· WORD INCLUDES A MAIL MERGE FEATURE THAT YOU CAN USE TO CREATE LETTERS AND ENVELOPES AND MUCH MORE, ALL WITH PERSONALIZED INFORMATION.
· THERE ARE TWO DOCUMENTS THAT NEED TO BE CREATED FOR MERGING.
· ONE DOCUMENT, WHICH WORD CALLS THE DATA SOURCE, CONTAINS THE VARIABLE INFORMATION. (NAMES, ADDRESSES, ETC.)
· THE SECOND DOCUMENT CONTAINS THE STANDARD TEXT ALONG WITH IDENTIFIERS SHOWING WHERE VARIABLE INFORMATION IS TO BE INSERTED. THIS IS THE MAIN DOCUMENT.
· TEXT IN A DATA SOURCE IS INSERTED IN CELLS IN A TABLE.
· CREATING A DATA SOURCE WITH MAIL MERGE HELPER – THERE ISN’T A STRICT SPECIFIC ORDER FOR CREATION, BUT IT IS LOGICAL TO CREATE THE DATA SOURCE FIRST, THEN THE MAIN DOCUMENT. YOU MUST DETERMINE WHAT TYPE OF CORRESPONDENCE YOU WILL BE CREATING AND THE TYPE OF INFORMATION YOU WILL NEED TO INSERT IN THE CORRESPONDENCE. WORD PROVIDES PREDETERMINED FIELD NAMES THAT YOU CAN USE OR YOU CAN MAKE UP YOUR OWN.
· VARIABLE INFORMATION IS SAVED AS A RECORD. A RECORD CONTAINS ALL THE INFORMATION FOR ONE UNIT (A CUSTOMER). A SERIES OF FIELDS MAKE ONE RECORD AND A SERIES OF RECORDS MAKE UP A DATA SOURCE.
· AT A CLEAR SCREEN, CHOOSE TOOLS-MAIL MERGE. AT THE MAIL MERGE HELPER DIALOG BOX, CHOOSE CREATE, THEN FORM LETTERS. CHOOSE ACTIVE WINDOW AT THIS DIALOG BOX. NEXT CHOSE GET DATA - CREATE DATA SOURCE. AT THE CREATE DATA SOURCE DIALOG BOX, THE FIELDS PROVIDED BY WORD ARE SHOWN IN THE FIELD NAMES IN HEADER ROW. YOU CAN REMOVE OR ADD FIELD NAMES AS NECESSARY.
· AFTER ESTABLISHING THE FIELD NAMES, CLICK ON OK AND SAVE THE DATA SOURCE. AFTER SAVING, WORD WILL TELL YOU THAT THE DATA SOURCE DOESN’T CONTAIN DATA, CHOOSE EDIT DATA SOURCE. TYPE THE INFORMATION FOR THE FIRST FIELD, HIT ENTER FOR NEXT FIELD. WHEN FINISHED CLICK ON ADD NEW FOR NEXT RECORD. AFTER THE LAST RECORD, CHOOSE VIEW SOURCE. THE INFORMATION WILL APPEAR IN A TABLE. THE FIRST ROW CONTAINS THE NAMES OF THE FIELDS (HEADER ROW). THE INFORMATION MAY BE WRAPPED INSIDE OF A CELL, BUT AS LONG AS YOU DO NOT HIT ENTER OR EXTRA SPACES THE INFORMATION WILL MERGE CORRECTLY. AT THE DATA SOURCE DOCUMENT, CHOOSE FILE-SAVE AS.
· TO EDIT A DATA SOURCE, OPEN IT IN THE NORMAL FASHION (FILE-OPEN) AND USE THE TECHNIQUES FOR WORKING IN A TABLE OR USE THE MAIL MERGE TOOLBAR. SAVE WHEN FINISHED.
· CREATING THE MAIN DOCUMENT - THE MAIN DOCUMENT IS CREATED TO INCLUDE FIELDS IDENTIFYING WHERE VARIABLE INFORMATION FROM THE DATA SOURCE IS TO BE INSERTED. THE MAIN DOCUMENT CAN BE A LETTER, ENVELOPE OR LABEL.
