Transcript Intermediate Word 2007

Intermediate Word 2007
Objectives
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Creating Headers and Footers
Creating Envelopes & Labels
Mail Merges with Excel
Customizing Bullets and Numbering
Tracking Changes
Creating Templates
Assumptions
• You have a good working knowledge of
Microsoft Word (any version)
• You have some experience with Office 2007
(familiarity with concept of Ribbons/Groups)
• You know what a Left Click, Right Click and
Double Click are
• You know where these Keys are:
– Ctrl, Alt, Logo
To Save you Some Typing
• We have created some documents that you will work
with today
• Create a folder called “Your Name” on the Desktop
• Using Internet Explorer, visit this site:
– www.myotherbrotherweb.com/ncyf/main.asp
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Right click on each document and click Save Target As
Save the Target document in the new Folder
Open the document called: Headers.docx
Office Button…Word Options…Proofing…Exceptions For
Headers.docx…Hide Grammar Errors, Hide Spelling
Errors
Creating Headers
• On Insert tab, in Header & Footer group, click Header drop
down
• Select Blank (three columns )
• The header area will be displayed along with the special
contextual Header & Footer Tools Design tab.
• Click the 1st “Type Text” and Type Headers
• Click the 2nd “Type Text”
• Click Page Number Drop Down…Current…Choose Brackets
• Click the 3rd “Type Text”
• Click Date and Time Drop Down…Choose Month dd, yyyy
Creating Footers
• To switch between the header and footer, click the Go
To Header or Go To Footer icons in Navigation group.
• On Insert tab, in Header & Footer group, click Footer
drop down
• Select Stacks
• Click “Type the Company Name”
• Type NCYF
• When finished, double-click in the document area or
click the Close Header And Footer button in the Close
group
Different 1ST page Header
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In Options Group, Click Different First Page
Tab to Center
Type Headers
Go to Footer
Choose Stacks
Click Close Header and Footer
Creating Sections
• Click Page 1 of 7 to Open Page Dialog Box
• Type 3 in Enter Page Number box, Click Go To, Click
Close
• Click just before the paragraph that begins Nam liber
tempor
• Click Page Layout Tab, then click Breaks drop
down…Section Breaks…Next Page
• Double Click Header
• Click Link to Previous in Navigation
• Header…Choose Annual
• Click Document Title…Type Headers
Formatting Headers
• Click the Year Flag…Press Delete
• Click Quick Parts…Field…Categories:
Numbering…Section…OK
• Click just before 2…Type Section followed by the
space bar
• Drag Table Column 1 ½” to Left
• Drag Table Column 2 ½” to Right
• Click Title Flag
• Click Home tab, turn on Bold, Choose red font
Formatting Page Numbers
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Double click a header in Section 2
Click Page Number drop down
Click Format Page Numbers
Choose A,B,C from Number format
Type 1 in Start at field
Click OK
Adding Graphics to Headers
• Go to the last page by hitting Ctrl-End
(Ctrl–Fn –Right Arrow on the Netbooks)
• Click just before At vero eos et accusam
• Insert Section Break…Next Page
• Edit Header…Uncheck Different First Page
• Turn Off Link to Previous
• Click Header Dropdown…Choose Blank
• Click Type Text Flag…Press Delete
• In Insert group, Click Clip Art
• Type SMILEY then Click GO
• Choose a Smiley and it will be inserted
Envelopes
We will start with a sample letter from Darryl Geoffrey to
Mary Jones and create a “page” that can be printed on
an envelope
• Open Labels.docx
• Go to Mailings Tab, Create Group, Click Envelope
• Envelopes and Labels Dialog box
• Click Add to Document
• Double click letter header
• Remove Same as Previous
• Click Different first page
• Go to 2nd page, insert Page Number
Labels
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Click Labels
Click Label Options (or Click on Sample Label)
Choose Vendor Drop Down – Avery
Choose Label Type – 8660
Click Details
Click Full Page of Same Label
Click New Document
Mail Merges to Create Labels
Excel will guide you through the process
• New Document
• Start Mail Merge Drop Down on Mailings Tab
• Choose Labels
• Click Select Recipients
• Type New List
• Fill in 2 Lines
• Save as MyAdd1
• Choose Address Block from Write & Insert Fields
• Select Name Format you prefer, review the sample, OK
• Click Update Labels
• Click Preview Results (Toggle Button)
• Click Finish & Merge…Edit Individual Documents
Mail Merges with Excel
Instead of typing new address list, you can use an
Excel spreadsheet, which may have been created
by a database export
• Select recipients…Use existing list…Navigate to
Excel Spreadsheet…Address.xlsx…Sheet1
• Insert Address Block
• Click Match Fields
• Address1 (not matched)…Choose Street
• Edit Recipient List
Create Letters with Mail Merge
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New Document
Put in a tab at 4”
Tab, Type Your Name hit enter
Tab, Type a fake street address, hit enter
Tab, Type Anytown, MA 12345, hit enter
Highlight all three paragraphs
Change After paragraph spacing to 0 pt
Hit Enter
Letters (cont)
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Click Insert Tab…Quick Parts Dropdown…Field
Choose Date…Choose Date Format…Click OK…Press Enter
Click Mailings…Address Block…Match Fields…Press Enter
Click Greeting Line…Press Enter
Type Please come to our big sale. We have a special on
clothing. Press Enter
Type Thank you. Press Enter
Type Your name
Preview Results
Save as SaleMergeSource
Finish & Merge…Edit Individual Documents
Letters – Adding a Field
We would like to modify the letter based on the
sex of the customer to say men’s or ladies’
clothing. We’ll add a Sex column to the Excel
Spreadsheet and we’ll add a “conditional”
field to the letter.
