering on a page other than the first page, as commonly done when creating the title page. Click Page Number on the Insert tab and then Format Page Number. The feature displays the Page Number Format dialog box.
Word 2010 offers a feature that enables you to quickly create a preformatted cover page for your document. Click Cover Page in the Pages group on the Insert tab to view the gallery of designs. For each design, fields such as Document title, Company Name, Date, and Author enable you to personalize the cover page. If you do not need a field, you can remove it. Additional cover pages can be downloaded from Office.com
Word is a full-featured word processing application and it can be customized to meet the needs of the user. You can add or remove features from the document window. You can add commands to the Quick Access Toolbar, and you can customize how documents are saved. There are ten categories of customization choices you can make. To modify the Word options, click the File tab and then click Options. The Word Options dialog box displays the categories. Click on each to see the description and review the settings.
Headers and footers give your documents a professional appearance. The header consists of one or more lines of text at the top of each page. The header might include the name of the organization, author, or title. The footer displays at the bottom of the page. It might contain a page number or the date the document was created. If you use the Header and Footer features to set up these areas, they appear automatically on every page of the document. You also have the option to use only a header or a footer, or to use both.
The Header and Footer commands are on the Insert tab. You can format the text just as you would any other paragraph by setting typefaces, sizes, and alignments. Word 2010 offers built-in formatting options that control how the headers and footers display throughout a document. The options are available on the Header & Footer Tools Design tab shown here. Special fields such as author, date and time automatically insert the information when the document is saved. You can select the options for whether the first page will have a different header or footer, whether odd and even number pages have different content, and whether to display the text of the document while designing the headers and footers. You can also set the position of the header and footer by specifying the distance from the top or bottom.
Sections enable you to use different formatting in different parts of your document. For instance, on one page, you may want to show a chart using landscape orientation, while the rest of the document is in portrait orientation. By using sections, you can divide the document and format each section independently. You can change the margins, page orientation, page numbering, and number of columns in each section.
A section break divides a document into sections. Click Breaks in the Page Setup group on the Page Layout tab and click the type of break you wish to use. Four section breaks are available. The New Page option inserts the break and starts the new section on the next page. The Continuous option inserts the break and the section will start on the current page. When you use Even Page or Odd Page, they behave similarly, inserting the section break and then starting on the next even-numbered or odd-numbered page.
The discussion of sections continues on the next slide.
If your document has multiple sections, the Link to Previous feature in the Header & Footer Tools tab enables you to set the page numbering to continue sequentially from section to section. If you want to restart page numbering when a section changes, turn off the Link to Previous toggle. The toggle displays an orange color when active.
Click Next or Previous on the Navigation group of the Header & Footer Tools Design tab to move between the headers and footers of the sections.
Section break locations are viewed using the Draft view or double-click on the header or footer of a page to see the section number. If you delete a section break, the formatting will change to the characteristics of the next section.
Watermarks refer to very light text or graphics behind the text of a document. It is often used by companies to add the logo to documents. Sometimes the status of a document, such as for review only, confidential, or draft is used as watermark text. Shown here are the words For Review Only as a watermark.
Click Watermark on the Page Background group on the Page Layout tab to select a watermark from the gallery, or click Custom Watermark at the bottom of the gallery to set a picture or other text as the watermark. Watermarks do not appear on documents saved as Web pages, so you will not see them if you are in Web Layout view.
Producing documents without misspelled words and grammar errors is important. Microsoft Word has automated spelling and grammar checker tools which assist you in accomplishing this goal. Regardless, you should carefully proofread all documents because the spelling and grammar checkers may not find every error. Using test, when you actually mean text, is an example of an error that will not be flagged by either of the tools.
Word uses contextual spelling checks which attempt to locate a word that is spelled correctly, but used incorrectly. This catches errors such as the use of there for their, or two for too. A blue wavy line under a word indicates a contextual spelling error as shown here.
Words that are not found in the Microsoft Office dictionary are shown with a red wavy line to indicate a misspelled word. In some cases, the word is a proper noun and not misspelled, or the word is not in the dictionary of words used to check the spelling. In this figure, the word Woolum is actually the name of a place, and spelled correctly.
Normally you would fix errors as they are flagged on the page. Right-click on words that have an indicated error, click the appropriate correction, or click Ignore or Ignore All to ignore all occurrences of the word in the document. Words that you use that are not in the Microsoft Office dictionary are added by clicking Add to Dictionary. You can also check the spelling and grammar of the whole document using the Spelling & Grammar feature on the Review tab.
Word displays your documents in a variety of different views. The view can be changed using the View tab and clicking the desired view from the Document Views group. Buttons on the status bar also enable you to quickly change the view. The Print Layout view is the default view of the documents and looks very much like the printed document. The Full Screen Reading view hides the Ribbon and make it easier to read the document. The Web Layout view shows the document as it would appear if saved as a Web page. The Outline view converts the text into a structural view that can be collapsed or expanded, and opens the Outlining tool tab. The Draft view, shown here, is a simplified work area, removing white space and other elements from view.
The Zoom feature in the Zoom group on the View tab displays several options as shown here. Magnifications range from 75% to 200%, or you can use the Percent box to type a number. If you select Page width, Text width, or Whole page, Word automatically determines the magnification. Use the Many pages option to view more than one page at a time and select the pages by dragging over the pages you wish to see, as shown here. The document on the right is displaying pages shown in 2 X 2 format. You can also use the Zoom slider on the status bar to change the magnification.
It is important to remember to save your document regularly as you are working on it. By default, documents save as Word 2010 files.
When you complete your work on a document and are ready to share the document, you should consider compatibility issues that might arise. Because some people may have a different version of Microsoft Word, you may want to save the document in Word 97 – 2003 format. Click the File tab, and then click Save As. Select the Save as type arrow and select Word 97 – 2003. Type a name for the file in the Save As box. The document will be saved with a .doc extension rather than the .docx extension of a Word 2010 file.
If you open a Word document created in a previous version of Word, the title bar indicates Compatibility Mode, as shown in this figure. You will still be able to work with the document and save it, but some features introduced in later versions of Word are not available for use. For instance, SmartArt and graphic enhancement options found in Word 2010 are not going to work in a Word 2003 document.
You can remove a document from compatibility mode by converting it to Word 2010. Click the File tab, and then click Convert. The file will be converted, but it will still display the .doc extension until you save the file. After making it compatible, you can use all of the features of Word 2010.
If you will be sending a document to someone who does not have Word 2010, it is a good idea to check for the use of features not supported by previous Word versions. Click the File tab, click Check for Issues, and then click Check Compatibility. If the document contains anything that cannot be opened in a different version of Word, it will be listed in the dialog box. Make corrections to the items listed in the dialog box before saving again and sending the file.
Word enables you to backup your files in different ways. If AutoRecover is enabled, it helps you to recover the previous version of a file if Word crashes. The only work you would lose is that which took place between the last AutoRecover save and the time of the crash. The AutoRecover actions are set on the File tab. Click Options, and then Save, as shown here, to change the length of time between AutoRecover saves and the location of the saved files.
An additional backup option is shown on the next slide.