· BEFORE CREATING THE MAIN DOCUMENT, DETERMINE WHAT INFORMATION WILL REMAIN THE SAME FOR EACH DOCUMENT (STANDARD TEXT) AND WHAT INFORMATION WILL CHANGE (VARIABLE INFORMATION).
· AT A CLEAR SCREEN, CHOOSE TOOLS-MAIL MERGE. CHOOSE CREATE (UNDER MAIN DOCUMENT)-FROM LETTERS-ACTIVE WINDOW. CHOOSE GET DATA-OPEN DATA SOURCE. (SELECT THE DESIRED DATA SOURCE). WORD WILL SAY THERE ARE NO FIELDS FOUND IN DOCUMENT, CHOOSE EDIT MAIN DOCUMENT. TYPE THE MAIN DOCUMENT. CLICK ON INSERT MERGE FIELD AND CHOOSE THE DESIRED FIELD NAME TO INSERT. YOU CAN USE THE MERGE FIELDS AS MANY TIMES AS YOU WISH. USE SPACES AND PUNCTUATION BEFORE AND AFTER THE FIELD NAMES AS YOU WOULD WITH NORMAL TEXT. WHEN FINISHED, SAVE IN THE NORMAL FASHION.
· MERGING FILES - ONCE THE DATA SOURCE AND THE MAIN DOCUMENT HAVE BEEN CREATED AND SAVED, THEY CAN BE MERGED. MERGED DOCUMENTS CAN BE SAVED IN A NEW DOCUMENT OR THEY CAN BE SENT DIRECTLY TO THE PRINTER.
· OPEN THE MAIN DOCUMENT. CLICK ON THE MERGE TO NEW DOCUMENT BUTTON ON THE MAIL MERGE TOOLBAR OR CHOOSE MERGE AT THE BOTTOM OF THE DIALOG BOX.
· THE BUTTONS ON THE MAIL MERGE TOOLBAR CAN BE HELPFUL. CLICK ON VIEW MERGED DATA BUTTON TO PREVIEW THE FIRST RECORD. USE THE NEXT, LAST, PREVIOUS, OR FIRST BUTTONS TO KEEP VIEWING MERGED RECORDS. CLICK ON VIEW MERGED DATA BUTTON AGAIN TO RETURN TO THE MAIN DOCUMENT.
· FOR A MERGE TO OPERATE SMOOTHLY, NO ERRORS CAN OCCUR IN THE MAIN DOCUMENT OR THE DATA SOURCE. WORD INCLUDES A FEATURE TO CHECK FOR ERRORS IN THE MAIN AND DATA SOURCE DOCUMENTS. OPEN THE MAIN DOCUMENT AND CLICK ON CHECK FOR ERRORS-MAKE CHOICE.
· EDITING THE DATA SOURCE – CHOOSE EDIT DATA SOURCE BUTTON ON MAIL MERGE TOOLBAR. CHOOSE VIEW SOURCE-THEN MAKE EDITS WITH BUTTONS LIKE MANAGE FIELDS.
· TABLES CONTAIN ROWS (RUNNING FROM THE LEFT TO RIGHT) AND COLUMNS (RUNNING FROM THE TOP TO THE BOTTOM). CELLS ARE THE INTERSECTIONS OF ROWS AND COLUMNS.
· CELLS CAN CONTAIN LETTERS, NUMBERS, TEXT, DATA OR FORMULAS. ALL THE FORMATTING COMMANDS ARE AVAILABLE WITHIN TABLES.
· CREATING A TABLE - CHOOSE THE TABLE PULL-DOWN MENU-INSERT TABLE-KEY IN THE NUMBER OF COLUMNS AND ROWS DESIRED. A TABLE WILL APPEAR ON THE DOCUMENT SCREEN. YOU CAN ALSO CREATE A TABLE BY CHOOSING THE INSERT TABLE BUTTON ON THE TOOLBAR. WHEN CHOSEN, A GRID WILL APPEAR. HOLD DOWN THE LEFT BUTTON AND MOVE THE ARROW POINTER DOWN AND ACROSS UNTIL THE CORRECT NUMBER OF COLUMNS APPEAR. WHEN THE TABLE IS PLACED ON THE SCREEN, THE INSERTION POINT IS IN CELL A1. THE LINES THAT FORM THE TABLE ARE CALLED GRIDLINES. WITH THE RULER VISIBLE, TABLE COLUMN MARKERS ARE DISPLAYED. WITH THE SHOW/HIDE COMMAND ON, YOU WILL SEE THE END OF CELL AND END OF ROW MARKERS.
