Technology Training Services

Microsoft Word 2007

Microsoft Word 2007

Written by Pamela Williams June 2009

Maricopa Community Colleges

June, 2009

The Maricopa County Community College District is an EEO/AA institution. This training manual may be duplicated or put on the Internet for instructional purposes. Please give credit to the Maricopa Community Colleges and to the author(s). This training manual is not to be sold for profit.

Technology Training Services Maricopa Community Colleges 2411 West 14th Street Tempe, Arizona 85281-6942 http://www.maricopa.edu/training

(480) 731-8287

Technology Training Services Vision & Mission

Vision Technology Training Services is dedicated to improving employee job performance at all levels by exceeding expectations in the areas of technology training, instructional design, and customer support. Technology Training Services provides leadership and support to the Maricopa Community College District as the District implements new technologies that address challenging administrative needs and educational standards. We design, develop, and deliver the highest quality in-service technology training, materials, and support to all of the employees of the Maricopa Community Colleges. To fulfill this mission we: Provide responsive and accessible technology training on a variety of administrative systems and desktop applications. Design and develop comprehensive training and reference materials. Provide technology training support in a variety of ways including telephone helplines, one-on-one assistance, online help, troubleshooting, consultation, and referral services. Support the colleges' technology training efforts by delivering onsite technology training, delivering Train-the-Trainer sessions, and providing training materials. Provide leadership and support to the teams implementing new technologies and administrative systems within the organization. Cultivate positive partnerships with our colleges to meet and exceed their training needs and expectations. Collaborate with organizational teams to develop strategies to meet future technology training needs. Chair and host the Regional Training Committee (RTC) to collaboratively develop training strategies, maintain technology training consistency, and overcome the challenging technology training needs throughout the District. Expand and update our knowledge and skills in the areas of technology, training, and instructional design.

Mission

Table of Contents
Table of Contents .................................................................................................... ii Objectives for Microsoft Word 2007 ...................................................................... 1 Plan Your Document Design (Campus Directory) ................................................. 4 Word 2007 Screen Components ........................................................................... 10 View the Word Ribbon Tabs ................................................................................ 14 Set Up the Document Layout Page Layout Tab ................................................ 16 View a Document View Tab.............................................................................. 18 Save a Document Home Tab ............................................................................. 20 Select Text ............................................................................................................ 22 Move Text Home Tab ........................................................................................ 24 Format a Document Home Tab........................................................................... 26 Format a Document with Tabs Home Tab ......................................................... 28 Insert an Image Insert Tab ................................................................................. 30 Contextual Tools and Tabs ................................................................................... 32 Print a Document .................................................................................................. 36 Plan Your Document Design (Driving Directions) .............................................. 38 Insert a Table Insert Tab .................................................................................... 40 Format a Table ...................................................................................................... 42 Plan Your Document Design (Annual Report) ..................................................... 44 Apply a Style Home Tab.................................................................................... 48 Insert a Page Insert Tab...................................................................................... 52 Insert a Reference Reference Tab ...................................................................... 54 Insert Page and Section Breaks Page Layout Tab ............................................. 60 Insert Headers and Footers Insert Tab ............................................................... 64 Plan Your Document Design (Annual Holiday List) ............................................ 70 Insert Columns Page Layout Tab ....................................................................... 72 Template Options .................................................................................................. 76 Exit Microsoft Word 2007 .................................................................................... 78 Plan Your Document Design (Mail Merge).......................................................... 80 View the Mailings Tab.......................................................................................... 86 Create a Recipient List (Data Source) .................................................................. 88 Create a Form Letter (Main Document) ............................................................... 92

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Table of Contents
Preview the Mail Merge Results ......................................................................... 102 Perform a Mail Merge ......................................................................................... 104 Open an Existing Form Letter (Main Document) ............................................... 106 Create Mailing Labels ......................................................................................... 108 Create Envelopes ................................................................................................ 114 Templates ............................................................................................................ 120 Forms .................................................................................................................. 122 Plan Your Document Design (Forms) ................................................................ 124 Developer Tab ..................................................................................................... 130 Controls Gallery .................................................................................................. 132 Content Controls ................................................................................................. 133 Legacy Tools ....................................................................................................... 134 Create a Form ...................................................................................................... 138 Format a Form..................................................................................................... 144 Legacy Form Field Properties ............................................................................. 158 Text Form Field Options Create a Calculation ................................................ 160 Building Block Gallery ....................................................................................... 168 Test a Form ......................................................................................................... 170 Distribute a Form ................................................................................................ 178 Appendix A Getting Help in Office 2007 ........................................................ 184 Appendix B Customizing Word Options ......................................................... 185 Appendix C Electronic File Formats ............................................................... 187 Appendix D Document Layout Exercise ......................................................... 189 Appendix E Mail Merge Exercise.................................................................... 192 Appendix F Forms Exercise............................................................................. 203 Index ................................................................................................................... 207

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Objectives for Microsoft Word 2007

This workshop was designed to present the following competencies: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. Define and plan a document design. Describe the Word 2007 screen components. Review the compatibility issues and workarounds associated with Word 2007. Set up the layout and change the margins and page orientation. Select and move text from one document to another. Insert and format column, page, and section breaks. Insert and format page numbers and footers. Insert and format images and WordArt. Insert tabs with leaders. Open and modify the orientation of an existing document. Insert and format tables. Create a template document. Define and plan a document design. Describe the Word 2007 screen components. Review the compatibility issues and workarounds associated with Word 2007. Define the mail merge process. Review the methods to create and perform a mail merge. Plan the document design for a mail merge. Create the main document for a form letter using the Mail Merge Wizard. Create the data source using Word 2007. Create the main document for mailing labels using the Mail Merge Wizard. Create the data source using Excel 2007. Create the main document for mailing envelopes using the Mail Merge Wizard. Create the data source using Access 2007. Review the mail merge printing options.

Objectives for Microsoft Word 2007

26. 27. 28. Define a template. Plan the design of a form. Create a form. 29. 30. 31. 32. 33. 34. Insert tables Insert form fields Apply form field options Create a calculation Insert help text

Format a form. Test a form. Distribute a form. Access and complete a form. Export data from a form. Import form data into Excel.

Notes

Plan Your Document Design (Campus Directory)

Begin with the End in Mind Planning your document design is vital to ensure that the printbased document accomplishes your goal. 1. Decide what you want to accomplish with the document. 2. Identify your audience. 3. Identify the layout and design, file format, and storage location. Layout and Design Sketch out the layout for your document on paper. Determine if the document orientation will be portrait (vertical) or landscape (horizontal). Determine if the document will be formatted in single or multiple columns. A landscape document with two columns is the most readable and popular layout for an event program. Determine if you will use any images or clip art. It is important to know what version of the software you are using to save your documents. When you create a document, it stores an extension in the file name that identifies the type of software used to create the document. Listed below are some file types associated with various versions of Microsoft Word: .doc .dot .docx .dotx .rtf Compatibility Cautions! Word 97 2003 Word 97 2003 Template Word 2007 Document Word 2007 Template Rich Text Format

Know Your File Types

Along with the new features of Microsoft Word 2007 come several challenges when opening documents created in previous versions of the application. For example, if you open Word 2007 documents in Word 97-2003, you may find that the tables, charts, diagrams, etc. lose their formatting. On the flip side, when you open Word 97-2003 documents in Word 2007, the document opens in Compatibility Mode and the 2007 features are grayed out and not available. It is strongly recommended that you perform the following functions to maintain the integrity of your documents when upgrading to Word 2007. Save all new documents in Word 2007. Save a copy of any documents that are being shared down to Word 97-2003. Convert your existing documents to Word 2007.

Plan Your Document Design (Campus Directory) (continued)

Viewing Word 2007 Files in Word 97- 2003 The Office 2007 Compatibility Pack is a plug-in that allows Word 97-2003 users to open a document created in Word 2007. Some formatting may be lost when opening a 2007 document in a lower format. For additional information visit the website listed below. http://www.microsoft.com/downloads/details.aspx?familyid=941B 3470-3AE9-4AEE-8F43-C6BB74CD1466&displaylang=en Consider the following when sharing different Word files types. Save the document down to Word 97 2003. This will allow all individuals to be able to open the document and make the appropriate edits. Download the Office Compatibility Pack on to computers with Word 97 2003 version. This will allow users to open a Word 2007 document for viewing purposes. When you open a document in Microsoft Office Word 2007 that was created in Microsoft Office Word 2003, Word 2002, or Word 2000, Compatibility Mode is turned on, and you see Compatibility Mode in the title bar of the document window. Compatibility Mode ensures that no new or enhanced features in Office Word 2007 are available while you are working with a document, so that people who are using previous versions of Word will have full editing capabilities. You can work in Compatibility Mode or you can convert your document to the Office Word 2007 file format. Converting your document allows you to access the new and enhanced features in Office Word 2007. However, people who are using previous versions of Word may be prevented from or have difficulty editing certain portions of the document that were created by using new or enhanced features in Office Word 2007. Consider the following when converting documents to Word 2007. Make a copy of the document created in the previous version of Word without opening the document. Avoid using the double-click method to open a Word 972003 document. Instead, open Word 2007, open the Word 97-2003 document, and then save the document as a Word 2007 document. Create a new blank document, copy and paste the information from the old version into the new version.

File Sharing Considerations

Viewing Word 97- 2003 Files in Word 2007

File Conversion Considerations

Exercise Planning Your Document Design

The following questions are recommended at the very least for planning a document design. We will answer these questions based on the documents that will be created during the training session today. We will create several documents such as a campus directory, a roster, driving directions, a list of holidays, and an annual report.
Creating a Document
PLANNING Document type Document purpose Target audience File format to be used Storage Location What type of document do you want to create? What is the purpose of your document? Who is your target audience? Will you create or edit the document in Word 2007 or Word 972003? Explain your selection. Where will you store the saved documents? File storage options include but are not limited to: Hard Drive File Server Flash Drive CD-RW Drive What categories will be covered? How will you present the information? Will you use a table, a chart, text boxes, How will you format the document in an aesthetically pleasing manner to attract your audience? Will your document contain text only? What type of images will you include? Where will you obtain your images? Will you have a common logo? Will you wrap text around the images?

Content

Text, images, and multimedia

DESIGNING Document template Formatting elements What type of formatting will you use? What features will you use to design the document template? What formatting elements will you include? Will you use a table of contents, an index, footnotes, etc.? Will you use page numbers in your document?

DEVELOPING Typography Images Page Layout What font will you use? How many different fonts will you use in your document? How will you use images to enhance your site? Will you use a background image? What type of layout will you use? How many topics per page? How will text be presented: bulleted or paragraph style? Will you use columns or tables? What color combinations will you use for your document? To what elements will you apply the color(s) fonts, background, tables, and other elements?

Color

REVIEWING AND EDITING Review Editing Will you use a group to review the document? Will you need to track changes made by the group? What version of the software will you use to edit the document? Will you engage in a group edit? If so, do all members of the group have the same version of the software?

Exercise Planning Your Document Design (continued)

............................................... ............................................... ............................................... ............................................... ............................................... ............................................... ............................................... ............................................... ............................................... .............................................. .............................................. ..............................................

Exercise Planning Your Document Design (continued)

Campus Directory

Document Design Details Orientation Portrait Images Computer Page Border Margins 1 All Tabs Right tab with leaders Text Center Title

Notes

Word 2007 Screen Components

Fluent User Interface Microsoft Word 2007 has a new look which is identified as a Fluent User Interface. It includes the Office Button, the Quick Access Toolbar, and the Ribbon. The features of the interface and other screen components are described below. The Title Bar displays the document name after you save it. The Office button provides a central location for commands that represent all of the things you can do with an entire document, such as open, close, save, print, publish, etc. It has replaced the File Menu found in earlier versions. It is located at the upper-left of the Office 2007 workspace. Its the button to click when you want to open up a document, save it, print it, or perform other functions. Its the place to go to view your recent documents and customize the application options. When you click on the Microsoft Office button, a window opens. In the left pane of the window is a gallery of commands. A gallery item with an east-pointing triangle will either open a dialog box or provide you with a subsidiary gallery of related commands. Commands with no triangle will work just by clicking. The New, Open, Save, and Close commands work the same as they always have. The Save As and Print menu items, when single-clicked, work the same as before. However, if you hover over either item or click on the triangle, a submenu of options and/or related commands will display. The Prepare, Send, and Publish menu items each display a submenu of commands for document distribution. Quick Access Toolbar The Quick Access Toolbar allows you to keep a customized set of tools handy; and it always displays, regardless of what tab is selected on the Ribbon, or even when the Ribbon is minimized. The default location for the Quick Access Toolbar is to the right of the Office Button. This toolbar can be customized to display above or below the ribbon and to display additional or fewer command shortcuts. The drop-down menu allows you to manage these preferences. The Ribbon provides a graphical representation of tools and replaces the traditional menus and toolbars in earlier versions. Double-click on any tab to minimize or maximize the ribbon. Each tab can be activated by clicking once on the appropriate tab or using the scroll wheel on the mouse to go back and forth. The More button, located in the lower right corner of a gallery or group, indicates that additional formatting options are available.

Title Bar Office Button

Commands Gallery

Ribbon and Tabs

More Button

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Word 2007 Screen Components (continued)

Clipboard Task Pane The Clipboard Task Pane is a temporary storage area that displays items, such as text, images, tables, etc. that have been selected and cut or copied in preparation to be moved to a different location. As you position your mouse over each button in the Standard or Formatting Toolbar and hold your mouse still, a Screen Tip (formerly known as a Tool Tip) displays the button title. The Live Preview feature allows you to quickly see how formatting options like fonts and Quick Styles will look in place before you commit to them. By pointing to various formatting choices, you can instantly see how those choices would display on selected text and objects. May be used to change indents and set tabs within a document. Marks the point at which text will be inserted when you begin typing. You will see a blinking cursor at this spot. The blue bar displayed at the bottom of the Word screen which indicates the current page, section number, and the total number of pages in the document. It now includes shortcut buttons for the document views and a handy Zoom Slider to adjust the on-screen size of your document. Use the double arrows to go up one page or down one page. This allows you to change the double arrows for the Page Up/Page Down to a different setting. You can instead use those arrows to browse through the document by headings, sections, tables, etc. Horizontal (bottom of window) and Vertical (right side of window) Scroll Bars may be used to scroll through the document. The Show/Hide feature displays paragraphs marks and other hidden formatting symbols. Vertical and horizontal rulers are displayed as a default preference. The ruler icon to the right of the horizontal ruler allows you to turn it on and off. The vertical ruler preferences can be changed from the Word Options window. The Word Options feature allows you to manage your preferences for specific view, display, editing, and printing settings. See Appendix A. The Word Help window contains links to categories of help topics. You can click a category link, or search for a word or phrase. Click the Show/Hide button on the Home Tab.

Screen Tips

Live Preview

Ruler Insertion Point Status Bar

Page Up/Page Down Select Browse Object Scroll Bars Show/Hide () Rulers

Word Options

Word Help Show/Hide

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Exercise Reviewing the Word 2007 Screen Components

Quick Access Toolbar Title Bar Word Help

Office Button Ribbon Ruler

More Button Clipboard Task Pane

Insertion Point

Show/Hide Paragraph Markers

Scroll Bars

Page Up/Down

Status Bar Open Word 2007 to display features that will be used to create a document. 1. From the Start Menu, select Programs >> Microsoft Word 2007. 2. Select Microsoft Word 2007. 3. Select the Office Button to display the available commands.

4. From the Quick Access toolbar, select the drop-down menu. Verify that a checkmark is displayed by the New, Open, Save, Undo, Redo commands. 5. From above the vertical scroll bar, select the View Ruler icon to turn off the ruler. 6. From above the vertical scroll bar, select the View Ruler icon to turn on the ruler. 7. From the Home tab >> Paragraph gallery, select the Show/Hide Paragraph Markers icon () to display the paragraph markers.

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Notes

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View the Word Ribbon Tabs

Ribbon The Ribbon replaces the traditional menus and toolbars found in earlier versions of Office. Tabs are used instead of menus. Commands are put in groups. Several galleries include a button to display a dialog box, which allows you to view additional options. The default display of the Ribbon includes all commands on all tabs being visible at all times. You can minimize the ribbon by double clicking a tab to hide the commands. The right-click option allows you to turn the Minimize the Ribbon feature on and off like a toggle switch from a list of choices. The tabs are commands and features on the ribbon which are organized into related groups called galleries. They are accessed by clicking a tab name. The tabs that are specific to the Word 2007 application include the Home, Insert, Page Layout, References, Mailings, Review, View, and Developer. The Home tab is displayed by default when a new or existing document is opened. It includes clipboard commands such as cut, copy, and paste; text formatting commands such as font size, color, type; paragraph formatting commands such as text alignment, line spacing, borders and shading; styles such as titles, subtitles, and headings; and editing commands such as find and replace. The Insert tab includes commands for various items that are inserted into documents such as, pages, tables, illustrations, links, headers and footers, text, and symbols. The Page Layout tab includes commands associated with the document themes, page setup and page background, paragraph formatting, and arranging objects within a document. The References tab includes commands associated with formatting formal documents such as: table of contents, footnotes, citations, bibliography, captions, indexes, and table of authorities. The Mailings tab includes the commands associated with creating single envelopes and labels, setting up a mail merge for multiple letters, e-mail messages, labels, envelopes, etc. The Review tab includes the proofing commands associated with spelling and grammar tools, thesaurus, language tools, etc.; comments, tracking changes and comparing documents. The View tab includes commands associated with multiple ways of viewing your document, showing and hiding the ruler and other tools; switching windows and viewing and recording macros. The Developer tab includes commands associated with creating and designing forms, macros and document security.

Minimize the Ribbon

Tabs

Home Tab

Insert Tab

Page Layout

References

Mailings

Review Tab

View Tab

Developer Tab

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Exercise Viewing the Word Ribbon Tabs

Home Tab

Insert Tab

Page Layout Tab

References Tab

Mailings Tab

Review Tab

View Tab

Developer Tab

Minimize and restore the ribbon. Navigate review the available features of each tab. 1. Double-click any tab to minimize the Ribbon. 2. Double-click any tab to restore the Ribbon. 3. Click once on the Home tab or use the scroll wheel on the mouse to select it.
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Set Up the Document Layout Page Layout Tab

Layout When a new blank document is created, it includes all of the default layout options that are stored in the blank document template. Layout options include but are not limited to the page orientation, margins, paper size, font type, size, paragraph spacing, document breaks, etc. The blank document template defaults can be changed manually for each option. The white space between the edge of the document page and the text of your document is known as the margin. Each document has four margins top, bottom, left, and right. The normal margins used by Microsoft Word 2007 are one inch for all margins. These settings automatically define where the next page begins. Page orientation is a grouping within the Page Layout Tab. The default orientation for Word is portrait, letter-sized paper (8 x 11). There are two orientation types portrait (vertical) and landscape (horizontal). Portrait orientation is very tall, but not very wide. Landscape orientation is just the opposite, very wide, but not very tall. This manual is printed in portrait orientation. The Size feature allows you to select the paper size for the entire document or the current section. The paper size is the primary component that must be defined first when designing a document. For example, the document design for a 4 x 6 postcard is extremely different from that of an 8 x 11 flyer. While the information may be the same for both documents, the layout for each document will be determined by the paper size. The Columns feature allows you to display text side-by-side in two or more columns. You can set up multiple columns for an entire document, or a section within a document. The Page Background group allows you to manage the page color, borders, and any watermarks for flagging special treatment for certain documents. The Paragraph group allows you to manage the indents and spacing within a document. The Spacing feature allows you to change the spacing between paragraphs by adding line space above or below the selected paragraphs. The Arrange group allows you to manage the grouping, positioning, and alignment of text around an object.

Margins

Orientation

Size

Columns

Page Background Paragraph Gallery Spacing

Arrange Gallery

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Exercise Setting Up the Document Layout

More Button More Button

Change Default

Review the galleries that include the most commonly used page layout features. 1. Enter your first and last name, and then press Enter. 2. From the Font gallery select the More icon in the bottom right corner. Notice the default font (Calibri, 11 pt.). 3. From the Paragraph gallery select the More icon in the bottom right corner. Notice the default line spacing (single space, 10 pt after). 4. From the Ribbon, select the Page Layout tab. Notice the Paragraph gallery is on the Home and Page Layout tabs. 5. From the Page Setup gallery select the More icon in the bottom right corner. From the Margins tab, notice the default margins and page orientation. 6. Select the Page tab. Notice the default paper size and paper source. 7. Select the Layout tab. Notice the default section, header and footer, and page settings. 8. Click OK.

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View a Document View Tab

Document Views Word allows you to view documents in five formats, Print Layout, Full Screen Reading, Web Layout, Outline, or Draft. You can access the Document View buttons from the View Tab at the top left of the screen and in the Status Bar at bottom right of the screen. The View Tab includes additional options for viewing pages and documents individually and simultaneously. The Print Layout view will display the document exactly as it will print complete with margins, page numbers, headers and footers, etc. The Full Screen Reading view will display the document one or two pages per screen. Navigation arrows are located at the top of the screen to move forward or backward within the document. Outline view is used for preparing document outlines. The Outline view will not be discussed in this manual. The Web Layout view is used for previewing how the documents will be displayed online. The Web Layout view will not be discussed in this manual. The Draft view is used for quickly editing text. Certain elements of the document such as the headers and footers will not be visible in this view. The Draft view will not be discussed in this manual. The Ruler can be displayed or hidden by selecting or deselecting the checkmark in the Show/Hide section on the View tab. The Zoom controls are located on the View Tab at the top center of the screen and in the Status Bar at the bottom right of the screen. You can display one or two pages simultaneously. The Switch Windows command allows you to switch to a different document that is currently open. The View Side by Side feature allows you to view two documents side-by-side so that you can compare their contents or copy and paste information from one document into another. The Synchronous Scrolling feature allows you to synchronize the scrolling of the two documents so that they can scroll together. The Reset Window Position feature allows you to reset the window position of the document being compared side-by-side so that they share the screen equally. The Macros feature allows you to create a series of commands and instructions that are grouped together as a single command to accomplish a task automatically.

Print Layout Full Screen Reading Outline Web Layout

Draft

Ruler Zoom

Switch Windows View Side by Side

Synchronous Scrolling Reset Window Position Macros

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Exercise Viewing a Document

Web Layout Print Layout Draft View Ruler Outline Arrange All Switch Windows

Open a Word 2003 document. Switch back and forth between documents from within the application. 1. From the View tab >> Show/Hide gallery, select the Ruler checkbox to turn it off. 2. From the View tab >> Show/Hide gallery, select the Ruler checkbox to turn it on. 3. From the Office Button, select Open. 4. From the Open dialog box, select the Desktop. 5. From the Desktop, select the Word 2007 folder. 6. From the Class Files folder, double click the Directory Text.doc document. 7. From the Home tab>>Styles gallery, select the Change Styles drop down menu. Notice that the Colors and Fonts options are grayed out because they are features which are exclusive to Word 2007. 8. From the View tab >> Window gallery, select the Switch Windows drop-down menu, and then select Document1 document. 9. From the View tab >> Window gallery, select the View Side by Side. 10. From the View tab >> Zoom gallery >> select 100%.

