Chapter 4. Learning More about Merge, and Exploring the World Wide Web

Transcription

1 Chapter 4 Learning More about Merge, and Exploring the World Wide Web 2

2 Lesson 28 Creating a Letter with Mail Merge Projects n Understanding Mail Merge n Creating a New Address List n Removing Extra Space from the Address Block n Merging to a New Document Lesson 29 Creating Envelopes with Mail Merge Projects n Creating Envelopes and Labels n Using an Existing Data Source n Adding Records to the Data Source n Customizing Fields in the Address List n Matching Fields to a Data Source n Inserting Merge Fields on an Envelope n Inserting Merge Fields on a Label Lesson 30 Creating a Directory with Mail Merge Projects n Creating a Directory Merge n Adding Formatting to a Field Code n Sorting Records in the Data Source n Selecting Specific Records Lesson 31 Using Merge to Create Projects n Creating an Merge n Filtering Recipients n Applying Rules to a Merge Lesson 32 Formatting Web Pages with Word Projects n Opening a Web Page Document in Word n Using Web Page Titles n Applying a Background n Creating Hyperlinks n Testing Hyperlinks n Editing and Removing Hyperlinks Lesson 33 Using the World Wide Web Projects n Viewing a Web Page in a Browser n Navigating a Web Site n Locating Information Online n Bookmarking Web Pages for Future Use n Evaluating the Usefulness of Online Information n Solving Problems Using the Web Lesson 34 Sharing Documents and Communicating with Word Projects n Evaluating Methods of Distributing Information Online n Copying Data from a Web Page into a Word Document n Printing a Web Page n Sending a Document as an Attachment n Saving a Document in PDF or XPS Format n Creating a Blog Post End of Chapter Assessments Projects

3 4 Chapter 4 Word Learning Microsoft Office 2010 WORDS TO KNOW Access database A data file in the format used by Microsoft Access, a database application. Address list A simple data source file stored in Access file format, which includes the information needed for an address list, such as first name, last name, street, city, state, and so on. Data source The document containing the variable data that will be inserted during the merge. Mail merge A process that inserts variable information into a standardized document to produce a personalized or customized document. Main document The document containing the standardized text that will be printed on all documents. Merge block A set of merge fields stored as one unit. For example, the Address block contains all the name and address information. Lesson 28 Creating a Letter with Mail Merge What You Will Learn Understanding Mail Merge Creating a New Address List Removing Extra Space from the Address Block Merging to a New Document Software Skills Use Mail Merge to customize mass mailings. For example, with Mail Merge you can store a document with standard text, such as a form letter, and then insert personalized names and addresses on each copy that you generate or print. You can also use Mail Merge to generate envelopes, labels, messages, and directories, such as a telephone list. Application Skills A letter inviting Michigan Avenue Athletic Club members to join a volleyball team becomes a simple task using the Mail Merge feature. The form letter will be personalized with each person s name and address. In this exercise, you will create the letter document and the data source address list, and you will merge them to generate the letters. Merge document The customized document resulting from a merge. Merge field A placeholder in the main document that marks where and what will be inserted from the data source document.

4 Learning Microsoft Office 2010 Word Chapter 4 5 What You Can Do Understanding Mail Merge n Use Mail Merge to create mass mailings, envelopes, messages, or labels. n To create a mail merge, you must have two files: l A main document, which contains information that won t change, as well as merge fields and merge blocks, which act as placeholders for variable information. For example, you might have a form letter that has merge fields where the address and greeting should be. l A data source file, which contains variable information such as names and addresses. You can use many types of data source files for a merge, including an address list, an Outlook contact list, or an Access database. n During the merge, Word generates a series of merge documents in which the variable information from the data source replaces the merge fields entered in the main document. A main document Figure 28-1 WORDS TO KNOW (CONT) Outlook contact list The names, addresses, and other information stored as contacts for use in the Microsoft Office Outlook personal information manager program. Record A collection of variable data about one person or thing. In a form letter merge, for example, each record contains variable data for each person receiving the letter: first name, last name, address, city, state, and ZIP code. Merge block Merge fi elds