Another backup option you may want automatically creates a backup copy every time you save. The second time you save a document, when this option is enabled, the first file becomes the backup copy and the new copy is saved under the name you specified. You now have two versions of the file on the computer, one designated as the backup file and the other as the new version of the file. When you save the next time, the previous version becomes the backup file and the current version is saved as the “new” file. Regardless of the number of times you save the document, only one backup file will be available. Using this backup option enables you to use the backup file if the original file is accidently erased or edited incorrectly. One disadvantage is that this puts two copies of every file onto your computer, possibly using valuable storage space.
The option to backup files is not set by default. Click the File tab, and then click Options. Click the Advanced tab and scroll down to the Save options. Select Always create backup copy, and then click OK.
The Document Inspector checks for and removes different kinds of hidden and personal information from a document, for privacy or security reasons. Shown in the dialog box are the types of content that are affected by the Document Inspector. Because some information that the Document Inspector might remove cannot be recovered with the Undo command, you should always save a copy of the original document, using a different file name, before running any Inspector.
Click the File tab, and then click Check for Issues. Click Inspect Document to open the Document Inspector dialog box, shown here. Select the types of content you want to check and click Inspect. Word lists the results and enables you to choose whether to remove the content from the document.
As you finalize your document and prepare to print it, you should review the print preview carefully. This keeps you from printing pages that you will not be able to use. The print preview appears automatically on the Backstage view when you click the File tab and Print. Use the Previous Page and Next Page arrows to move between the pages. You can zoom to magnify the page or view several pages at once on the Backstage view.
There are many options available when you are ready to print the document, as shown here. You can select the number of copies to print, select a different printer, and specify settings that include printing all of the pages, printing one-sided copies, and collating the copies. Additional specifications are orientation of the printouts, the paper size, margins, and number of pages per sheet.
The properties for a document are shown on the Backstage and include statistics such as the size of the file, pages in the documents, the number of words, the editing time, and dates created and modified. You can add additional detailed information to the Document Panel such as notes to yourself about the document, the document’s author, purpose or intended audience. To display the full Document Panel, click the File tab, and then the Properties arrow. Click Show Document Panel to display the panel as shown here. After placing the information into the boxes on the panel, click the close button on the panel. The information will be saved with the file as you save the document, but it will not appear in the document.
If you wish to print the Document Properties, click the File tab, and then click Print. Click Print All Pages, click Document Properties, and then click Print.
Word processors are the most commonly used type of software and enable you to create a wide variety of documents. As you create documents, consider not only the content of documents, but how they will look when printed. Protect the work you put into documents by saving often, creating copies, and backing up changes.
As you complete this introduction to Word, be sure you ask questions. You want to understand the concepts so that you can continue to build on them in future chapters.
This chapter focuses on formatting documents to display the information clearly and professionally before distribution. It covers topics such as font attributes, paragraph formats, styles, and graphical objects.
The objectives of this chapter are to:
Apply font attributes through the Font dialog box
Control word wrapping
Set off paragraphs with tabs, borders, lists, and columns
Apply paragraph formats
The objectives continue on the next slide.
Additional objectives include to:
Understand styles
Create and modify styles
Format a graphical object
Insert symbols into a document
As you create professional documents, care should be taken in the selection of typefaces, type styles, and type sizes. These considerations should focus on making the document easy to read, while reinforcing the message, and maintaining consistency with the information you are trying to convey.
Typography is the appearance of printed matter. The typeface or font is a complete set of the characters, both upper- and lowercase letters, numbers, punctuation marks, and special symbols. Serifs, or fine lines at the end of the main stroke of the characters, are the main characteristics of fonts. Serif fonts, such as Times New Roman, have the lines at the end of the characters, as shown in the circles on this slide. Sans serif fonts, such as Arial, do not. Serif fonts are used for large amounts of text. Sans serif fonts are used for smaller amounts of text, such as titles, headlines, corporate logos, and Web pages.
Another defining characteristic of a typeface is whether it is monospaced or proportional. A monospaced font, such as Courier New, uses the same amount of horizontal space for every character regardless of the width of the character. A proportional spaced font, such as Times New Roman or Arial, allocates space according to the width of the character. Monospaced fonts are used for tables and financial projections where numbers must precisely line up. Proportional typefaces create a more professional appearance.
A type style is a characteristic applied to a font, such as bold, italic, or a combination of both.
While you can use the Font group on the Home tab to apply font attributes, such as typeface and size, using the Font dialog box gives you additional options. Click the Fonts Dialog Box Launcher in the Font group on the Home tab to display the Font dialog box. As you select the options in the Font dialog box, you can see the results in the preview box. If you set the attributes first, the text you type will be formatted as you type.
As you can see, you can modify the font, the size of the font, the style of the font, and apply color and special effects to the fonts. The special effects include strikethrough, subscript, superscript, small caps, and all caps. The hidden effect causes the document text to not appear on the screen unless you click Show/Hide in the Paragraph group on the Home tab. You can use this to hide confidential information, such as an employee’s Social Security number, before printing the document for someone else. Note that if you e-mail the document to someone, then the hidden text will be viewable.
The discussion of font attributes continues on the next slide.
In addition to the font attributes shown in the dialog box, a new feature is available to further enhance fonts. Click Text Effects on the Font dialog box to display the Format Text Effects dialog box. You can customize the effects by selecting colors, line widths, and the amount of transparency. You can also access the Text Effects through a gallery by clicking Text Effects in the Font group on the Home tab.
Click the Advanced tab on the Font dialog box to display options for setting character spacing, as shown by this dialog box. Character spacing is the horizontal spacing between characters. You might notice problems with character spacing when the characters are too close together or too far apart in large-sized text, such as a title or headline.
Scale adjusts the height and width by a percentage of the object’s size. The spacing of Expanded is used to stretch a title across the top of a page, while Condensed squeezes the text closer together so that you can prevent one word wrapping to another line. Position raises or lowers text from the baseline without creating a superscript. You might use position to create a special effect of having a few letters raised or lowered in a title. Kerning adjusts the spacing between characters to achieve a more evenly spaced appearance.
OpenType is an advanced form of font which is designed for all platforms of computers. If you install OpenType fonts on your PC, you can use the OpenType font settings.
To change the capitalization of text, use Change Case in the Font group on the Home tab. Each of the types is shown here in the outcome the Change Case command would have on the text. You can also toggle between all of the change case options by pressing Shift+F3.
Highlighted text draws the reader’s attention to the passage that is highlighted. Click the Text Highlight Color arrow in the Font group on the Home tab and select a color to use. If you do not select the text first, you can drag across the text you wish to highlight with the mouse pointer tool that resembles a highlighting pen. When you have finished highlighting text, click the Text Highlight Color again, or press Esc. If you decide to remove highlighted color, select the text, click the Text Highlight Color arrow, and then select No Color.
Color printers will print the highlighted text in the color you select. Monochrome printers will print the highlighting in shades of gray.
In the last chapter, you learned about word wrapping as a feature of all word processing software applications. As a general rule, it is a good thing because it saves you from the bother of pressing Enter at the end of every line. Occasionally, text may wrap in an undesirable location and you will want to control the way in which it wraps. Two general areas of concern are hyphenated words and spacing within proper nouns, dates, or numbers.
A nonbreaking hyphen prevents a word from becoming separated at the hyphen at the end of a line. Phone numbers, as shown here, read better if they are not on two lines. To insert a non-breaking hyphen, press Ctrl+Shift+Hyphen.