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Save a Document Home Tab

Save & Save As To avoid accidental loss of your work, it is important that you save your documents frequently as you are creating or editing text. There are two commands for saving a document, Save and Save As. Both the Save and Save As commands are found under the Office Button. The Save command is used for a first-time save or if you have made revisions to a document and wish to replace the old version with the new revised document. Use the Save As command to save a revised document to a new name, thus keeping the original as it was before revisions, or to save a copy of a document in a different folder or on a different disk. When the Save command is selected and it is a first-time save, a dialog box will be displayed. In this dialog box, a name must be given to the document and a folder must be designated as the location in which to save the document. If it is not a first-time save, the dialog box will not be displayed. Save a New Untitled Document 1. From the Office Button, select the Save command or click the Save button in the Quick Access toolbar. If this is a firsttime save, the Save As dialog box will be displayed. 2. Check the Save in bar to verify that you are saving to the proper drive and folder. If not, make changes: To change the drive: click the down arrow on the Save in: bar and select the correct drive from the drop-down list. To change the folder: after selecting the correct drive, double-click the icon for the correct folder. To create a new folder, click the Create New Folder button . 3. Type a name for the document under the bar titled File Name. File names can contain up to 255 alphanumeric characters including space. They cannot include: \?:*"<>/ ; 4. Click the Save button .

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Exercise Saving a Document

Save the new blank document in a designated folder. 1. From the Quick Access toolbar, select the Save icon. 2. From the Save As dialog box, enter Campus Directory in the File Name field. Verify the Save in field displays the following path: Desktop >> Word 2007 >> Document Layout. Verify the Save as type field displays Word Document (*.docx) 3. Click the Save button.

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Select Text
Insert Text In addition to typing directly into the document, you can insert text by selecting the text, copying and pasting or dragging and dropping text from one document to another. Text can be selected a word at a time, a sentence at a time, a line at a time, or a paragraph at a time. You can also select consecutive and non-consecutive blocks of text. The table below describes the method for selecting single and multiple blocks of text.
Option Selection Bar Method The Selection Bar is the left margin area. When the mouse pointer is in the text area, it displays as an I-Beam. But when it is in the Selection Bar, it displays as an arrow pointing to text on the right. From the Edit menu select the Select All command or press Ctrl + A. Position the editing I-Beam to the left of the first character, press and hold the mouse button down as you drag the I-Beam to the end of consecutive blocks of text. OR Click the editing I-Beam at the beginning of the selection, scroll to the end of the selection, and hold down the Shift key while you click at the end of consecutive blocks of text. OR Position the mouse pointer to the left of the line, in the Selection Bar, and click once. Hold down the Ctrl key while you select each non-consecutive block of text. Position the mouse pointer to the left of the paragraph, in the Selection Bar, and double-click. OR Position the editing I-Beam anywhere in the paragraph and triple-click. Position the mouse pointer to the left of the line, in the Selection Bar, and click once. Hold down the Control (Ctrl) Key and click anywhere in the sentence. Position the editing I-Beam anywhere in the word and double-click. Click in a blank area of the document.

Select Text

Text Selection Options

Document Blocks of Text Consecutive

Non-Consecutive

Paragraph

Line Sentence Word Cancel a Selection

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Exercise Selecting Text

View the existing 2003 document and the new blank 2007 document side-by-side practice different text selection options. 1. From the Directory Text document window, select Campus (one word at a time). 2. Select Campus Help Desk Phone Numbers (one line at a time). 3. Select Chandler Gilbert, Estrella Mountain, GateWay (non-consecutive blocks of text). Remember to hold down the Ctrl Key after the first selection. 4. Select Paradise Valley (the entire line), hold down the Shift Key, and then select Phoenix College (consecutive blocks of text. 5. Press Ctrl + A to select the entire document. 6. Click in a blank area to deselect the text. 7. From the Directory Text document window, select the entire block of text.

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Move Text Home Tab

Cut Copy Paste Blocks of text may be duplicated (copied) or moved (cut) and placed (pasted) in the same document or a different one. The Clipboard is a temporary storage area. Once a block of text has been cut or copied, it is stored in the Clipboard and may be pasted as many times as necessary. The Drag-and-Drop feature allows you to select an item, such as text, table, images, etc., and move it to the desired location. This editing option is a shortcut for the cut, copy, and paste function. The Drag-and-Drop feature is a default that can be modified from the Advanced Word Options dialog box. The Clipboard Task Pane allows you save up to 24 items. If you copy multiple items, the most recent item will display at the top of the list. All images remain on the Clipboard until all items are used, cleared or the computer is shut off. You can set the options from the Clipboard Task Pane to collect the images with or without displaying the Office Clipboard. 1. Select (highlight) the appropriate item. 2. Place the mouse on the selected item. 3. Press, hold, and drag the mouse to the appropriate location.

Drag-and-Drop

Clipboard Task Pane

Drag and Drop

Use the Clipboard Task Pane

1. Select (highlight) the text you wish to copy. 2. From the Home Tab, select the Copy button. 3. Continue copying until you have collected all items wanted. 4. Place the insertion point at the appropriate location in the document. 5. From the Home Tab, select the Clipboard Task Pane button. 6. Place the mouse pointer over the icons to see which item you want to paste. 7. Select the individual icon to paste or Paste All to paste all items collected.

24

Exercise Moving Text

Use the Drag-and-Drop feature to move text from one document to another. 1. Drag and drop the selected text to the left of your name in the Campus Directory document. 2. Click in a blank area to deselect the text. 3. Select the Directory Text document. 4. From the View tab, select the View Side by Side button. 5. From the Office Button, select Close. 6. When Microsoft Office Word dialog box displays, Do you want to save the changes to Directory Text? , select No. 7. From the Campus Directory document, click in a blank area to deselect the text. 8. From the Quick Access toolbar, select the Save icon.

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Format a Document Home Tab

Formatting Options Word 2007 provides a wide-range of document formatting options for the sake of readability and aesthetics. For example, character formatting, text alignment, WordArt, pictures, charts, objects, etc. are some of the commonly used formatting options that allow you to modify the visual appearance of a document. The Font gallery includes the text formatting options that allow you to change the following attributes: Paragraph Gallery Font Type (Arial, Times New Roman, etc.) Font Style (Bold, Italic, Underline, etc.) Font Size (9 pt, 12 pt, 14 pt, etc. Font Color (Red, Blue, Green, etc.

Font Gallery

The Paragraph gallery includes the text alignment options that allow you to change the following attributes: Line Spacing (Spacing between lines i.e. single-space.) Spacing (Spacing before and after a paragraph.) Text Alignment (Left, Center, Right, etc.) Indentation (Hanging Indent, First Line Indent, etc.)

Styles Gallery

The Styles gallery includes several pre-formatted options that can be applied to blocks of text to create titles, paragraph headings, captions, quotes, etc. The Editing gallery includes the Find, Replaces Select All, and Select Objects features. The Replace feature allows you to find and replace text, as well as, special characters. For example, if you have lines of text separated by commas, you can change the text separator from commas to tabs using the Replace feature. This will allow you to display the information in columns and rows. 1. Place the insertion point anywhere in the paragraph. 2. From the Home Tab >> Paragraph Gallery, select the More button. 3. In the Spacing Before or After fields, enter the appropriate number followed by the measurement pt. 4. Click the OK button.

Editing Gallery

Change the Spacing between Paragraphs

26

Exercise Formatting a Document

Change the formatting for the first line of text to display as a title. 1. Select the text Campus HelpDesk Phone Numbers. 2. From the Home tab >> Font gallery, format the text with the following options: Font Type Font Size Font Style Font Color Font Alignment Times New Roman 22 Bold Aqua Accent 5 Center

3. Click in a blank area to deselect the text. 4. From the Quick Access toolbar, select the Save icon.

27

Format a Document with Tabs Home Tab

Tabs Tabs are used when information needs to be displayed in columns. An example of this would be a list of staff members with their addresses and telephone numbers. The Tab Alignment button on the left edge of the Ruler contains the tab type icons shown below:
Left Bar Center First-Line Indent Right Hanging Indent Decimal

By default, the Ruler displays tiny tick marks along the bottom edge which represent left-aligned tabs every inch. You can set tabs directly on the Ruler or from the Paragraph gallery on the Home tab. Set Tabs from Paragraph Gallery 1. Select the text to be tabbed, or, place your cursor where you wish to begin tabbing text. 2. From the Home tab, select the More button in the Paragraph Gallery. 3. In the Paragraph dialog box, select the Tabs button. Set Tabs on the Ruler

1. Select the text to be tabbed, or, place your cursor where you wish to begin tabbing text. 2. Click the Tab Alignment button on the far left side of the Ruler until it displays the icon for the type of tab desired. 3. Click on the ruler at the position where you wish to set the tab.

Move Tabs on the Ruler

1. Select the tab to be affected. 2. On the Ruler, drag the tab marker to the desired location.

Delete Tabs on the Ruler

1. Select the text to be affected. 2. From the Ruler, drag the tab into the text area.

28

Exercise Setting Tabs to Format a Document

Set tabs with leaders, change the font type size, and sort in ascending order. 1. Select the block of text from Chandler Gilbert to Phoenix College. 2. From the Home tab >> Paragraph Gallery, select the More Button . 3. At the Paragraph dialog box, select the Tabs button 4. At the Tabs dialog box, enter 6.25 in the Tab stop position field. 5. In the Alignment section, select the Right radio button. 6. In the Leader section, select the 2 leader radio button. 7. Click the Set button, and then click the OK button. 8. From the Home Tab >> Paragraph Gallery, format the text with the following options: Font Type Font Size Sort Times New Roman 12 Ascending Order

9. Select the block of text with your name, and press the Delete Key on the keyboard. 10. From the Quick Access toolbar, select the Save icon.
29

Insert an Image Insert Tab

A Picture is Worth a Thousand Words Images add excitement and interest to any document. Pictures should demonstrate a direct relationship to the content or provide clarification for the message you are trying to get across to your audience. If you download an image from the Internet, keep in mind that the image may be subject to copyright. There are several image file formats that are commonly used in a Word document. Listed below are the image types and acronyms for a few of those formats.
Acronym GIF (.gif) JPEG (.jpeg) PNG (.png) Image Type Graphics Interchange Format Joint Photographic Experts Group Portable Networks Graphics

Image File Formats

Two Ways to Import Graphics

There are two ways to import graphics into Word documents. Copy and Paste Insert Picture The Insert Picture method supports graphics that may be too large to fit on the clipboard. The default setting for inserting or pasting images is In Line With Text. The Advanced Word Options, located in the Office Button Commands Gallery, allow you to change the default settings to any of the available text wrapping styles. 1. Place the insertion point at the location where the image will be placed in your Word document. 2. From the Insert Tab >> Illustrations gallery, select Insert Picture. 3. Navigate to the appropriate location where the image is stored. 4. Double-click the appropriate image to insert it into the document.

Insert Image Options

Insert an Image

Change the Insert Image Options

1. From the Office Button, select the Word Options button. 2. From the Word Options dialog box, in the left column, select the Advanced category button. 3. From the Advanced Word Options, in the right column, scroll down to the Cut, Copy, and Paste section. 4. From the Insert/Paste Picture As field, select the appropriate text wrapping option from the drop-down menu.

30

Exercise Inserting an Image

Insert the image of broken computers. 1. Place the insertion point on the blank line below the text South Mountain. 2. From the Insert tab >> Illustrations gallery, select the Insert Picture option. 3. At the Insert Picture dialog box, select the Desktop icon on the left. 4. From the Desktop, double-click on the Word 2007 folder. 5. From the Word 2007 >> Document Layout >> images, double-click the broken computer.jpg image. 6. From the Quick Access toolbar, select the Save icon.

31

Contextual Tools and Tabs

Contextual Tools and Tabs Some tabs display on the Ribbon only when particular types of tasks are being performed. These are called contextual tools and tabs. When such tabs display, the ribbon displays a tool heading above the single or multiple tabs. For instance, when you insert any type of illustration (picture, clip art, shape, WordArt, SmartArt object, or chart) a contextual tool heading and one or more contextual tabs appear on the ribbon. When you create or work with a table, two additional tabs appear beneath a Table Tools heading. Following are some of the contextual tools and tabs that appear in the applications. Table Tools (Word and PowerPoint) Design tab Layout tab

Chart Tools (Word, Excel, and PowerPoint) Design tab Layout tab Format tab

Picture Tools (Word, Excel, and PowerPoint) Format

WordArt Tools (Word, Excel, and PowerPoint) Format

Change an Object from Inline to Floating

1. Select the desired object. 2. From Contextual Tools Format tab >> Arrange gallery, select the appropriate Text Wrapping style. 3. Move or resize the object as needed.

32

Image Formatting Options

Picture Tools and Format Tabs When an image is inserted into a document, the sizing handles will display to indicate that it is selected. The Picture Tools and Format Tab automatically display when the image is selected. The groups on the Ribbon change to display commands related to formatting pictures, because the Picture Tools and Format Tabs are now the active tabs. The formatting features on these tabs allow you to adjust, arrange resize, and apply various border styles and effects to an image. Picture Styles Gallery Size Gallery

Adjust Gallery Adjust Gallery

Arrange Gallery

The Adjust Gallery includes features that allow you to apply formatting that will recolor, reset, or change the picture. You can also compress the picture and control the brightness and contrast. Similar to the styles for formatting text, Word 2007 provides styles for formatting pictures. The Picture Styles Gallery includes more than 25 picture styles in a variety of shapes, angles, borders, and reflections, which allow you to change the basic rectangle format to a more visually appealing style. The Live Preview feature works the same as it does with the text to display the format changes as you point to the style in the gallery. The text styles, themes, and colors are coordinated with the theme colors of the picture border. For example, if the text color scheme is Aspect, then the choices for the picture border color will display the colors defined in the current color scheme. The Arrange Gallery allows you to apply formatting to position the image, wrap text around a picture, group multiple objects, rotate or layer the image. The Size Gallery allows you to resize (make it smaller or larger in proportion) or crop the picture. You can resize an image using the selection handles or you can use the Size dialog box to change the scale, height, and width.

Picture Styles Gallery

Picture Border Themes

Arrange Gallery

Size Gallery

33

Exercise Applying Image Formatting Options

Format the picture with a border, resize it to fit on the same page with the directory information. 1. Verify the Picture Tools Format Tab is displayed. If it is not displayed, doubleclick on the image. 2. From the Picture Tools Format tab >> Picture Styles gallery, select the Picture Border drop-down menu >> Weight >> pt. 3. Resize the image to fit on the same page with the directory information. 4. From the Home Tab >> Paragraph gallery, select the Center icon. 5. From the Page Layout tab, select the Page Borders icon. 6. From the Borders and Shading dialog box, in the Page Border tab, select the following options: Setting Width Color Box 3 pt Aqua Accent 5

7. From the Quick Access toolbar, select the Save icon. 8. From the Office Button, select the Close button.

34

Notes

35

Print a Document
The Print option from the Office Button allows you to select a variety of printing options before printing the document. The dialog box will display in which you can choose to print specific pages, multiple copies of a document, select a different printer, etc. Steps to Print a Document 1. From the Office Button, select Print. The Print dialog box will be displayed. 2. Set any print options you wish to change. From the Page Range section either accept the default option of printing All, or choose to print just the Current Page on which your cursor is positioned, or choose to print a specific page range. If you choose Pages, you must enter the page numbers in the text box beside the option. Type a consecutive page range such as 2-7 or a non-consecutive range of pages separated by commas such as 1,3,5. From the Copies section, you may accept the default of one (1) copy, or choose another quantity. Clicking on the up- and down-pointing triangles beside the quantity box allows you to choose your desired number of copies. 3. Click on the OK button. If your printer lays the document print-side up in the output tray of your printer, the pages will be in reverse order (last page on top, first page on the bottom). You can avoid having to manually restack the document by changing the print options. From the Office Button select Print, then select the Options button, and then select Print Pages in Reverse Order. To set the manual feed option so that you may manually insert letterhead, labels, or transparencies into the printer, for example, click the Properties button in the Print Dialog box. The Properties dialog box will display. Select the Paper/Quality Tab. From the Source is drop-down menu, select Manual Feed in Tray. A shortcut for printing a single copy of the entire document would be to add the Quick Print option to the Quick Access Toolbar or access it from the Office Button. This method of printing does not display a dialog box and does not allow you to change any print options. 1. From the Quick Access Toolbar, select the drop-down menu 2. Select the appropriate option to add the icon.

Tips

Manual Feed

Quick Print

Steps to Customize the Quick Access Toolbar

36

Exercise Printing a Document

Printer Options

Word Options Manual Feed Option

Reverse Print Option

1. From the Office Button, select Print. The Print dialog box will be displayed. 2. Click on the Options button. 3. Click on the Advanced Tab, and then select Print pages in reverse order. 4. Click on Cancel. 5. Click on the Properties button. 6. Click the Paper Quality tab. 7. From the Source is drop-down menu, select Manual Feed from Tray 1. 8. Click on Cancel. 9. From the Office Button, select the Close button.
37

Plan Your Document Design (Driving Directions)

FromtheNorth

51North

FromtheSouth

I10 West

FromtheEast

60East

FromtheWest

I10East

38

Exercise Planning Your Document Design

Driving Directions

Document Design Details Orientation Portrait Images Computer Page Border Margins 1 All Tabs Right tab with leaders Text Center Title

39

Insert a Table Insert Tab

What is a Table? The Table feature can be used to organize information into rows and columns without having to set tabs. Tables can also be used to create forms and side-by-side paragraphs. A table consists of vertical columns and horizontal rows. The intersections of those rows and columns create cells. A cell is each individual square in which you can enter text. The Tab key will advance the cursor to the next cell. Shift + Tab will move the cursor backward within a table. When you reach the end of the last row, pressing Tab will add a new row to the table. The Table group includes options to insert a table, draw a table, convert text to table, choose from various Quick Table options, and insert an Excel spreadsheet. The Insert a Table allows you to determine the table size by the number of columns and rows, as well as the column widths. You can select the squares from the drop-down menu to create a Live Preview of the table or you can use the dialog box to enter the dimensions for the desired table size. The Draw a Table feature provides more flexibility with creating a table. You can draw a complex table of different heights or a varying number of columns per row. Existing text can be converted to a table by inserting separator characters such as commas or tabs to indicate where to divide the text into columns. The paragraph marks indicate where you want to insert a new row. Quick Tables are a set of pre-formatted table options for calendars, matrices, and tabular lists. 1. Place the insertion point at the desired location. 2. From the Insert tab >> Tables gallery, select Insert Table. 3. At the Insert Table dialog box, enter the desired number of columns and rows. 4. Select the desired AutoFit behavior. 5. Click OK. 1. 2. 3. 4. Insert a tab between the blocks of text for each column. Select the formatted blocks of text. From the Insert Tab, select Convert Text to Table. At the Convert Text dialog box, verify the number of columns and rows based on the selected text. 5. Click OK.

Table Options

Insert a Table

Draw a Table

Convert Text to a Table

Quick Tables Insert a Table

Convert Text to a Table

40

Exercise Inserting a Table

Format the text by converting text to a table. 1. From the Office Button, select Open. 2. From the Open dialog box, select Desktop >> Word 2007 >> Document Layout >> Directions Text.docx 3. From the Office Button, select Save As. 4. From the Save As dialog box, enter Driving Directions in the File name field. 5. Select the text from the first line of text to the phone number. 6. From the Home tab, select the following formatting options: Bold Font Style Center Paragraph Alignment 7. Select the text from From the North to the last line of text. 8. From the Insert tab >> Convert Text to Table. 9. At the Convert to Text dialog box, enter 2 in the Number of columns field. Verify the Paragraph radio button is selected in the Separate text at section. 10. Click OK. 11. From the Quick Access Toolbar, select the Save icon.
41

Format a Table
Selecting Within a Table With a few exceptions, text is edited and formatted within a table just as it is in normal text. Before making format changes such as changing the font or bolding text within a cell, the cell contents must be selected first. Table selection shortcuts are explained below. To select a cell, move the mouse pointer just inside the left edge of the desired cell (I-Beam will change to a pointer arrow) and click one time. To select a row of cells, move the mouse pointer to the left edge of the desired row, just outside the gridline, (I-Beam will change to a pointer arrow) and click one time. To select a column of cells, position the mouse pointer to the top edge of the desired column, (I-Beam will change to a black arrow pointing down) and click one time. Drag the mouse pointer through the cells to be selected. The Table Tools Design and Layout Tabs automatically display when any portion of the table is selected. The Design Tab includes a variety of table styles and options for adding color to the borders and shading of the table.

Cell

Row

Column

Block of Cells Table Tools Design Tab

Layout Tab

The Layout Tab includes multiple options for adding and deleting rows and columns, merging and splitting cells, text alignment and sorting options.

Format a Table

1. Select the desired cell(s). 2. From the Table Tools Design Tab, apply formatting such as borders and shading or preformatted table styles by selecting the appropriate table style. 3. From the Table Tools Layout Tab, apply formatting such as inserting or deleting rows, merging or splitting cells,

42

Exercise Formatting a Table

Format the text, insert an image, and a page border. 1. Select the first cell, then the first row, and then the left column of the table. 2. From the Home tab >> Font gallery, change the font style to Bold. 3. Select the first line of text and change the font color to Olive Green, Accent 3, Darker 25% 4. Place the insertion point on the blank line below the table, and then press Enter. 5. From the Insert tab, select Picture. 6. From the Insert Picture dialog box, select Desktop >> Word 2007 >> Document Layout >> images >> freeway.jpg. 7. Place the insertion point on the blank line below the table, and then press Enter. 8. From the Page Layout tab >> Page Background gallery, select the Page Borders icon. 9. From the Borders and Shading dialog box, in the Page Border tab, select the following options: Setting Box Color Olive Green, Accent 3, Darker 25% Width 3 pt 10. Click OK. 11. From the Quick Access Toolbar, select the Save icon.

43

Plan Your Document Design (Annual Report)

Starting in the Middle There may be times when you do not have the opportunity to plan your document from the beginning. It may be necessary to create a new document from an existing document or collect data from multiple documents and create a new one. Regardless of your starting point, it is important to plan from that point forward. For this next document, we will create an annual report from an existing document.
Creating a Document
PLANNING Document type Document purpose Target audience File format to be used Storage Location What type of document do you want to create? What is the purpose of your document? Who is your target audience? Will you create or edit the document in Word 2007 or Word 972003? Explain your selection. Where will you store the saved documents? File storage options include but are not limited to: Hard Drive File Server Flash Drive CD-RW Drive What categories will be covered? How will you present the information? Will you use a table, a chart, text boxes, How will you format the document in an aesthetically pleasing manner to attract your audience? Will your document contain text only? What type of images will you include? Where will you obtain your images? Will you have a common logo? Will you wrap text around the images? What type of formatting will you use? What features will you use to design the document template? What formatting elements will you include? Will you use a table of contents, an index, footnotes, etc.? Will you use page numbers in your document? What font will you use? How many different fonts will you use in your document? How will you use images to enhance your site? Will you use a background image? What type of layout will you use? How many topics per page? How will text be presented: bulleted or paragraph style? Will you use columns or tables? What color combinations will you use for your document? To what elements will you apply the color(s) fonts, background, tables, and other elements? Will you use a group to review the document? Will you need to track changes made by the group? What version of the software will you use to edit the document? Will you engage in a group edit? If so, do all members of the group have the same version of the software?

