Word Tips (using Word but these work with Excel, PowerPoint, etc) Paul Davis Crosslake Communications

Transcription

1 Word Tips (using Word but these work with Excel, PowerPoint, etc) Paul Davis Crosslake Communications

2 What tips are we going to discuss? First of all, HELP Fonts Tables Columns Pasting Images Mail Merge

3 What version of Word/Office? This seminar is based on Word If you have Office365 it will be just like what we are using in the class Older versions of Word have these same functions but may look different These tips work in Word, Excel, PowerPoint, etc.

4 HELP Word, like other programs has a wonderful help system If you want to figure something out it is probably in the HELP system In the tool bar, click Help or just hit F1 on the keyboard This works for just about all Windows programs (many others too)

5 Fonts What s a FONT? Use HELP for change font. The shape, color, shadow, underline, just about anything having to do with how the text looks on the page is controlled in the font menus. Blank Document Existing Document

6 Fonts Blank document, Click Home, then Font from the drop down, size, color, etc. There are other ways to do this, but this will be available on all versions Styles, show differences Do some fonts

7 Set Default Font Set your font to be what you like Click OK, or look at the lower left, the Default button If you click Default, every document you open will now have this font by default I use Verdana, Regular, 10 pt

8 Fonts You can change: Color Size Shadow Underline and other stuff Demonstrate a few

9 Tables What are tables? Think of them as invisible guidelines Only invisible if you make them invisible What if you want to align text in a small part of a page? Tables help with this stuff Click Insert, Table. Pick columns and rows

10 Tables Set to 3 columns and two rows for our example Right click the table, Borders and Shading, NONE. This makes it an invisible guide You can resize the columns by dragging the lines between them

11 Tables Tables do not auto flow text! You need columns for that Tables are not best for all situations Neither are columns

12 Making columns on a page Click layout and then this icon Select the number of columns you want, I ll use 2 Text auto flows from one column to the other

13 Text Box Makes a floating text box on top of everything. Independent of page formatting! Image pasting

14 Paste Image Properly Have you ever pasted images into Word and it wrecks the whole page or document? Text Wrapping is what fixes this Show example, breaking doc Show proper wrapping

15 Mail Merge Can be complicated Doesn t always seem to work Follow these steps and you will be fine Microsoft has a link:

16 Mail Merge For our example, assume you have a letter to send to several people, like a holiday letter Many ways to mail merge Labels, most common Merge into a document, like a business letter Various data file types, Outlook, Outlook Express, Excel, etc

17 Mail Merge We will make labels for our letter We already have an Excel file ready We can review exporting to Excel if you want Make a new document in Word, File, New Mailings, Click Mail Merge Arrow, Step by Step Look at the next slide, this is the magic area to focus your attention on

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19 Mail Merge Everything is done on the right side of the new document Click the dot next to Labels Click Next on the lower right Click Label Options on the right Pick your label type, Avery 5160 is very common, we are using this Click OK

20 Mail Merge You now see a grid of lines showing what the labels will look like Click Next on the lower right Click Browse on the right Find your file and click Open Click OK when asked which Sheet you want Now you see a list of the contents of the file, you can uncheck people if you want

21 Mail Merge We ll click OK, we will use them all Click Next on the lower right Click More Items on the right Pick each field you want, click insert, add them one at a time. We will arrange them later. Pick first, insert, last, insert etc Click Close when done

22 Mail Merge You will see the first label, looks funny Click between First and Last put a space Click after address press enter Repeat for the rest, now you have the first label all set

23 Mail Merge Click Update All Labels on the right Click Next on the lower right You will see a preview of all the labels Click Next to complete the merge You can now print You can format the labels before printing You can change the font, center the text, etc

24 Questions? Got any? Exporting contacts can be tricky, would a seminar help?