MS Word 2002 Level 2

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MicrosoftWord 2002

Training Courseware

Intermediate Level

College of Continuing Education in Walsall

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TABLE OF CONTENTS

MAIL MERGE..................... ...................... ..................... ...... 3

Initialising Main Document .......................................... 3

Creating a new data source ........................................4

Compose Main Document .......................................... 7

Preview and Print Form Letters .................................. 7

Mail Merging Envelopes..............................................8

Graphic logo on all printed envelopes......................... 8

Attaching an Envelope to any Document....................9

Mail Merging Labels.................................................. 10

WORKING WITH TABS,TABLES,BORDERS &SHADING ........11

Table navigation, selection & shortcuts..................... 12

Converting table to text or vice versa........................ 13

Changing (Editing) table, Autoformat........................13

BOARDERS AND SHADING .................................................13

To add borders and shading to a table automatically13

Add a border to a table, a paragraph or selected text13

Add a border to a page in a document...................... 14

Add a border or a line to a drawing object ................14

NEWSPAPER COLUMNS,TEXT &GRAPHICS .......................15

Creating columns of equal width...............................15

Creating columns of unequal width........................... 15Balancing column lengths on a page ........................ 16

The newspaper columns will not balance. ................16

Change the number of newspaper columns.............16

Create a heading spanning newspaper columns......16

Force the start of a new newspaper column.............16

Remove newspaper columns.................................... 16

Integrating text and graphics.....................................16

Linking text boxes......................................................17

Create a watermark...................................................17

SAVE COMMAND &FILE MANAGEMENT IN WORD ................19

Saving a document for use in another program........19

Turn background save on or off ................................19

Change the default working folder ............................19

Prevent loss of work and recover lost documents.....19

Document Password Protection................................20

EXTENDED PARAGRAPH FORMATTING ...............................21

Keep lines & paragraphs together.............................21

Spacing paragraphs & Line Spacing.........................21

CREATIVE WORK WITH STYLES ..........................................22

Using Styles ..............................................................22

Modify a style ............................................................22

Create new styles......................................................22

Delete a style ............................................................22

Rename styles ..........................................................23

Display style names in the document window...........23

Turn off automatic style definition..............................23

Have Word automatically update a style...................24Table of Contents......................................................24

WORKING WITH TEMPLATES ..............................................24

The Normal template.................................................24

Create a template......................................................25

Copy styles, AutoText entries, toolbars, or macros...25

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Page 3 The College of Continuing Education, May 2002

MAIL MERGE

Initialising Main Document

1. ClickToolsLetters & MailingsMailMerge Wizard.

The Mail Merge Task Paine will appear on the

right hand side of the screen along your document.

2. Start the first stageby selecting the

Lettersoption in

the dialog box, as

on the right.

3. Type and format your new document as shown below.The samples of text in square brackets are only field place holders.

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4. Save the document with a meaningful name.5. ClickNext to move to the step 2.6. At the Step 2 select the Use the current document

option and clickNext.

The next step is to set up the data source, by either

creating a new data source or opening an existing one,

such as Address Book or

other database. In our

case we will setup a

data source,Recipients

list.

Creating a new data source

7. In the Mail Merge Task Pain, under Selectrecipients, clickType a new list.

8. UnderType a new list, clickCreate.

A new Address List

dialog box willappear, as below, with a collection of defined field names, which need to be customized.

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9. ClickCustomize.10.The Customize Address List

dialog box is displayed.

11.Customize the list exactly asshown on the right.

Rename or edit the field

names which are partially

correct, delete the superfluous

ones and add the ones not on

the list.

If the field names are not in

the right order, use the Move

Up or Move Down buttons to

bring them into the right

order.

12.After customization clickOK.13.The New Address List form, which you will use to edit the recipients database

should look like the one below:

14.Now enter the data into the form as per table below.15.To make a new entry, click on New Entry button.

