Intermediate Word 2007

Objectives

• Creating Headers and Footers• Creating Envelopes & Labels• Mail Merges with Excel• Customizing Bullets and Numbering• Tracking Changes• Creating Templates

Assumptions

• You have a good working knowledge of Microsoft Word (any version)

• You have some experience with Office 2007 (familiarity with concept of Ribbons/Groups)

• You know what a Left Click, Right Click and Double Click are

• You know where these Keys are:– Ctrl, Alt, Logo

To Save you Some Typing

• We have created some documents that you will work with today

• Create a folder called “Your Name” on the Desktop• Using Internet Explorer, visit this site:

– www.myotherbrotherweb.com/ncyf/main.asp• Right click on each document and click Save Target As• Save the Target document in the new Folder• Open the document called: Headers.docx• Office Button…Word Options…Proofing…Exceptions For

Headers.docx…Hide Grammar Errors, Hide Spelling Errors

Creating Headers

• On Insert tab, in Header & Footer group, click Header drop down

• Select Blank (three columns )• The header area will be displayed along with the special

contextual Header & Footer Tools Design tab. • Click the 1st “Type Text” and Type Headers• Click the 2nd “Type Text”• Click Page Number Drop Down…Current…Choose Brackets• Click the 3rd “Type Text”• Click Date and Time Drop Down…Choose Month dd, yyyy

Creating Footers

• To switch between the header and footer, click the Go To Header or Go To Footer icons in Navigation group.

• On Insert tab, in Header & Footer group, click Footer drop down

• Select Stacks• Click “Type the Company Name”• Type NCYF• When finished, double-click in the document area or

click the Close Header And Footer button in the Close group

Different 1ST page Header

• In Options Group, Click Different First Page• Tab to Center• Type Headers• Go to Footer• Choose Stacks• Click Close Header and Footer

Creating Sections

• Click Page 1 of 7 to Open Page Dialog Box• Type 3 in Enter Page Number box, Click Go To, Click Close• Click just before the paragraph that begins Nam liber

tempor • Click Page Layout Tab, then click Breaks drop down…

Section Breaks…Next Page• Double Click Header• Click Link to Previous in Navigation• Header…Choose Annual• Click Document Title…Type Headers

Formatting Headers

• Click the Year Flag…Press Delete• Click Quick Parts…Field…Categories: Numbering…

Section…OK• Click just before 2…Type Section followed by the

space bar• Drag Table Column 1 ½” to Left• Drag Table Column 2 ½” to Right• Click Title Flag• Click Home tab, turn on Bold, Choose red font

Formatting Page Numbers

• Double click a header in Section 2• Click Page Number drop down• Click Format Page Numbers• Choose A,B,C from Number format• Type 1 in Start at field• Click OK

Adding Graphics to Headers

• Go to the last page by hitting Ctrl-End (Ctrl–Fn –Right Arrow on the Netbooks)

• Click just before At vero eos et accusam • Insert Section Break…Next Page• Edit Header…Uncheck Different First Page • Turn Off Link to Previous• Click Header Dropdown…Choose Blank• Click Type Text Flag…Press Delete• In Insert group, Click Clip Art• Type SMILEY then Click GO• Choose a Smiley and it will be inserted

Envelopes

We will start with a sample letter from Darryl Geoffrey to Mary Jones and create a “page” that can be printed on an envelope

• Open Labels.docx• Go to Mailings Tab, Create Group, Click Envelope• Envelopes and Labels Dialog box• Click Add to Document• Double click letter header• Remove Same as Previous• Click Different first page• Go to 2nd page, insert Page Number

Labels

• Click Labels• Click Label Options (or Click on Sample Label)• Choose Vendor Drop Down – Avery• Choose Label Type – 8660• Click Details• Click Full Page of Same Label• Click New Document

Mail Merges to Create LabelsExcel will guide you through the process• New Document• Start Mail Merge Drop Down on Mailings Tab• Choose Labels• Click Select Recipients• Type New List• Fill in 2 Lines• Save as MyAdd1• Choose Address Block from Write & Insert Fields• Select Name Format you prefer, review the sample, OK• Click Update Labels• Click Preview Results (Toggle Button)• Click Finish & Merge…Edit Individual Documents

Mail Merges with Excel

Instead of typing new address list, you can use an Excel spreadsheet, which may have been created by a database export

• Select recipients…Use existing list…Navigate to Excel Spreadsheet…Address.xlsx…Sheet1

• Insert Address Block• Click Match Fields• Address1 (not matched)…Choose Street• Edit Recipient List

Create Letters with Mail Merge

• New Document• Put in a tab at 4”• Tab, Type Your Name hit enter• Tab, Type a fake street address, hit enter• Tab, Type Anytown, MA 12345, hit enter• Highlight all three paragraphs• Change After paragraph spacing to 0 pt• Hit Enter

Letters (cont)• Click Insert Tab…Quick Parts Dropdown…Field• Choose Date…Choose Date Format…Click OK…Press Enter• Click Mailings…Address Block…Match Fields…Press Enter• Click Greeting Line…Press Enter• Type Please come to our big sale. We have a special on

clothing. Press Enter• Type Thank you. Press Enter• Type Your name• Preview Results• Save as SaleMergeSource• Finish & Merge…Edit Individual Documents

Letters – Adding a Field

We would like to modify the letter based on the sex of the customer to say men’s or ladies’ clothing. We’ll add a Sex column to the Excel Spreadsheet and we’ll add a “conditional” field to the letter.