Add the Sex Column
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Open the Address.xlsx file
Click Cell H1
Type Sex and Hit Enter
Type M, Hit Enter
Complete rest of list based on title
Save and close Address.xlsx
Modifying the Letter
• Open SaleMergeSource.docx
• Click Yes to SQL Warning
• Click before “clothing” press space
• Press CTRL-FN-F9
• Between {} type IF followed by CTRL-FN-F9
• Between those brackets type MERGEFIELD SEX
• Click between the two right curly brackets
• Type =“M” <space> “Men’s” <space> “Ladies’”
• When done should look like this:
on {IF {MERGEFIELD Sex}=“M” “Men’s” “Ladies’”} clothing
• Preview Results…Finish & Merge…Edit Individual Documents
Simple Bullets
• Start a New Document
• Type The colors of the rainbow are: and press
Enter
• Click the Bullets button in the paragraph
group
• Type Red and hit Enter
• Type Each of these followed by Enter
– Orange Yellow Green Blue Indigo
Subbullets
You can have multiple levels of bullets by using
the TAB key
• Press Tab
• Type “aka deep blue” and Press Enter
• Press Shift-Tab
• Type Violet and Press Enter
Modify Bullets
• Click the bullet next to Yellow
• Click dropdown next to Bullets in Paragraph
Group
• Highlight different bullets – see live preview –
choose Checkmark
• To edit individual bullet properties, right click
on bullet and choose Separate List
• Do that for each bullet and change the bullet
color to match the rainbow color
Custom Bullets
In addition to standard bullets, you can create
custom bullets
• Click next to “aka deep blue”
• Click bullet dropdown, then Define New Bullet
• Click Symbol to choose from the different fonts
• Click Picture to choose from several preinstalled
pictures
• From the Pictures screen, choose Import to add
any picture on your computer
Numbering
Works essentially the same as bullets, except the
“bullet” increments with each new list item
“Numbers” can be:
• Numerals,
• Alphabet (upper or lower case)
• Roman Numerals (upper or lower case)
• Can include periods or parentheses
• Can start at numbers other than 1
• Can be customized to meet your needs
Sublevels automatically change number type
Numbering Sample
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Click after Violet and hit Enter (New bullet appears)
Click Bullet button to turn off bulleting
Press Enter again
Click Numbering Bullet Button (1 appears)
Type Item 1 press Enter
Type Item 2 press Enter
Type Item 3 press Enter
Press Tab, Type SubItem A press Enter
Type SubItem B press Enter
Press Tab, Type SubSub Item I press Enter
Press Shift Tab, Type SubItem C press Enter
Press Shift Tab, Type Item 4 press Enter
Turn off Numbering
Customizing Numbering
To change starting point
• Click next to the 2.
• Right click in the Gray area
• On Short Cut Menu, slide down to Numbering,
slide over and choose Set Numbering Value
• Choose Continue from Previous List
• Type 8 for Set Value To and Click OK
Really Customizing Number
• Click next to the a.
• In the paragraph group, click the drop down
next to numbering
• Click Define New Number Format
• Experiment with options here, see preview
• You can even add your own text to be
repeated on each item
Tracking Changes
Tracking changes allows you to make
suggestions for modifications to a document.
These suggestions can either be accepted or
rejected in a collaborative effort between
multiple authors. You can also include
comments regarding your changes.
Tracking Changes
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Open Tracking.docx
Click the Review Tab, then click Track Changes
Right click Status Bar, click Track Changes
Change Two roads to One road
Click New Comment and type “Wouldn’t the 2
roads start as one before it diverges?”
• Change each occurrence of I in the 1st
paragraph to “we”
Tracking Changes
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Click Track Changes on status bar – toggle switch
Make a change – Not Tracked
Click Track Changes on status bar again to resume
Click on the first deleted I then click on the Reject
drop down…Reject and move to next
Click on the Reject drop down…Reject and move
to next again
Click on Accept and move to next, twice
View Print Preview…Close Print Preview
Click Final…View Print Preview
Templates
Templates are merely starting points used to
create Word documents. They are meant to
save you time and to provide consistency in
application of styles and themes.
Any existing Word document can be converted
into a Template
Templates can have fields which the user
completes to create the document
Create a Simple Template
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Open a New Document
Type Out of Office Notice, Center Align, and hit Enter
Click Left Align and Type TO: Office Staff and hit Enter
Type FROM: Your Name and hit Enter
Type I will be out of the office on ___ returning on ___ and
hit Enter
Click Office Button
Move down to Save As and slide over to Word Template
(.dotx)
At the top of the left window, click Microsoft Office Word
twisty, and then click Templates
Call it OutOffice
Using a Template
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New Document
Choose My templates… from left side
Click OutOffice
Click OK
Select the UNDERLINES and replace with
appropriate dates
• Save/print document
Creating an Advanced Template
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Open Source.docx
Replace Joe Employee with Your Name
Click next to Date: and press Tab
Insert…Quick parts…Field…Date…OK
Click next to Client Address: and press Tab
Type CTRL-FN-F9 followed by FILLIN "Enter the
client address" \* CHARFORMAT between the {}
• From the Insert tab, select Text Box…Simple Text
Box and move to below Description of Encounter
Saving Advanced Template
• Click Office Button
• Move down to Save As and slide over to Word
Template (.dotx)
• Click Microsoft Office Word twisty, and then
click Templates
• Call the Template ClientEncounter
• Click Save
Using the Advanced Template
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New Document
Choose My templates… from left side
Click ClientEncounter
Click OK
Respond to the two prompts
Fill in the Textbox
Save/print document