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16.To delete an entry, clickDelete Entry.Title Surname Name Address Town Postcode Draw

Mr Brown Jack 21 Abbey Street Abbeville AB7 4JP Athlon PC

Miss Confucius Lena 41 Memory Rd Mansfield MA6 3IE Bunch of Flowers

Mrs McMahon Sharon 3 Intel Avenue Derby DE8 2EN CD ROM Selection

Ms Herman Sue 72 Station Rd Norwich NO4 7CA Holiday for two in Croatia

17.ClickClose when you finish entering all records. You will be asked to save yourdata.

18.Your Mail Merge recipients list should look like the one below.

19.ClickOKon the Mail Merge Recipients dialog box.


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Compose Main Document

20.The step four involves insertingthe merge fieldsinto the main document.

21.From the Mail Merge toolbar, use its tools to insertthe Address Block, Greeting Lines etc, or use the

Insert Merge Field icon to insert all the

available merge fields into the main document.

22.Format the merged field as you would any othertext.

23.Formatting of themerged field must

include the chevron

symbols, if desiredeffect is to be

achieved with the

resulting form letters.

Preview and Print Form Letters

24. Initiate the step 5 by clicking the Next: Preview your letters instruction.25.Preview the items before printing; click the View Merged Data icon .26.To preview the items in order, click the arrow

buttons .

27.To locate and preview a specific item, clickFind arecipient, and then enter the search criteria in the

Find Entry dialog box.

28. If necessary,fine-tune the recipient list. Do one ofthe following:

29.To exclude a recipient from the merge, clickExclude this recipient.

30.To change the list of recipients, clickEdit recipientlistin the Mail Merge Task Pain or the same icon

on the Mail Merge toolbar, and then make your

changes in the Mail Merge Recipients dialog box.

31.ClickNext: Complete the merge.32.Proceed to the step 6 if the result looks OK. At any

stage it is possible to go backwards and forward to

make any necessary corrections.

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33.To merge the main document with the data source,click one of the following buttons on the Mail

Merge toolbar .

34.To further personalize your merged letters, clickEdit Individual Letters. Make any necessarychanges.

35.You can save the merged letters and treat them asany other documents concerning editing or

formatting.

Mail Merging Envelopes

36. In a new document window, choose ToolsLetters and MailingsMail Merge Wizard.

37.Select Envelopes in the Mail Merge Task Pain.38.ClickNext: Starting document.39.ClickEnvelope options select an envelope design clickNext: Select

recipients. You can use the provided file list.doc as your data source.

40.ClickUse an existing list followed by Browse or clickType a new list followedby Create.

41.After you provide the recipients list, clickNext: Arrange your envelope.

42.Add the due merge fields to the envelope,e.g.Address blockNext: Previewyour envelopesNext: Completemerge.

Graphic logo on all printed envelopes

43. Create a graphic logo you want or use any existing graphic.44.On a letter envelope click where you want to insert the graphic logo.45.Click Insert Picture From File or otherwise click the graphic Insert.46.Make any changes as to position, size etc, then make sure the picture is selected.47.Click Insert AutoText New.48.Type EnvelopeExtra1OK.

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49.Now create an envelope for a letter to test it. If the logo is not in exactly right place,move it and/or reshape it, then re-save it. Repeat procedure until completely

satisfied.

Word inserts up to two AutoTexts, named as EnvelopeExtra1 andEnvelopeExtra2, automatically on each envelope whenever you create and printenvelopes.

Include AutoText entries in all active templates, if you want all envelopes tocontain AutoText entries, otherwise save them only to a particular template.

At any time you can delete the AutoText entries (InsertAutoTextAutoText select from the listDelete ).

If you don't want to print the return address on an envelope, deactivate the Omitcheck box on the Envelopes tab in the Envelopes and Labels dialog box. Word

will still include the EnvelopeExtra AutoText entries when it prints the envelope.

If you logo already includes a return address, replace the default return addresswith it (Tools Options User Information in the Mailing address boxdelete all the text and replace it with a single space).

Attaching an Envelope to any Document

50.Open any letter document.51.Click Tools Letters & Mailings Envelopes and Labels click the

Envelopes tab.

52.The address should be automatically added from your letter to the envelope, if notgo back and select the address before this step. Type the return address if you wish.

53.Click Options Envelope Options to make all selections you need.54.Click on Printing

Options and make sure

all selections are correct.