· ENTERING TEXT - KEY OR EDIT TEXT WITH THE INSERTION POINT IN THE DESIRED CELL AS YOU NORMALLY WOULD KEY TEXT. YOU CAN MOVE THE INSERTION POINT TO THE NEXT CELL WITH THE MOUSE OR BY PRESSING THE TAB KEY. SHIFT+TAB WILL MOVE THE INSERTION POINT BACKWARD ONE CELL. IF THE TEXT DOESN’T FIT, IT WRAPS. WHEN YOU HIT ENTER IN A CELL, THE CELL GETS ONE LINE BIGGER. CTRL+TAB MOVES THE INSERTION POINT TO A TAB STOP WITHIN A CELL.
· SELECTING CELLS - THE MOUSE CAN BE USED TO SELECT A SPECIFIC CELL, A GROUP OF CELLS, ROWS, COLUMNS, OR AN ENTIRE TABLE. FROM THE LEFT SIDE OF A CELL, BETWEEN THE LEFT COLUMN BOARDER AND THE END OF THE CELL MARKER OR FIRST CHARACTER IN CELL, IS CALLED THE SELECTION BAR. WHEN THE ARROW POINTER IS POSITIONED IN THE CELL SELECTION BAR, IT TURNS INTO AN ARROW POINTING UP AND TO THE RIGHT. TO SELECT AN INDIVIDUAL CELL, POSITION THE POINTER IN THE SELECTION BAR AT THE LEFT AND CLICK. TO SELECT MORE THAN ONE CELL, DRAG THE MOUSE WHILE HOLDING DOWN THE LEFT BUTTON.
· DELETING A TABLE - TO DELETE JUST THE TEXT, SELECT THE TABLE AND PRESS DELETE UP TO BUT NOT INCLUDING THE PARAGRAPH MARK. TO DELETE THE ENTIRE TABLE, SELECT THE ENTIRE TABLE PLUS THE PARAGRAPH MARK AFTER THE TABLE AND PRESS DELETE.
· FORMATTING A TABLE - (1) ADDING BORDERS - BY DEFAULT, SINGLE GRIDLINES PRINT. IF YOU WANT DIFFERENT LINES, YOU MUST BLOCK THE CELLS AND CREATE BORDERS. SPECIFIC BORDERS CAN BE ADDED TO ONE CELL, A ROW, A COLUMN, A GROUP OF CELLS OR THE ENTIRE TABLE. YOU CAN ALSO ADD SHADING. (2) ADDING SHADING – TO ADD VISUAL APPEAL TO A TABLE, SHADING CAN BE ADDED TO CELLS. SHADING CAN BE ADDED TO SELECTED CELLS FROM THE FORMAT-BORDERS AND SHADING DIALOG BOX WITH THE SHADING TAB SELECTED.
· CHANGING COLUMN WIDTH - ALL COLUMNS ARE EQUAL WHEN A TABLE IS FIRST CREATED. THERE ARE SEVERAL METHODS FOR CHANGING THE WIDTHS. WITH THE MOUSE, POSITION THE POINTER ON THE GRIDLINE SEPARATING THE COLUMNS UNTIL THE INSERTION POINT TURNS INTO A LEFT AND RIGHT POINTING ARROW. HOLD DOWN THE MOUSE BUTTON, DRAG THE COLUMN LINE TO DESIRED LOCATION, THEN RELEASE. (THE COLUMN TO THE RIGHT IS DECREASED). IF YOU KNOW THE EXACT SIZE FOR THE COLUMN, CHOOSE TABLE-CELL HEIGHT/WIDTH AND TYPE THE SIZE.
· CHANGING ALIGNMENT OF TEXT - (DEFAULT IS LEFT) SELECT CELLS, CLICK ON THE DESIRED ALIGNMENT BUTTON ON THE TOOLBAR.