Content

Text, images, and multimedia

DESIGNING Document template Formatting elements

DEVELOPING Typography Images Page Layout

Color

REVIEWING AND EDITING Review Editing

44

Exercise Planning Your Document Design

Annual Report

45

Exercise Planning Your Document Design (continued)

Annual Report (continued)

Document Design Details Orientation Portrait, One Page Landscape Columns 1 Styles Heading 2 Table Survey Results Cover Page Table of Contents Heading 2 Style Index Page Numbers

46

Notes

47

Apply a Style Home Tab

The Definition Of Style A style is a collection of formatting instructions which have been saved and given a name. For example, suppose you have just selected a heading in a document and applied formatting commands to bold and center the heading, and change the font to 18-point Helvetica. If you want all headings in the document to have those same formatting attributes, you can save these formatting commands as a style named Headings (or an easily remembered name). Then, every time you need to type a heading in your document you use the Headings style to apply the formatting. There are several advantages in using styles in your documents. Quick Styles Home Tab Applying styles is a fast, easy method of formatting. Using styles allows you to maintain consistent formatting within a single document and/or among all of your documents. Styles make it easy to create references in a document such as a table of contents or an index.

Advantages of Using Styles

The Quick Styles drop-down menu on the Home Tab allows you to apply a specific style quickly and easily. You can choose a set of styles that work together to create a cohesive and attractive document designed for a specific purpose. For example, one set of Quick Styles may include styles for several heading levels, body text, a quote, and a title. All of the style colors and formats in a single style set are designed to be used together to create an attractive and readable document. All you have to do is choose the Quick Style set that is appropriate for the kind of document that you are creating, and then apply the styles from the convenient Quick Styles gallery to your text as you create your document. NOTE: Normal is the style Word automatically applies to text in a new document if you don't choose a style. The Normal style contains the default character and paragraph formats.

Styles Task Pane

The Styles Task Pane displays all of the styles that are currently being used in a specific document. You can create a new style and manage existing styles from the task pane. Managing styles includes editing, deleting, importing, exporting, and displaying certain styles.

48

Exercise Applying a Style

Apply a heading style for each section that will be used to create a table of contents. 1. 2. 3. 4. 5. 6. 7. From the Quick Access Toolbar, select the Open folder. From the Word 2007 folder, select the Annual Report Text.docx file. From the Office Button, select Save As, and then select Word Document. In the File Name field, enter 2008-2009 TTS Annual Report. Press Enter or select the Save button. Select the first line Technology Training Services. From the Home tab >> Styles gallery, select the drop-down menu, and then select Title style. 8. Select the following blocks of text. Hold down the Ctrl Key to select multiple nonconsecutive blocks of text.
College Support and the Regional Training Committee Partnerships Future Projects E-Performance Online Performance Appraisal Workshop Survey Chart Train-the-Trainer Technology Training Center Train-to-Train Program Workshop Survey Results Summary

9. From the Home Tab >> Styles gallery, select the Quick Styles drop-down menu, then select the Heading 2 option.
49

Exercise Applying a Style (continued)

Convert text to a table and format the table. 10. Select the block of text displayed below the heading Workshop Survey Results. 11. From the Insert Tab, select the Table button, and then select Convert Text to Table. 12. At the Convert Text dialog box, verify the number of columns selected is 2 the number of rows selected is 8 (grayed out) and the text separator selected is Tabs, then click OK. 13. Place the insertion point after the word Results. 14. From the Home tab >> Paragraph gallery, select the Paragraph dialog box button, and then enter 10pt in the Spacing After box. 15. Click OK. 16. Select the Workshop Survey Results Table. 17. From the Table Tools Design Tab >> Table Style Options gallery, select the Header Row and the Total Row. 18. From the Table Tools Design Tab >> Table Styles gallery, select Light Shading Accent 1.

50

Exercise Applying a Style (continued)

Format the Header Row and insert a decimal tab to align the numbers in a table. 19. Select the Header Row. 20. From the Home Tab >> Paragraph gallery, select the Align Center button. 21. Select the numbers in the right column only. 22. From the Tab selector (to the left ruler), select the Decimal Tab (click three times). 23. Select the 5-inch mark on the Ruler. 24. Click in a blank area to deselect the text.

51

Insert a Page Insert Tab

Cover Page The Pages Gallery on the Insert tab includes the option to add a cover page, a blank page, and a page break. The Cover Page is a new feature in Word 2007 that includes several pre-designed options of a fully-formatted cover page. All you have to do is fill in the title, author, date and other information. You can modify an existing cover page or create your own and add it to the gallery. Cover pages are always inserted at the beginning of a document, no matter where the cursor is positioned in the document. Blank Page The Blank Page command allows you to manually insert a blank page at the desired location. When you fill a page with text or graphics, Microsoft Office Word inserts an automatic page break and starts a new page. However, you can manually add pages or delete pages by adding page breaks or deleting page breaks. You can insert a page break anywhere in your document, or you can specify where Microsoft Word positions automatic page breaks. If you insert manual page breaks in documents that are more than several pages in length, you might have to frequently rebreak pages as you edit the document. To avoid the difficulty of manually rebreaking pages, you can set options to control where Word positions automatic page breaks. 1. From the Insert Tab, select Cover Page. The Cover Page dropdown menu will be displayed. 2. Select from the pre-formatted options under Cover Page.

Page Break

Insert a Cover Page

Insert a Blank Page or a Page Break

1. Position your insertion point at the desired location. 2. From the Insert Tab, select Blank Page or Page Break.

52

Exercise Inserting a Page

Cover Page

Insert a cover page and a blank page for the table of contents. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. From the Insert tab >> Pages gallery, select Cover Page, and then select Motion. Select the Year field, and then enter 2009. Select the Document Title field, and then enter Technology Training Services Annual Report. Click in the text box, and then select the Author field. Enter your first and last name. Select the Company field, and then enter Maricopa Community Colleges. Select the Date field, and then select todays date from the drop-down menu. Scroll down to the next page, and then place the insertion point at the beginning of the first line Technology Training Services. From the Insert tab >> Pages gallery, select Blank Page. Place the insertion point at the top of the blank page.

53

Insert a Reference Reference Tab

Reference Tab The Reference tab consists of six galleries: Table of Contents, Footnotes, Citations & Bibliography, Captions, Index, and Table of Authorities. This tab includes commands associated with options available to locate specific information within a document. For example, the table of contents usually provides the page numbers for the first page of a new chapter in a book or a new section of a report. The Table of Contents gallery includes pre-formatted options for displaying the document categories and the associated page numbers. Options include but are not limited to establishing the outline levels, page number display, and hyperlinks. The Footnotes gallery includes the option to add footnotes and endnotes, which are used in printed documents to explain, comment on, or provide references for text in a document. You might use footnotes for detailed comments and endnotes for citation of sources. The Citations & Bibliography gallery includes the option to insert citations, manage sources, and select the bibliography style to use in the document. A bibliography is a list of sources, usually placed at the end of a document, that you consulted or cited in creating the document. In Microsoft Office Word 2007, you can automatically generate a bibliography based on the source information that you provide for the document. The Captions gallery includes the option to add captions to figures, equations, or other objects. You can also use those captions to create a table of the captioned items. For example, a table of figures or a table of equations can be created. The Index gallery includes the option to list the terms and topics that are discussed in a document, along with the pages on which they are displayed. You can create an index entry for the following items: An individual word, phrase, or symbol A topic that spans a range of pages A cross-reference that refers to another entry, such as "Transportation. See Bicycles" The Table of Authorities gallery includes the option to mark a citation and insert a special field in your document. A table of authorities lists the references in a legal document, along with the numbers of the pages on which the references are displayed.

Table of Contents Gallery

Footnotes Gallery

Citations & Bibliography Gallery

Captions Gallery

Index Gallery

Table of Authorities Gallery

54

Exercise Inserting a Reference (Table of Contents)

References Tab Table of Contents

Insert and format the table of contents. 1. Enter the text Table of Contents, and then press Enter. 2. 3. Select the text Table of Contents. From the Home tab >> Font gallery, bold and center the text, change the font to Cambria (Headings), change the font size to 26, and then change the font color to Dark Blue, Text 2, Darker 25%. From the References tab >> Table of Contents gallery, select the Table of Contents drop-down menu, and then select Insert Table of Contents. From the Table of Contents dialog box, in the Web Preview section, click in the checkbox to deselect the option to Use hyperlinks instead of page numbers. In the General section, change the Show Levels field to 1, and then select the Options button. In the Table of Contents options dialog box, delete the information in the Heading 1 TOC level field. Enter the number 1 in the Heading 2 TOC level field, and then click OK twice. Save the document.

4. 5. 6. 7. 8. 9.

55

Exercise Marking Index Entries

References Tab Mark Index Entry

Mark the entries that will display in the index. 1. Scroll down to the next page 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. Select the text College Support and the Regional Training Committee. From the References tab >> Index gallery, select the Mark Entry button. From the Mark Index Entry dialog box, select the Mark button. Select the Close button. Select the text Train-the-Trainer. From the References tab >> Index gallery, select the Mark Entry button. From the Mark Index Entry dialog box, select the Mark button. Select the Close button. Select the text Partnerships. From the References tab >> Index gallery, select the Mark Entry button. From the Mark Index Entry dialog box, select the Mark button. Select the Close button. Select the text Technology Training Center. From the References tab >> Index gallery, select the Mark Entry button. From the Mark Index Entry dialog box, select the Mark button. Select the Close button.

56

Exercise Marking Index Entries (continued)

References Tab

Mark an Index Entry

Continue to mark the entries that will display in the index. 18. 19. 20. 21. 22. 23. 24. 25. 26. 27. 28. 29. 30. 31. 32. 33. 34. Select the text Future Projects. From the References tab >> Index gallery, select the Mark Entry button. From the Mark Index Entry dialog box, select the Mark button. Select the Close button. Select the text Train-to-Train Program. From the References tab >> Index gallery, select the Mark Entry button. From the Mark Index Entry dialog box, select the Mark button. Select the Close button. Select the text E-Performance Online Performance Appraisal. From the References tab >> Index gallery, select the Mark Entry button. From the Mark Index Entry dialog box, select the Mark button. Select the Close button. Select the text Workshop Survey Chart. From the References tab >> Index gallery, select the Mark Entry button. From the Mark Index Entry dialog box, select the Mark button. Select the Close button, and then save the document. Select the text Workshop Survey Results.

57

Exercise Inserting an Index

Index

Continue to mark the entries that will display in the index and insert an index based on the marked entries. 35. 36. 37. 38. 39. 40. 41. 42. 43. 44. 45. 46. From the References tab >> Index gallery, select the Mark Entry button. From the Mark Index Entry dialog box, select the Mark button. Select the Close button. Select the text Summary. From the References tab >> Index gallery, select the Mark Entry button. From the Mark Index Entry dialog box, select the Mark button. Select the Close button. Press Ctrl + End to place the insertion point at the end of the document. From the Insert tab >> Pages gallery, select Page Break. Enter the text Index, and then press Enter. Select the text Index. From the Home tab >> Font gallery, bold and center the text, change the font to Cambria (Headings), change the font size to 26, and then change the font color to Dark Blue, Text 2, Darker 25%. From the References tab >> Index gallery, select Insert Index. From the Index dialog box, select the Right-align page numbers checkbox. In the Column field, change the number to 1, click OK and then save the changes.

47. 48. 49.

58

Notes

59

Insert Page and Section Breaks Page Layout Tab

Breaks The Breaks feature allows you to divide a document in a different manner than originally defined by the margin settings. The two types of document breaks include page breaks and section breaks. The Page Break category allows you to manually divide a document into additional pages, columns, and arrange text around an object. The Section Break category allows you to manually divide a document into additional sections that start on the next page, the same page, the next even-numbered page, or the next odd-numbered page. Page breaks mark the point at which one page ends and another begins. Instead of pressing the Enter Key several times until you create a new page, the Page Break option allows you to select a specific point on the page and manually insert a new page, a blank page, or choose from several styles to create a cover page. Column breaks mark the point at which one column ends and another begins. The default setting for displaying text in a document is one column. When you set up multiple columns, the column break feature allows you to control the bottom margin of each column. Text wrapping breaks are used to format the way text wraps around a selected object. Objects may include but are not limited to text boxes, pictures, clip art, WordArt, etc. The In Line With Text text-wrapping feature is the default for pictures and clip art. This option allows you to configure an object so that it moves along with the text around it. When a new document is created, the entire document is one section. However, a document can be divided into multiple sections. In each section, you can change paper size, margins, orientation, the number of columns, the numbering styles, the starting page number, and the headers and footers. An entire document is one section by default. A document may be divided into many sections, allowing each section to be formatted differently from the other sections. Section breaks allow you to divide a document into sections and change paper size, margins, orientation, headers and footers, page numbers, etc.

Page Breaks

Column Breaks

Text Wrapping

Section Breaks

60

Insert Page and Section Breaks Page Layout Tab (continued)

Different Sections Section breaks are used to change the layout or formatting of a page or pages in your document. For example, you can change the page orientation from portrait to landscape in the same document. You can also change the header and footer in different sections of the document. When you create a different header or footer for each section, you must disconnect the link to the header/footer in each section before making changes. When a header/footer is created, all pages will display the same information because the default is one section for the entire document. There are several options that support formatting headers/footers with different information. The Different First Page option allows you to specify a unique header/footer for the first page of a document. For example, you may want to include a logo and department name in the footer of all pages in your document except the title page. By selecting the Different First Page option, the header/footer on the title page remains blank and all other pages display the logo and department name in the footer of your document. If the Different First Page option is selected when dividing a document into multiple sections, then each section will display a First Page Footer. Insert a Column Break 1. From the Page Layout Tab, select Columns, and then select the appropriate number of columns. 2. Place the insertion point where the new column should begin. 3. From the Page Layout Tab, select Breaks, and then Column. Insert a Section Break 1. Place the insertion point at the location where the new section is to begin. 2. From the Page Layout tab >> Page Setup gallery, select Breaks. The Breaks drop-down menu will be displayed. 3. Select from the options under Section Breaks to determine where the new section will begin. Next Page: new section will begin a new page. Continuous: new section will begin on the current page. Even Page: new section will begin on the next even numbered page, and add a blank odd numbered page if necessary. Odd Page: new section will begin on the next odd numbered page, and if necessary, a blank, even numbered page will be added. 4. Click on OK.

Different First Page

61

Exercise Inserting Page and Section Breaks

Insert page and section breaks to set up the document for different page numbering and orientation. 1. Press Ctrl + Home to move to the beginning of the document. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. From the Page Layout tab >> Page Setup gallery, select the More From the Page Setup dialog box, select the Layout tab. In the Headers and footers section, deselect the Different First Page checkbox. Click OK. Scroll down to the Page 2, and then place the insertion point in front of the Table of Contents block of text. From the Page Layout tab >> Page Setup gallery, select the Breaks drop-down menu, and then select Section Breaks >> Next Page. Scroll down to the Technology Training Services title and then place the insertion point at the beginning of the block of text. From the Page Setup gallery, select the Breaks drop-down menu, and then select Section Breaks >> Next Page. Scroll down to the Technology Training Center section heading, and then place the insertion point at the beginning of the block of text. From the Page Setup gallery, select the Breaks drop-down menu, and then select Page Breaks >> Page.
62

button.

Exercise Inserting Page and Section Breaks (continued)

Change the page orientation to landscape in one section. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. Scroll down to the Workshop Survey Chart section heading and then place the insertion point at the beginning of the block of text. From the Page Setup gallery, select the Breaks drop-down menu, and then select Section Breaks >> Next Page. Scroll down to the Summary section heading and then place the insertion point at the beginning of the block of text. From the Page Setup gallery, select the Breaks drop-down menu, and then select Section Breaks >> Next Page. Scroll up to the Workshop Survey Chart section heading and then place the insertion point at the beginning of the block of text. From the Page Setup gallery, select Orientation >> Landscape. Select the 3-D pie chart. From the Home tab, select the Center icon. Click in a blank area to deselect the 3-D pie chart. From the Quick Access toolbar, select the save icon.

63

Insert Headers and Footers Insert Tab

Headers and Footers A header is one or more lines of text printed at the top of every document page. A footer is one or more lines of text printed at the bottom of every document page. Headers and footers may be added to your documents to include page numbers, chapter titles, logos, dates, and other information about your document. Headers and footers are like the icing on a cake. They are the last features to be added to the document. For example, if your document includes multiple sections, inserting page numbers in the header or footer should be done after dividing the document into sections. Following this formatting sequence will save you lots of time and help you to avoid reformatting the headers and footers. Word documents are all one section regardless of the number of pages by default. When you insert section breaks to divide the document into multiple sections, you can then format the page numbers differently in each section. For example, one section can be formatted with lower case Roman numerals and the next can be formatted with Arabic numbers. Formatting page numbers in multiple sections is an easy process when you follow the formatting sequence below. 1. Divide the document into sections. 2. Apply the desired formatting in each section. The page numbering sequence automatically restarts at 1 in every section. You may or may not want the page numbers to automatically start at 1 in every section. Header and Footer Gallery Header and Footer Command The Header and Footer Gallery, located on the Insert Tab, includes pre-formatted header, footer, and page number commands to enhance the professional appearance of your document. The header command allows you to choose from a list of built-in styles to insert items such as the document title, author, and date. The footer command allows you choose from a list of built-in styles to to insert items such as company name, address, and page numbers. The Page Number command allows you to place the page number in the following locations. Top of Page: Bottom of Page: Page Margins: Current Position: insert the page number in the header. insert the page number in the footer. insert the page number in the margins. insert the page number to the left of the insertion point.
64

Icing on the Cake

Multiple Sections

Formatting Sequence

Page Number Command

Insert and Format Headers and Footers Insert Tab (continued)

Contextual Tab Header & Footer Tools Design When you insert or select the header or footer, the Header and Footer Tools Design Tab will display six galleries or groups of commands to edit and format the header/footer. This contextual tab includes the following galleries: Header and Footer, Insert, Navigation, Options, and Position. The commands in the Header and Footer Tools and Design Tab are divided into five categories: Header and Footer, Insert, Navigation, Options and Position. The Header and Footer group are the same commands displayed on the Insert Tab. The Insert Gallery allows you to insert additional information in the header and footer such as the current date and time, clip art (including drawings, movies, and sound), pictures, and reusable pieces of content (quick parts). The Navigation Gallery allows you to navigate between the header and footer and between different sections within the header and footer. The Link to Previous button allows you to the flexibility to manage different headers and footers within the same document. It works like a toggle switch. When selected, the headers and footers will be the same across sections. When deselected, the headers and footers can be formatted differently across sections. The Options Gallery allows you to specify unique header and footer information for the first page, and odd/even-numbered pages of your document. The Position Gallery allows you to specify the height of the header and footer area and align the content. If you create a header and/or footer in a document with multiple sections, initially the header and/or footer will be the same in every section. If you wish to have a different header and/or footer in each section, you must disconnect the header and/or footer with the Link to Previous button in each section before making changes. 1. Double-click the top or bottom edge of the document to display the header/footer area. 2. From the Header and Footer Tools and Design tab, select the appropriate option to make the necessary edits. 3. Click on the Close Header and Footer button to return to the content in the main document.

Header and Footer Gallery

Insert Gallery

Navigation Gallery

Options Gallery

Position Gallery Link to Previous Button

Edit Headers and Footers

65

Exercise Inserting Headers and Footers

Page Number Gallery

Insert page numbers into the entire document. 1. 2. From the Insert tab >> Header and Footer gallery, select the Page Number dropdown menu, select Bottom of Page >> Plain Number 2. Scroll up to the top of the document.

Note: As you scroll to the top of the document, notice that the page number in each section restarts with the number 1. There are some sections in this document that we do not want to restart with the number 1. Therefore, we must change the page number format to continue the page numbering sequence from the previous section.

66

Exercise Formatting Headers and Footers

Contextual Tab Page Number Gallery

Page Number

Change the page number formatting in different sections. 1. 2. In the Footer Section 1, select the page number, and then press the Delete Key on the keyboard. Select the Next Section button to move to Section 2 - 5. Note: The page numbers in all sections have been removed because the Link to Previous button is on by default. From the Quick Access tool bar, select the Undo button to display the page numbers. Select the Previous Section button to move to Section 2. Select the Link to Previous button to turn it off. Select the Page Number drop-down menu, and then select Format Page Numbers. In the Page Number Format dialog box, select the lower case Roman Numeral (i, ii, iii) format, select the Start at radio button, and then click OK. Note: The page numbers in Section 2 are formatted with lower case Roman numerals. Press Ctrl + S to save the document. Select the Previous Section button to move to Section 1.

3. 4. 5. 6. 7.

8. 9.

67

Exercise Formatting Headers and Footers (continued)

Contextual Tab Page Number Gallery

Page Number

Change the page number formatting in different sections. 10. In the Footer Section 1, select the page number, and then press the Delete Key on the keyboard. Note: The page numbers in Section 1 are formatted without any page numbers. Select the Next Section button to move to Section 2. Note: The page numbers in Section 2 are formatted with lower case Roman numerals. Select the Next Section button to move to Section 3. Note: The page numbers in Section 3 are formatted with Arabic (1, 2, 3) numbers. Select the Next Section button to move to Section 4. Note: Do not select the Link to Previous button. The page numbers in Section 4 will have the same number sequence as in Section 3. Select the Page Number drop-down menu, and then select Format Page Numbers. In the Page Number Format dialog box, select the Continue from Previous section radio button, and then click OK. Note: The page numbers in Section 4 should display the same number sequence as in Section 3.

11.

12.

13.

14. 15.

68

Exercise Formatting Headers and Footers (continued)

Change the page number formatting in different sections. 16. Select the Next Section button to move to Section 5. Note: Do not select the Link to Previous button. The page numbers in Section 5 will have the same number sequence as in Section 3 and 4. 17. 18. Select the Page Number drop-down menu, and then select Format Page Numbers. In the Page Number Format dialog box, select the Continue from Previous section radio button, and then click OK. Note: The page numbers in Section 5 should display the same number sequence as in Section 3 and 4. Press Ctrl + S to save the document. Select the Close Header and Footer button. Press Ctrl + Home to move the insertion point to the beginning of the document, and then, scroll through the document to verify the following information.

19. 20. 21.

Section 1 No page number and Portrait Orientation Section 2 Lower case Roman Numerals and Portrait Orientation Section 3 Arabic Numbers and Portrait Orientation Section 4 Arabic Numbers same sequence and Landscape Orientation Section 5 Arabic Numbers same sequence and Portrait Orientation 22. Select the Close Header and Footer button. 23. From the Office Button, select the Close button to close out of the document.

69

Plan Your Document Design (Annual Holiday List)

70

Exercise Planning Your Document Design (continued)

71

Insert Columns Page Layout Tab

Columns vs. Tables When you want to divide your text into strips, you can choose between two tools Columns and Tables. While they may look the same on paper, they work and act differently. As a rule of thumb, use newspaper-style columns when you need a consistent number of evenly spaced columns on each page and when you expect the reader to read from the top to the bottom of a column before moving to the next column. Use tables to organize information in rows and columns, like a spreadsheet. Readers are just as likely to read tables left to right as they are from top to bottom. Every page in Word has a column layout. The standard layout is one big column stretching from margin to margin. When you split your document into two columns, it begins to look like a pamphlet or a school textbook. Three columns are about as much as a standard 8 x 11 inch page can handle, unless you switch to Landscape orientation. Multiple columns often require you to change additional page layout options to accommodate the text when using this feature. For example, you may need to change the margins, font size, or column width to display the text as desired. The column feature allows you to format the entire document to enter text in a multicolumn layout instead of using tabs to separate the column one line at a time.
Every page in Word has a column layout. The standard layout is one big column stretching from margin to margin You document begins to look like a pamphlet or a school textbook with two columns. Three columns work best with an 8 x 11 inch page and Landscape orientation. This two column layout displays the narrower column on the left. This is great for pull quotes or introducing text with long headings. This is the mirror image of the Left layout with a narrow column at the right. This option opens the Columns dialog box where you can create customized column layouts.