55.Click OK Add toDocument.56.Click the Print Preview

icon and check that

everything looks OK.

57. In order to make anyfurther alterations, first

close the preview

window.

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You can save this letter as a template, then create a new document based on it totest it.

Mail Merging Labels

58. In a new document window, choose ToolsLetters and MailingsMailMerge Wizard.

59.Select Labels in the Mail Merge Task Pain.60.ClickNext: Starting document.61.ClickLabels options select a label design.62.ClickNext:

Select

recipients.

63.ClickUse anexisting list

followed by

Browse and for

your data

source you may

use the list.doc

provided on

disk.

64.Alternatively,clickType a

new list

followed by

Create, then create your own recipients list.

65.After the display ofMail Merge Recipients list clickOK.66.After you provide the recipients list, clickNext: Arrange your label.67.Add the Address blockto your first label on your new main document.68.Click the Propagate labels icon on the Mail Merge toolbar.69.Add the due merge fields to the envelope, e.g.Address blockor use theInsert

Merge Fields icon to insert field individually.

70.ClickNext: Preview your labels.71.Check that everything looks as you want it. If the results are not satisfactory, go

back and correct as necessary.

72.ClickNext: Complete the merge. Click to merge to New document or Printer.

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WORKING WITH TABS,TABLES,BORDERS &SHADING

Skills Exercise: Format the page as below with the help of the tutor. Use the horizontal ruler,tabs and margin makers to:

1. Set tabs with leaders and draw horizontal lines with leader tabs.

2. Align paragraphs right, centre, left and numerical data to the decimal point.3. Create shadowed subtitles to fit the text and create a simple 3D table.


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Table navigation, selection & shortcuts

To move to the Press

Next cell in a row TAB

Previous cell in a row SHIFT+TAB

First cell in a row ALT+HOME

Last cell in a row ALT+END

First cell in a column ALT+PAGE UP

Last cell in a column ALT+PAGE DOWN

Previous row UP ARROW

Next row DOWN ARROW

To select or To Press

The next cell's contents TAB

The preceding cell's contents SHIFT+TAB

Extend a selection to adjacent cellsHold down SHIFT and press an arrow keyrepeatedly

A column

Either: Click in the column's top or bottom cell hold down SHIFT and press theor.

Or: Place the pointer just above thecolumns top cell when pointerchanges into a solid arrow pointing

down , left-click.

Columns Repeat as above and drag to other columns

A row In the selection bar, click next to the row

Rows In the selection bar, click and drag the mouse.

Select an entire tableALT+5 on the numeric keypad (with NUMLOCK off)

Reduce the selection size SHIFT+F8

Add text before a table at the beginning of adocument

ENTER at the beginning of the first cell

Add a new row at the bottom of the table TAB at the end of the last row

To insert Press

New paragraphs in a cell ENTER

Tab characters in a cell CTRL+TAB


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Converting table to text or vice versa

73.To convert existing text to a table, select the text TableConvert Text toTable.

74.To convert a table or part of it to text, select the table or part of it select TableConvert Table to Text.

Changing (Editing) table, Autoformat

75.Click the Tables andBorders icon

task.

on the

Standard toolbar.

76.To use a tool from then click the icon and perform the desiredtoolbar, select the table or part of it, the

77.To format your table quickly, you can use a particular table format from a list oftemplates:

78.Select the table click the Table AutoFormat icon .Select a for

to apply or not, then click OK.

79. mat from the Formats list, select or deselect other formatting you want

All tables by default have a pt black single solid-line border that prints, unlike tables

80.Click the tableTableTable AutoFormat.t select other options you

82.Remember! To add a border to a table, click anywhere in the table (equal toelect only those cells,

BOARDERS AND SHADING

on Web pages.

To add borders and shading to a table automatically

81. In the Table styles list box, click the format you wanwantOK.

Add a border to a table, a paragraph or selected text

selecting the table). To add borders to specific cells, s

including the end-of-cell mark .

83.To surround a paragraph with a border, click anywhere in the paragraph (equaselecting the whole paragraph). To surround only specific text, select that tex

l to

t.