5 6 Chapter 4 Word Learning Microsoft Office 2010 n You can print the merge documents or save them in a file for future use. n You can use the Mail Merge task pane or the commands on the Mailings tab of the Ribbon to access Mail Merge features. Figure 28-2 A merge document Variable data replaces merge block Variable data replaces merge fi elds Reviewing the Mail Merge Process n There are six steps involved in completing a merge: l The first step is to select the type of main document you want to create. These types are shown in Table 4-1. l The second step is to select a starting document. You may select to start from the current document, an existing document, or a new document based on a template. Table 4-1 Documents to Merge Document Type Letters messages Envelopes Labels Directories Used For letters or other regular Word documents such as reports, flyers, or memos messages to send via personalized envelopes personalized labels lists such as rosters, catalogs, or telephone lists

6 Learning Microsoft Office 2010 Word Chapter 4 7 l. The third step is to select recipients. In this step, you locate or create the data source file, and then select the individual recipients to include in the merge. l. If you select to create a new list, Word prompts you through the steps for creating the data source file by entering the variable data for each recipient. l. The fourth step is to create the main document. In this step, you type and format the data you want included in each merge document, and you insert the merge fields or merge blocks where Word will insert the variable data. l. If the text is already typed in the document, you simply insert the merge fields and merge blocks in step 4. l. The fifth step is to preview the merge documents. In this step, you have the opportunity to see the merge documents before you print them. This lets you check for spelling, punctuation, and grammatical errors and make corrections. l. The final step is to complete the merge. You have the option of printing the merge documents, or saving them in a new file for later use. n You may use the commands on the Mailings tab of the Ribbon to conduct a merge. n Alternatively, the Mail Merge Wizard prompts you through the step-by-step process of conducting a merge. n You may also use a combination of the two methods. Understanding Merge Fields n You insert the merge fields or blocks in the main document at the location where you want the corresponding variable data to print. n Word has a preset list of merge fields that correspond to variable information typically used in a mail merge, such as First Name, Last Name, and ZIP Code. These are used to create the address block that is generated when you insert the <<Address Block>> field. n Each of those fields can also be inserted individually. n There are also other blocks you can use. For example, the <<Greeting>> block inserts the word Dear followed by a code for the person s name. n You must type all spaces and punctuation between merge fields. Merge blocks, however, include standard punctuation and spacing, such as a comma between the city and state in an address. n By default, when you insert a merge field, you see the field name enclosed in merge field characters (<< >>). The field may be shaded, depending on your settings. 3 To change whether fields are highlighted, click Mailings > Highlight Merge Fields. n You may insert merge fields more than once in a document. For example, you can insert a name merge field in multiple locations in order to personalize a letter. Try It! Performing a Mail Merge with the Mail Merge Wizard 1 Start Word and open WTry28a from the data files for this lesson. 2 Save the document as WTry28a_ studentfirstname_studentlastname in the location where your teacher instructs you to store the files for this lesson. 3 Click Mailings > Start Mail Merge > Step by Step Mail Merge Wizard. The Mail Merge task pane opens. 5 Click Next: Select Recipients. 3 In steps 3 and 4, the default selections are appropriate, so no changes are needed. 6 Click Browse. Navigate to the location where the data files for this lesson are stored, and click WTry28b. 7 Click Open. If the Mail Merge Recipients dialog box opens, click OK. 4 At the bottom of the task pane, click Next: Starting Document. (continued)

7 8 Chapter 4 Word Learning Microsoft Office 2010 Try It! Performing a Mail Merge with the Mail Merge Wizard (continued) The Mail Merge Recipients dialog box 8 Click Next: Write Your Letter at the bottom of the task pane. 9 Click to place the insertion point on the line above Dear :. 10 In the task pane, click Address block. The Insert Address Block dialog box appears. Click OK. 11 Click to place the insertion point immediately before the colon that follows Dear. 12 In the task pane, click More items. The Insert Merge Field dialog box opens. 13 Click First Name and click Insert. Then, click Close. 14 Click Mailings > Preview Results. A copy of the merged letter appears for the first record. 15 Click Preview Results again. The document goes back to showing the fields. 16 Save the WTry28a_studentfirstname_ studentlastname file and close it. The Insert Merge Field dialog box