Column Layout

Multiple Columns

Column Presets

72

Exercise Inserting Columns

Convert a block of text into two columns. 1. From the Quick Access toolbar, select the Open icon. 2. From the Open dialog box, select the following path: Desktop >> Word 2007 >> Document Layout >> Holiday Text. 3. Select the Open button. 4. From the Office Button, select Save As >> Word Document. 5. In the Save in field, confirm the following path is selected: Desktop >> Word 2007 >> Document Layout. 6. In the File name field, enter 2009 Annual Holiday List. 7. Enter the text Annual Holiday List 2009 on the first line of the document. 8. Select the text Annual Holiday List 2009, make the changes and then press Enter. 20 pt. Font size Bold Font style Center Font alignment Orange Accent 6, Darker 25% Font color 9. From the Quick Access toolbar, select the Save icon.

73

Exercise Inserting Columns (continued)

Continue formatting the document into two columns. 10. Select the block of text from New Year to the end of the document, and make the following changes. Arial Font type 11 pt. Font size 11. From the Page Layout tab, select Columns >> Two. 12. Place the insertion point at the beginning of the text Thursday, January 01, 2009. 13. From the Page Layout tab, select Breaks >> Column. 14. Place the insertion point at the end of the text Annual Holiday List 2009, and then press Enter. 15. From the Page Layout tab, select Page Borders. 16. From the Borders and Shading dialog box, in the Page Border tab, select the following options: Setting Box Width 3 pt Color Orange Accent 6, Darker 25% 17. From the Quick Access toolbar, select the Save icon.
74

Notes

75

Template Options
What is a Template? A template document may be considered a skeleton document containing all the text, graphics, styles, and formatting to be included every time you create a specific type of document, such as a memo or newsletter. Word comes with a number of templates to create memos, letters, brochures, presentations, reports, etc. What is not included in a template is your specific content for this particular document. All of the available templates in Word 2007 can be viewed by selecting the New icon from the Office Button. The New document command from the Office Button displays a dialog box with template categories and designs that are stored within the application and online. Whenever you click the New icon on the Quick Access Toolbar to begin a new document, Word opens a blank document based on the Normal Template. The Normal Template contains all the default settings for font, font size, margins, styles, etc. Template documents remain intact for you to use as often as you wish. The default settings for the Normal template can be changed from several of the galleries on the Home and Page Layout tabs. Galleries with a More button in the lower right hand corner, such as the Font gallery, contain a dialog box which provides the option to change the settings in the Normal template.

Template Categories

Blank Document

Normal Template Settings

Change the Default Settings

1. From the Home or Page Layout tab, select the More button from the appropriate gallery. 2. Make the necessary edits, and then select the Default button. 3. In the Microsoft Word dialog box, select Yes. 4. Click OK.

76

Viewing Template Options

View the template categories and designs. 1. From the Office Button, select the New icon. 2. From the left-hand column in the New Document dialog box, select the Award Certificates template category. 3. From the right-hand column in the New Document dialog box, scroll down to view the template designs in that category. 4. Click the Cancel button.

77

Exit Microsoft Word 2007

Close Button Closing a document is not the same as exiting the application. For example, when you click the X in the top right corner of the Word window or select Close from the Office Button, the active document will close. If you have one document open, the Close button will also close the application. If you have multiple documents open, the Close button will close only one document at a time. Word will prompt you to save any documents with changes you have not saved. When you are ready to exit from the Word program, select Exit Word from the Office Button. If you have left any documents open, Word will close each document for you one-by-one. Before closing a document that has unsaved edits, Word will display a prompt asking if you would like to save changes to the document. This is a built-in safety net to help you avoid losing changes you forgot to save. When all documents have been closed, the Word program will be shut down.

Calling it Quits!

Close a Document

From the Office Button, select Close. OR Click the Close button corner). for the Word window (top right

If multiple documents are open, you will have to close each document one-by-one. Word will prompt you to save any documents with changes you have not saved. Close the Application From the Office Button, select Exit Word. Word will close each document one-by-one and prompt you to save any documents with changes you have not saved.

78

Exercise - Exit Microsoft Word 2007

Exit completely out the Microsoft Word 2007 application. 1. From the Office Button, select Exit Word.

2. When prompted to save the changes, select Yes.

79

Plan Your Document Design (Mail Merge)

What is a Mail Merge? Mail Merge allows you to create documents such as form letters, mailing labels, envelopes, etc. In a nutshell, a mail merge takes two documents and merges them together to create a unique document for a specific person. For example, a form letter is a generic letter that you mail to a listing of people. In this letter you have a greeting and closing, and you also have specific pieces of information that are unique to each person on your recipient list. This unique information may include contact information, mailing addresses, conference registration details, deposit amounts, etc. You can create a unique letter for each person by merging the generic letter with your recipient list. The form letter is the main document and the recipient list is your data source document. Form Letters Mailing Labels Envelopes Email Letters Conference Session Signs Name Tags Name Table Tents Faxes and Coversheets and more!

What Can I Create?

Getting Started

It is recommended that you take time to plan and prepare the information that will be included in the two documents required to perform a mail merge. Think of the main document as a template or pattern that is the same for each item and the data source document as a catalog or list of information that is unique to each item. You can create each document separately or during the mail merge process. However, it is recommended that you create the data source document separately. When you create the data source during the mail merge process, Word will save the file in Access. If you are not familiar with Access, you can create the document in Word or Excel. The merge process is easier if your data source is ready before you connect to it. If you use an existing list, make sure that it contains all of the information that you want to use in the main document. You can make some changes to the data source during the merge, but unlike previous versions of Word, you cannot open your data source separately during the merge.

Tips and Tricks

80

Exercise Planning Your Document Design

The following questions are recommended at the very least for planning a document design. We will answer these questions based on the documents that will be created during the training session today. We will create the documents to perform a mail merge.
Creating a Document
PLANNING Document type Document purpose Target audience File format to be used Storage Location What type of document do you want to create? What is the purpose of your document? Who is your target audience? Will you create or edit the document in Word 2007 or Word 972003? Explain your selection. Where will you store the saved documents? File storage options include but are not limited to: Hard Drive File Server Flash Drive CD-RW Drive What categories will be covered? How will you present the information? Will you use a table, a chart, text boxes, How will you format the document in an aesthetically pleasing manner to attract your audience? Will your document contain text only? What type of images will you include? Where will you obtain your images? Will you have a common logo? Will you wrap text around the images?

Content

Text, images, and multimedia

DESIGNING Document template Formatting elements What type of formatting will you use? What features will you use to design the document template? What formatting elements will you include? Will you use a table of contents, an index, footnotes, etc.? Will you use page numbers in your document?

DEVELOPING Typography Images Page Layout What font will you use? How many different fonts will you use in your document? How will you use images to enhance your site? Will you use a background image? What type of layout will you use? How many topics per page? How will text be presented: bulleted or paragraph style? Will you use columns or tables? What color combinations will you use for your document? To what elements will you apply the color(s) fonts, background, tables, and other elements?

Color

REVIEWING AND EDITING Review Editing Will you use a group to review the document? Will you need to track changes made by the group? What version of the software will you use to edit the document? Will you engage in a group edit? If so, do all members of the group have the same version of the software?

81

Plan Your Document Design (Mail Merge) (continued)

Main Document The main document is the form letter, envelope, or label template created in Microsoft Word. It includes the common information that will be the same for each recipient. For example, if your main document is a form letter, it will include the inside address, greeting, closing and all of the information that is the same for everyone on your recipient list. The data source is made up of records. A record is a collection of related information. For example, all the information about one person in a mailing list the name, address, etc. is a record. Each record is divided into fields. A field is a specific piece of information about a person, such as their name or phone number. This field information is inserted into the main document to make each form letter unique for each recipient. A Data Source document is an organized collection of records.

Data Source Document

Pamela Williams Maricopa Community Colleges 2411 W. 14th Street Tempe, AZ 85282
pamela.williams@domail.maricopa.edu

A Record is a collection of related fields of information. For example, all the information about one person in a mailing list is a record.

Fields are individual bits of specific information on a record.

Name Company Street Address City, State, Zip e-mail address

Although the fields are the same on every record, the specific information in each record is different. (See the record above.)

82

Plan Your Document Design (Mail Merge) (continued)

Mail Merge Process Word 2007 allows you to create a mail merge using a manual process or a step-by-step wizard. The manual process includes using the commands on the Ribbon to create an individual or group mail merge without any prompts from Word. The Step-by-Step Wizard uses the Mail Merge Task Pane to lead you through the process. The Mail Merge Wizard is the easiest way to perform a mail merge. When you select the Step-by-Step Mail Merge Wizard, the Mail Merge task pane displays a variety of choices in a six step process. The wizard will guide you through the steps of creating the main document, the data source, and then merging the two together. It is recommended that you use the wizard to perform a mail merge. It is the easiest method. Regardless of the mail merge process that you use (manual or wizard) or the type of mail merge that you perform, the overall process includes the following six steps: 1. Select the document type. The document type determines the available options for the other steps of the process. For example, the options to create a form letter will be different than the options to create labels. 2. Set up the main document. The main document contains the text and graphics that are the same for each version of the merged document for example, the return address or salutation in a form letter. 3. Add placeholders, called mail merge fields, to the main document. When you perform the mail merge, the mail merge fields are filled with information from your data file. 4. Set up the data source document. A data source is a file that contains the information to be merged into a document. For example, the names and addresses of the recipients of a letter. 5. Refine the list of recipients or items. If you want to generate documents for only certain items in your data file, you can choose which items (records) to include. 6. Preview and complete the merge. You can preview a copy of each document before you print the whole set. It is recommended that you print a sample of the merged documents to test the format and printing quality.

Mail Merge Wizard

Six-Step Process

83

Exercise Planning Your Document Design Mail Merge

Form Letter Main Document Recipient List Data Source Document

Document Design Details Main Document: Form Letter Orientation Portrait Columns 1 Date Current Date Merge Fields FirstName, LastName, CollegeName, StreetAddress, City, State, ZipCode, Class1, Class1Time, Class1Date, Class2, Class2Time, Class2Date, Class3, Class3Time, Class3Date (This unique information will come from your data source document.)

Document Design Details Data Source Document: Recipient List Orientation Portrait, Columns 1 Table Six columns Column Headings FirstName, LastName, CollegeName, StreetAddress, City, State, ZipCode, Class1, Class1Time, Class1Date, Class2, Class2Time, Class2Date, Class3, Class3Time, Class3Date (This unique information will be inserted into your main document.)

84

Notes

85

View the Mailings Tab

Mailings Tab The Mailings tab includes the commands associated with creating single envelopes and labels, setting up a mail merge for multiple letters, e-mail messages, labels, envelopes, etc. This process can be performed using the functions in the Start Mail Merge, Write & Insert Fields, Preview Results, and Finish galleries. The Create Gallery allows you to create an envelope, a single label or one page of labels. You can save this document to print an item without merging data from another document. The data used with these functions are saved in the Envelopes and Labels dialog box. The Start Mail Merge Gallery allows you to begin the mail merge process. You can create letters, e-mail messages, envelopes, labels, and directories from the Ribbon or using the step-by-step wizard. You can convert a mail merge document to a normal Word document, as well as select and edit the data source. The Write & Insert Fields Gallery allows you to insert and format merge fields. The merge fields can be inserted individually or as a merge field block. For example, the Address Block merge field is one field with several fields stored inside. If necessary, you can match the merge fields in the main document with the field names in the data source. You can also specify rules to add decision-making ability to the mail merge. Preview Results Gallery The Preview Results Gallery allows you to view the merged data before printing, find and preview a specific record from the recipient list, and specify how to handle errors that may occur when completing the mail merge. You can simulate the merge to see if any errors would occur. The Finish Gallery allows you to complete the mail merge by creating separate documents for each copy of the letter, label, etc. and sending them all directly to the printer, or sending them via email. The Merge to Adobe PDF Gallery allows you to merge the document to a portable document format (PDF) and send them by email. This gallery will display only if the Acrobat PDF Maker Office COM Add-In has been installed on your computer. Note: This add-in is not required to save a Word 2007 document as a PDF document. See Appendix D for additional information on saving Office 2007 documents as PDF document.

Create Gallery

Start Mail Merge Gallery

Write & Insert Fields Gallery

Finish Gallery

Merge to Adobe PDF

86

Exercise Viewing the Mailings Tab

Start Mail Merge Gallery Preview Results Gallery

Create Gallery

Write & Insert Fields Gallery

Finish Gallery

Open a new document and review the Mailings tab. 1. 2. 3. From the Quick Access toolbar, select the New icon. From the Ribbon, select the Mailings Tab. View commands in each gallery of the Mailings Tab.

87

Create a Recipient List (Data Source)

Data Source File Options The data source is a separate document that stores the records. Typically, you will have a data source already created. However, if you need to create a data source, you can create a Word document, an Excel spreadsheet, or an Access database to store this information. Each of these applications allows you to save the data source as a tab-delimited file. A tab-delimited file uses tabs (cells) to separate the fields (columns) of information. The data source can be created separately from within either of the previously mentioned applications or as part of the mail merge process within Word. You can also create a data source from contacts in your Outlook email account. If you create a new data source as part of the mail merge process, by default, the document will be saved as an Access database. The New Recipient List dialog box is used to enter information for the addressees into the data source document. You can customize the columns to add, delete, rename, and sequence the field names. After you type information in each field, press the Tab key to advance to the next field. After the last field for each record is typed, press Tab or click on New Entry to display a blank row to enter the next record. When the last record has been entered, click on the OK button in the lower right corner of the New Recipient List dialog box. Word will prompt you to save the data source file. Once you have saved the data source, you are ready to create or edit the main document. The Mail Merge process allows you to use an existing data source and provides a couple of options for refining the list. After linking an existing data source to the main document, you can sort, filter, add, or remove recipients. You can make the same type of edits to the recipient list during the preview stage of the merge process. The Table feature in Word allows you to create a tab-delimited file that can be used as a data source document during the mail merge process. You can organize the field names into columns and each record into rows. The column headings in the recipient list (data source) equal the merge fields in the form letter (main document). The address or greeting field names in the data source and the main document must match or be matched. You can use the exact same names in the data source that are defined in Word or you can use the Match Fields function to match the custom field names in the data source with the required fields in the mail merge.

New or Existing Recipient List

New Recipient List

Existing Recipient List

Table It!

Field Names Must Match!

88

Exercise Creating a Recipient List (Data Source)

Insert Tab

Insert Table

Create the data source in Word by inserting a table and entering the data for the recipient list. 1. From the Quick Access Toolbar, select the New icon. 2. From the Office Button, select Save As >> Word Document. 3. From the Save As dialog box, in the Save In field, select Desktop >> Word 2007 Class Files folder. 4. In the File Name field, enter Word Data Source, and then click Save. 5. From the Page Layout Tab, select Orientation >> Landscape, and then select Size >> Legal 6. In the document window, press Enter. 7. From the Insert tab, select Insert Table. 8. From the Insert Table dialog box, enter 16 columns, 5 rows, and then, click OK. 9. Place the insertion point in the first cell, first row, and then enter the text from the Word Data Source Handout. 10. From the Quick Access Toolbar, select the Save icon, and then press Tab to move to the next field.

89

Exercise Creating a Recipient List (Data Source)

11. The insertion point in the first cell, second row. Enter the following information, and then press Tab after entering data in each field.
Your First Name 9:00 a.m. Your Last Name 7/13/2009 Your College PowerPoint II College Address 9:00 a.m. College City 7/15/2009 AZ PowerPoint III College Zip Code 9:00 a.m. PowerPoint I 7/20/2009

12. From the Quick Access Toolbar, select the Open icon. 13. From the Word 2007 Class Files folder, double-click the Additional Data document. 14. From the Additional Data document, select Rows 2 5, right-click and then Copy. 15. From the View tab, select Switch Windows >> Form Letters.docx. 16. Place the insertion point below the table, right-click and then Paste. 17. From the Quick Access Toolbar, select the Save icon. 18. From the Office Button, select Close to close the Word Data Source document. 19. From the Office Button, select Close to close the Additional Data document.
90

Notes

91

Create a Form Letter (Main Document)

Form Letter The form letter (main document) contains the text, formatting, punctuation, and the merge fields to be included in each individual letter. Everything included in the main document will be included in the merged letters. Merge fields are place holders in the main document that will display specific information from the data source document. The merge field information is what makes each form letter unique for each recipient. Merge characters ( ) called guillemets enclose the merge fields. Guillemets mark the location in the main document to insert information from the data source. The character format (font, size, style) of merge fields is determined by the format of the merge field code in the main document. For example, if you want the names in your form letter to be in bold print, apply bold to the name merge field in the main document. Merge fields that pertain to an address field component must meet certain requirements. Merge fields such as those listed below must be linked between the main and data source documents through the Match Fields functions if they are to be displayed in the address.
Unique Identifier Last Name Company State Business Fax Courtesy Title Suffix Address1 Postal Code Home Phone First Name Nickname Address2 Country or Region Home Fax Middle Name Job Title City Business Phone E-Mail Address

What is a Merge Field?

Formatting Options

Address Field Requirements

Individual Address Fields

Address merge fields can be inserted one field at a time or as a combination of fields within a field. For example, if your main document is a workshop confirmation letter, you may want to display just the first name on the greeting line. In that case, you could insert that merge field individually to display the unique information for each recipient. The Address Block and Greeting Line merge fields allow you to combine address field components in the main document. For example, if the workshop confirmation letter (main document) includes the inside address, you can use the Address Block merge field to insert the following fields simultaneously:
First Name City Last Name State Address Postal Code

Combined Address Fields

92

Create a Form Letter (Main Document) (continued)

Merge Field Options The Mail Merge process provides several options for inserting merge fields from the Mailings Tab in the Ribbon or the Mail Merge Task Pane in the Mail Merge Wizard. The merge field options include an address block, a greeting line, or custom fields. If you want to add recipient information to the main document, place the insertion point at the appropriate location in the document and select one of the merge field options. The Address Block merge field allows you to insert and format the recipient name and address. When you specify the formatting and location, the merge fields will be replaced with the actual addresses from the recipient list. The Greeting Line merge field allows you to insert and format the salutation. When you specify the formatting and location, the merge fields will be replaced with the actual names from the recipient list. When using address or greeting elements in a mail merge, the main document includes required mail merge fields that may need to be mapped to the columns in your data source document with the Match Field function. For example, the Last Name field is a required address field component. After selecting the recipient list, Word searches for the column heading in your data file that corresponds to the Last Name merge field. If you used Surname as the column heading in the data source document, Word will automatically match the Surname column heading in the data source document to the Last Name field in the main document. Electronic Postage More Items Match Fields The electronic postage feature requires you to install additional software. Visit the Microsoft Office Web site for additional information about electronic postage add-ins. The More Items link allows you to add any field from the recipient list to the main document. The Match Fields feature allows you to link address and greeting elements in the data source based on the address field requirements previously described. The (not matched) option must be displayed in the drop-down list for any address field that should not be displayed in the main document. The Rules feature allows you to add decision-making ability to the mail merge. For example, you can use If..Then..Else to check the address of the recipient and show a local phone number for recipients near you and an international phone number for recipients outside of your country.
93

Address Block

Greeting Line

Merge Field Requirements

Rules

Create a Form Letter (Main Document) (continued)

Select the Recipients (Data Source) The Mail Merge process allows you to select one data source document (recipient list) per merge process. Selecting a data source is a matter of locating the appropriate document and opening it from within the main document. As previously mentioned, the data source can be a Word document, an Excel spreadsheet, or an Access database. All of the fields that will be inserted in the main document must also be stored in the data source document. There are several ways to manage the data that will be merged with the main document. Add or Remove Recipients The checkboxes in the Mail Merge Recipients dialog box allow you to add or remove recipients from the data source. The record(s) with the checkmark displayed will be included in the merge. The record(s) without the checkmark will be excluded. The Mail Merge Recipients dialog box includes several features that allow you to refine the recipient list. You can sort, filter, find duplicate records, find a recipient, and validate addresses. The Sort feature allows you to sort the entire list of recipients by multiple fields (up to three) in ascending or descending order. For example, if you want to send a workshop schedule to multiple recipients by bulk mail, you can group the list by zip code and alphabetize the recipients by last name in ascending or descending order. The items will print in the exact order of the sort. The Filter feature allows you to find and display only the recipients that meet the specific comparison criteria. The criteria may include single or multiple criteria. For example, if you want to find recipients from one or more zip codes, you can filter just those recipients from the entire list. The Find Duplicates feature allows you to search the data source for duplicate records. When duplicate records are found, they are displayed for you to select the appropriate record to include in the mail merge. The Find Recipient feature allows you to search for a specific recipient. Once you find the appropriate recipient, you can use the appropriate feature to refine the list. The validate addresses feature requires an address validation software. Visit the Microsoft Office Web site for additional information about validation address add-ins.

Refine the Recipient List Sort

Filter

Find Duplicates

Find Recipient

Validate Addresses

94

Exercise Creating a Form Letter (Main Document)

Open an existing document and start the mail merge process for a form letter. 1. From the Quick Access toolbar, select the Open folder icon. 2. From the Open dialog box, select and open the Form Letter.docx document. 3. Enter the current date, and then from the Quick Access toolbar, select the Save icon. 4. From the Mailings tab, select the Start Mail Merge drop-down menu. 5. From the Start Mail Merge drop-down menu, select Step by Step Mail Merge Wizard to display the Mail Merge Task Pane. 6. From the Mail Merge Task Pane, select the Letters radio button in the Select document type field. 7. From the lower right corner of the Mail Merge Task Pane, select the Next: Starting Document link. 8. From the Mail Merge Task Pane, select the radio button Use the current document. 9. From the Quick Access Toolbar, select the Save icon. 10. From the lower right corner of the Mail Merge Task Pane, select the Next: Select Recipients link.

95

Exercise Creating a Form Letter (Main Document)

Locate, select and edit the recipient list to sort by last name. 1. From the Mail Merge Task Pane, select the Use an existing list radio button. 2. From the Use an existing list field, select the Browse link. 3. Select the Desktop button on the left side. 4. From the Desktop, double-click on the Word 2007 Class Files folder. 5. Select and Open the Word Data Source file. 6. From the Mail Merge Recipients dialog box, select the checkbox LastName column heading to sort the recipient names in ascending alphabetical order. 7. Click OK. 8. From the Quick Access Toolbar, select the Save icon. 9. From the Mail Merge Task Pane, select the Next: Write your letter link.

96

Exercise Creating a Form Letter (Main Document) (continued)

Insert the Address Block merge field into the main document. 1. Place the insertion point on the second blank line below the date. 2. From the Mail Merge Task Pane, select the Address Block link.