A nonbreaking space keeps words together, so that they do not wrap, and thus improves the readability of the words. Some examples of things that should stay together are months and days, shown here as September 21, names such as Ms. Moody, and page references such as page 15. Place a nonbreaking space between words by pressing Ctrl+Shift+Spacebar. Notice that the area code is kept on the same line as the phone number with a nonbreaking space.
Another way to change the appearance of a document is to change the paragraph formatting, which includes alignment, indentation, tab stops, or line spacing. You can control where the page breaks. You can include borders or shading for added emphasis. By adding paragraph formatting elements, you break up long blocks of text and make the page more attractive to readers.
The next several slides will cover the techniques of paragraph formatting.
Tabs are markers that specify the position for aligning text and adding organization to a document. Default tab markers are set every one-half inch across the page and are left aligned. As you press Tab, the insertion point moves to the right. There are a number of different tabs available, and you can also set custom locations for the tabs.
Five types of tabs are available using the Tabs dialog box. Click the Paragraph Dialog Box Launcher in the Paragraph group on the Home tab. Click Tabs from the Indents and Spacing tab, and then select the type of tab and the measurement you wish. A quicker way to set tabs is to select the tab using the Tab selector on the left side of the ruler, clicking until you see the icon for the type of tab you want. With the tab type selected, click on the ruler to mark the location. You can drag the tab to the correct location, if necessary. If you wish to delete the tab, drag it down and off the ruler.
Be aware that when you set a tab by clicking on the ruler, Word deletes all default tab settings to the left of the tab you set.
You are probably familiar with leader characters on menus, phone books, and other types of lists where one piece of information is connected to another. The leaders are typically dots, hyphens, or underscores, as shown here. Use the Tab dialog box to set up the tabs and the leaders.
Borders and shading draw attention to important parts of the document by setting them apart from the rest of the text. A border is a line that surrounds a paragraph, a page, a table or an image. Shading is a background color that appears behind the text. Click the Borders arrow in the Paragraph group on the Home tab to open the Borders and Shading dialog box shown here.
The line styles for borders include a variety of dashes, dots, wavy lines, single lines, double lines, and triple lines. The color can be set to match the theme, or you can use standard colors or select colors from the color palette available under the More Colors option. The width of the line can range from ¼ pt to 6 pt. Click the Horizontal Line button to select a line to place across the page to separate two elements.
Page borders are decorative borders you place around one or more pages. This design element can be applied in a variety of ways, including down either side of the page, across the top or bottom, or entirely framing the page. Click the Page Border tab of the Borders and Shading dialog box to select the characteristics for the page borders.
The discussion of shading continues on the next slide.
Shading is applied separately from the borders, although they share the same dialog box. Click the Shading tab on the Borders and Shading dialog box to set the shading characteristics. The default shading is clear. Solid shading is a 100% fill of color. Usually not a lot of shading is needed to add emphasis to a paragraph. Patterns can also be applied as shading on top of the color you select. Make sure the text is readable when you apply shading to text blocks.
Lists help organize the thoughts of the readers. A bulleted list is used for items that do not have to be in a sequence, while a numbered list is generally used for a series of steps. For instance, items you pack in your suitcase to take on a trip would be listed as bullet points. The steps you take to plan a successful trip, including selecting a travel date, making reservations, driving to the airport, boarding the plane, and renting a car at your destination, would be numbered steps. A multilevel list is an extension of the numbered list and enables you to provide levels within the numbered list. Continuing with our travel analogy, a multilevel list would have a list of hotels under the reservations item, indicating that there is more than one hotel where you could stay. An advantage of creating lists in Word is that when you make adjustments to the list, the numbering is automatically updated.
The Bullet library in the Paragraph group on the Home tab, as shown here, contains a variety of professional looking bullet styles. Select the text of the list, click the Bullets arrow, and click the style. If you hover the mouse pointer over the styles, you will see a Live Preview. You may extend your bullet style selections by clicking Define New Bullet to choose a different symbol or picture for the bullet.
The Numbering arrow in the Paragraph group offers options to apply Arabic or Roman numerals, or upper- or lowercase letters to the selected list. Again, by hovering the mouse pointer over the styles, you will see a Live Preview applied to your list. You have additional options to restart or continue numbering which is helpful if your list continues in multiple places in the document. The Multilevel List arrow displays the options for several levels so that you can create an outline to organize your thoughts.
Columns make text somewhat easier to read, by shortening the length of the lines. Microsoft Word calculates the width of the columns on the page based on the margins and the spacing between the columns. You specify the preset column layout you wish or customize the column width by changing the values in the number of columns, widths, and spacing fields. A preview is shown on the Columns dialog box. Click the Page Layout tab, click Columns, and then click More Columns to display the Columns dialog box.
Earlier in this chapter, you learned about section breaks. If you wish, pages can be set to have different numbers of columns by inserting section breaks, and then specifying the columns for each section individually.
Nonprinting formatting marks are added to your document as you type. They do not appear on printouts, but they do affect the appearance of the document. To see the nonprinting formatting marks click Show/Hide in the Paragraph group on the Home tab. You already know about the nonbreaking hyphen and nonbreaking space from a previous slide in this presentation. A regular space is shown with a dot, while the end of the paragraph is shown with a paragraph symbol. A tab is displayed as an arrow. The Show/Hide feature is a toggle, so click once to see the formatting marks, and click again to hide them. Some people prefer to work with the formatting marks visible, while others do not like to see them.
The horizontal alignment of a document refers to the placement of the text between the margins. Four samples are shown here.
Justified text has added spaces within the text to force the ends of the lines to the right margin. Notice how it appears to be a rectangular block of text. Justified text is often seen in books, magazines, and newspapers. It is generally considered a more formal method of aligning text.
Left aligned is probably the easiest to read. The lines of text are aligned on the left side of the page, but the right side is ragged. There are no extra spaces between the words, and the ragged right side adds white space to the text, making it more informal.
Right aligned text is used for figure captions, document headers and footers, or short headlines. Along with centered text, it is considered hard to read because the beginnings of the lines are ragged and it is difficult to find your place as you try to read it. You will see centered text used for effect rather than readability on invitations, poems, or formal announcements.
The Paragraph group on the Home tab contains the four options for aligning text. To apply an alignment, select the text, and then click the option.
Entire paragraphs of text can be indented so that they appear to have different margins than the rest of the text. You can indent the paragraph on the left side only, the right side, or both sides. Quite often you see larger quotations placed in an indented paragraph to indicate that the work is a quotation.
Special indention is also possible for first line indents and hanging indents. A first line indent marks the location of the indent only on the first line in a paragraph. You press Tab to apply the indent. A hanging indent marks how far to indent each line of the paragraph except the first. This makes the first line stand out to the left, with the rest of the lines indented below it. You see hanging indents used on bulleted or numbered lists, and to format citations on a bibliography page.
The Paragraph dialog box, shown here, is displayed by clicking the Paragraph Dialog Box Launcher on the Home tab. The discussion of how this dialog box is used to set up spacing continues on the next slide.
Line spacing is the space between lines in a paragraph. You are probably familiar with single spacing and double-spacing. Using the Paragraph dialog box, you have multiple line spacing options and you can also set the spacing in points.