8 Learning Microsoft Office 2010 Word Chapter 4 9 Try It! Performing a Mail Merge Manually 1 Start Word, if necessary, and open WTry28a from the data files for this lesson. Save the document as WTry28a_studentfirstname_ studentlastname in the location where your teacher instructs you to store the files for this lesson. Inserting a merge field from the Mailings tab 3 If you worked through the preceding Try It, step 1 will overwrite the file you created earlier. If you want to keep the file you created earlier, use a different file name. 2 Click Mailings > Select Recipients > Use Existing List. The Select Data Source dialog box opens. 3 Navigate to the location where the data files for this lesson are stored and click WTry28b. Click Open. 4 Position the insertion point two lines above the Dear : paragraph. 5 Click Mailings > Address Block. The Insert Address Block dialog box opens. 6 Click OK to accept the default address block settings. 7 Position the insertion point immediately before the colon following Dear :. 8 On the Mailings tab, click the bottom part of the Insert Merge Field button and click First_ Name. 9 (Optional) Preview the merge results, as you learned in the previous Try It. 10 Save the WTry28a_studentfirstname_ studentlastname file. Leave it open for the next Try It. Creating a New Address List n You can either use an existing data source, as you did in the previous section, or you can create a new address list from within Word. n Word creates a data source that contains fields appropriate for mailings, such as name, address, city, and so on. It saves it in Microsoft Access format. You do not have to own a copy of Access in order to use this feature. n The data is stored in a tabular format, with each column containing one field of information and each row containing the record for one recipient. n If a field in the data source is blank, the information is left out of the merge document for that record. n As part of the process, you are prompted to specify a name and storage location for the data file.

9 10 Chapter 4 Word Learning Microsoft Office 2010 Try It! Creating a New Address List 1 In the WTry28a_studentfirstname_ studentlastname file, click Mailings > Select Recipients > Type New List. The New Address List dialog box opens. 2 Type Mr., and press. 3 Type John, and press. 4 Type Smith, and press. Press again to move to the Address Line 1 field. 5 Type 108 S. Main Street, and press. Press again to move to the City field. 6 Type Macon, and press. 7 Type IL, and press. 8 Type 62544, and press. 9 Click OK. The Save Address List dialog box opens. 10 Navigate to the folder where you have been instructed to store the files for this lesson. 11 In the File name box, type WTry28c_ studentfirstname_studentlastname. Click OK. 3 Because you earlier chose an existing data file via the Wizard, the new data file is not automatically applied to the open document. You must change it manually in the next steps. Removing Extra Space from the Address Block n As you saw when you previewed the results in the previous steps, the <<Address Block>> code places each line of the address in its own paragraph, with the standard amount of vertical spacing between the paragraphs. n To make the address block text appear more like a real mailing address, you may want to remove that extra spacing. n To do so, format the <<Address Block>> code to remove the spacing after the paragraph. Try It! Removing Extra Space from the Address Block 1 In the WTry28a_studentfirstname_ studentlastname file, click the <<Address Block>> code to move the insertion point into that paragraph. Remove the space following the paragraph that contains the address block 2 Click Home > Line and Paragraph Spacing > Remove Space After Paragraph. 3 Click Mailings > Preview Results to check that the address block no longer produces extra vertical space. 4 Click Preview Results again to return to viewing the fields. 5 Save the WTry28a_studentfirstname_ studentlastname file, and leave it open for the next Try It.