· ALIGNING THE TABLE - (DONE AT CELL TABLE PROPERTIES COMMAND)
· INSERTING ROWS - INSERT ROWS AT THE TABLE MENU. YOU CAN ADD ROWS TO THE TOP OR BOTTOM OF THE ACTIVE ROW. IF YOU ARE IN THE LAST CELL, PRESSING TAB WILL ADD ANOTHER ROW.
· INSERTING COLUMNS - CHOOSE TABLE-INSERT COLUMNS
· DELETING ROWS , COLUMNS, AND/OR CELLS - A SPECIFIC CELL, BLOCK IT CHOOSE TABLE-DELETE CELLS-ENTER; A SPECIFIC ROW, SELECT THE ROW, CHOOSE TABLE-DELETE ROWS-ENTER; A SPECIFIC COLUMN, SELECT THE COLUMN, CHOOSE TABLE-DELETE COLUMN
· MERGING CELLS - SELECT CELLS TO BE MERGED, CHOOSE TABLE-MERGE (MAKE SURE THERE ISN’T ANY TEXT IN THE CELLS TO MERGE)
· SPLITTING CELLS - SELECT CELLS TO SPLIT, CHOOSE TABLE-SPLIT
· CUTTING AND PASTING TEXT - SELECT THE CELL(S), ROW(S), OR COLUMN(S), CHOOSE CUT OR COPY BUTTON, MOVE INSERTION POINT TO DESIRED LOCATION, CHOOSE PASTE.
· FORMATTING WITH AUTOFORMAT - (PREDESIGNED TABLE FORMATS) HAVE THE INSERTION POINT WITHIN THE TABLE, CHOOSE TABLE-AUTOFORMAT. SELECT A TABLE FORMAT. YOU CAN MAKE CHANGES TO THE FORMAT BY REMOVING “X’S” FROM THE CHOICES.
· PERFORMING CALCULATIONS - NUMBERS IN TABLES CAN BE CALCULATED. POSITION CURSOR IN CELL FOR THE ANSWER. CHOOSE TABLE-FORMULA. LOOK AT THE FORMULA IN THE BOX TO CHECK TO SEE IF IT IS CORRECT. IF NOT CORRECT, MAKE THE NECESSARY CORRECTIONS. FOUR BASIC OPERATORS CAN BE USED.
· + ADDITION - SUBTRACTION * MULTIPLICATION / DIVISION
CHAPTER 14: ADDING BORDERS AND INSERTING CLIP ART
· ADDING BORDERS - EVERY PARAGRAPH YOU CREATE IN WORD CONTAINS AN INVISIBLE FRAME. A BORDER CAN BE ADDED AROUND THIS FRAME TO SPECIFIC SIDES OR ALL SIDES OF A PARAGRAPH, HAVE DIFFERENT THICKNESS AND CAN BE SHADED.
· CREATING A BORDER - ONE WAY TO CREATE A BORDER IS TO CLICK ON THE BORDERS BUTTON ON THE FORMATTING TOOLBAR. BY DEFAULT, IT IS AN OUTSIDE BORDER. CLICKING ON THE DOWN-POINTING ARROW ON THE RIGHT AND CLICKING ON THE DESIRED CHOICE CAN CHANGE THIS. TO ADD A BORDER AROUND MORE THAN ONE PARAGRAPH, SELECT THE PARAGRAPHS FIRST, AND THEN CHOOSE THE BORDER STYLE.
· YOU CAN CREATE PARAGRAPH AND/OR PAGE BORDERS – JUST CHOOSE THE DESIRED TAB AT THE BORDERS AND SHADING DIALOG BOX.
· CUSTOMIZING BORDERS - TO FURTHER CUSTOMIZE BORDERS, CHOOSE FORMAT, BORDERS AND SHADING. AT THE PARAGRAPH BORDERS AND SHADING BOX, MAKE SURE THE DESIRED TAB (BORDERS, PAGE BORDER, OR SHADING). AT THE PREVIEW PAGE IN THE BORDER SECTION, YOU CAN ADD OR REMOVE A BORDER LINE. TO DO THIS, POSITION THE ARROW POINTER ON THE PREVIEW PAGE AND CLICK THE LEFT BUTTON. YOU CAN CHANGE THE POINT MEASUREMENT FOR THICKNESS OF THE LINE. YOU CAN ADD SHADING INSIDE BORDERS WITH THE SHADING TAB.