Match Fields

3. Select the Match Fields button. 4. Match the following address field components:
Required Fields
First Name Last Name Company

Custom Fields
FirstName LastName CollegeName

5. Click OK twice, and then press Enter twice. 6. From the Quick Access Toolbar, select the Save icon.
97

Exercise Creating a Form Letter (Main Document) (continued)

Insert the Greeting line into the main document. 1. Place the insertion point on the second blank line below the Address Block. 2. From the Mail Merge Task Pane, select the Greeting Line link.

Name Field

3. Select the Name Field drop-down menu, and then select Joshua. This selection yields the same results as if you entered Dear FirstName , in the main document. 4. Click OK. 5. From the Quick Access Toolbar, select the Save icon.

98

Exercise Creating a Form Letter (Main Document) (continued)

Insert individual merge fields into the main document. 1. Place the insertion point in the first blank cell, first column below the Class column heading. 2. From the Mail Merge Task Pane, select the More Items link. 3. From the Insert Merge Field dialog box, double-click the Class1 field, and then select Close.

Database Fields

4. 5.

From the Quick Access Toolbar, select the Save icon, and then press Tab. From the Mail Merge Task Pane, select the More Items link.

99

Exercise Creating a Form Letter (Main Document) (continued)

Continue inserting individual merge fields into the main document. 1. Double-click the Class1Date field, and then select Close. 2. From the Quick Access Toolbar, select the Save icon, and then press Tab. 3. From the Mail Merge Task Pane, select the More Items link. 4. Double-click the Class1Time field, and then select Close. 5. From the Quick Access Toolbar, select the Save icon, and then press Tab. 6. From the Mail Merge Task Pane, select the More Items link. 7. Double-click the Class2 field, and then select Close. 8. Press Tab. 9. From the Mail Merge Task Pane, select the More Items link. 10. Double-click the Class2Date field, and then select Close. 11. Press Tab. 12. From the Mail Merge Task Pane, select the More Items link. 13. Double-click the Class2Time field, and then select Close. 14. From the Quick Access Toolbar, select the Save icon, and then press Tab.

100

Exercise Creating a Form Letter (Main Document) (continued)

Continue inserting individual merge fields into the main document. 1. From the Mail Merge Task Pane, select the More Items link. 2. Double-click the Class3 field, and then select Close. 3. Press Tab. 4. From the Mail Merge Task Pane, select the More Items link. 5. Double-click the Class3Date field, and then select Close. 6. Press Tab. 7. From the Mail Merge Task Pane, select the More Items link. 8. Double-click the Class3Time field, and then select Close. 9. From the Quick Access Toolbar, select the Save icon. 10. From the Mail Merge Task Pane, select the Next Preview Your Letters link.

101

Preview the Mail Merge Results

View Merged Data The Preview Results button in the Mailings tab allows you to see the actual data from your recipient list instead of the merge fields in the main document. This provides a sneak peek at what the data will look like when the main and data source documents are merged in the next step. Viewing the merged data also allows you to find or exclude recipients, edit the recipient list, and check for potential errors before completing the mail merge. The Find Recipient button allows you to find and preview a specific record in the recipient list by searching for text. You can also use the left and right arrow keys to preview the first, previous, next, and last records. The Check for Errors button in the Mailings tab allows you to specify how to handle errors that occur when completing the mail merge. You also have the option of simulating the mail merge to see if any errors would occur. The default setting for checking errors allows you to complete the mail merge, pausing to report each error as it occurs. The Exclude Recipient button allows you to change the recipient list and remove a recipient from the list one at a time. You can also select the Edit Recipient List link to perform multiple functions for refining the recipient list. After inserting all merge fields, you are ready to preview the merged results. 1. Click on the Next: Preview your letters link at the bottom of the Task Pane.

Find Recipient

Auto Check for Errors

Exclude Recipient

Preview the Merge Fields

The first merged letter will display with the first recipients information.

2. Preview all the recipients merged letters by clicking on the Forward and Back buttons in the Task Pane.

To get rid of a recipients letter, click on the Exclude this recipient button in the Task Pane.

102

Exercise Previewing the Mail Merge Results

Navigation Buttons

Preview the results of the mail merge and exclude a recipient. 1. From the Mail Merge Task Pane, press the right arrow key to navigate through letters. 2. Select any recipient, and then select the Exclude This Recipient button. 3. Navigate through the letters to confirm that you have four letters. 4. From the Quick Access Toolbar, select the Save icon. 5. From the Mail Merge Task Pane, select the Complete the Merge link.

103

Perform a Mail Merge

Complete the Merge The Complete the Merge step is the final step in the mail merge process. You can create separate documents for each copy of the letter, send them all directly to the printer, or send them via e-mail. The Edit Individual Letters link will merge the main and data source documents into a third document. You may then scroll through the merged document, checking for errors before actually printing. Since the main document contains the content and the data source document contains the unique information, it is not necessary to save the merged document. When changes are made to either of the mail merge documents, the most current information will be reflected each time the mail merge is performed. If problems are found, close the merged document without saving it. Any errors that pertain to the common information in the letter should be corrected from the original (main) document. Any errors that pertain to the unique information (merge fields) should be made from the data source (recipient list) document. Once the corrections have been made in the respective documents, then select the Edit Individual Letters link again. The Print link will merge the main and data source documents and the results will be printed. The drawback in choosing this method is you dont have the opportunity to see the merged document before it is printed. Therefore, you will not be able to make any changes if necessary. You may waste a lot of time and paper! The Send to E-mail button is available in the Finish and Merge gallery of the Mailings tab. When you select E-mail Messages from the step-by-step mail merge wizard, the Electronic Mail link is a contextual option in the task pane. Each e-mail message is a separate mailing where each recipient is the sole recipient of each message. You cannot add recipients to the Cc (Carbon copy) line. Your computer must have the same versions of a MAPIcompatible (Messaging Application Program Interface) e-mail program such as Outlook 2007 installed. 1. Verify that your main document is the open, active document. 2. From the Mail Merge Wizard Task Pane, select the Edit individual letters link . 3. From the Merge to New Document dialog box, select the appropriate radio button, and then click OK.

Merge to New Document

Never Save Merged Document

Last Chance for Corrections

Merge to Printer

Merge to E-mail

Merge the Main and Data Source Documents

104

Performing a Mail Merge

Perform the mail merge to a new document. 1. From the Mail Merge Task Pane, select the Edit individual letters link. 2. From the Merge to New Document dialog box, select the All radio button, and then click OK. 3. Scroll down and review each letter. 4. From the Office Button, select Print >> Print Preview. 5. From the Office Button, select Close to close the Letters1 document. 6. From the Microsoft Word dialog box to save the changes, select No. 7. From the Office Button, select Close to close the Form Letter document. 8. From the Microsoft Word dialog box to save the changes, select Yes.

105

Open an Existing Form Letter (Main Document)

Mail Merge Rules When you work with Mail Merge tools lists, sorting, filtering you have entered the relam of database programming. Database programming is built on a set of rules. Rules are like mini-programs that help you set up mail merge documents that your or someone else will use in the future. For example, the fields in the main and data source documents are linked together based on programming rules. These rules provide a way for the software to make decisions and insert text into documents. The main document serves as a template or a pattern for mail merge documents. With a pattern, you can use it again and again to create the same design. Each design allows you to make minor adjustments for that specific item. For example, if you need to send a workshop confirmation letter to recipients stored in different lists, you can use the same form letter for each list. Once you have created a main document, it can be reused for a multiple recipient lists. It is simply a matter of linking the main document to a different data source. Warning!!! This symbol is usually a warning that an error has occurred with your document. However, when you open an existing document that is formatted as a main document, this symbol will display in a dialog box as a confirmation of the rules that are about to be enforced. The main document can be linked to only one data source document at a time. Therefore, the rules that were established for the merge fields will remain the same until you open the main document and change them. Word 2007 will prompt you to confirm the link between the main and data source documents before opening the main document. Once you confirm the programming command, the document will open. Then, you will be able to start the Mail Merge Wizard and select a different recipient list. Y
1. 2. 3. From the Quick Access toolbar, select the Open folder icon. From the Open dialog box, double-click on the Form Letter.docx document. At the Microsoft Office Word dialog box, select Yes to open the document.

Main Document = Template Pattern

Open Says Me!

Open Says Me!

106

Opening an Existing Form Letter

Open an existing form letter and change the data source. 1. From the Quick Access toolbar, select the Open folder icon. 2. From the Open dialog box, double-click on the Form Letter.docx document. 3. At the Microsoft Office Word dialog box, select Yes to open the document. 4. From the Mailings tab, select the Start Mail Merge drop-down menu. 5. From the Start Mail Merge drop-down menu, select Step by Step Mail Merge Wizard to display the Mail Merge Task Pane. 6. From the Mail Merge Task Pane, select the Select a different list link. 7. Select the Desktop button on the left side. 8. From the Desktop, select the following path: Word 2007 >> Mail Merge >> Excel Data Source. 9. Select the Open button. 10. From the Mail Merge Recipients dialog box, select the checkbox LastName column heading to sort the recipient names in ascending alphabetical order. 11. Click OK. 12. From the Quick Access Toolbar, select the Save icon. 13. From the Mail Merge Task Pane, select the Next: Write your letter link. 14. From the Mail Merge Task Pane, select the Next: Preview your letters link. 15. From the Office Button, select the Close icon. 16. From the Microsoft Word dialog box to save the changes, select Yes.

107

Create Mailing Labels

Mailing Labels Microsoft Office Word 2007 mail merge allows you to create and print mailing labels using an recipient list that is maintained in different formats. For example, if you are using a Microsoft Office Excel worksheet, you must prepare the worksheet data (data source) in Excel and then use Word to configure, organize, review, and print the mailing labels. As with form letters, both a main document and a data source document are needed to produce mailing labels. The main document for mailing labels contains the field names (merge fields) and punctuation you want to appear on every label. The data source contains the specific addresses. The instructions in this manual are for printing labels on a laser printer. Laser printer label sheets are 8 x 11 with two, three, or four columns of labels. The number of columns and number of labels in each column is dependent on the size of the individual labels. Word can automatically set up the label form for most sizes and types of Avery labels. If you are using a different brand of labels, select the Avery label form matching the size of labels you are using or click on the Label Products drop down list to see if your label type is listed there. If none of the built-in label forms matches the labels you are using, you may define a custom size. After you have chosen the correct label form size, the Mail Merge Wizard allows you to arrange the labels with the appropriate merge fields. While the entire sheet of labels is displayed, lay out your label using the first label on the sheet. The address block, greeting line, and individual merge fields are options for adding recipient information to the label. The layout from the first label can then be copied to the other labels on the page. You can then preview the labels, exclude recipients, and complete the mail merge for labels as with form letters. You can use the same data source for more than one type of document. For example, if you want to make a form letter and then make mailing labels or envelopes for those letters, you can use the same data source for both documents!

Main and Data Source Documents

Laser Printer

Formatting Labels

Creating the Labels

Tip-Using the Same Data Source for Multiple Documents!

108

Exercise Creating Mailing Labels

Start the Mail Merge Wizard to create mailing labels. 1. From the Quick Access toolbar, select the New icon. 2. From the Office Button, select Save As >> Word Document. 3. From the Save As dialog box, enter Form Labels in the File Name field, and then select the Save button. 4. From the Mailings tab, select the Start Mail Merge drop-down menu, and then select the Step by Step Mail Merge Wizard. 5. From the Mail Merge task pane, select the Labels radio button. 6. From the Mail Merge task pane, select the Next: Starting document link.

109

Exercise Creating Mailing Labels (continued)

Select the label option format. 1. From the Mail Merge task pane, verify that the Change document layout radio button is selected. 2. From the Change document layout section, select the Label options link. 3. From the Label options dialog box, select Product Number 5160 and then click OK. 4. From the Mail Merge task pane, select the Next: Select Recipients link.

110

Exercise Creating Mailing Labels (continued)

Locate, select, and edit the Excel data source the recipient list. 1. From the Mail Merge task pane, verify that the Use an existing list radio button is selected. 2. From the Use an existing list section, select the Browse button. 3. From the Select a Data Source dialog box, select Desktop >> Word 2007 Class Files >> Excel Data Source >> Sheet1$, and then select OK. 4. From the Mail Merge Recipients dialog box, select the LastName column heading to sort in ascending (A to Z) alphabetical order. 5. Click in the checkbox next to Your Last Name to deselect the checkbox. 6. From the Microsoft Word dialog box, select OK. 7. From the Mail Merge task pane, select the Next: Arrange your labels link.

111

Exercise Creating Mailing Labels (continued)

Select the Address Block option to add recipient information to the labels. 1. From the Mail Merge task pane, select the Address block link. 2. From the Mail Merge Task Pane, select the Address Block link. 3. Select the Match Fields button. 4. Match the following address field components:
Required Fields
First Name Last Name Company

Custom Fields
FirstName LastName CollegeName

5. Click OK twice, and then press Enter twice. 6. From the Quick Access Toolbar, select the Save icon. 7. From the Insert Address Block dialog box, preview the labels, and then click OK. 8. From the Mail Merge task pane, select the Update all labels button. 9. From the Mail Merge task pane, select the Next: Preview your labels link.

112

Exercise Creating Mailing Labels (continued)

Preview the results, exclude a recipient, and complete the merge. 1. From the Mail Merge Task Pane, select the Edit recipient list link. 2. To exclude a recipient, click in the checkbox to the left of any recipient to deselect the checkbox, and then click OK. 3. From the Mail Merge Task Pane, select the Complete the Merge link. 4. From the Mail Merge Task Pane, select the Edit individual labels link. 5. From the Merge to New Document dialog box, select the All radio button, and then click OK. 6. From the Office Button, select Print >> Print. Preview. 7. From the Office Button, select Close to close the Labels1 document. 8. From the Microsoft Word dialog box to save the changes, select No. 9. From the Office Button, select Close to close the Form Labels document. 10. From the Microsoft Word dialog box to save the changes, select Yes.

113

Create Envelopes
Envelopes When you want to use envelopes to send a mass mailing to your recipient list, you can use mail merge to create a batch of envelopes. Each envelope contains an address from your list, which can be maintained in different formats. For example, if you are using a Microsoft Office Access database, you must prepare the database data (data source) in Access and then use Word to configure, organize, review, and print the envelopes. The mail merge process entails the following overall steps: Set up the envelope. You set up the layout of the envelopes one time, for all the envelopes in the mail merge. In a mail merge, the document that you use to do this is called the main document. In the envelope main document, you can also set up any content that you want repeated on each label, such as a return address, a company logo, or boilerplate text. Connect the envelopes to your recipient list. Your recipient list is the data source that Microsoft Office Word uses in the mail merge. It is a file that contains the addresses to be printed on the envelopes. Refine the list of recipients. Word generates an envelope for each address in your mailing list. If you want to generate envelopes for only certain addresses in your mailing list, you can choose which addresses, or records, to include. Add placeholders, called mail merge fields, to the envelopes. When you perform the mail merge, the mail merge fields are filled with information from your recipient list. Preview and complete the mail merge. You can preview each envelope before you print or send the whole set to the printer without viewing. Printing Options The printer driver sends the information to Word about which way the envelope should be loaded into the printer. This information is displayed on the Printing Options tab of the Envelope Options dialog box.

Similar Process Different Results

114

Exercise Creating Envelopes

Start the Mail Merge Wizard to create envelopes. 1. From the Quick Access toolbar, select the New icon. 2. From the Office Button, select Save As >> Word Document. 3. From the Save As dialog box, enter Form Envelopes in the File Name field, and then select the Save button. 4. From the Mailings tab, select the Start Mail Merge drop-down menu, and then select the Step by Step Mail Merge Wizard. 5. From the Mail Merge task pane, select the Envelopes radio button. 6. From the Mail Merge task pane, select the Next: Starting document link.

115

Exercise Creating Envelopes (continued)

Select the label option format. 1. From the Mail Merge task pane, verify that the Change document layout radio button is selected.

2. From the Change document layout section, select the Envelope options link. 3. From the Envelope Options tab, in the Envelope size field, confirm the Size 10 option is selected. 4. Select the Printing Options tab. 5. From the Printing Options tab, confirm the following options are selected: Feed Method = Option 5 >> Face up. Feed From = Automatically Select 6. Click OK. 7. From the Mail Merge task pane, select the Next: Select Recipients link.
116

Exercise Creating Envelopes (continued)

Locate, select, and edit the Access data source recipient list. 1. From the Mail Merge task pane, verify the Use an existing list radio button is selected. 2. From the Use an existing list section, select the Browse button. 3. From the Select a Data Source dialog box, select Desktop >> Word 2007 Class Files >> Access Data Source, and then select the Open button. 4. From the Mail Merge Recipients dialog box, select the LastName column heading to sort the recipients in ascending (A to Z) alphabetical order. 5. To exclude a recipient, click in the checkbox next to any recipient name to deselect the checkbox. 6. Click OK. 7. From the Mail Merge task pane, select the Next: Arrange your envelope link.

117

Exercise Creating Envelopes (continued)

Enter a Return address and select the Address Block option to add recipient information to the envelope. 1. Place the insertion point in the top left corner of the envelope. 2. Enter your first and last name, and then press Enter. 3. Enter your address, and then press Enter. 4. Enter the city, state, and zip code, and then press Enter. 5. Place the insertion point in the text box near the middle of the envelope. 6. From the Mail Merge task pane, select the Address block link. 7. From the Insert Address Block dialog box, preview the labels, and then click OK. 8. From the Mail Merge task pane, select the Next: Preview your envelopes link.

118

Exercise Creating Envelopes (continued)

Preview the results, exclude a recipient, and complete the merge. 1. From the Mail Merge Task Pane, select the Edit recipient list link. 2. Click in the checkbox to the left of any recipient to deselect the checkbox, and then click OK. 3. From the Mail Merge Task Pane, select the Complete the Merge link. 4. From the Mail Merge Task Pane, select the Edit individual envelopes link. 5. From the Merge to New Document dialog box, select the All radio button, and then click OK. 6. From the Office Button, select Print >> Print Preview. 7. From the Office Button, select Close to close the Envelopes1 document. 8. From the Microsoft Word dialog box to save the changes, select No. 9. From the Office Button, select Close to close the Form Envelopes document. 10. From the Microsoft Word dialog box to save the changes, select Yes.

119

Templates
What is a Template? A template document may be considered a skeleton document containing all the text, graphics, styles, and formatting to be included every time you create a specific type of document, such as a memo or newsletter. Word comes with a number of templates to create memos, letters, brochures, presentations, reports, etc. What is not included in a template is your specific content for this particular document. All of the available templates in Word 2007 can be viewed by selecting the New icon from the Office Button. The New document command from the Office Button displays a dialog box with template categories and designs that are stored within the application and online. Whenever you click the New icon on the Quick Access Toolbar to begin a new document, Word opens a blank document based on the Normal Template. The Normal Template contains all the default settings for font, font size, margins, styles, etc. Template documents remain intact for you to use as often as you wish. The default settings for the Normal template can be changed from several of the galleries on the Home and Page Layout tabs. Galleries with a More button in the lower right hand corner, such as the Font gallery, contain a dialog box which provides the option to change the settings in the Normal template.

Template Categories

Blank Document

Normal Template Settings

Change the Default Settings

5. From the Home or Page Layout tab, select the More button from the appropriate gallery. 6. Make the necessary edits, and then select the Default button. 7. In the Microsoft Word dialog box, select Yes. 8. Click OK.

120

Templates (continued)
Create a Custom Template If the existing templates do not provide the type of document you want, you can create your own template. Custom templates may be designed by starting with a document that already has many of the formatting features you want. The template can be stored in any location. If you want the template to be available within the Installed Template category, then you will need to save the template in the Templates subfolder on the Microsoft Office Program File on your hard drive. There may be times when a custom template needs to be modified or updated. If you need to make changes to a template document, you must open the template document from within the application. Any changes made to a template document will overwrite the old template on your computer. If you double click on the template document, it will display a blank document with the template settings. Create a Custom Template Document

Modify a Template

1. Click on the New button create a new document.

in the Quick Access Toolbar to

2. Enter the text for your template. 3. From the Office Button, select Save As >> Word Template. 4. Select the appropriate folder location. 5. In the File Name box, enter the document title. 6. Click the Save button, then close the document. Create a New Document from a Word 2007 Template Document

1. From the Office Button menu, select New. The New dialog box will be displayed. 2. From the left-hand column in the New dialog box, select the appropriate category. 3. From the right-hand column in the New dialog box, select the appropriate design. 4. Click on the OK button. Word will open an untitled copy of the template. Enter text into the document and save it in the usual manner.

121

Forms
What is a Form? Forms are templates or structured documents designed with permanent text and blank fields reserved for collecting information. For example, when you apply for a job, complete a survey, or register for a workshop, you fill out a form. Word 2007 provides you with the tools you need to build paper- and computer-based forms. Word 2007 does not allow you to create web-based forms. Paper-based forms are designed to be printed on paper and distributed to others by hand, completed and returned manually. For example, many books and magazines use a paper-based form the size of a postcard to handle magazine subscriptions and book registrations. The paper-based form may include blank lines to collect information such as name, home address, email address, telephone, title, ISBN #, etc. The postcard also serves as a postage paid document that can be completed and returned manually. Computer-based forms are designed to be distributed by email or via the Web, completed within the Word application, and returned electronically. For example, the professional growth application forms for most of the employee groups are accessible online. While the forms created in Word 2007 cannot be completed online, applicants can download the forms from the Web, complete them within Word 2007, and return them electronically to the committee representative as an attachment via e-mail. This is the extent to which Word 2007 provides the tools needed to create an online form. It merely provides access to the form from an online source. Web-based forms are designed as a direct interface to an internal database through an online process. For example, the training workshop registration form in the Human Resources Management System (HRMS) can be completed via the Web. Applicants log into an online database, complete the web-based form and submit their data automatically. Creating web-based forms requires software that supports dynamic-content. Consult with your college webmaster for support creating web-based forms. The Microsoft Word 2007 manual includes the concepts and exercises required to create a computer-based form, which can also serve as a paper-based form. It also includes information about testing and distributing the form to the users, tips for defining the purpose of the form, as well as questions to help you plan your form. Creating a form also includes the ability to export the form data for analysis and reporting purposes. This requires integrating the form data with another program. Microsoft Excel 2007 is software that will be used to extract the data from the form.

Paper-Based Forms

Computer-Based Forms

Web-Based Forms

Word 2007 Forms Workshop

122

Forms (continued)
Where Do I Start? Creating a form is an extensive process. There are so many decisions to make about the design that it can be an overwhelming experience. As a means of simplifying the process, we will dividing it into six major processes as indicated below: 1. Planning a form includes laying out the form design and choosing the elements and controls to collect the desired data. 2. Creating a form includes inserting the text and making choices about the form layout and design elements. 3. Formatting a form is really a part of the creation process. In this case we will define formatting as applying the design elements to the form. 4. Testing a form includes setting the security features and completing the form as a user. This will allow you to make any edits or changes before distributing the form to the users. 5. Distributing a form includes making the form available to the users via the Web or email. The users will then complete and return the form electronically. 6. Extracting the form data includes preparing the data for use in another program. Regardless of the version, Microsoft Excel is the recommended software for extracting form data. Forms Process Plan Create Format Test Distribute Extract

123

Plan Your Document Design (Forms)

Plan
Before creating a form, it is a good idea to plan or sketch it out on paper first, or use an existing form as a guide. As you plan your form, consider the following questions: What type of information do I want to collect? (Ex: Numbers, text, written answers, images, URLs, etc.) How do I want to display the information on the form? (Ex: Organized rows/columns, paragraph form, checkboxes) What version of the software will be used to complete the form? (Ex: Word 2007, Word 97 2003) How will I distribute the form? (Ex: Send in an email, save to a shared drive or host on a website) Will I need to export the data for use in another program? (Ex: Excel, Access) Form Design Considerations As you plan the form design, make usability a priority. For example, provide directions on how to fill out the form and what to do when it is complete. The form design considerations listed below will save time and frustration for everyone involved. Make the form simple to fill out; ask questions that can be answered by checking a box, choosing from a list, or typing a single word or short phrase. Label each item specifically, so the reader knows exactly what you want when filling in the information. Place the label in the document so it is directly associated with where you want the user to type.