10 Learning Microsoft Office 2010 Word Chapter 4 11 Merging to a New Document n You can merge directly to the printer, but this may result in wasted paper if there is an error in the merge operation. n A more conservative approach is to merge to a new document, examine the merged copies, and then either print them or make changes to them. n After merging to a new document, you can also save the new document as a regular Word file, to be printed later, rather than printing immediately. Try It! Merging to a New Document 1 In the WTry28a_studentfirstname_ studentlastname file, click Mailings > Finish & Merge > Edit Individual Documents. The Merge to New Document dialog box opens. 2 Click OK. 3.Scroll through the new document, examining the copies for errors. 4.Close the new document without saving changes. Save the WTry28a_ studentfirstname_studentlastname file and close it. Project 61 Create It Form Letter DIRECTIONS 1. Start Word, if necessary, and in a new blank document, type the text shown in Figure 28-3 on the next page. Substitute today s date for Today s date. 2. Type your full name and today s date in the header area. 3. Save the document as WProj61a_ studentfirstname_studentlastname in the location where your teacher instructs you to store the files for this lesson. 4. Click Mailings > Start Mail Merge > Letters. 5. Click Select Recipients > Type New List. 6. Type Mr., and press. 7. Type Jeffrey, and press. 8. Type Halloran, and press twice. 9. Type 3535 N. Clark Street, and press. 10. Type Apt. 4B, and press. 11. Type Chicago, and press. 12. Type IL, and press. 13. Type Click New Entry.

11 12 Chapter 4 Word Learning Microsoft Office 2010 Figure Using the same process as in steps 6 14, add these additional recipients to the data source file: Title First Name Last Name Address Line 1 Address City State ZIP Code Line 2 Ms. Liz Rupert 221 N. Rush Street #351 Chicago IL Ms. Kathy Figit 562 S. Michigan Chicago IL Avenue Mr. Charles Huang 125 E. Delaware #26 Chicago IL Place Mr. Keith Newmann 882 W. Polk Chicago IL Click OK. 17. In the Save Address List dialog box, navigate to the folder where you are storing the files for this lesson. 18. In the File name box, type WProj61b_ studentfirstname_studentlastname and click Save. 19. Click to move the insertion point to the line immediately below today s date. 20. Click Mailings > Address Block. 21. Click OK to accept the default address block settings. 22. Move the insertion point to the blank line below <<AddressBlock>>. 23. Type Dear, and press the spacebar once. 24. Click Mailings > Insert Merge Field > First_ Name. 24. Type a colon (:). 25. Click Mailings > Preview Results. Repeat to return to viewing the merge codes. 26. Close the document, saving all changes, and exit Word.

12 Learning Microsoft Office 2010 Word Chapter 4 13 Project 62 Apply It Form Letter DIRECTIONS 1. Start Word, if necessary, and open WProj62 from the data files for this lesson. Click Yes when prompted to attach the merge file. If the Select Data Source dialog box opens, select WProj62d and click Open. 2. Save the document as WProj62a_ studentfirstname_studentlastname in the location where your teacher instructs you to store the files for this lesson. 3. Type your full name and today s date in the header area. 4. Preview the merge. Then switch back to viewing the field codes. 5. Remove the extra vertical space from the <<Address Block>>. 6. Replace the greeting paragraph with a <<Greeting>> code. (Click Mailings > Greeting Line to do this.) Use the default settings. 7. Insert the <<First_Name>> field at the beginning of the second paragraph, and edit the text as shown in Figure Save your work. 9. Merge to a new document. Save the new document as WProj62b_studentfirstname_ studentlastname in the location where your teacher instructs you to store the files for this lesson. 10. Close Word, saving the changes to all open files if prompted. 3 Add an extra paragraph break after the <<Address Block>> fi eld to maintain the needed spacing between the address and the greeting. Figure 28-4 A Edit the paragraph to include the person s fi rst name