Paragraph spacing is the amount of space before or after a paragraph and can be set independently of the line spacing. In other words, you can set the line spacing to single spacing, but add 12 points of spacing after the paragraph to make it appear to be double-spaced. The paragraph spacing can also be set on the Page Layout tab.
Widows and orphans apply to lines of a paragraph in this context, rather than to women and children. A widow is the last line of a paragraph appearing by itself at the top of a page. An orphan is the first line of a paragraph appearing by itself at the bottom of a page. These problems can be prevented using the Lines and Page Breaks tab of the Paragraph dialog box discussed in the previous two slides. Click the Widow/Orphan Control check box, and then click the Keep lines together option to ensure that the entire paragraph appears on the same page. Or click the Keep with next option to prevent a soft page break between two paragraphs. This option keeps a heading, which is a one-line paragraph with its associated text in the next paragraph.
As you create documents, you will find yourself using the same formatting for similar documents. Rather than formatting each document individually, you can create your own custom style to save time in setting formats for titles, headings and paragraphs. A style is a set of formatting options you apply to characters or paragraphs in your documents. One advantage of using styles is that if you decide to change one of the formatting options after you have styled the document, it will change every occurrence of the style within the document. For instance, if you initially set the headings style in the Calibri font and later decided to use a serif font, such as Times New Roman, you can simply change the font in the style definition and all of the headings with the style applied will automatically change into Times New Roman.
A character styles stores character formatting and affects only the selected text. A paragraph style stores formats used on text in an entire paragraph.
You create and apply styles using the Styles group on the Home tab, as shown here. Click the More arrow on the Style group to display a gallery of styles. Click the Styles Dialog Box Launcher to display the Styles pane. To apply a style to a paragraph, place the insertion point in the paragraph and click the name of the style you want to use in the Styles pane.
The discussion of styles continues on the next few slides.
To display the setting for a style, hover the mouse pointer over the style name, or click the Style Inspector button in the Styles pane. It is also helpful to display the Style pane with a preview of the style, as shown here. Click the Show Preview check box to display a preview of the styles.
New styles are created by clicking the New Style button on the Styles pane. The Manage Styles button is used to arrange the styles on the Styles pane and to modify styles. It is easiest to modify a single style by clicking the arrow that appears next to the style name as you hover the mouse pointer over the name. Options, in the lower right-hand corner of the Styles pane, enable you to display the Select styles to show box, where you select the options for displaying the styles in the Styles pane.
To modify a style, click the arrow next to the name of the style in the Styles pane, and then click Modify. The Modify Style dialog box displays the style name, previews the style, and lists the format specifications for the style. Click the Format button and then click the formatting option you wish to use. The dialog box for that option will open so you can set the style.
As noted on a previous slide, you can change the styles displayed in the Styles pane. Click Options at the bottom of the Styles pane to display the Style Pane Options dialog box, shown here. The options include Recommended, In use, In current document, and All styles. Select In use to view only styles used in the current document. Select All styles to view all of the styles created for the document template, as well as any custom styles you create. You can also select how to sort the styles when displayed and whether to show Paragraph or Font or both types of styles.
The Outline view is different from a conventional outline. The Outline view, shown here, displays a structural view of a document that can be collapsed or expanded as needed. It makes it easier to reorganize a long document. To display the document in Outline view, click Outline on the status bar. The document must use styles in order for the Outline view to work. The Outline view controls enable you to promote and demote text to different levels, to collapse and expand sections, and to move items up and down in the outline.
Graphics, such as clip art, photographs, drawings, and symbols, enhance your documents and make them more audience friendly. After inserting a graphic object into a Word document, you can adjust the size, choose the placement, and perform other formatting. Click the Insert tab and click the type of graphic you wish to insert from the Illustrations group. The appropriate dialog box or pane displays so you can navigate to the file and select it.
When the item is inserted on the document, you will adjust the height and width using sizing handles or use the Size group on the Picture Tools Format tab, as shown here. Use the corner sizing handles to adjust the height and width of the graphic simultaneously and maintain the proportions. For more exact size modifications, click the Size Dialog Box Launcher to adjust the scale of the graphic using percentages of the original size. Check the Lock aspect ratio check box to maintain the proportions in the photograph as you change the height or width.
Once you have placed a graphic in a document, you can wrap the text around the graphic. Click Wrap Text in the Arrange group to display the wrap options. As shown here, the text is wrapped around the photographs using the square wrap option. Additional options include In Line with Text, Tight, Through, Top and Bottom, Behind Text, and In Front of Text.
Picture Quick Styles apply preformatted style options to your pictures or clip art. The styles include frames, shadowing, masked shapes, soft edges, and 3-D effects. Select the picture on the Word document, and then click an option from the Picture Styles group on the Picture Tools Format tab. Click the More arrow to display the full gallery. Shown on this slide is the original photograph and the Soft Edge Oval style applied to the photograph.
Photographs often contain elements that you would like to remove from the background. Cropping photographs trims the edges leaving the important part of the picture in the document, while discarding the unnecessary detail. In the original photo, you see too much of the photo frame behind the main subject, as well as a sliver of another person to her right. The photograph on the left has been cropped to focus your attention on the face of the main subject. The cropping tool is located in the Size group on the Picture Tools Format tab. Click Crop, and drag the handles inward. The gray area indicates the portion that will be cut away from the photograph when cropped. When you have finished moving the handles, click Crop again to remove the excess portions from the displayed photograph.
The cropped portions are not actually removed from the photograph. Nor does cropping reduce the size of the graphic or Word document. This means that if you change your mind about the cropping, you can click Crop again and modify the portion cropped even if the document has been saved, closed, and then reopened.
Sometimes you may have a photograph that was taken with poor lighting. Word enables you to make adjustments to the contrast and brightness of photographs and clip art to improve the quality of the image. Adjusting the contrast increases or decreases the difference in dark and light areas of the image. Adjusting the brightness lightens or darkens the overall image. Select the image on the document, and click Corrections on the Adjust group of the Picture Tools Format tab. The gallery displays the settings for Brightness and Contrast. You can click Picture Correction Options at the bottom of the gallery to display the dialog box shown here. This enables you to set the brightness and contrast separately. As you move the sliders or change the percentages on this dialog box, a Live Preview displays the effect on the actual photograph. Click Presets to display the gallery from this dialog box.
There are many interesting options on the Picture Tools Format tab that you should experiment with as you place photographs and clip art on your documents. Keep in mind that the more you add to a document, the more the file size increases. This is especially true when you add photographs. After you have made adjustments to the images, you can decrease the size of the graphic by compressing the pictures. The Compress Pictures feature is on the Picture Tools Format tab. Be aware that this permanently removes portions of the photographs that you crop and reduces the size of the file.
The Symbol feature, on the Insert tab, enables you to type typographic symbols and/or foreign language characters in place of ordinary typing. A popular symbol is the c within a circle to indicate copyright. These symbols give the document a professional appearance. Click Symbol on the Insert tab, and then click the appropriate character, as shown on this slide. If the character you wish to use is not in the gallery, click More Symbols to display the Symbol dialog box. Each font has different symbols available which can be used in regular text or as bullets.