84.Choose Format

Borders and Shading

Borders

select the options youwant.

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the buttons to apply and remove borders.

87.ClickFormatBorders and ShadingPage Border.

88.89.

ttons to apply and remove borders.

.

t

93.Select the drawing object you want to change click Drawing

85.To specify that only particular sides get borders, click the Preview diagram's sides,or use

86.To specify the exact position of the border relative to the text, click Options andthen select the options you want.

Add a border to a page in a document

Select the options you want.

To specify that the border appears on a particular side of a page, click the Preview

diagram's sides, or use the bu

90.To specify a particular page or section for the border to appear in, click the optionyou want underApply to.

91.To specify the exact position of the border on the page, clickOptions, and thenselect the options you want

92.Adding shading is similar to boarders.Add a border or a line to a drawing objec

to display the

Drawingtoolbar, if not visible.

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the arrow next to Line Colour94.To add a colour to the line or border, click

toolbar click the style you want or clickMore Lines and then click a style.

To make a dashed line or border, clickDash Style and then click the style yo

and

then click the colour you want. For greater choice, clickMore Line Colours. Click

95.To give a line or border a different style, clickLine Stylea colour on the Standard tab, or click the Custom tab to mix your ownOK.

in the Drawing

96. uwant.

NEWSPAPERCOLUMNS,TEXT &GRAPHICS

Creating columns of equal width

1. In page layout view, do one of the following:2. To format the entire document in columns, click anywhere in the document.3. To format only part of the document in columns, select the text.4. If the document has more sections, click in the section where you want to format

the text in columns.

5. On the Standard toolbar, click the Columns button , drag to th

Creating columns of unequal width

e right to select

the number of columns you want, and then release the mouse button.

6. the width of any column use FormatColumns command.

7. In page layout view, do one of the8. To format the entire document in

columns, click anywhere in the

9. To format only part of the

10. If the document has more sections,want

OK.

To specify values for

following:

document.

document in columns, select the

text you want to format.

click the section where you

to create columns.

11.Choose FormatColumns select options you want

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Balancing column lengths on a page

12. In page layout view, position the incolumns you want to balance.

sertion point at the end of the text in the

OK.

ls OptionsCompatibilityclearction starts).

lear the Widow/Orphan

xes.

Cha

ultiple sections, a section or part of the document.

13.Choose InsertBreak underSection Breaks, select the ContinuousThe newspaper columns will not balance.

14.Try adjusting a compatibility option (TooDon't balance columns for Continuous se

15.Paragraph formatting is interfering with the balancing of newspaper columns(FormatParagraphLine and Page Breaks ccontrol,Keep lines together,Keep with next, andPage break before check bo

nge the number of newspaper columns

16.Switch to page layout view.17.Select the entire document, m18.Click Columns on the Standard toolbar drag to select the number of colum

you want.

ns

Create a heading spanning newspaper columns

so.19.Create the columns, if your text is not formatted20. In page layout view, select the heading text.21.ClickColumns , and then drag to select aForce the start of a new newspaper column

single column.

t the new column.

select text with columns.

22.Switch to page layout view.23.Click where you want to star24.Click Insert Break Column break.Remove newspaper columns

25.Switch to page layout view26.Click Columns and then drag to select a single columIntegrating text and graphics

n.

27.Click where you want to insert clip art or a picture.Developed by Mato Pulji Page 16

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Clip ArtorPictures.

find the picture double-click it.

31.You can similarly insert pictures from AutoShapes, WordArt,

32.To wrap text aroundgraphic, drawing objectortext box, right-clickOK.

33.our document where you want to insert the first text box.

u want the text to flow.

28.Choose Insert PictureClip Art

the item

29.Double-click the image.30.To insert a picture from another file, clickFrom File instead

from Scanner and insert Chart images.

Format Picture select the tab you want choose options

Linking text boxes

On the Drawing toolbar clickText Box.

34.Click or drag in y35. Insert any additional text boxes where yo36.Click the first text box, clickCreate Text Box Link on the Text Box

To link t

toolbar.

37.Click in the text box that you want the text to flow to.38. o additional text boxes, click the last linked text box, then repeat the

procedure as above.