13 14 Chapter 4 Word Learning Microsoft Office 2010 Lesson 29 Creating Envelopes with Mail Merge What You Will Learn Creating Envelopes and Labels Using an Existing Data Source Adding Records to the Data Source Customizing Fields in the Address List Matching Fields to a Data Source Inserting Merge Fields on an Envelope Inserting Merge Fields on a Label Software Skills If you have an existing data source document, you can merge it with any main document to create new merge documents. This saves you from retyping repetitive data. For example, using an existing address list data source makes it easy to create envelopes and labels to accompany a form letter merge that you created previously. You can edit the data source to add or remove records, or to customize merge fields to include specialized information not included in the default address list data source file. Application Skills To mail out the form letters for Michigan Avenue Athletic Club, you need to print envelopes. In this exercise, you will create an envelope main document and merge it with the same address list file you used in the previous lesson. You will then edit the address list and customize the merge fields. Finally, you will use the address list to print labels to use on the packages containing the T-shirts promised to every person who joins the league.

14 Learning Microsoft Office 2010 Word Chapter 4 15 What You Can Do Creating Envelopes and Labels n To create envelopes using Mail Merge, select Envelopes as the main document type. You can do this via the Wizard, or manually via the Ribbon. n To create labels using Mail Merge, select Labels as the main document type. n When you create an envelopes main document, Word prompts you to select envelope options so that the main document is laid out just like the actual paper envelopes on which you will print. n Likewise, when you create a labels main document, you must select label options so that the label layout on-screen is the same as the actual labels. n When you select the size and format of the envelopes or labels, Word changes the layout of the current document to match. Any existing data in the document is deleted. n The label main document is set up using a table, so the Table Tools Ribbon tabs become available. Try It! Starting an Envelope Mail Merge 1 Start Word, and save the new blank document as WTry29a_studentfirstname_ studentlastname in the location where your teacher instructs you to store the files for this lesson. 2 Click Mailings > Start Mail Merge > Envelopes. The Envelope Options dialog box opens. 3 Click OK to accept the default envelope size and options. 4 Save the WTry29a_studentfirstname_ studentlastname file, and leave it open to use in a later Try It. Try It! Starting a Labels Mail Merge 1 Press b+ N to start a new blank document. 2 Save the new document as WTry29b_ studentfirstname_studentlastname in the location where your teacher instructs you to store the files for this lesson. 3 Click Mailings > Start Mail Merge > Labels. The Label Options dialog box opens. 4 Open the Label vendors drop-down list and click Avery US Letter. 5 On the Product number list, click 5160 Easy Peel Address Labels. 6 Click OK. 7 If you see a warning that the document s content must be deleted, click OK. 3 You ll see that warning if you have typed anything even a blank space since you began the new document. 8 Save the WTry29b_studentfirstname_ studentlastname file, and leave it open to use in the next Try It. (continued)

15 16 Chapter 4 Word Learning Microsoft Office 2010 Try It! Starting a Labels Mail Merge (continued) Select the label manufacturer and product number Using an Existing Data Source n If the data source you want to use already exists, you can easily attach it to the active document. This can be a data file you created previously using Word s address list feature, as in Lesson 28, or a data file from another application, such as Access. Adding Records to the Data Source n You can add and edit records in the data source at any time, directly from Word. n Alternately, you can open the data source in its native application to edit its records. For example, the data source that Word creates is in Access format, so you could open it for editing in Access if you wanted to. Try It! Copying a Data File from Windows 3 This procedure is necessary because you will be making changes to the data file, but there is no way of making a copy of it via Word as you normally would with Word documents. 1 In Windows Explorer, navigate to the location where the data files for this lesson are stored, and select WTry29c.mdb. 2 Press b+ C to copy the file. 3 Navigate to the location where your teacher instructs you to store the files for this lesson and press b+ V to paste the file. 4 Select the copied file and press m to rename it. Type WTry29c_studentfirstname_ studentlastname, and press e.