Clearly, producing professional documents is much more involved than just typing words into a word processing software application, such as Word. You have learned some of the basics of typography, alignment, and styles in this chapter. Typography considerations focus around making the document easy to read. Alignment also assists the reader. Styles make your job easier by enabling you to format all parts of your document quickly. Graphics tell a part of the story in documents and attract the attention of the reader.
As you complete this chapter, be sure you ask questions. You want to understand the concepts and skills so that you can use them effectively as you create documents.
This chapter focuses on collaboration and research by introducing the Word features that can be used for papers, reports, and other professional documents. The features include workgroup editing, where suggested revisions from one or more people can be stored within the document, and commenting features, which enable others to provide feedback. Methods for acknowledging the work of others through footnotes, endnotes, and a bibliography are discussed. Creating a table of contents and index, along with other reference tables are also topics of this chapter.
The objectives of this chapter are to:
Insert comments in a document
Track changes in a document
Acknowledge a source
Create and modify footnotes and endnotes.
The objectives continue on the next slide.
Additional objectives include to:
Insert a Table of Contents and Index
Add other reference tables
Create cross-references
In today’s work world, people function in teams, bringing diverse backgrounds, skills, and knowledge to the preparation of important documents. For instance, this presentation was developed based on a textbook that was a collaborative effort of the author, editors, reviewers, and technical editors, who all offered their perspectives and expertise during the creation process. A collaborative effort also affected this presentation as it was reviewed, updated, and prepared for you. Microsoft Word collaboration tools, such as the Comments feature, assist the team in communications.
A comment is a note or annotation that appears in a balloon on the side of a document. As comments are made, the reviewer’s name or initials appear with the comments. To update this information, so that your name and initials appear next to comments you make, click File, and then Options. In the General section of the Word Options dialog box, confirm that your name and initials display as the user. Note that if you are in a lab environment, you may not have permission to modify these settings.
You can make a comment in a document by selecting the text where the action needs to be taken, clicking the Review tab, and then clicking New Comment. Type your comment. When you click outside of the markup balloon, the comment is recorded in the document. Both the color of the markup balloon and highlighted text are the same so you can identify who made which comment about which section of the document.
When the document is viewed in Print Layout, Full Screen Reading, or Web Layout view, comments appear in markup balloons. In Draft view, comments appear as tags embedded in the document. When you hover the mouse pointer over the tag, it displays the comment. To display the Reviewing Pane, shown here, click Reviewing Pane on the Review tab. The Reviewing Pane button is a toggle, to hide the pane simply click the button again. To display the Reviewing Pane at the bottom of the window, click the Reviewing Pane arrow and click Reviewing Pane Horizontal.
Comments are edited by clicking inside the markup balloon, and typing. Formatting features, such as bold, italic and underline, are available as you type the comment. To move between the comments in a document, click Previous and Next in the Comments group on the Reviewing tab. After reading or acting on comments, you can delete them from the document by selecting the comment and clicking Delete.
The Show Markup feature enables you to view document revisions by type, such as Comments, Ink annotations, insertions and deletions, or formatting changes. Each of these types can be toggled off or on as needed. You can view several at a time, as shown here. The Show Markup command color codes each revision or comment with a different color for each reviewer. You can even select to view the comments of only one of the reviewers.
As you work on a document, or as others revise it, the Track Changes feature monitors all additions, deletions, and formatting changes made to the document with revision marks. Toggle the Track Changes feature on by clicking Track Changes in the Tracking group on the Review tab. The revision marks indicate where editing occurred. Revision Marks are color coded so that you can identify the reviewer that made the change. As shown here, when you hover the mouse pointer over the revised areas, the name of the person, and the time and date of the revision are displayed. As revisions are made, vertical bars appear in the margins to indicate changes.
Markup tools, in the Changes group on the Review tab, enable you to accept or reject changes indicated by the revision marks. When you accept or reject a change, the revision marks, markup balloon, and the changed lines disappear. Use the Previous and Next buttons in the Changes group to move between comments or changes. If you click the arrow on the Accept or Reject features, you can select additional options such as accept all changes in the document, or accept and move to the next change.
At some point, someone will have to work through the document and accept or reject the changes after the reviewing process is complete.
Options for viewing the document and revisions are available when you click the Display for Review arrow in the Tracking group on the Review tab. Shown here is the Original: Show Markup selection. The other options include the Final: Show Markup view, Original view, and Final view. The Original view displays the document without any revisions. The Final view shows how the document looks if you accept all tracked changes.
The revisions, or tracked changes, are displayed either in the Original: Show Markup or Final: Show Markup view. The Original: Show Markup view displays deleted text with a line through it and the inserted text in a markup balloon. The Final: Show Markup view displays the inserted text in the body and puts deleted text in a markup balloon. You can change the way markups display by clicking Show Markup in the Tracking group, clicking Balloons, and then selecting between Show Revisions in Balloons, Show All Revisions Inline, or Show Only Comments and Formatting in Balloons.
As with many other parts of Word, the Track Changes feature can be customized to your working style. Click the Track Changes arrow in the Tracking group, and click Change Tracking Options. The Track Changes Options dialog box, as shown here, displays the many options.
As a student, and as a professional, you will prepare papers, reports, legal briefs, or other types of documents. Most people review and study other resources to supplement their thoughts. It is important to avoid plagiarism by acknowledging the sources of information that you consult as you prepare your documents. Word includes a robust feature, the Citations & Bibliography group on the References tab, for tracking sources and creating citations. A citation is a note recognizing the source of information or a quoted passage.
Click Insert Citation, and then click Add New Source to display the Create Source dialog box shown here. The dialog box requests information about the author, date, publication name, page number, or Web site address. You can select from a variety of types of sources, ranging from books to conference proceedings to sound recordings to interviews to Web sites. When you select the type of source, the bibliographic fields for the APA style change to suit the resource.
After creating the sources for the citations, it is easy to add the citation to the document by clicking Insert Citation and selecting the source from the list.
Sources you add are saved in a Master List, which is a database of all citation sources created in Word on a particular computer. This feature of Word is helpful because the same sources can be cited in multiple documents. The Master List can be shared with coworkers or other authors, eliminating the need to retype the information. A Current List contains the sources created in the current document.
The Source Manager dialog box shown here, is displayed by clicking Manage Sources in the Citations & Bibliography group on the References tab. It displays the Master List and enables you to copy sources into the Current List. You can also edit sources or delete them from the lists using the Source Manager. Using the Browse button you can access other XML files that contain source information.
A bibliography is a list of resources cited or consulted by the author. It should be included with the document when it is published to give credit to the sources, allow validation of your references for accuracy, and as a show of respect to other authors. Word’s bibliography feature makes it very easy to include this reference page, if you create sources using the Insert Citation feature. Click Bibliography in the Citations & Bibliography group of the References tab, and then click Bibliography. The sources used in the current document will display in the appropriate format as a bibliography, as shown here.
Writing styles, or editorial styles, are rules and guidelines specified by a publisher of a research journal to ensure consistency in the presentation of research documents. The specifications often include styles for punctuation and abbreviations, heading and table formats, presentation of statistics, and citation of references. You may have been asked to write research papers using the APA or MLA style. The topic of the paper and the audience you write to will determine which style you should use while writing.