· INSERTING HORIZONTAL LINES – TO DISPLAY THE HORIZONTAL LINE DIALOG BOX, CHOOSE THE HORIZONTAL LINE TAB FROM THE BORDERS AND SHADING DIALOG BOX.
· ADDING CLIP ART TO DOCUMENTS - GRAPHIC IMAGES CAN BE INSERTED. THIS IMAGE CAN BE CREATED IN A SEPARATE DRAW OR PAINT PROGRAM AND THEN INSERTED OR YOU CAN USE ONE OF THE PRE-DESIGNED PICTURES PROVIDED WITH WORD. THESE PICTURES WERE CREATED IN CLIPART. TO INSERT A PICTURE, CHOOSE INSERT-PICTURE-CLIP ART. DOUBLE CLICK ON DESIRED GRAPHIC CATEGORY FROM THE GROUPINGS. CLICK ON THE DESIRED PICTURE OR CLICK ON “KEEP LOOKING” OR THE BACK ARROW ON THE TOOLBAR TO SEE OTHER IMAGES IN THAT GROUP. CLICK ON THE PICTURE AND CHOOSE THE INSERT CLIP ICON. WHEN FINISHED, CLOSE THE CLIP ART DIALOG BOX. THE IMAGE IS INSERTED AT THE LOCATION OF THE INSERTION POINT. IF YOU SELECT A PICTURE, BLACK LINES WITH BOXES AT THE SIDES AND CORNERS WILL APPEAR. THE BOXES ARE CALLED SIZING HANDLES. YOU CAN CHANGE THE HEIGHT AND WIDTH OF THE GRAPHIC HOLDING DOWN THE LEFT MOUSE BUTTON AND DRAGGING TO RESIZE.
· REPOSITIONING A GRAPHIC IMAGE - SELECT THE GRAPHIC. WHEN THE MOUSE IS MOVED ON TOP OF THE IMAGE, TURNS INTO AN ARROW POINTER WITH A FOUR HEADED ARROW ATTACHED. HOLD DOWN THE MOUSE BUTTON; DRAG THE GRAPHIC TO THE DESIRED LOCATION.
· FORMATTING CLIP ART IMAGES WITH BUTTONS ON THE PICTURE TOOLBAR - FORMATTING MIGHT INCLUDE ADDING FILL COLOR AND BORDERLINES, INCREASING OR DECREASING THE BRIGHTNESS OR CONTRAST, CHOOSING A WRAPPING STYLE, AND CROPPING THE IMAGE. TO DISPLAY THE PICTURE TOOLBAR, RIGHT CLICK ON THE IMAGE AND CHOOSE SHOW PICTURE TOOLBAR. THE BUTTONS ARE EXPLAINED ON PAGE 447.
· CREATING A WATERMARK - A WATERMARK IS A LIGHTENED IMAGE THAT DISPLAYS IN A DOCUMENT. TEXT CAN BE INSERTED IN FRONT OF THE WATERMARK. WITH THE INSERTION POINT AT THE BEGINNING OF A DOCUMENT, INSERT THE GRAPHIC FOR THE WATERMARK. INCREASE THE SIZE OF THE IMAGE. DISPLAY THE PICTURE TOOLBAR. CHOOSE THE IMAGE CONTROL BUTTON ON THE PICTURE TOOLBAR AND CHOOSE WATERMARK. CLICK ON TEXT WRAPPING AND CHOOSE BEHIND TEXT. MOVE THE IMAGE TO THE CENTER OF THE PAGE.
· INSERTING A TEXT BOX - A TEXT BOX CAN BE DRAWN IN A DOCUMENT AND THEN TEXT CAN BE KEYED. TO INSERT A TEXT BOX, CHOOSE INSERT-TEXT BOX. POSITION THE CROSS HAIRS IN THE DOCUMENT, HOLD DOWN THE LEFT MOUSE BUTTON, DRAG THE CROSS HAIRS UNTIL THE BOX IS THE DESIRED SIZE, AND THEN RELEASE THE MOUSE BUTTON. THE INSERTION POINT IS POSITIONED INSIDE THE TEXT BOX. KEY THE DESIRED TEXT AND CLICK OUTSIDE THE BOX WHEN DONE. WHEN DONE, CHOOSE FORMAT-TEXT BOX AND THE LAYOUT TAB. CHOOSE THE LAYOUT FOR THE TEXT AROUND THE BOX.