39.Type text in the first text box. When the text box is full, the text will flow into other

40.To break a text box link, select it click the border clickBreak Forward Linklinked text boxes.

Create a watermark

on the Text box toolbar .

41.Click View Header and Footer.insert a graphic, an AutoShape, clip art, WordArt etc.

on the page.

olour box select Washout OK.

42.Use any method to43.Drag the picture where you want it44.Right-click the picture Format PictureWrapping None.45.Click the Picture tab underImage controlin C46.ClickClose on theHeader and Footertoolbar.47.To remove a watermark, you must delete it from the header or footer.

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Page 18

Columns and Dropped Capitals.

Openpiano.doc from your disk and try to implement all the DTP features present in the

Skills Exercise: Text & Graphics Integration, Newspaper

publication below:

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SAVE COMMAND &FILE MANAGEMENT IN WORD

To save the document in a new folder, clickCreate New Folder , then follow therest of normal saving procedure.

To have a quick access to your documents you can save them in the Favouritesfolder: ClickLook in Favourites in the Save As dialog box, look for the folder

to save your file or create another one.

To save a copy of the document, clickFileSave As type a different file nameto the existing oneSave.

Saving a document for use in another program

1 Choose FileSave As.

2. In the File name box, type a new name for the document.3. In the Save as type box, select a compatible file format with the other program

Save.

Note that some formatting may be lost when saving in other compatible file

formats.

Turn background save on or off

4. ClickToolsOptions click the Save tab.5. Select or clear the Allow background saves check box.Change the default working folder

6. ClickToolsOptions click the File locations tab.7. Double-clickDocuments underFile types (Location) select a new folderOK.Prevent loss of work and recover lost documents

8. Protect your work by using either or both security options below:

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9. AutoRecover to save a temporary copy of a document at regular intervals as youwork.

10.Backup copy of the document each time you save it.11.To be able to recover work after a power failure or similar problem, you must have

the Save AutoRecover info every check box or the Always create backup copy

check box (or both) selected before the problem occurs.

12.To set these go to ToolsOptionsSave switch the above mentioned options.13. If the above precautions are taken, Word will automatically recover the document

the first time you activate it after e.g. power failure or similar accident.

14.Recovered file should be saved under normal name immediately after recovery.15.To change the default location (Windows Temp folder!) for recovered documents

follow the procedure as given for the default working folder above.

Document Password Protection

16.ClickFileSave As.17.Select ToolsSecurityOptions (You can also use different route by going

directly Tools Options Security).

18.Type a passwordinto thePasswordto open box. You

can add an

additional

password for

modification or

use the same for

both.

19.Other Securityoptions may be

chosen likeRead-onl.

20.ClickOK.21.A new dialog box

will prompt you

to re-enter the

password. When

finished click

OK.

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EXTENDED PARAGRAPH FORMATTING

Keep lines & paragraphs together

22.For all actions below first select the paragraphs, then choose FormatParagraph (orright-click the

selection and choose

Paragraph).

23.Select the Line andPage Breaks tab.

24.To keep linestogether, activate

Keep lines

together.

25.To keepparagraphs together on a page, activate Keep with next.26.To make sure that a page never ends or starts with just a single of a multiline

paragraph, activate Widow and Orphan control.

27.To make sure that a particular paragraph starts always on a new page, activate Pagebreak before.

Spacing paragraphs & Line Spacing

28.Select the paragraphs FormatParagraphIndents And

Spacing.

29.UnderSpacingselectspacing before and

after paragraphs.

30.UnderLine spacingselect the type of line

spacing you wantOK.

Keyboard shortcuts for

line spacing

To Press

Create single-spaced lines CTRL+1

Create double-spaced lines CTRL+2

Create one-and-a-half-spaced lines CTRL+5

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Add/Remove one line of space preceding text CTRL+0 (zero)

CREATIVE WORK WITH STYLES

Using Styles

1. To a style, select text to which you want to apply a particular style.2. Select the style from the Style box.Modify a style

3. ClickFormatStyles andFormatting in the Stylesand Formatting Paine, right-

click the style you want to

modifyModify.