Save as a Template

Left-align form fields. If you have labels on the left of each form field, right-align them, so that the label and field are close together. It's easy to control alignment if you use a table, placing the labels in one column and fields in the next. When creating a form, it is recommended that you save it as a template. Saving the form as a template offers two main advantages: 1. The template itself remains a blank form and contains all components of the form. 2. The template can then be used later to create other forms without having to start from scratch. When you are ready to distribute the form, it is recommended that you save the form as a regular Word document. Distributing a form is discussed later in this section.
124

Exercise Planning Your Form Design

Form Planning Worksheet

Define the Purpose of the Form. 1. What is the purpose of the form? The purpose of this form is an application for individuals to present a workshop at a national conference. 2. How will the form function? Collect data about the presenters. Accessible online Completed electronically and returned via email. Plan the Form. 1. What type of information do I want to collect? Presenter Bio and Picture Estimated Conference Costs Meal Choices Workshop Presentation Needs 2. How do I want to display the information on the form? Tables Checkboxes Text box for comments Drop-down menus 3. What version of the software will be used to complete the form? Word 2007 Word 97 2003 4. How will I distribute the form? Web Site Link Email Attachment 5. Will I need to export the data for use in another program? (Ex: Excel, Access) Extract data to an Excel format Import Excel data to Access

125

Exercise Planning Your Form Design (continued)

NAME

TOPIC PICTURE, URL, E-MAIL, ETC.

DAYS/MEALS

LODGING TOTAL

126

Exercise Planning Your Form Design (continued)

Conference Presenter Registration Form

College Logo

Current Date

127

Exercise Saving the Form as a Template

Open Microsoft Word 2007 and save the document as a new blank template. 1. From the Start Menu, select Programs >> Microsoft Word 2007. 2. From the Quick Access toolbar, select the Open icon. 3. From the Open dialog box, select the following path: Desktop >> Word 2007 >> Forms >> Form Text.docx. 4. From the Office Button, select Save As >> Word Template. 5. From the Save As dialog box, in the File Name field, enter Conference Presenter Registration Form. 6. Click on Save or press Enter.

128

Notes

129

Developer Tab
Developer Tab The Developer tab is required to create a form in Word 2007. It is hidden until the user sets it up to display from the Word Options. Not only does this tab include commands associated with creating and designing forms, it also includes the functions to create macros, establish document security, and templates. The five galleries on this tab include Code, Controls, XML, Protect, and Templates. The Code gallery allows you to launch the Visual Basic editor, record, view, create, run, delete and add security to a macro. A macro is a series of commands and instructions that you group together as a single command to accomplish a task automatically. The Controls gallery allows you to create electronic and printbased forms by adding content and form field controls, tables, and other graphics elements. You can make drop-down lists, checkboxes, text fields, date picker, etc. to enhance the form design. This gallery allows you to set or change the formatting (properties) for the controls. Instructional text can also be added to enhance the usability of the form. The XML (Extensible Markup Language) gallery allows you to create richly structured documents that can be used over the web. The XML format supports viewing a wide variety of diverse applications: authoring, browsing, content analysis, etc. via the Web. The Protect gallery allows you to restrict how others can access the document. Unrestricted access is the document permission default, which allows anyone to read and change the document. Restricted Access allows you to specify a list of users and their permissions. The Restrict Formatting and Editing option allows you to restrict certain types of editing or formatting to the document by specifying a password. The Templates gallery allows you to view or change the attached document template and manage global templates. 1. From the Office Button, select Word Options. 2. In the right panel of the Word Options dialog box, select the Show Developer tab in the Ribbon checkbox. 3. Click OK.

Code Gallery

Controls Gallery

XML Gallery

Protect Gallery

Templates Gallery Display Developer Tab

130

Exercise Displaying and Reviewing the Developer Tab

Show Developer Tab

Change the Word Options to display the Developer tab. 1. From the Office Button, select Word Options. 2. In the right panel of the Word Options dialog box, select the Show Developer tab in the Ribbon checkbox. 3. Click OK. 4. From the Ribbon, select the Developer tab. 5. Review the galleries on the Developer tab. Developer Tab Controls Gallery

Protect Gallery

Code Gallery

XML Gallery

Templates Gallery

131

Controls Gallery
Form Structure The basic structure of a form will include labels and two types of controls: content controls and Legacy Forms controls. The label describes the type of information for a specific field such as Date or Location. The control is the placeholder for the data collected. Designing a form requires spending time organizing and arranging the elements on your form. Tables allow you to organize text, pictures and other elements with precision and support the data analysis process. Labels and controls allow you to format the cells in the table to provide visual clues. For example, you may have cells with a white background for labels, and cells with a blue background for blank fields that need to be filled in. Content controls can be thought of as data fields in your form. Microsoft provides several different types of content controls that you can insert into your documents to create the data fields in your forms. Each of the following controls is designed to collect information in different ways rich text, text, picture, combo box, drop-down list, date picker, and building block gallery. The Legacy Tools are controls and tools that were used in previous versions of Word. The options in this menu are grouped into form controls and Active X controls. The Design Mode button allows you to turn on and off the control to design a form. This button works like a toggle switch. When you turn it on, you can add a variety of content controls to your form. When you turn it off, you can test out the way that the content control functions. The Properties button allows you to set or change the formatting options for each content control. For example, the Date Picker content control offers options for the format you want to use to display the date. These formatting options enhance the usability of the form. The Group button allows you to group or ungroup a selected range of text. When grouped, a text range cannot be edited, except in regions containing editable content controls. How will you know when to use which controls to create your form? The software version that will be used to complete the form determines which controls should be used to display the information on the form. For example, if Word 2007 will be used to complete the form, then use the Content Controls. If Word 97 2003 will be used to complete the form, then use the Legacy Tools Controls.

132

Table Design

Labels and Controls

Content Controls

Legacy Tools

Design Mode

Properties

Group

Rule of Thumb

Content Controls
Rich Text The Rich Text content control is a text box that allows you to enter a short paragraph such as an abstract, a summary, or comments. We will use the Rich Text content control to format the Meal Options Special Needs field in the form. Note: This content control does not support using the Tab key to navigate to the next field within the form. If you press Tab in this field, a tab is created inside the field. You must use the arrow keys or the mouse to navigate to the next form field.

Text

The Text content control is a text box that holds more than one paragraph of text. This content control is used when you want a style, such as the Heading 2 style or plain text (default font) automatically applied to text as users enter it in the content control. For example, we will use the Text content control to format the First and Last Name fields in the form that will be created in this manual. The Picture content control holds pictures which can be anything from a photo to a chart to a company logo. For example, we will use the Picture content control to format the Presenter Image field in a table and insert the college logo in the form header. Note: This control does not support using the Tab key to navigate to the next field within the form.

Picture

Drop-Down List

The Drop-Down List content control displays a list of options. Users can only select choices from the list. For example, we will use the Drop-Down List content control to choose the college location in the form. Drop-down menus help to eliminate incorrect or misspelled entries. The Combo Box content control displays a list of options for the users to make choices, which is very similar to the Drop-Down List content control. The difference is that the Combo Box includes a text box that allows you to add new items not on the list. We will not use the Combo Box for this form. The Date Picker content control displays a calendar tool that allows the user to select a date in a pre-defined format. For example, we will use the Date Picker content control to select the conference day and date. The Building Block Gallery content control includes pre-designed, preformatted chunks of text, pictures, and other content that can be inserted into a document or a form. For example, we will use this control to display the current date in the form footer.

Combo Box

Date Picker

Building Block Gallery

133

Legacy Tools
Legacy Tools The Legacy Tools are available in Word 2007 to provide additional control over how the content control is configured. For example, when you need to perform calculations on numerical data such as quantity, prices, or percentages, the Text Form Field control includes the appropriate number formatting options. Note: It is recommended that you avoid the legacy controls unless you need to edit a form developed in an older version of Word. Some of the Legacy Tools are not recognized in Word 2007 when it is time to extract the data for reporting purposes. The Legacy Form controls include the following: Text Form Field, Checkbox Form Field, Drop-Down Form Field, Insert Frame, Form Field Shading, and Reset Form Fields. The Active X controls offer options to users to run macros or scripts that automate specific tasks. It is recommended that you have some experience with programming to use most of these controls. Active X controls will not be covered in this manual. The Text Form Field button has many uses. A user can enter regular text or numbers such as dates or currency. The text field also allows the user to perform calculations. When entered into a form, the text field will display like this: . Example: . Check Box Form Field The Check Box Form Field button is primarily used when you want a user to make multiple selections from a list of options. The check box feature either inserts or removes an X to indicate selection (or non-selection) of an item. When entered into a form, the check box form field displays like this: . Example: Unchecked is the default, so an X displays when Orange, Grape and Strawberry are selected. Orange Banana Grape Strawberry Note: The Check Box Form Field is not recognized when you extract the form data into Microsoft Excel 2007. Drop-Down Form Field The Drop-Down Form Field button is used when you want a user to make one selection from a list of options. This feature is similar to the Drop-Down List Content Control previously discussed.

Legacy Forms

Active X

Text Form Field

134

Legacy Tools (continued)

Insert Frame The Insert Frame button inserts a frame which is a container that lets you insert text or graphics. However frames are most commonly used for advanced document tracking information such as: Comments and footnotes Certain fields, including AutoNum; AutoNumLgl; AutoNumOut; TC (Table of Contents Entry); TOC (Table of Contents); and RD (Referenced Document). Form Field Shading The Form Field Shading button is a feature that is either on or off for an entire form. When turned on, it shades the fields with a grey background to help the user identify which items to complete. Example of form shading turned on: . Reset Fields The Reset Form Fields button is used after testing a form. Once form fields have been completed and filled in, clicking once on this button will clear all of the fields in the form and return them to their default state. The Properties button allows you to format the Legacy Tools controls in the same manner as the Content controls. For example, the Text Form Field is a Legacy tool that is the most flexible of the Content and Legacy controls. You can format this field as regular text, numbers, calculations, dates, and time. We will use the formatting options in this field to create a calculation to track the presenters Estimated Costs. While the rule of thumb is to use Legacy Tools for Word 97 2003 forms, the Text Form Field is the exception to the rule. The Content controls do not include any options for creating calculations. Therefore, you must use the Text Form Field Legacy control to perform calculations in a form. This is an example of when you would use a Legacy Tool in a Word 2007 form. Another determining factor for using Content or Legacy controls is the data extraction process. In other words, how will I extract the data collected for analysis and reporting purposes? While there are different processes for extracting data from forms using Word 2007 and Word 97 2003, the Text Form Field is supported in the separate processes for both versions of the software.

Legacy Formatting Options

Exception to the Rule

Additional Considerations

135

Exercise Reviewing the Content Controls and Legacy Tools

Content Controls Text Picture Content Control Design Mode

Rich Text Drop-Down List

Combo Box Legacy Tools Group Date Picker Building Block Gallery

Legacy Tools

Checkbox Form Field Form Field Shading

Text Form Field

Reset Fields

Drop-Down Form Field

Insert Frame

1. From the Developer tab >> Controls Gallery, select the drop-down menu from the Legacy Tools folder icon. 2. Select it again to hide the features in the Legacy Tools folder.

136

Notes

137

Create a Form
Create

Now that we have spent a tremendous amount of time planning the form design, reviewing the controls, formatting options, and other considerations, it is time to put the plan into action and create a form. Creating a form includes inserting the text and making choices about the form layout and design elements. Design elements can add interest and visual appeal to a form. For the form that we will create in this manual, the following elements were selected: Fonts Tables Text Content Controls Rich Text Content Controls Picture Content Controls Combo Box Content Control Drop-Down List Content Controls Date Picker Content Control Building Block Gallery Content Control Text Form Fields (Legacy Forms Tool)

Design Elements

Format

Formatting a form is really a part of the creation process. In this case we will define formatting as applying the design elements to the form. Since we have already discussed the Content and Legacy Form controls, we will review the formatting options that will be used for each of the selected design elements. Tables are used to align text and form fields. They work well when creating a form with a simple layout and can also be used for more complex forms by inserting several smaller tables. When it is time to analyze the data, the tables in the form are automatically recognized as the container in which the form data is stored. This makes it easy to export the form data into Microsoft Excel 2007. The export process will be discussed later in this manual. The Table group includes several options to insert a table, which include: draw a table, convert text to table, choose from various Quick Table options, and insert an Excel spreadsheet. The Convert Text to a Table option allows you to convert existing text to a table. We will use this feature to split the text into columns at each tab. The left column will contain the form labels and the right column will contain the corresponding data fields.

Tables

Table Options

Convert Text to a Table

138

Exercise Reviewing the Form Design Elements

Conference Presenter Registration Form

Text Content Controls Picture Content Control Drop-Down List Content Controls Date Picker Content Control

Rich Text Content Control

Text Form Fields

139

Exercise Creating a Form

Format the text for the form template. 1. Select the following text and format as indicated below. Leadership Development Registration Form Font Broadway Size 20 Style Bold Color Red Accent 2 Darker 25% Alignment Center 2. Select the following text and format as indicated below. All presentations will be held in the Board Room Font Arial Black Size 14 Color Red Accent 2 Darker 25% Alignment Center

140

Exercise Creating a Form

Continue formatting the text and inserting tables for the form template. 3. Select the following text. Presenter Information Font Arial Black Size 14 Color Red Accent 2 Darker 25% Alignment Left 4. Select the following text. First Name Last Name Image Presenter Bio Conference Title Conference Site Conference Time Conference Date 5. From the Insert tab, select Table >> Convert Text to Table. 6. In the Convert Text to Table dialog box, click OK. 7. From the Quick Access Tool Bar, select the Save icon.

141

Exercise Creating a Form (continued)

Continue formatting the text and inserting tables for the form template. 1. Select the following text and format as indicated below. Meal Options Font Arial Black Size 14 Color Red Accent 2 Darker 25% Paragraph Left 2. Select the Paragraph More Button, and then change the Spacing Before to 9pt. 3. Select the following text. Friday Lunch Friday Dinner Saturday Lunch Saturday Dinner Special Diet Needs 4. From the Insert tab, select Table >> Convert Text to Table. 5. In the Convert Text to Table dialog box, click OK. 6. From the Quick Access Tool Bar, select the Save icon.
142

Exercise Creating a Form (continued)

Continue formatting the text and inserting tables for the form template. 1. Select the following text and format as indicated below. Estimated Costs Font Arial Black Size 14 Color Red Accent 2 Darker 25% Alignment Left 2. Select the Paragraph More Button, and then change the Spacing Before to 9pt. 3. Select the following text. Lodging Rental Car Air Fare Registration Fee Total Costs 4. From the Insert tab, select Table >> Convert Text to Table. 5. In the Convert Text to Table dialog box, click OK. 6. From the Quick Access Tool Bar, select the Save icon.

143

Format a Form
Format

After you have created a structure for your form and designated the locations where you want users to enter information, the next step is to insert the content controls in the table cells and set the properties or formatting attributes. The Content Control Properties dialog box allows you to assign a title and tag, format the contents, and lock the controls to prevent deleting them or editing the contents. Different controls have different properties that you can tweak. The common features in most of the content controls are listed below: The Title appears in your document on the content controls tab. Word leaves the tab and the Title field blank if you do not give your content control a name. The Tag is important to other computer programs. It is used to identify and then read or write to the contents in your control. The Content control cannot be deleted box is a way to lock the control and keep people from deleting the controls in your form when they fill in the information. The Content control cannot be edited box is a way to lock the control and keep people from making changes to the contents of the control. Do not use this property for forms. The Allow carriage returns (multiple paragraphs) box allows the user to enter several paragraphs in a Text Content Control. This feature works well for a Comments Box. The Remove content control when contents are edited allows you to use the content controls as prompts in your documents. After entering text, the content control is hidden the text takes its place in the document. The Use a style to format contents allows you to format the contents with an existing style or a new one. The Combo Box and Drop-Down List content controls have Drop-Down List Properties that allow you to enter the words and options for the lists. The Display the date like this feature allows you to use the Date Picker content control to choose the date format. The Text Form Fields (Legacy Forms Tool) control allows you to format the field as regular text, number, calculations, dates and time.
144

Setting Content Control Properties

Exercise Formatting a Form

Insert and format the Content controls. 1. Place the insertion point in the cell to the right of First Name. 2. From the Developer tab, select Design Mode >> Text Content Control. 3. Select the Properties button. 4. In the Content Control Properties dialog box, insert FirstName in the Title field. 5. Press the Tab key, and then insert FirstName in the Tag field. 6. Select the checkbox next to Use a style to format contents. 7. Select the New Style Button. 8. In the Name field of the Create New Style from Formatting dialog box, enter Form Text. 9. In the Formatting section, select the following properties: Font: Arial Narrow Size: 14 Color: Purple Accent 4 10. Click OK twice. 11. From the Quick Access Tool Bar, select the Save icon.

145

Exercise Formatting a Form (continued)

Continue inserting and formatting the Content controls. 1. Place the insertion point in the cell to the right of Last Name. 2. Select the Text Content Control. 3. Select the Properties button. 4. In the Content Control Properties dialog box, insert LastName in the Title field. 5. Press the Tab key, and then insert LastName in the Tag field. 6. Select the checkbox next to Use a style to format contents. 7. From the drop-down menu, select Form Text. 8. Click OK. 9. From the Quick Access Tool Bar, select the Save icon.

146

Exercise Formatting a Form (continued)

Continue inserting and formatting the Content controls. 1. Place the insertion point in the cell to the right of Image. 2. Select the Picture Content Control. 3. Select the Properties button. 4. In the Content Control Properties dialog box, insert Image in the Title field. 5. Press the Tab key, and then insert Image in the Tag field. 6. Click OK. 7. Select the Picture Content Control, and then resize it to make it smaller. 8. From the Quick Access Tool Bar, select the Save icon.

147

Exercise Formatting a Form (continued)

Continue inserting and formatting the Content controls. 1. Place the insertion point in the cell to the right of Presenter Bio. 2. Select the Text Content Control. 3. Select the Properties button. 4. In the Content Control Properties dialog box, insert PresenterBio in the Title field. 5. Press the Tab key, and then insert PresenterBio in the Tag field. 6. Select the checkbox next to Use a style to format contents. 7. From the drop-down menu, select Form Text. 8. Select the checkbox next to Allow carriage returns (multiple paragraphs). 9. Click OK. 10. From the Quick Access Tool Bar, select the Save icon.

148

Exercise Formatting a Form (continued)

Continue inserting and formatting the Content controls. 1. Place the insertion point in the cell to the right of Conference Title. 2. Select the Drop-Down List Content Control. 3. Select the Properties button. 4. In the Content Control Properties dialog box, insert ConferenceTitle in the Title field. 5. Press the Tab key, and then insert ConferenceTitle in the Tag field. 6. Select the checkbox next to Use a style to format contents. 7. From the drop-down menu, select Form Text. 8. In the Drop-Down List Properties section, select the Add button. 9. In the Add Choice dialog box, enter Reinvent Yourself, and then click OK. 10. Select the Add button to add each of the following conference titles. Career Passions 11. Click OK twice. 12. From the Quick Access Tool Bar, select the Save icon.

Work Life Balance

Mind Body & Soul

149

Exercise Formatting a Form (continued)

Continue inserting and formatting the Content controls. 1. Place the insertion point in the cell to the right of Conference Site. 2. Select the Drop-Down List Content Control. 3. Select the Properties button. 4. In the Content Control Properties dialog box, insert ConferenceSites in the Title field. 5. Press the Tab key, and then insert ConferenceSites in the Tag field. 6. Select the checkbox next to Use a style to format contents. 7. From the drop-down menu, select Form Text. 8. In the Drop-Down List Properties section, select the Add button. 9. In the Add Choice dialog box, enter CGC, and then click OK. 10. Select the Add button to add each of the following college abbreviations. DO EMC 11. Click OK twice. 12. From the Quick Access Tool Bar, select the Save icon. GCC GWC MCC MSC PC PVC RIO SCC SMC

150

Exercise Formatting a Form (continued)

Continue inserting and formatting the Content controls. 1. Place the insertion point in the cell to the right of Conference Time. 2. Select the Drop-Down List Content Control. 3. Select the Properties button. 4. In the Content Control Properties dialog box, insert ConferenceTime in the Title field. 5. Press the Tab key, and then insert ConferenceTime in the Tag field. 6. Select the checkbox next to Use a style to format contents. 7. From the drop-down menu, select Form Text. 8. In the Drop-Down List Properties section, select the Add button. 9. In the Add Choice dialog box, enter 9:00 AM, and then click OK. 10. Select the Add button to add each of the following conference titles. 11:30 AM 11. Click OK twice. 12. From the Quick Access Tool Bar, select the Save icon.

1:30 PM

4:00 PM

151

Exercise Formatting a Form (continued)

Continue inserting and formatting the Content controls. 1. Place the insertion point in the cell to the right of Conference Date. 2. Select the Date Picker Content Control. 3. Select the Properties button. 4. In the Content Control Properties dialog box, insert ConferenceDate in the Title field. 5. Press the Tab key, and then insert ConferenceDate in the Tag field. 6. Select the checkbox next to Use a style to format contents. 7. From the drop-down menu, select Form Text. 8. In the Date Picker Properties section, select the following date format. dddd, MMMM dd, yyyy 9. Click OK. 10. From the Quick Access Tool Bar, select the Save icon.

152

Exercise Formatting a Form (continued)

Continue inserting and formatting the Content controls. 1. Place the insertion point in the cell to the right of Friday Lunch. 2. Select the Drop-Down List Content Control. 3. Select the Properties button. 4. In the Content Control Properties dialog box, insert FriLunch in the Title field. 5. Press the Tab key, and then insert FriLunch in the Tag field. 6. Select the checkbox next to Use a style to format contents. 7. From the drop-down menu, select Form Text. 8. In the Drop-Down List Properties section, select the Add button. 9. In the Add Choice dialog box, enter Yes, and then click OK. 10. Select the Add button and then enter No. 11. Click OK twice. 12. From the Quick Access Tool Bar, select the Save icon.

153

Exercise Formatting a Form (continued)

Continue inserting and formatting the Content controls. 1. Place the insertion point in the cell to the right of Friday Dinner. 2. Select the Drop-Down List Content Control. 3. Select the Properties button. 4. In the Content Control Properties dialog box, insert FriDinner in the Title field. 5. Press the Tab key, and then insert FriDinner in the Tag field. 6. Select the checkbox next to Use a style to format contents. 7. From the drop-down menu, select Form Field. 8. In the Drop-Down List Properties section, select the Add button. 9. In the Add Choice dialog box, enter Yes, and then click OK. 10. Select the Add button and then enter No. 11. Click OK twice. 12. From the Quick Access Tool Bar, select the Save icon.