16 Learning Microsoft Office 2010 Word Chapter 4 17 Try It! Using an Existing Data Source 1 Switch to WTry29a_studentfirstname_ studentlastname. 2 Click Mailings > Select Recipients > Use Existing List. 3 Navigate to the folder where your work is saved and select WTry29c_studentfirstname_ studentlastname. 4 Click Open. 5 Switch to WTry29b_studentfirstname_ studentlastname, and repeat steps In WTry29b_studentfirstname_ studentlastname, when you attach the data source, a <<Next Record>> code appears in each of the table cells except the first one. 6 Close the WTry29b_studentfirstname_ studentlastname file, saving your changes to it when prompted. 3 Only one document can be open that uses the WTry29c_studentfirstname_ studentlastname data file while the data file is being edited. Otherwise an error message appears. 7 Leave WTry29a_studentfirstname_ studentlastname open for the next Try It. Try It! Adding Records to the Data Source 1 In the WTry29a_studentfirstname_ studentlastname file, click Mailings > Edit Recipient List. 2 In the Data Source box, click WTry29c_ studentfirstname_studentlastname.mdb, and then click Edit. 3 In the Edit Data Source dialog box, click New Entry. 4 Type Ms., and press. 5 Type Ashley, and press. 6 Type Wilson, and press twice. Add the new record to the data source (continued)

17 18 Chapter 4 Word Learning Microsoft Office 2010 Try It! Adding Records to the Data Source (continued) 7 Type 201 E. Ponting St., and press twice. 8 Type Decatur, and press. 9 Type IL, and press. 10 Type 62522, and press. 11 Click OK. 12 Click Yes to confirm. 13 Click OK to close the dialog box. 14 Save the WTry29a_studentfirstname_ studentlastname file, and leave it open to use in the next Try It. Customizing Fields in the Address List n You can customize the fields in Word s Address List to change field names, delete unused fields, or add fields specific to your needs. For example, you might want to add a field for entering a job title. n You can also move fields up or down in the field list. Try It! Customizing Fields in the Address List 1 In the WTry29a_studentfirstname_ studentlastname file, click Mailings > Edit Recipient List. Change the fields used in the data source 2 In the Data Source box, click WTry29c_ studentfirstname_studentlastname.mdb, and then click Edit. 3 Click Customize Columns. If prompted to save changes, click Yes. 4 Click the Last Name field to select it. 3 The new field will appear after the selected field. 5 Click Add. 7 Type Suffix and click OK. 8 Click the Work Phone field, and click Move Up. 9 Click the Address field, and click Rename. 10 Type , and click OK. 11 Click Country or Region, and click Delete. Click Yes to confirm. 12 Click OK to close the Customize Address List dialog box. 13 Click OK to close the Edit Data Source dialog box. Click Yes to confirm saving the changes. 14 Click OK to close the Mail Merge Recipients dialog box. 15 Save the WTry29a_studentfirstname_ studentlastname file, and leave it open to use in the next Try It.

18 Learning Microsoft Office 2010 Word Chapter 4 19 Matching Fields to a Data Source n When Word uses its own address list feature, there are no errors in matching up the field names with the fields it needs to create the address block. n However, when you use some external data source, it is not always clear which fields match up. You can correct any errors in the match-up with the Match Fields feature. Inserting Merge Fields on an Envelope n When creating an envelope mail merge, you use the same process for inserting fields as you learned in Lesson 28. n You can either use individual fields, or use the <<Address Block>> field. Try It! Using an Excel File as a Data Source 1 In WTry29a_studentfirstname_ studentlastname, click Mailings > Select Recipients > Use Existing List. 2 Navigate to the location where the data files for this lesson are stored, and select WTry29d.xls. Click Open. 3 Click Sheet1$, and click OK. Match the fields from the data source 3 In this workbook there is only one sheet. Select the table for the data source. 4 Click Mailings > Match Fields. The Match Fields dialog box opens. 5 Open the Address 1 drop-down list, and click Street. 6 Open the Address 2 drop-down list, and click Additional. 7 Open the Postal Code drop-down list, and click Code. 8 Open the Country or Region drop-down list, and click Global. 9 Click OK. 10 Save the WTry29a_studentfirstname_ studentlastname file, and leave it open to use in the next Try It.