· MS WORD2000 INCLUDES A DRAWING FEATURE WITH TOOLS FOR DRAWING AND CUSTOMIZING OBJECTS.
· DRAWING SHAPES AND LINES - YOU CAN USE THE DRAWING FEATURE TO DRAW A VARIETY OF SHAPES SUCH AS CIRCLES, SQUARES, RECTANGLES, ETC. MAKE SURE THE DRAWING TOOLBAR IS VISIBLE AND YOU WILL SEE THE ICONS FOR EACH SHAPE AND LINE. CLICK ON THE ICON (OR DOUBLE CLICK TO DRAW MORE THAN ONE OF THE SELECTED SHAPES), MOVE CROSSHAIRS TO STARTING LOCATION, DRAG MOUSE AND RELEASE. WITH THE LINE BUTTONS, YOU CAN DRAW A LINE IN A DOCUMENT. IT IS DONE IN THE SAME FASHION AS A SHAPE. HOLD SHIFT TO DRAW PERFECT CIRCLES AND/OR SQUARES.
· CREATING AUTOSHAPES - THE AUTOSHAPES BUTTON HAS A VARIETY OF SHAPES FROM WHICH TO CHOOSE. TO WRITE YOUR NAME, CHOOSE AUTOSHAPES-LINES-SCRIBBLE OPTION.
· CREATING A TEXTBOX - CHOOSE TEXT BOX ICON ON DRAWING TOOLBAR, DRAG THE CROSSHAIRS FOR LOCATION OF BOX, TYPE AS USUAL IN THE BOX.
·
ADDING CALLOUTS
- CALLOUTS ARE USEFUL TOOLS FOR IDENTIFYING PARTS OF AN ILLUSTRATION OR
PICTURE. TO CREATE A CALLOUT, CLICK THE
AUTOSHAPES BUTTON, POINT TO CALLOUTS, AND THEN CLICK THE DESIRED CALLOUT
DESIGN. POSITION THE CROSS HAIRS AT THE
LOCATION WHERE YOU WANT THE CALLOUT TO POINT, HOLD DOWN THE LEFT BUTTON AND DRAG. KEY THE CALLOUT TEXT IN THE BOX.
· USING WORDART: WITH WORDART, YOU CAN CHANGE THE FONT, STYLE, AND ALIGNMENT OF TEXT. TO ENTER WORDART, CHOOSE INSERT-OBJECT. AT THE OBJECT DIALOG BOX, CHOOSE MICROSOFT WORDART 3.0.
· ENTERING TEXT: WHEN GOING INTO WORDART, THE INSERTION POINT IS PLACED IN THE “ENTER YOUR TEXT HERE” BOX. KEY IN YOUR TEXT. YOU CAN ALSO INSERT SYMBOLS. WHEN FINISHED WITH THE TEXT. REMOVE THE BOX BY CLICKING OUTSIDE THE TEXT.
· SIZING THE TEXT: SELECT THE BOX BY CLICKING ON THE TEXT AND MOVE THE SIZING HANDLES
· CHANGING SHAPES: BE IN THE “ENTER YOUR TEXT HERE” BOX (DOUBLE CLICK ON TEXT), AND CHOOSE THE LINE AND SHAPE OPTION AND MAKE CHOICE.
· CHANGING FONTS: CHOOSE THE FONT CHOICE ON THE TOOLBAR AT THE “ENTER YOUR TEXT HERE” SCREEN.
· CHANGING SPACING: USE THE STRETCH BUTTON OR THE CHARACTER SPACING BUTTON TO CHANGE THE SPACING OF THE TEXT.
· CHANGING ALIGNMENT: (CENTER BY DEFAULT) BE AT THE “ENTER YOUR TEXT HERE” SCREEN, CHOOSE THE ALIGNMENT BUTTON ON THE TOOLBAR.
· ROTATING TEXT: USED TO ROTATE
· ADDING BORDERS AND SHADING