Word 2010 incorporates several writing style guidelines, making it much easier for you to generate references in the required format, as shown here. Click the Style arrow in the Citations & Bibliography group on the References tab to display the most commonly used international styles. Select the style before creating the bibliography to ensure that the bibliography will be formatted exactly as required by that style.
Footnotes and endnotes are sometimes confused. Footnotes appear at the bottom of the page while endnotes appear at the end of the document. Footnotes or endnotes are used to cite a source you quote or cite in your document, or to provide supplemental information about a topic that you do not wish to include in the body of the document. The style of the paper or the person who oversees your research determines whether you use footnotes, endnotes, or a bibliography. Footnotes and endnotes differ from bibliographies because they indicate the exact location in the document that uses information from the source with a number that corresponds to the footnote or endnote.
The discussion of footnotes and endnotes continues on the next slide.
Click the Footnote & Endnotes Dialog Box Launcher on the References tab to display the dialog box shown here. Use this dialog box to modify the location or format of the footnotes and endnotes. By default, Word numbers the footnotes with Arabic numbers. Endnotes are numbered with lowercase Roman numerals based on the location of the note within the document. If you add or delete a footnote or endnote, Word automatically renumbers the remaining notes.
Modifications to the footnotes or endnotes are easily made by scrolling to the bottom of the page in Print Layout view. Click inside the note, and then edit it.
Research papers and long reports often contain a table of contents so the reader can quickly find topics of interest. Just as Word enabled you to easily create footnotes, endnotes, and bibliographies, there are features for creating a table of contents and an index.
A table of contents lists headings in the order they appear in the document and the page numbers where the entries begin. If you apply a style to each heading in the document, Word can automatically create the table of contents. Click Table of Contents on the References tab to insert a predefined table of styled text and page numbers. Click Insert Table of Contents at the bottom of the gallery if you wish to customize the table of contents. Shown here are four of the styles available.
An index provides an alphabetical listing of topics covered in the document, along with the page numbers where the topic is discussed. Normally the index appears at the end of the document. Word will create an index automatically if you mark the entries for the index in the document.
To mark an index entry, select the word or phrase in the document. Click Mark Entry in the Index group of the References tab. Make adjustments to the Main entry as needed and include Cross-references to other materials, such as “See also Internet.” Click Mark after completing the index entry. If you click Mark All, each occurrence of the word in the document will be noted in the index. The Mark Index Entry dialog box remains open for additional entries, until you click Close.
After completing the selection of the index entries, create the index by clicking Insert Index in the Index group on the References tab. You can select from a variety of formats for the index, four of which are shown here. If you later need to modify an index entry, display the index fields in the document by clicking Show/Hide in the Paragraph group on the Home tab. Modify the entry by editing the text inside the quotation marks. Do not change the entry in the finished Index, or the next time you update the Index, your changes will be lost. After making modifications to the index, click Update Index in the Index group on the References tab to display the changes.
This chapter focuses on working with tables and mail merge. The skills introduced in the chapter will increase your productivity as you work with Microsoft Word.
The objectives of this chapter are to:
Insert a table
Format a table
Sort and apply formulas to table data
Convert text to a table
The objectives continue on the next slide.
Additional objectives include to:
Select a main document
Select or create recipients
Insert merge fields
Merge a main document and data source
The table feature in Word enables you to organize a series of data in a columnar list format such as employee names, inventory lists, and e-mail addresses. They enhance the appearance of the document and improve readability. The donor registry table shown here is an example of a table that looks impressive but is easy to create. Understanding the basic concepts of a table is important. Tables consist of columns and rows. The intersection of a column and row is a cell. Cells contain a single piece of data.
You create a table using the Insert tab. Click Table in the Tables group to see a gallery of cells. Drag across the cells, selecting the number of columns and rows you require in the table. An alternative is to click the Insert Table Command below the gallery to display the Insert table dialog box, where you can enter numbers for the columns and rows you need.
After creating the table, you can enter text, numbers or graphics into the individual cells of the table. Text wraps as it is entered in a cell so that it stays within the cell. You can format the contents of cells using the normal formatting commands for fonts and paragraph alignment. Multiple cells can be selected at one time so that you can format the contents of the cells, or you can format cells individually.
The Tab key functions differently within a table than in a normal document. Press Tab to move to the next cell in the current row, or if you are in the last cell in a row, to move to the first cell on the next row. To move to a previous cell, press Shift+Tab. When you press Tab in the bottom right cell of a table, a new row is added to the table.
After the table is created, enhancements and modifications are made using the Table Tools Design and Layout tabs, shown here. Click a cell in the table and then click either the Design or Layout tab. A ScreenTip describes the function of the commands if you hover the mouse pointer over the command. When you hover the mouse pointer over the table, the Table Move handle displays. Click the handle once to select the whole table at one time. This is useful when working with the Design or Layout tabs.
After the table has been created, you can change the layout by adding more rows or columns, or deleting rows or columns. Click in the table where you wish to modify it, and then click the Table Tools Layout Tab, as shown here. The Insert and Delete commands enable you to add new or delete existing rows or columns. Insert Above and Insert Below place new rows into the table. Insert Left and Insert Right add new columns to the table.
There are two options for deleting. You can delete a row or column in a table, or you can delete the data in a cell, row, or column and retain the empty cells in the table for use later. To delete a row or column, select a cell in the row or column you wish to delete, and then click the Delete button on the Table Tools Layout Tab. Select the appropriate delete command from the list which includes, Delete Columns and Delete Rows. To delete just the data in the table, select the cell from which you want to delete the data, and press Delete on the keyboard.
At times, you will want to merge or split cells so that they conform to your needs. For instance, you may wish to merge all of the cells in the top row of a table for a heading. To merge cells, select the cells, row, or column to merge, and then click Merge Cells on the Table Tools Layout tab, as shown here. To split a cell into two or more rows or columns, select the cell you wish to split and click Split Cells. In the Split Cells dialog box, change the number of columns or rows to indicate how you want the cell divided.
To select a row, column, cell, or table, click Select on the Table Tools Layout tab, and then make a selection. This is an efficient way to select the parts of the table if you have an insertion point placed in the table.
When you create a table, Word builds evenly space columns. Often adjustments are needed to the row height or the column width so that the data fits and does not wrap within the cell. The first table shown here displays the data wrapped in the cells, making it difficult to understand. Select the column or row that needs adjustment, and increase or decrease the measurement number as needed in the Table Column Width box or the Table Row Width box.
Borders and shading can be used to enhance the looks of the table. Borders are the lines around each cell of the table. Shading places a background color within a cell or group of cells. For instance, you may shade the heading of the table to make it stand out from the data. Borders and Shading commands are available on the Home tab, as well as Table Tools Design tab.
Predefined table styles that contain borders, shading, font sizes, and other attributes are available on the Table Tools Design tab. Click anywhere in your table and then click a style from the Tables Styles gallery. A Live Preview will display the style on your table when you hover the mouse pointer over the style in the gallery. These styles can be modified to make the table uniquely yours.
The position of a table between the left and right margins of the document is table alignment. By default, tables are left aligned. Click Properties in the Table group on the Table Tools Layout tab to display the Tables Properties dialog box, shown here.
You can also choose from two text wrapping options on the Tables Properties dialog box. This enables you to place text next to a smaller table so you will not waste space in the document.