154

Exercise Formatting a Form (continued)

Continue inserting and formatting the Content controls. 1. Place the insertion point in the cell to the right of Saturday Lunch. 2. Select the Drop-Down List Content Control. 3. Select the Properties button. 4. In the Content Control Properties dialog box, insert SatLunch in the Title field. 5. Press the Tab key, and then insert SatLunch in the Tag field. 6. Select the checkbox next to Use a style to format contents. 7. From the drop-down menu, select Form Field. 8. In the Drop-Down List Properties section, select the Add button. 9. In the Add Choice dialog box, enter Yes, and then click OK. 10. Select the Add button and then enter No. 11. Click OK twice. 12. From the Quick Access Tool Bar, select the Save icon.

155

Exercise Formatting a Form (continued)

Continue inserting and formatting the Content controls. 1. Place the insertion point in the cell to the right of Saturday Dinner. 2. Select the Drop-Down List Content Control. 3. Select the Properties button. 4. In the Content Control Properties dialog box, insert SatDinner in the Title field. 5. Press the Tab key, and then insert SatDinner in the Tag field. 6. Select the checkbox next to Use a style to format contents. 7. From the drop-down menu, select Form Field. 8. In the Drop-Down List Properties section, select the Add button. 9. In the Add Choice dialog box, enter Yes, and then click OK. 10. Select the Add button and then enter No. 11. Click OK twice. 12. From the Quick Access Tool Bar, select the Save icon.

156

Exercise Formatting a Form (continued)

Continue inserting and formatting the Content controls. 1. Place the insertion point in the cell to the right of Special Needs. 2. Select the Text Content Control. 3. Select the Properties button. 4. In the Content Control Properties dialog box, insert SpecialNeeds in the Title field. 5. Press the Tab key, and then insert SpecialNeeds in the Tag field. 6. Select the checkbox next to Use a style to format contents. 7. From the drop-down menu, select Form Text. 8. Click OK. 9. From the Quick Access Tool Bar, select the Save icon.

157

Legacy Form Field Properties

Format

The Text Form Field is a Legacy tool that can be used to further customize forms: Listed below are the different types of information that can be entered into this field: Regular text; Number; Date; Current date; Current time; and Calculations. The table below describes the Text Form Field Options dialog box. The options marked with an * (Default Text, and Text Format) change based on what is selected in the Type field. For example, if you select Number in the Type field, then Default Number and Number Format will display. Items that are italicized display in all Form Field dialog boxes.
Option Type Description The type of information that can be entered into the field. You can choose text, date, number, current date, current time, and calculation types. The maximum number of characters that can be entered in a field. For example, you could specify a maximum of two characters as the length for a State field. Text entered in this box will display in the field by default. Users cannot change this text. Specifies how the selected information type should be formatted. Allows you to run a macro when the user either enters or exits the field. Only macros assigned to and created for the current template will display. Word automatically assigns a name to the field, or you can enter your own. Select this option if you want to use the value in the field in a calculation. Users will not be able to enter information in the field if this box is not checked. Allows you to add help and instructions to the user when they are completing a field.

Text Form Field

Text Form Field Options

Maximum Length *Default Text *Text Format Run Macro on

Bookmark Calculate on Exit Fill-in Enabled Add Help Text

158

Legacy Form Field Properties Continued

Text Types This next table describes the six text types; what kind of text can be entered; and what formatting attributes can be applied to each text type. Once text type and formatting attributes are set, Word automatically applies the formatting to the field. Text Type Regular Text Text Text, numbers, symbols or spaces Numbers only Valid Date or Time Valid Date Valid Time Expression (or Formula) Formatting Attributes Uppercase, lowercase, First Capital, and Title Case Whole numbers, decimals, currency, and percentages Various date and time configurations Various date configurations Ex: mm/dd/yy or yyyy/MM/dd Various time configurations Ex: HH:mm or HH:mm:ss Same as Number format above

Number Date *Current Date *Current Time Calculation

*NOTE: For the Current Date and Current Time fields, as soon as you exit the dialog box, Word populates the field with the current date or time. It will not change unless you delete and reinsert the field. Users will not be able to fill in or change this field. Apply Text Form Field Number Type Options 1. From the Developer tab, select Legacy Tools >> Text Form Field .

2. From the Developer tab, select the Properties button. 3. From the Text Form Field Option dialog box, select: In the Type field, select Number In the Number Format field, select #,##0.00. In the Bookmark field, enter an appropriate title. 4. Verify that the Fill-in enabled checkbox is selected. 5. Select the Calculate on exit checkbox. 6. Click OK.

159

Text Form Field Options Create a Calculation

Calculations Text Form Fields allow you to create mathematical calculations in a form. Calculations operate in forms like they do in MS Excel. Form fields that are referenced in a calculation can be set up to compute automatically as the user fills out the form. All number types available in a text form field can be used in a calculation. For example, you may want the calculation to add amounts for money spent on a project, or add the total number of entries. Two steps are needed to set up a calculation. First you need to define each field as part of a calculation and then you need to designate a field where the results of the calculation will display. To be designated as a part of an equation, each field should have Number selected as the Text Form Field Type, as well as the Calculate on Exit option selected. The Calculate on Exit option tells Word that the field is part of an equation and Word should include that calculation in the total once the user exits that field. If the Calculate on Exit box is not checked, then Word will not automatically update the total field. The total field, or the field where the results will display, is set up differently than other fields in the equation. The Text Form Field Type should be Calculation. This tells Word that this field should display the results of the calculation. An important concept when creating a calculation is a bookmark. Word automatically assigns a generic bookmark, or name, to each text form field. Think of a bookmark as a reference for the calculation. A calculation is created using the bookmarks as a reference to the actual numerical values. When a calculation is run, Word looks for the bookmarks and uses the values associated with the bookmarks in the calculation. We recommend that you assign short bookmark names for each field in an equation. Doing this will make writing and troubleshooting calculations easier in the long run. Caution: Bookmarks are case sensitive. When you write out the names of the bookmarks in a formula in the Expression field, you must type the names exactly as you did when you created the bookmark or the calculation will not work.

Number Types

Two Step Process

Step One Define a Field as Part of a Calculation

Step Two Designate a field as the Results Field Bookmark

160

Text Form Field Options Create a Calculation (continued)

Types of Calculations The table below shows some examples of basic formulas. All formulas for a calculation must start with the equal sign =, followed by the remainder of the formula.
Operator = SUM + * / Purpose
All formulas must start with an equal sign Adds all the numbers in a range of fields Adds all fields listed in equation Subtracts from selected fields Multiplies selected fields Divides selected fields

Example =SUM(Hotel,Air,Food) =Hotel+Air+Food =Hotel-Food =Hotel*Nights =Hotel/Occupants

Define a Field as Part of a Calculation

1. From the Developer tab, select Legacy Tools >> Text Form Field 2. From the Developer tab, select the Properties button. The Text Form Field Options dialog box displays. 3. In the Type drop-down list, select Number. 4. In the Number Format drop-down list, select the appropriate number formatting. 5. In the Bookmark field, enter a name. 6. Verify that the Fill-in enabled check box is checked. 7. Select the Calculate on exit checkbox, and then click OK. 8. Repeat Steps 1-8 to insert and format additional fields for the calculation.

Designate a Field as the Total or Results Field

1. 2. 3. 4. 5.

From the Developer tab, select Legacy Tools >> Text Form Field . From the Developer tab, select the Properties button. The Text Form Field Options dialog box displays. In the Type drop-down list, select Calculation. In the Expression field, enter an expression or formula. In the Number Format drop-down list, select the appropriate number formatting. 6. In the Bookmark field of the dialog box, enter the name for this field. (Total or Result is most common), and then click OK. Zeros (based on the number type you chose) will be entered into the field). For example, if you chose calculation as the number type, $0.00 will display.

161

Exercise Formatting Legacy Form Field Properties

Insert and format the Legacy text form fields. 1. Place the insertion point in the cell to the right of Lodging. 2. From the Developer tab, select Legacy Tools >> Text Form Field 3. Select the Properties button. The Text Form Field Options dialog box displays. .

4. In the Type drop-down list, select Number. 5. In the Number Format drop-down list, select the following number formatting.. #,##0.00 6. In the Bookmark field, enter the following text. room 7. Verify that the Fill-in enabled check box is checked. 8. Select the Calculate on exit checkbox. 9. Click OK. 10. From the Quick Access Tool Bar, select the Save icon.

162

Exercise Formatting Legacy Form Field Properties (continued)

Continue inserting and formatting the Legacy text form fields. 1. Place the insertion point in the cell to the right of Rental Car. 2. From the Developer tab, select Legacy Tools >> Text Form Field 3. Select the Properties button. The Text Form Field Options dialog box displays. .

4. In the Type drop-down list, select Number. 5. In the Number Format drop-down list, select the following number formatting.. #,##0.00 6. In the Bookmark field, enter the following text. car 7. Verify that the Fill-in enabled check box is checked. 8. Select the Calculate on exit checkbox. 9. Click OK. 10. From the Quick Access Tool Bar, select the Save icon.

163

Exercise Formatting Legacy Form Field Properties (continued)

Continue inserting and formatting the Legacy text form fields. 1. Place the insertion point in the cell to the right of Air Fare. 2. From the Developer tab, select Legacy Tools >> Text Form Field 3. Select the Properties button. The Text Form Field Options dialog box displays. .

4. In the Type drop-down list, select Number. 5. In the Number Format drop-down list, select the following number formatting.. #,##0.00 6. In the Bookmark field, enter the following text. air 7. Verify that the Fill-in enabled check box is checked. 8. Select the Calculate on exit checkbox. 9. Click OK. 10. From the Quick Access Tool Bar, select the Save icon.

164

Exercise Formatting Legacy Form Field Properties (continued)

Continue inserting and formatting the Legacy text form fields. 1. Place the insertion point in the cell to the right of Registration Fee. 2. From the Developer tab, select Legacy Tools >> Text Form Field 3. Select the Properties button. The Text Form Field Options dialog box displays. .

4. In the Type drop-down list, select Number. 5. In the Number Format drop-down list, select the following number formatting.. #,##0.00 6. In the Bookmark field, enter the following text. fee 7. Verify that the Fill-in enabled check box is checked. 8. Select the Calculate on exit checkbox. 9. Click OK. 10. From the Quick Access Tool Bar, select the Save icon.

165

Exercise Formatting Legacy Form Field Properties (continued)

Continue inserting and formatting the Legacy text form fields. 1. Place the insertion point in the cell to the right of Total Cost. 2. From the Developer tab, select Legacy Tools >> Text Form Field 3. Select the Properties button. The Text Form Field Options dialog box displays. .

4. In the Type drop-down list, select Calculation. 5. In the Expression field, enter =sum(room,car,air,fee). 6. In the Number Format drop-down list, select the following number formatting.. $#,##0.00;($#,##0.00) 7. In the Bookmark field, enter the following text. total 8. Verify that the Calculate on exit checkbox is checked. 9. Click OK. 10. From the Quick Access Tool Bar, select the Save icon.

166

Notes

167

Building Block Gallery

Format

Building blocks are commonly used features for designing document templates. This feature allows you to use boilerplate text to format your document. Boilerplate refers to any text that you use over and over in multiple documents. In pre-computer days, printers put boilerplate test on sturdy metal plates, because it never changed. Text boxes, cover pages, headers and footers are examples of building blocks that are stored in galleries. The building block galleries listed below are stored on the Insert Tab to make it easy to insert them into your document. Insert a fully-formatted cover page. Insert, draw, or convert text to a table. Insert clip art to illustrate a specific concept. Insert ready-made shapes, such as circles, rectangles, etc. Insert graphics such as graphical lists and process diagrams. Insert a chart to illustrate and compare data. Insert content that will display at the top of each page. Insert content that will display at the bottom of each page. Insert page numbers into the document. Insert preformatted text boxes. Insert reusable pieces of content. Insert decorative text into the document. Insert a large capital letter at the beginning of a paragraph. Insert a signature line that specifies who must sign. Insert the current date or time. Insert common mathematical equations. Insert symbols that are not on your keyboard.

Building Blocks

Cover Page Table Clip Art Shapes SmartArt Chart Header Footer Page Number Text Box Quick Parts WordArt Drop Cap Signature Line Date & Time Equation Symbol

168

Exercise Inserting Building Blocks

Insert the current date in the footer and a college logo in the header. 1. From the Insert tab, select Footer >> Edit Footer. 2. From the Header & Footer Tools Design tab, Insert gallery select the Date & Time icon. 3. In the Date & Time dialog box, select the following date format: m/dd/yyyy 4. Select the Update Automatically checkbox. 5. Click OK. 6. From the Header & Footer Tools Design tab, Navigation gallery, select the Go to Header icon. 7. From the Header & Footer Tools Design tab, Navigation gallery, select the Picture icon. 8. From the Insert Picture dialog box, select Desktop >> Word 2007 Class Files folder >> logos >> MCCCD Logo. 9. Click OK. 10. Select the Close Header and Footer button. 11. From the Quick Access Tool Bar, select the Save icon.

169

Test a Form
Test
The next step in the form creation process is testing the form. It is important to test your form before distribution because you want to make sure all of the form fields are functioning properly and work the way you intend them to work. If you plan to export the data into another application, you should also test the export process before distributing the form to the users. Testing the form is a simple process which includes using the Protect Document feature. This feature essentially prevents all areas of the form from editing except for the content controls and the form fields. The testing process includes: protecting the form completing the form un-protecting the form re-setting the fields making the necessary changes re-protecting the form. Protecting the Form Before you or anyone else can complete the form, it must be protected. If the Protect Document feature is the only type of protection used in a form, anyone who opens the form can display the Developer tab, turn off form protection and make changes to the form. To ensure that users are not able to make any changes to the form, an additional layer of protection is needed. Passwords allow you to add an additional layer of protection to a form. Any user who does not know the password will not be able to modify the form. They will still be able to view the Developer tab, but they will not be able to unlock the form to make any changes. The user will only be able to open, complete, and save the form. For users who do know the password, they will be able to modify any part or all of the form. Once the form is protected, you are ready to complete the form. This is also where you determine if all of the content controls and form fields you created are functioning the way you intended. As soon as the form is protected, the cursor automatically displays in the field after the last location of the cursor. If you want your cursor to display in the first form field, make sure you place the cursor in an area before the first field when you protect it. To complete the form, simply use the tab key to navigate through the form. When you get to the last field, the tab key will return to the first field at the beginning of the form.
170

Testing the Form

Passwords

Completing the Form

Test a Form Continued

Un-protecting the Form After the form is tested, you must un-protect the form to reset the Legacy form fields or clear the content controls as well as make any changes or modifications. The content controls can only be cleared one by one. The form must be in Design Mode in order to reset the form fields and content controls. The Reset Form Fields button is used to re-set all of the Legacy Form fields once the form has been tested. With one click, all of the fields in a form are reset to the default state. This saves you the trouble of clearing the fields one by one. The button will only clear the data that has been entered. It will not erase any formatting or other properties that have been applied to the field. Note Sometimes the Total field in a calculation does not clear. If this happens, then re-protect the form, tab through the calculation fields, and it will clear. The content controls do not have a reset button like the Legacy Tools that allows you to clear all controls at once. As the form developer, you must clear the contents of each content control used in the form. If the content control is a drop-down list, then select the Choose an item option at the top of the list to reset the control. If the content control is a text control, then select the text inside the control and delete it. Once the form has been tested and the form fields reset, it is time to re-protect the form. Remember that if you do not lock the form, users will not be able to complete the form fields. Not only will this be confusing and frustrating for users, but you will not get responses, and will have to re-distribute the form to correct the situation. 1. Place the insertion point at the top of the form. 2. From the Developer tab, select the Protect Document 3. Complete all of the fields. 4. Verify that all form fields are functioning properly. 5. Select the Protect Document button again to unlock the form. 6. From the Developer tab, select Legacy Tools >> Reset Form Fields button to clear and re-set all of the Legacy Form fields. 7. Re-select the Protect Document button. 8. From the Quick Access Tool Bar, select the Save icon. button.

Reset Legacy Form Fields

Clear Content Controls

Re-protect the Form

Testing a Form

171

Exercise: Testing a Form

Prepare the form for testing by protecting the document and set a password. 1. 2. 3. 4. 5. 6. Place the insertion point at the top of the form. From the Developer tab, select Design Mode to turn it off. From the Developer tab, select Protect Document >> Restrict Formatting and Editing. When the Restrict Formatting and Editing task pane displays to the right of your screen, select the check box under Editing Restrictions. From the drop-down box under Editing Restrictions, select Filling In Forms. Select Yes, Start Enforcing Protection.

The Start Enforcing Protection dialog box displays.

7. 8.

In the Enter new password (optional) field, enter form. In the Reenter password to confirm field, enter form, and then click OK.

172

Exercise: Testing a Form (continued)

Complete each field in the form to test the usability. 1. In the First Name field, enter Shouan, and then press Tab. 2. 3. 4. 5. 6. 7. 8. 9. In the Last Name field, enter Pan, and then press Tab. In the Image field, click the picture icon, and then select Desktop >> Word 2007 Class Files Folder >> Presenters >> mc_shouan-pan.jpg. In the Presenter Bio field, enter President, MCC. In the Conference Title field, select Career Passions from the drop-down menu. In the Conference Site field, select MCC from the drop-down menu. In the Conference Time field, select 9:00 AM from the drop-down menu. In the Conference Date field, select Wednesday, August, 19, 2009 from the dropdown menu. In the Friday Lunch field, select Yes from the drop-down menu.

10. In the Friday Dinner field, select No from the drop-down menu. 11. In the Saturday Lunch field, select Yes from the drop-down menu. 12. In the Saturday Dinner field, select Yes from the drop-down menu. 13. From the Quick Access Tool Bar, select the Save icon.

173

Exercise: Testing a Form (continued)

Continue testing the form usability. 1. In the Special Needs field, enter Fish or Chicken only. 2. In the Lodging field, enter 2500, and then press Tab. 3. In the Rental Car field, enter 1000, and then press Tab. 4. In the Air Fare field, enter 1200, and then press Tab. 5. In the Registration Fee field, enter 900, and then press Tab. 6. From the Quick Access Tool Bar, select the Save icon.

174

Exercise: Re-Setting a Form

Reset the form fields and clear the content controls. 1. From the Protect a Document task pane, select the Stop Protection button. 2. From the Unprotect Password dialog box, enter form. 3. Select the text in the First Name field, press the Delete Key, and then press Tab. 4. In the Last Name field, press the Delete Key, and then press Tab. 5. Select the image in the Image field, press the Delete Key, and then press Tab. 6. Select the Image content control, and resize the placeholder. 7. Select the text in the Presenter Bio field, press the Delete Key, and then press Tab. 8. Click in the Conference Title field, select the drop-down menu, and then select Choose an item. 9. Click in the Conference Site field, select the drop-down menu, and then select Choose an item. 10. Click in the Conference Time field, select the drop-down menu, and then select Choose an item. 11. Select the text in the Conference Date field, press the Delete Key, and then press Tab. 12. From the Quick Access Tool Bar, select the Save icon.

175

Exercise: Re-Setting a Form (continued)

Reset the form fields and clear the content controls. 1. Click in the Friday Lunch field, select the drop-down menu, and then select Choose an item. 2. Click in the Friday Dinner field, select the drop-down menu, and then select Choose an item. 3. Click in the Saturday Lunch field, select the drop-down menu, and then select Choose an item. 4. Click in the Saturday Dinner field, select the drop-down menu, and then select Choose an item. 5. Select the text in the Special Needs field, press the Delete Key, and then place the insertion point in the Lodging field. 6. From the Developer tab, select Legacy Tools >> Reset Form Fields. 7. Place the insertion point in the Total Costs field, select Properties, and then click OK. 8. From the Restricting Formatting and Editing task pane, select the Yes, Start Enforcing Protection button. 9. In the Enter new password (optional) field, enter form. 10. In the Reenter password to confirm field, enter form, and then click OK. 11. From the Quick Access Tool Bar, select the Save icon. 12. Close the document.

176

Notes

177

Distribute a Form
Distribute
Once a form has been tested, the final changes made, and the form has been reset, it is ready for distribution. However, before it is made available to users, there are a few steps that remain as indicated below: Save the form as a regular document. Save As a Regular Document Identify the method of distribution: Provide access information to the users.

The form that you have created up to this point was saved as a Word 2007 template (.dotx). It is recommended that you save the document as a regular Word 2007 document (.docx). By saving the document in this format, it makes it easy for the user to complete the form and send it back to the originator without having to worry about which file format to save the document. After saving the form as a regular document, you can choose from three methods to distribute a form: Attach it to an email Save it to a shared network drive Upload it to a web site.

Distribution Methods

Email

If you know the group of users that will complete the form you distributed, or if the group is small enough, you may want to send the form as an attachment to an email. Users can then download it to their computers, complete the form, and email it back. If the group who will be completing the form has access to a shared drive, the form can be posted on the shared drive for download when necessary. If you are unsure who will use or complete the form, or if you have a large user group, its a good idea to post the form on a webpage so it is always available. When you are ready to distribute the form, notify the users by email, phone, etc. to let them know that the form is ready and available. Provide clear instructions on completing the form, a deadline date to complete and return it, and a contact persons name and phone number. You may also want to complete the form as a user to see what they experience. Note: Remember to save the form as a regular document before making it available to the users.

Shared Network Drive Web Site

Access Granted

178

Distribute a Form (continued)

Distribute
The form distribution process includes being able to access the form and complete it. Depending on the method of distribution, the users will need to know how to access the form, save it to their computer, complete the form and send it back to the originator. The form access options include being able to do the following: Email Download an email attachment. Download a document from a shared network drive. Download a document from a web site.

When you download an email attachment, it is recommended that you save the file to a designated area on your computer before completing the form. Once you complete the form, you can return it by email and retain your responses for future access and review. Downloading a document from a shared network drive includes copying the file and saving it to a designated area on your computer. It is recommended that the original document stored on the network server remain in its original file format so that other users can access, save and complete the form. Downloading a document from a website is quite similar to those of an email attachment. The same recommendations apply for saving, completing, and returning the form posted to a website as those for an email attachment. Once the users have accessed the form from their email, a server, or a website, they will need to send it back to the originator. If the form was downloaded from an email or a website, the user can attach the completed form to an email to return the collected data. However, if the form was downloaded from a shared network drive, the user merely needs to upload the completed form to the shared network drive and notify the originator. 1. Download the document from a designated location (email attachment, shared network drive, or a website). 2. Save the document to a designated area on your computer. 3. Complete the form

Shared Network Drive

Web Site

Complete a Form

Access and Complete a Form

179

Exercise Distribute a Form

Distribute a form by saving it as a regular document (.docx). 1. From the Desktop >> Word 2007 Class Files >> Forms, double-click the Conference Registration Form.dotx document. 2. From the File menu, select Save As. The Save As dialog box displays.

3. Select Desktop >> Word 2007 Class Files >> Forms. 4. In the file name field, enter Leadership Conference Form. 5. 6. In the Save As type box, select Word 2007 Document (.docx). Click Save.