Add the Sex Column

• Open the Address.xlsx file• Click Cell H1• Type Sex and Hit Enter• Type M, Hit Enter• Complete rest of list based on title• Save and close Address.xlsx

Modifying the Letter• Open SaleMergeSource.docx• Click Yes to SQL Warning• Click before “clothing” press space• Press CTRL-FN-F9• Between {} type IF followed by CTRL-FN-F9• Between those brackets type MERGEFIELD SEX• Click between the two right curly brackets• Type =“M” <space> “Men’s” <space> “Ladies’”• When done should look like this:on {IF {MERGEFIELD Sex}=“M” “Men’s” “Ladies’”} clothing• Preview Results…Finish & Merge…Edit Individual Documents

Simple Bullets

• Start a New Document• Type The colors of the rainbow are: and press

Enter• Click the Bullets button in the paragraph group• Type Red and hit Enter• Type Each of these followed by Enter– Orange Yellow Green Blue Indigo

Subbullets

You can have multiple levels of bullets by using the TAB key

• Press Tab• Type “aka deep blue” and Press Enter• Press Shift-Tab• Type Violet and Press Enter

Modify Bullets

• Click the bullet next to Yellow• Click dropdown next to Bullets in Paragraph

Group• Highlight different bullets – see live preview –

choose Checkmark• To edit individual bullet properties, right click

on bullet and choose Separate List• Do that for each bullet and change the bullet

color to match the rainbow color

Custom Bullets

In addition to standard bullets, you can create custom bullets

• Click next to “aka deep blue”• Click bullet dropdown, then Define New Bullet• Click Symbol to choose from the different fonts• Click Picture to choose from several preinstalled

pictures• From the Pictures screen, choose Import to add

any picture on your computer

Numbering

Works essentially the same as bullets, except the “bullet” increments with each new list item

“Numbers” can be:• Numerals, • Alphabet (upper or lower case)• Roman Numerals (upper or lower case)• Can include periods or parentheses• Can start at numbers other than 1• Can be customized to meet your needsSublevels automatically change number type

Numbering Sample• Click after Violet and hit Enter (New bullet appears)• Click Bullet button to turn off bulleting• Press Enter again• Click Numbering Bullet Button (1 appears)• Type Item 1 press Enter• Type Item 2 press Enter• Type Item 3 press Enter• Press Tab, Type SubItem A press Enter• Type SubItem B press Enter• Press Tab, Type SubSub Item I press Enter• Press Shift Tab, Type SubItem C press Enter• Press Shift Tab, Type Item 4 press Enter• Turn off Numbering

Customizing Numbering

To change starting point• Click next to the 2.• Right click in the Gray area• On Short Cut Menu, slide down to Numbering,

slide over and choose Set Numbering Value• Choose Continue from Previous List• Type 8 for Set Value To and Click OK

Really Customizing Number

• Click next to the a.• In the paragraph group, click the drop down

next to numbering• Click Define New Number Format• Experiment with options here, see preview• You can even add your own text to be

repeated on each item

Tracking Changes

Tracking changes allows you to make suggestions for modifications to a document. These suggestions can either be accepted or rejected in a collaborative effort between multiple authors. You can also include comments regarding your changes.

Tracking Changes

• Open Tracking.docx• Click the Review Tab, then click Track Changes• Right click Status Bar, click Track Changes• Change Two roads to One road• Click New Comment and type “Wouldn’t the 2

roads start as one before it diverges?”• Change each occurrence of I in the 1st

paragraph to “we”

Tracking Changes

• Click Track Changes on status bar – toggle switch• Make a change – Not Tracked• Click Track Changes on status bar again to resume• Click on the first deleted I then click on the Reject drop

down…Reject and move to next• Click on the Reject drop down…Reject and move to next

again• Click on Accept and move to next, twice• View Print Preview…Close Print Preview• Click Final…View Print Preview

Templates

Templates are merely starting points used to create Word documents. They are meant to save you time and to provide consistency in application of styles and themes.

Any existing Word document can be converted into a Template

Templates can have fields which the user completes to create the document

Create a Simple Template

• Open a New Document• Type Out of Office Notice, Center Align, and hit Enter• Click Left Align and Type TO: Office Staff and hit Enter• Type FROM: Your Name and hit Enter• Type I will be out of the office on ___ returning on ___ and hit

Enter• Click Office Button• Move down to Save As and slide over to Word Template (.dotx)• At the top of the left window, click Microsoft Office Word

twisty, and then click Templates• Call it OutOffice

Using a Template

• New Document• Choose My templates… from left side• Click OutOffice• Click OK• Select the UNDERLINES and replace with

appropriate dates• Save/print document

Creating an Advanced Template

• Open Source.docx• Replace Joe Employee with Your Name• Click next to Date: and press Tab• Insert…Quick parts…Field…Date…OK• Click next to Client Address: and press Tab• Type CTRL-FN-F9 followed by FILLIN "Enter the

client address" \* CHARFORMAT between the {}• From the Insert tab, select Text Box…Simple Text

Box and move to below Description of Encounter

Saving Advanced Template

• Click Office Button• Move down to Save As and slide over to Word

Template (.dotx)• Click Microsoft Office Word twisty, and then

click Templates• Call the Template ClientEncounter• Click Save

Using the Advanced Template

• New Document• Choose My templates… from left side• Click ClientEncounter• Click OK• Respond to the two prompts• Fill in the Textbox• Save/print document