The alignment of data within the cells can also be controlled. You can align the text in many different horizontal and vertical combinations using the Align commands in the Alignment group of the Table Tools Layout tab. The options include Align Top Left, Align Center, Align Bottom Right, and more. The Text Direction command rotates the text so it displays sideways.
An additional alignment command, the Cell Margins command, enables you to change the margins within each cell or between the cells of the table. This setting improves readability and keeps the data from looking squeezed together.
Word can perform simple tasks that are typically performed in a spreadsheet. You can sort the data in the table, and perform simple mathematical calculations on the data, as shown here. The entries are sorted into order by the dates, based on the Date column of the table. The total amount of donations is calculated by a formula in the cell at the bottom of the Donations column.
The discussion of applying formulas continues on the next slide.
Columns in Word, as well as the spreadsheet application Excel, are labeled from left to right with letters. Rows are numbered. Where a row and a column intersect, the cell is identified by a cell address that includes the column letter and the row number. Consider the first donation amount shown in the table. The cell holding the 500.00 donation amount is identified as cell G3, because it is on the seventh column of the table, the G column, and it is in the third row from the top. The cell address for the 20.00 donation, at the bottom of the column, is G12.
The Formula command, on the Table Tools Layout tab, is used to place the calculation in the table. Click the cell that will hold the results, click the Formula command, and then type the formula into the Formula dialog box, using the cell addresses. You can also specify the Number format for the answer. In this example, you see the formula that was used to calculate the total shown on the previous slide. It is better to use the Formula command than to use a calculator to figure out the answer because if data is changed, added, or deleted, it is easy to recalculate by right-clicking the formula and selecting Update Field to display the new results.
As you saw on a previous slide, data in tables can be sorted to make it easier to understand. Data can be sorted in ascending order, from A to Z or 0 to 9, or descending order, from Z to A or 9 to 0. You can also combine the sort order within the table and, for example, sort an employee table by department and last name.
In the table shown here, the first two rows of the table are the title and header, and not included as part of the data to sort. The last row, where the total is located is also not included in the sort data.
Details on sorting continue on the next slide.
Begin the sorting process by selecting the rows to be sorted. As shown here, the data selected includes the header row. Click Sort in the Data group on the Table Tools Layout tab to display the dialog box. Select the direction and sort criteria. Since the header row is included, click Header row at the bottom of the dialog box. This will omit the header row in the sort, but places the header row names in the Sort by list for easy identification.
If you add, delete, or change data in the table, click the Sort command again to rearrange the data to the sort order you specified.
Text can be converted to a table after you have typed it into the document. For example, you have typed a list with two items per line separated by a tab and realize that it would look better sorted. Select the text, and click Table on the Insert tab. Click Convert Text to Table, select the number of columns and rows, the AutoFit behavior, and the method for separating the text. You can also convert a table to text.
Mail merged documents are common in today’s business world and beyond. You may have received a personalized form letter from your college, bank, or other business, which is an example of a mail merged document. Mail merged documents can save you time if you need to create a personalized letter, invitation, or other document to send to a group of people. Mail merge is a process that combines content from a main document, such as the letter shown here, with a data source, such as a database or spreadsheet.
Notice the field names both in the salutation of the letter, as well as the body of the letter in this example. Instead of a person’s name, like Sue Millard, you see the words First Name. Instead of a dollar amount for the donation and date, you see the words donation and date. These are fields. When the merge is complete, this document, which is the main document, will produce letters that contain the person’s address, name, donation amount, and the date of donation in the appropriate places, for everyone in the data source.
The discussion on the concepts of the mail merge process continues for the next few slides.
This figure shows the data source file that will be merged with the letter on the previous slide. Notice that the field names FirstName, Donation, and Date, appear exactly as they did in the main document. When the main document and this data source are merged, 10 personalized letters will be produced.
Shown here are two of the ten letters after the mail merge has been completed. So to recap the process, you start with a main document and a data source. The main document is the letter or other document that you wish to personalize. The data source is the list of people, addresses, amounts, and so on that will flow into the main document to produce the personalized communications. You can mail merge letters, envelopes, e-mail, and other documents using the techniques discussed in the next few slides.
Begin the mail merge process by selecting the main document containing the information that stays the same for all recipients. This document will have merge fields that serve as placeholders for the variable data that will be inserted from the data source. You can use an existing document or create one from a blank document.
Click Start Mail Merge in the Start Main Merge group on the Mailings tab. You can choose from several categories of documents, as shown here, or use the Step by Step Mail Merge Wizard which makes the process of setting up the mail merge easier.
After you click Step by Step Mail Merge Wizard, the Mail Merge pane appears on the right side of the window, giving you step-by-step directions and explanations. As you complete each step, click Next at the bottom of the pane to continue to the next step. To return to a step to correct an error, click Previous.
You can also set up the mail merge without the wizard, making selections from the Mailings tab to complete the process.
After selecting the type of document, you create or select a list of recipients. The data in this data source file might include the first name, last name, address, city, state, ZIP code, phone number, and e-mail address. These pieces of data are known as fields. All of the fields that comprise a person’s information are known as a record, which is a group of related fields. The Excel spreadsheet, shown here, is an example of a data source that could be used in a mail merge.
The first row of a data source is called the header row. It identifies the fields in the remaining rows. Each of the rows following the heading row is a record. All of the records have the same type of information, such as name, address, phone number and e-mail address. Note that other data sources can have different fields, different numbers of records, and not all of the fields or records must be used by the mail merge process.
Data sources can be a variety of different file types. You can use a Word document that contains the information in a table, an Access database, an Excel spreadsheet, or even your Outlook Contacts as the data source.
If you do not have a data source, you can create one in Word. Click Select Recipients in the Start Mail Merge group on the Mailings tab, and then click Type New List. The dialog box shown here displays the most commonly used fields for a mail merge. If the fields shown do not fit your needs, you can add or delete the fields using the Customize Columns button. Type the information for each record into the row and click New Entry to display another row for the next record. You can also delete a row if it is not needed. When you click OK, the Save Address List dialog box will open and request a file name and location in which to store the file. The file saves with a .mdb extension.
The data source created and selected as the recipient list for the mail merge can be edited as needed. The editing can include adding new records, as shown here, or you can delete records from the source. Click Edit Recipient List in the Start Mail Merge group on the Mailings tab. Click the Data Source name in the dialog box that displays. Click Edit, and the Edit Data Source dialog box displays. Select the field requiring editing and made the changes. Click New Entry to add new records to the data source. To delete a record, select the record and click Delete Entry.
Often the data you need to use for the data source will be available in an Excel file. An Excel worksheet is comparable to a table in Word with a header row and records stored as rows of the worksheet. Click Select Recipients in the Start Mail Merge group on the Mailings tab, and then click Use Existing List. The Select Data Source dialog box displays so that you can browse for the Excel worksheet file. Change the type of file to display to Excel Files, select the directory or storage device on the computer, click the file name, and then click Open. Excel worksheets have the extension of .xlsx or .xls.
Databases, such as Microsoft Access, store large amounts of data. The data is stored in tables which make it accessible for mail merging with Word documents. You may use a database table as a data source, or perform a query of the database to use as the data source. A query will include only the data that meets your search criteria.
A database table is shown here. Notice the field names are available in the header row of the table. The next slide discusses selecting data from a table or a query.