180

Exercise Complete a Form

Complete the form with yourself as the user so the data can be collected. 1. 2. 3. 4. In the First Name field, enter Rufus, and then press Tab. In the Last Name field, enter Glasper, and then press Tab. Click in the Images field and navigate to Desktop >> Word 2007 Class Files >> Presenters >> do_chancellor. Place the insertion point in the Presenter Bio field, and then enter the following text: Chancellor Maricopa Community Colleges.

5. In the Conference Title field, select Work Life Balance from the drop-down menu. 6. In the Conference Site field, select DO from the drop-down menu. 7. In the Conference Time field, select 9:00 AM from the drop-down menu. 8. In the Conference Date field, select Wednesday, August, 19, 2009 from the drop-down menu. 9. In the Friday Lunch field, select Yes from the drop-down menu. 10. In the Friday Dinner field, select No from the drop-down menu.

181

Exercise Complete a Form (continued)

Complete the form with yourself as the user so the data can be collected. 11. In the Saturday Lunch field, select Yes from the drop-down menu. 12. In the Saturday Dinner field, select Yes from the drop-down menu. 13. In the Special Needs field, enter Fish or chicken only, and then place the insertion point in the Lodging field. 14. In the Lodging field, enter 2500, and then press Tab. 15. In the Rental Car field, enter 1000, and then press Tab. 16. In the Air Fare field, enter 1200, and then press Tab. 17. In the Registration Fee field, enter 900, and then press Tab. 18. From the Quick Access Tool Bar, select the Save icon.

182

Notes

183

Appendix A Getting Help in Office 2007

Where Is that Command? Interactive Command Reference Guides As you begin to use the 2007 Office applications, you may have trouble locating some of the commands that you used to be able to find without even thinking about it. The support team at Microsoft has created interactive reference guides for Word 2007 that allow you to point to a command in the Word 97-2003 interface, and get feedback on what to do in 2007 to get the same command or achieve the same task. It includes written

Steps to Open the Interactive Command Reference Guide

1. Click the Help button. 2. In the Browse Word Help window, click Getting help. 3. In the Getting Help window, scroll down until you see the heading for Interactive: Word 2003 to Word 2007 command reference guide. 4. Click the Start the guide button. 5. Your web browser will open. When the Welcome page appears, click Start.

Steps to Use the Interactive Command Reference Guide

1. Locate the Office 2003 menu or toolbar item you want to find in Office 2007. 2. Point to the item, and read the instructional message. 3. Click on the item. The view will switch to the 2007 Office interface, and the appropriate tabs and commands will be highlighted. 4. To return to the 2003 interface view to choose another command, click anywhere on the screen.

184

Appendix B Customizing Word Options

Popular The Popular category allows you to change the most popular options in Word 2007. You can change the default color scheme from blue to silver or black. You can manage preferences such as the screen tips, the mini-toolbar, the live preview feature, and the Developer tab, which is used primarily for creating forms. The Display category allows you to change how document content is displayed on the screen and when printed. You can manage preferences such as page display options, formatting marks, and printing options for drawings created in Word 2007. The Proofing category allows you to change how Word2007 corrects and formats your text. You can manage preferences such as automatic correction features as you type and spelling and grammar corrections. The Save category allows you to customize how documents are saved. You can manage preferences such as the default and AutoRecover file locations, the time frame for saving AutoRecover information, and the default file format for saving documents. The Advanced category allows you to customize advanced options for working with Word 2007. You can manage preferences such as editing options, cut, copy, and paste defaults, document content, scroll bars, vertical ruler, shortcut keys in screen tips, unit measurements, background save and printing options, and the number of recent documents displayed in the Office Button. The Customize category allows you to customize the Quick Access Toolbar and keyboard shortcuts. You can add commands that will display as icons on the Quick Access Toolbar. The Word Options feature allows you to manage your preferences for specific view, display, editing, and printing settings. These settings control preferences such as correcting spelling, saving a file, or modifying automatic correction features. The Trust Center feature contains security and privacy settings that help to keep your computer secure and healthy The Resources feature provides information about contacting Microsoft, finding online resources, and maintaining the health and reliability of your Microsoft Office programs.

Display

Proofing

Save

Advanced

Customize

Add-Ins

Trust Center Resources

185

Customizing Word Options (continued)

View Ruler

Word Options

1. From the Word Options dialog box, select the Popular button. 2. From the Word Options dialog box, select the Display button. 3. From the Word Options dialog box, select the Proofing button. 4. From the Word Options dialog box, select the Save button. 5. From the Word Options dialog box, select the Advanced button. 6. From the Word Options dialog box, select the Customize button. 7. From the Word Options dialog box, select the Add-In button. 8. From the Word Options dialog box, select the Trust Center button. 9. From the Word Options dialog box, select the Resources button.

186

Appendix C Electronic File Formats

File Sharing Formats Word 2007 supports a variety of file formats for the purpose of sharing files electronically. The Portable Document Format (PDF) and the XML Paper Specification (XPS) formats are electronic file formats with a fixed-layout that preserves document formatting and enables file sharing. The PDF format is the more familiar commonly used for viewing files online or printed, while retaining the exact format intended. Data stored in this type of file cannot be easily changed. You can save or export a file from Word to PDF or XPS by performing a one-time-installation of the Save as PDF or XPS add-in for the complete 2007 Microsoft Office suite. When you install this add-in on your computer, you will be able to save or export files from any 2007 Microsoft Office application (i.e. Word, PowerPoint, Excel, and Access) to PDF or XPS. 1. From the Start Menu, open Internet Explorer. 2. In the Address Bar, enter the following URL: http://www.microsoft.com/downloads 3. In the Search field of the Microsoft Download Center page, enter pdf add-in. 4. From the Search Results page, select the 2007 Microsoft Office Add-in: Microsoft Save as PDF or XPS link. 5. At the 2007 Microsoft Office Add-in: Microsoft Save as PDF or XPS page, select the Download button. 6. From the File Download dialog box, select the Save button. 7. From the Save As dialog box, select Desktop from the left pane, and then select the Save button. 8. From the Download Complete dialog box, select the Close button. 9. From the Internet Explorer window, click the Red X in the top right corner to exit the application.

PDF or XPS Add-In

Download PDF or XPS Add-In

187

Electronic File Formats (continued)

Install PDF Add-In 1. Right-click the blue taskbar, and then select Show the Desktop. 2. Double-click the SaveAsPDFandXPS.exe file. 3. From the Open File dialog box, select the Run button. 4. Click in the checkbox to accept the Software License Agreement terms, and then select the Continue button. 5. From the Installation Complete dialog box, select the OK button. Office Button The PDF Add-In allows you to publish a copy of the document as a PDF or XPS file from the Save As command in the Office Button. The Send Command is also enabled to send a copy of the document in an e-mail message as a PDF of XPS attachment. The Acrobat tab can be displayed in the Ribbon or hidden from view from the Word Options. When the Acrobat tab is displayed, it includes the Create Adobe PDF, Create and Email, Review and Comment, and Connect galleries. 1. From the Office Button, select Word Options. 2. From the left-pane of the Word Options dialog box, select Add-Ins. 3. Select the Go button next to the COM Add-Ins drop-down menu. 4. From the COM Add-Ins dialog box, select the Add button. 5. From the Add Add-Ins dialog box, select My Computer on the left. 6. Double-click the following folders: Program Files >> Adobe >> Acrobat 8.0 >> PDFMaker >> Office >> PDFMOfficeAddin.dll 7. Click OK. 8. From the COM Add-Ins dialog box, verify that the checkmark is displayed next to the available Add-in, and then select the OK button. The Acrobat tab will display in the Ribbon.

188

Acrobat Tab

Word Options

Appendix D Document Layout Exercise

Illustrate Your Words! The words picture, image, graphic, and object are often used interchangeably to describe illustrations of a specific concept. When you insert or select an object, the contextual Format tab becomes visible on the Ribbon. Illustrations can be displayed as an inline or a floating object. WordArt is a gallery of text styles that allow you to create decorative effects such as shadowed or mirrored (reflected) text and add them to your document. You can customize the shape surrounding the WordArt as well as the text in the WordArt. For example, you can change the text style and fill it with color, make it transparent, or add a beveled edge effect. Again, this feature is designed to enhance not encumber the purpose of your document. Inline and. Floating Objects When an image is placed into a Word 2007 document, it is positioned directly in the text at the insertion point as the default. You can change an inline object to a floating object an object that is inserted in the drawing layer so you can position them precisely on the page, in front of or behind text or other objects. The Text Wrapping feature allows you to change an inline object to a floating object by changing the way text wraps around the selected object. . Displayed below are the seven styles available:

Text Wrapping Styles

Insert Word Art

1. Select the appropriate text. 2. From the Insert tab, select the WordArt drop-down menu, and then select the appropriate WordArt style. 3. From the Edit WordArt dialog box, select the appropriate font type, font size, and font style. 4. Click OK.

189

Document Layout Exercise Creating Table Tents

Create and format a name table tent document using WordArt 1. From the Quick Access Toolbar, select the New icon. 2. From the Office Button, select Save As >> Word Template. 3. In the Save in field, select Desktop >> Word 2007 >> Document Layout. 4. In the File Name field, enter Table Tent Template. 5. From the Page Layout tab >> Page Setup gallery, select Orientation >> Landscape. 6. From the Page Layout tab >> Page Setup gallery, select Columns >> Two. 7. From the Insert tab >> Text gallery, select WordArt >> WordArt Style 1. 8. Enter your first and last name, and then press OK. 9. From the WordArt Tools Format tab >> Arrange gallery, select Text Wrapping >> Square. 10. From the WordArt Tools Format tab >> Arrange gallery, select Rotate >> Rotate Left 90.

190

Document Layout Exercise Creating Table Tents (continued)

Continue creating and formatting a name table tent document using WordArt 11. From the WordArt Tools Format tab >> WordArt Styles gallery, select the Shape Fill drop-down menu, and then select Orange Accent 6, Darker 25%. 12. From the Home tab >> Clipboard gallery, select copy. 13. From the Home tab >> Clipboard gallery, select paste. 14. Align the WordArt copy to the left of the existing WordArt text. 15. From the WordArt Tools Format tab >> Arrange gallery, select Rotate >> Rotate Right 90 twice. 16. Drag the WordArt text to the left and center in the left-hand column. 17. Select the two WordArt blocks of text. 18. From the Home tab >> Clipboard gallery, select copy. 19. From the Home tab >> Clipboard gallery, select paste. 20. Drag the WordArt text to the right and center in the right-hand column. 21. From the Quick Access toolbar, select the Save icon.

191

Appendix E Mail Merge Exercise

Integrated Applications As previously mentioned, Word 2007 allows you to use mail merge to send personalized email messages as separate mailings where each recipient is the sole recipient of each message. Performing a mail merge to an e-mail message requires you to coordinate the settings between Microsoft Word 2007 and the following applications: Microsoft Outlook 2007 Internet Explorer 7 or higher The capabilities of Microsoft Outlook 2007 MAPI (Messaging Application Program Interface) make it possible for Microsoft Word 2007 and Microsoft Outlook 2007 to share information when sending the merged e-mail. You must use the same versions of Outlook and Word. Check with your College Help Desk for assistance with setting up your Outlook 2007 profile. You must be logged into Outlook 2007 when you complete the merge to e-mail. A dialog box will display prompting you to choose the folder in which to store the merged e-mail documents the first time that you perform a merge to e-mail. A separate dialog box may display prompting you to enter your e-mail password. Word 2007 and Outlook 2007 share information via the Internet. Therefore, the default settings for the Internet programs must be set up in Internet Explorer. Microsoft Outlook must be the default e-mail application and Internet Explorer must be the default web browser. The path where these settings are located is Internet Explorer >> Tools Menu >> Internet Options.

Microsoft Outlook 2007

Internet Explorer 7

192

Mail Merge Exercise Creating an E-mail Message

Start the Mail Merge Wizard to create an e-mail message. 1. From the Quick Access toolbar, select the Open icon. 2. From the Open dialog box, select the following path: Desktop >>Word 2007 >> Mail Merge >> Form Letter. 3. From the Office Button, select Save As >> Word Document. 4. From the Save As dialog box, enter Form E-Mail in the File Name field, and then select the Save button. 5. From the Mailings tab, select the Start Mail Merge drop-down menu, and then select the Step by Step Mail Merge Wizard. 6. From the Mail Merge task pane, select the Email radio button. 7. From the lower right corner of the Mail Merge Task Pane, select the Next: Starting Document link. 8. From the Mail Merge Task Pane, select the radio button Use the current document. 9. From the Quick Access Toolbar, select the Save icon. 10. From the lower right corner of the Mail Merge Task Pane, select the Next: Select Recipients link.

193

Mail Merge Exercise Creating an E-mail Message (continued)

Locate, select and edit the recipient list to sort by last name. 1. From the Mail Merge Task Pane, select the Use an existing list radio button. 2. From the Use an existing list field, select the Browse link. 3. Select the Desktop button on the left side. 4. From the Desktop, double-click on the Word 2007 Class Files folder. 5. Select and Open the Excel Data Source.xlsx file. 6. From the Mail Merge Recipients dialog box, select the checkbox LastName column heading to sort the recipient names in ascending alphabetical order. 7. Click OK. 8. From the Quick Access Toolbar, select the Save icon. 9. From the Mail Merge Task Pane, select the Next: Write your e-mail message link.

194

Mail Merge Exercise Creating an E-mail Message (continued)

Insert the Address Block merge field into the e-mail message. 1. Place the insertion point on the second blank line below the date. 2. From the Mail Merge Task Pane, select the Address Block link.

Match Fields

3. Select the Match Fields button. 4. Match the following address field components:
Required Fields
First Name Last Name

Custom Fields
FirstName LastName

5. Click OK twice, and then press Enter twice. 6. From the Quick Access Toolbar, select the Save icon.
195

Mail Merge Exercise Creating an E-mail Message (continued)

Insert the Greeting line into the e-mail message. 1. Place the insertion point on the second blank line below the Address Block. 2. From the Mail Merge Task Pane, select the Greeting Line link.

Name Field

3. Select the Name Field drop-down menu, and then select Joshua. This selection yields the same results as if you entered Dear FirstName , in the e-mail message. 4. Click OK. 5. From the Quick Access Toolbar, select the Save icon.

196

Mail Merge Exercise Creating an E-mail Message (continued)

Insert individual merge fields into the e-mail message. 1. Place the insertion point in the first blank cell, first column below the Class column heading. 2. From the Mail Merge Task Pane, select the More Items link. 3. From the Insert Merge Field dialog box, double-click the Class1 field, and then select Close.

Database Fields

4. 5.

From the Quick Access Toolbar, select the Save icon, and then press Tab. From the Mail Merge Task Pane, select the More Items link.
197

Mail Merge Exercise Creating an E-mail Message (continued)

Continue inserting individual merge fields into the e-mail message. 15. Double-click the Class1Date field, and then select Close. 16. From the Quick Access Toolbar, select the Save icon, and then press Tab. 17. From the Mail Merge Task Pane, select the More Items link. 18. Double-click the Class1Time field, and then select Close. 19. From the Quick Access Toolbar, select the Save icon, and then press Tab. 20. From the Mail Merge Task Pane, select the More Items link. 21. Double-click the Class2 field, and then select Close. 22. Press Tab. 23. From the Mail Merge Task Pane, select the More Items link. 24. Double-click the Class2Date field, and then select Close. 25. Press Tab. 26. From the Mail Merge Task Pane, select the More Items link. 27. Double-click the Class2Time field, and then select Close. 28. From the Quick Access Toolbar, select the Save icon, and then press Tab.

198

Mail Merge Exercise Creating an E-mail Message (continued)

Continue inserting individual merge fields into the e-mail message. 29. From the Mail Merge Task Pane, select the More Items link. 30. Double-click the Class3 field, and then select Close. 31. Press Tab. 32. From the Mail Merge Task Pane, select the More Items link. 33. Double-click the Class3Date field, and then select Close. 34. Press Tab. 35. From the Mail Merge Task Pane, select the More Items link. 36. Double-click the Class3Time field, and then select Close. 37. From the Quick Access Toolbar, select the Save icon. 38. From the Mail Merge Task Pane, select the Next Preview Your e-mail messages link.

199

Mail-Merge Exercise Creating an E-mail Message (continued)

Navigation Buttons

Preview the results of the mail merge and exclude a recipient. 1. From the Mail Merge Task Pane, select the Edit Recipient list link. 2. Click once in the Data Source checkbox to deselect all recipients. 3. Click once in the checkbox to the left of the LastName column heading to deselect all recipients. 4. Click in the checkbox to the left of the recipient with the last name Williams.

5. Navigate through the letters to confirm that you have four letters. 6. From the Quick Access Toolbar, select the Save icon. 7. From the Mail Merge Task Pane, select the Complete the Merge link.
200

Mail-Merge Exercise Creating an E-mail Message (continued)

Perform the mail merge to a new document. 1. Start Outlook 2007 and log into your email account. 2. From the Mail Merge Task Pane, select the Electronic Mail link. 3. From the Merge to E-mail dialog box, select the following options: To: Subject line: Mail format: Email Enter a message title HTML

4. Click OK. 5. If the Sent Items Folder Setup dialog box does not display, skip to Step 10.

201

Mail-Merge Exercise Creating an E-mail Message (continued)

6. If the Sent Items Folder Setup dialog box displays, select the Choose Folder button.

7. When the Internet E-mail Settings dialog box displays, select the Choose and existing folder radio button. 8. In the existing folder field, select the plus (+) sign to the left of your e-mail folder.

Plus Sign

Folder Field

Sent Folder

9. Select the Sent folder icon, and then click OK. 10. If the email password dialog box displays, click in the Password field, enter your email password, and then click OK.

11. If the email password dialog box does not display, check the Memo Mail Sent Folder in Outlook 2007 to verify that the email was sent. 12. From the Office Button, select Close to close the Form Email document. 13. From the Microsoft Word dialog box to save the changes, select Yes.
202

Appendix F Forms Exercise Extract

Forms allow you to collect data for analysis and information reporting. After the completed forms are returned to the originator, the data collected must be extracted from the form into a format designed to analyze data. You can then run reports, create calculations, graph charts, etc. A great feature about Word 2007 is that it allows you to convert data to multiple formats. This makes it easy for the information collected in the form to be read by another application. We will use the export/import method to extract the information and place it in Excel, which allows you to sort and filter the information. There is a two-step process required to prepare the form data for use in Excel. HTML (hypertext markup language) is the common file format that both Word and Excel can read. The final step to create a form includes the two-step process listed below: Export the form data to HTML. Import the HTML file into Excel. 1. Open the Word 2007 document. 2. From the Office Button, select Save As >> Other Formats. 3. In the Save In field, select the appropriate location. 4. In the File Name field, enter a document title. 5. In the Save As Type field, select Web Page. 6. Press Enter or select Save. Import an HTML File into Excel 1. From the Start Menu, select Excel 2007. 2. From the Data tab, select Get External Data >> From Other Sources >> From XML Data Import. 3. In the Files of Type field, select All Files. 4. Locate and double-click the HTML document. 5. In the New Web Query dialog box, select the appropriate tables, and click the Import button. 6. From the Import Data dialog box, select Import. 7. From the Quick Access toolbar, select the Save icon.

Data Conversion

Two-Step Process

Export a Word File to HTML

203

Forms Exercise Extracting Form Data

Export the data to an HTML file. 1. From the Office Button, select Save As >> Other Formats. Word will display the Save As dialog box. 2. 3. 4. In the Save As dialog box, change the File As type to Web Page. In the File Name field, enter [last name of first participant] Results. From the Office Button, select Exit Word.

204

Forms Exercise Extracting Form Data (continued)

Import the data into Excel 2007. 1. 2. From the Start Menu, select Microsoft Excel 2007. From the Data tab, select Get External Data >> From XML Data Import. The Select Data Source dialog box opens.

3. 4.

Locate and select the HTML file, [last name of first participant] Results which is in the Forms folder. Click the Open button. The New Web Query dialog box displays.
205

Forms Exercise Extracting Form Data (continued)

Continue importing the data into Excel 2007. 5. 6. Click the arrow next to the tables that you want to select. Click the Import button. The Import Data window displays.

7.

Click OK. Excel automatically inserts the form data into columns.

8. 9. 10. 11. 12.

From the Office Button, select Save As >> Excel Workbook. In the Save In field, select Word 2007 Class Files >> Forms. In the File Name field, enter [participants last name]. Press Enter or select the Save button. From the Office Button, select Exit Excel.

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Index
Appendix A Getting Help in Office 2007 ........................................................ 194 Appendix B Customizing Word Options ......................................................... 195 Appendix C Electronic File Formats ............................................................... 197 Appendix D Mail Merge Exercise .................................................................... 199 Appendix E Forms Exercise ............................................................................ 206 Apply a Style Home Tab.................................................................................... 48 Building Block Gallery ....................................................................................... 174 Content Controls ................................................................................................. 139 Contextual Tools and Tabs ................................................................................... 32 Controls Gallery .................................................................................................. 138 Create a Form Letter (Main Document) ............................................................... 98 Create a Form ...................................................................................................... 144 Create a Recipient List (Data Source) .................................................................. 94 Create Envelopes ................................................................................................ 120 Create Mailing Labels ......................................................................................... 114 Developer Tab ..................................................................................................... 136 Distribute a Form ................................................................................................ 184 Exit Microsoft Word 2007 .................................................................................... 84 Extract Form Data ............................................................................................... 190 Format a Document Home Tab........................................................................... 26 Format a Document with Tabs Home Tab ......................................................... 28 Format a Form..................................................................................................... 150 Format a Table ...................................................................................................... 42 Forms .................................................................................................................. 128 Index ................................................................................................................... 210 Insert a Page Insert Tab...................................................................................... 52 Insert a Reference Reference Tab ...................................................................... 54 Insert a Table Insert Tab .................................................................................... 40 Insert an Image Insert Tab ................................................................................. 30 Insert Headers and Footers Insert Tab ............................................................... 64 Insert Page and Section Breaks Page Layout Tab ............................................. 60 Insert Word Art Insert Tab ................................................................................. 80

207

Index (continued)
Legacy Form Field Properties ............................................................................. 164 Legacy Tools ....................................................................................................... 140 Move Text Home Tab ........................................................................................ 24 Objectives for Microsoft Word 2007 ...................................................................... 1 Open an Existing Form Letter (Main Document) ............................................... 112 Perform a Mail Merge ......................................................................................... 110 Plan Your Document Design (Annual Holiday List) ............................................ 70 Plan Your Document Design (Annual Report) ..................................................... 44 Plan Your Document Design (Campus Directory) ................................................. 4 Plan Your Document Design (Driving Directions) .............................................. 38 Plan Your Document Design (Mail Merge).......................................................... 86 Plan Your Document Design (Table Tents).......................................................... 78 Plan Your Form Design ...................................................................................... 130 Preview the Mail Merge Results ......................................................................... 108 Print a Document .................................................................................................. 36 Save a Document Home Tab ............................................................................. 20 Select Text ............................................................................................................ 22 Set Up the Document Layout Page Layout Tab ................................................ 16 Table of Contents .................................................................................................... ii Template Options .................................................................................................. 76 Templates ............................................................................................................ 126 Test a Form ......................................................................................................... 176 Text Form Field Options Create a Calculation ................................................ 166 View a Document View Tab.............................................................................. 18 View the Mailings Tab.......................................................................................... 92 View the Word Ribbon Tabs ................................................................................ 14 Word 2007 Screen Components ........................................................................... 10

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