4. ClickFormat selectother options clickOK.

5. To use the modified stylein new documents based on

the same template, select

the Add to template check

box.

Create new styles

6. Formata paragraph,selectit.

7. Click inside the Style box(the present style is

highlighted!).

8. Type a new name for the new style press Enter.Delete a style

9. Select FormatStyles and Formatting.10. In theStyles list click the style you want to deleteDelete.11. If you delete a custom created paragraph style, Word applies the Normal style to all

paragraphs formatted with that style and removes the style definition from the

template.

12. If you select Styles in use in theListbox, you can delete some built-in styles froma particular document, but Word will retain the built-in style definitions in the

template. You can retrieve the built-in style by clickingAll Styles in theListbox.

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13. If you apply a built-inHeadingstyle to a paragraph in your document, you cannotremove it from theStyles list. TheNormalstyle you cannot delete.

Rename styles

14.ClickToolsTemplates and Add-InsOrganiser .15.Click the Styles tab.16. In the box on the left select the styleRename type a newOKClose.Display style names in the document window

17.Switch to normal view (ViewNormal).18.Select ToolsOptions View.19.

UnderWindow In theStyle Area Width box enter a positive value (this option isvisible in normal view only).

Turn off automatic style definition

20.Choose ToolsAutoCorrect OptionsAutoFormat As You Type.21.UnderAutomatically as you type, deselect Define styles based on your

formatting.

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Have Word automatically update a style

If you apply a style to text and then change that formatting in some way, Word can

update that style automatically, if you switch this feature on.

22.Choose FormatStyles and Formatting select a styleModify.23.Select the Automatically update check box. (TheNormalstyle cannot be updated

automatically).

Table of Contents

24.Format you documents with heading styles that you want to include in your table ofcontents.

25.Click where youwant to insert thetable of contents.

26.Click InsertReference Indexand Tables Tableof Contents.

27.To use one of theavailable designs,

click a design underFormats.

28.To update TOC, after some changes are made to the document, click on the tableand press F9.

29.To change the default definition as to which heading levels should be included inTOC, change the setting in the TOC dialog box.

WORKING WITH TEMPLATES

The Normal template

When youstartWord or clickNew , Word creates a new blank document basedon the general-purpose, called Normal template. You can also modify it.

The Normal template is used to store theAutoTextentries, macros, toolbars, andcustom menu settings andshortcut keys.

The Normal template is stored in the Templates, User Templates or WorkgroupTemplates location as specified on the File Locations tab (Tools Options).

If Word cannot find the Normal template in any of the above locations or in yourWord program folder, it will create a new Normal template with the standard Worddocument formats and settings.

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Create a template

30.An easy way to create a template is by opening a well formatted document and saveit as a template.

31.Save a template in the Templates folder if you want it to appear on the Generaltab, otherwise save it in a any existing subfolder or you may want to create a new

one.

32.To base a new template on an existing template, clickFileNew underNewfrom template, select General templates.

33.Select a template of your choice and clickOK.34.Format the document based on the chosen template.35.Choose FileSave As in theSave as type box clickDocument Template

(*.dot) if not already selected.

36.Switch to the Templates subfolder of your choice in the File name box type anew name for the templateSave.

37.Add to and/or delete any items from the template, change page setup, styles andother formats.

38.To make AutoText entries and macros available only to documents based on thistemplate store them in this template and not in the Normal template

39.ClickFileSaveClose.40.Note that any document (.doc) file that you save in the Templates folder or one of

its subfolders also acts as a template.

Copy styles, AutoText entries, toolbars, or macros

41.Styles, macros, and custom toolbars can be copied between templates anddocuments; but AutoText entries only between templates.

42.Choose ToolsTemplatesand Add-InsOrganiser , and then click the tab(Styles, AutoText, Toolbars, Macro Project Items).

43.To copy items to/from a different template/file, clickClose FileOpen Filefind and open the template/file you need.

44.Select items in either list Copy.45. If you copy toolbars to which you've assigned custom macros, you must also copy

the macros.

MS Word 2002 Level 2

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Transcript of MS Word 2002 Level 2