To select an Access data source, click Select Recipients on the Start Mail Merge group of the Mailings tab, and then click Use Existing List. You can select to use a database table or a query as a source of data as shown here.
Using a query to extract data from a table saves time and includes only the fields you need. It is important that your query be written so that you are certain to extract all of the information you need from the database.
On occasion, the field names in the Access database may be different from the field names in the Word document. For instance the database may list the first name field as FName, while the document may list this field name as FirstName. You can use the Match Fields command in the Write & Insert Fields group of the Mailings tab to link the Word document fields and the Access database fields.
This graphic shows a number of unmatched fields, but notice that the Address field from the database is being matched appropriately to the Street field in the recipient list.
There are many reasons why you may want to sort the records in the data source before merging them with the main document. For example, if you are creating mailings, the post office may give you a discount if the letters are sorted by ZIP code. By sorting the data source, your letters will print in the order you specify and you won’t have to sort them by hand.
A filter enables you to specify certain conditions that must be met for records to be included in the mail merge. For example, you may want to filter records that only have a mailing address of California. You can also remove the check from in front of recipients you do not want to include in the merge, but you would not want to do this on a large data source file.
Click Edit Recipient List in the Start Mail Merge group on the Mailings tab to display the Mail Merge Recipient dialog box, shown here. You can sort or filter the records in the data source. As you can see, there are also options to set up a criteria for validating the recipient records to make sure they contain valid data. You can search for a record in the recipient data source. You can also view duplicate records in the source data file so that you do not send the same person two of the same documents.
The next slide focuses on sorting the recipient list.
The Query Options dialog box, shown here, is displayed when you click Sort on the Mail Merge Recipients dialog box. The Sort Records tab enables you to specify up to three levels for sorting the records. You can specify ascending or descending order on all three fields. As shown here, you can first sort by state, then by city, and finally sort by last name within the city. For instance, the people who live in Columbus, Ohio, would be grouped together and those names would be in alphabetical order.
When you create a main document for the mail merge, you insert merge fields or placeholders for the data that will come from the data source. The field names in the data source are used as the merge fields. Merge fields display in the document within angle brackets. These entries are not typed explicitly but are entered automatically when you select one of the source data fields that display when you click Insert Merge Field from the Write & Insert Fields group of the Mailings tab, as shown here.
After creating the main document and specifying the data source, you are ready to begin the merge process. Click Finish & Merge in the Finish group on the Mailings tab. You can Edit Individual Documents, Print Documents, and Send E-mail Messages at this stage. To create a new document, select Edit Individual Documents. Shown here is one document displayed using the edit option. Use this option to view the pages before printing or saving to ensure that the data flows into the main document correctly, and that you have the correct number of documents. At the bottom of the window, the status bar displays the number of pages, which in this case indicate the number of records that have been processed. Notice that the merge fields now contain the data from the data source file.
The Print Documents option does not give you a chance to preview the documents before printing. To conserve paper, it is better to use the Edit Individual Documents, and use Print Preview before you print.
Sending merged e-mail is discussed on the next slide.
When you select the Send E-mail Messages option on Finish & Merge, the dialog box shown here displays. You select a data source for the e-mail addresses. You provide a Subject line, and select a Mail format. You can select to send the message to everyone in the data source, only the currently selected record, or a range of records. In order to use this option, you must have an e-mail field for the recipients in your data source.
Tables are easy to create and manipulate in Microsoft Word. They organize information, helping your readers to understand it more quickly. The data in tables can be sorted and formulas can be created to make basic calculations of numeric data.
Mail merges are accomplished by combining a document and a data source such as a Word table, an Excel spreadsheet, or an Access database. Using merge fields, common in both the document and the data source, personalized documents are created for mailings, e-mail messages, and other uses.
Understanding the concepts behind tables and mail merges makes you more efficient and productive as you work with Word. Be sure to ask questions as they arise to further your understanding.
Depending on the requirements of the document you are producing, you may need to include additional reference tables to highlight other important data in the document. For instance, if you have a number of tables, images, or charts in your document, it might be helpful to have a table of figures as well as a table of contents and an index.
Each table of figures begins with captions added to each table, image or chart. Click Insert Caption in the Captions group of the References tab to open the Caption dialog box shown here. By default, Word assigns a number to the caption. You can edit the caption by adding a descriptive title for the item. In the Caption dialog box you have options to change the numbering format, edit the caption, and select the label for the type of object. Captions can be automatically generated if you click the AutoCaption button and specify the type of object and the label. This ensures each caption is named and numbered sequentially.
The discussion of creating a table of figures continues on the next slide.
The table of figures lists the captions for each image, chart, or table in the document, along with the page number of the location of the object. The captions will be sorted by number and the table of figures will be inserted into the document. Normally the table of figures is placed after the table of contents in the document. Click Insert Table of Figures in the Captions group of the References tab to display the dialog box shown here. You can select the page number, format, and caption label options in this dialog box.
A table of authorities is used in legal documents to reference cases, rules, treaties, and other documents referred to in the legal brief. It is normally located on a separate page at the beginning of a legal document. Shown here is a case, highlighted in the text, and the accompanying Mark Citation dialog box used to track the items to include in the table of authorities. Click Mark Citation in the Table of Authorities group on the References tab, select the category, and type the information. When you have selected all of the references in the document, click Insert Table of Authorities.
Modify an entry in the table of authorities by displaying the fields using Show/Hide in the Paragraph group on the Home tab. Locate the entry and modify the text inside the quotation marks. Do not make modifications to the actual table of authorities, as they will be lost when the table is next updated.
Cross-references are used in documents to direct the reader to other locations for more information about the topic. You can create automated cross-references to headings, bookmarks, footnotes, endnotes, captions, and tables using Word. If you set up the cross-references, the page number will be automatically inserted and updated as the text of the document is edited. A hyperlink can be set to documents available via e-mail or on an intranet.
To create a cross-reference, position the insertion point in the location where the reference occurs. Click Cross-reference in the Captions group of the References tab. The Cross-reference dialog box, shown here, enables you to select the type of reference, such as a heading, bookmark, or footnote, and then the reference element to display, such as the page number of paragraph text. If you specify that a hyperlink is included, a Screen Tip will appear when the mouse pointer hovers over the cross-reference and moves to the cross-referenced location when clicked. A static entry, without a hyperlink, just displays a page number.
Collaboration techniques such as inserting comments and tracking changes in documents enables people to have input into the final document to improve the message and provide accuracy. The Review tools enable members of a team to provide suggestions or ask questions without modifying the content of the document.
Acknowledging the sources of supplemental materials is important in avoiding plagiarism. A bibliography lists the works cited or consulted by the author. Footnotes and endnotes credit the sources you quote or cite in your document. Word contains robust tools for acknowledging sources.
Supplemental documents, such as a table of contents, index, and reference tables, assist readers in finding information quickly in the document. Using tools available in Word, it is easy to mark entries to be made and then later create the supplemental documents needed to provide a polished, professional look to your document.
In this chapter, you learned about the features of Word that assist you in collaboration with others, acknowledging sources, and providing supplemental information. These skills are used in preparing reports, papers, legal research, and other documents. It is important to ask questions so that you have a complete understanding of the concepts and skills in this chapter.