19 20 Chapter 4 Word Learning Microsoft Office 2010 Try It! Inserting Merge Fields on an Envelope 1 In WTry29a_studentfirstname_ studentlastname, in the upper-left corner of the envelope, type the following return address: Mark Jackson 228 South Street Indianapolis, IN Click in the center of the envelope. 3 There is already an empty placeholder there for the address, and the insertion point moves into that placeholder. 3 Click Mailings > Address Block. 4 Click OK. The code appears on the envelope. 5 Click Mailings > Preview Results to check the fields. 6 Click Preview Results again to return to viewing fields. 7 Save the WTry29a_studentfirstname_ studentlastname file, and close it. Inserting Merge Fields on a Label n When creating a main document for labels, you insert the fields in only the first label cell (in the upper-left corner of the layout). n The fields you place there are then copied to each of the other cells. Try It! Inserting Merge Fields on a Label 1 Reopen the WTry29b_studentfirstname_ studentlastname file. Click Yes when prompted to connect to the data source. 3 This is the file you created earlier as a main document for a label merge. 2 Click Mailings > Address Block. 3 Click OK. 4 Click Update Labels. The field is copied to each of the cells on the page. 5 Click Preview Results to check the labels. 6 Click Preview Results again to return to displaying fields. 7 Save the WTry29b_studentfirstname_ studentlastname file, and close it. Project 63 Create It Merged Envelopes DIRECTIONS 1. In Windows, navigate to the location where the data files for this lesson are stored and select WProj63d. 2. Press b+ C to copy the file. 3. Navigate to the location where your teacher instructs you to store the files for this lesson, and press b+ V to paste the file. 4. Select the copied file, and press F2 to rename it. Type WProj63d_studentfirstname_ studentlastname, and press e. 5. Start Word, and save the new blank document as WProj63_studentfirstname_studentlastname. 7. Click Mailings > Start Mail Merge > Envelopes. 8. Click OK to accept the default envelope size.

20 Learning Microsoft Office 2010 Word Chapter Click Mailings > Select Recipients > Use Existing List. 10. Navigate to the location where you placed the copy in step 3, and select WProj63d_ studentfirstname_studentlastname. 11. Click Open. 12. Click in the center of the blank envelope to move the insertion point there. 13. Click Mailings > Address Block. Click OK to accept the defaults. 14. Type your full name in the return address area of the envelope. 15. Click Mailings > Finish & Merge > Edit Individual Documents. 16. Click OK. A new file is created that contains the copies of the envelopes. 17. Save the new document as WProj63a_ studentfirstname_studentlastname. 18. Close all open files, saving changes, and exit Word. Project 64 Apply It Merged Labels DIRECTIONS 1. In Windows, navigate to the location where the data files for this lesson are stored. Copy WProj64d and paste the copy into the location where your teacher instructs you to store the files for this lesson. Name the copy WProj64d_ studentfirstname_stutdentlastname. 2. Start Word and save the new blank document as WProj64_studentfirstname_studentlastname. 3. Start a new merge using Labels as the merge type. Use Avery 5163 Shipping Labels as the label type. 4. Attach WProj64d_studentfirstname_ stutdentlastname as the source data file. 5. Insert an address block field on the first label, and then use Update Fields to copy it to all the other labels. See Figure Customize the field list in the data source so that it contains no telephone number or address fields. 7. Merge to a new document. Save the new document as WProj64a_studentfirstname_ studentlastname, and close the new document. 8. Change the data source for WProj64_ studentfirstname_studentlastname to the file WProj64e, an Excel file. Select Sheet1 when prompted for a sheet. 9. Use the Match Fields dialog box to check how Word has mapped the fields. 3 In this case Word has guessed correctly so no changes are needed. 10. Merge to a new document. Save the new document as WProj64b_studentfirstname_ studentlastname. 11. Close all open documents, saving changes, and exit Word. Figure 29-1

21 22 Chapter 4 Word Learning Microsoft Office 2010 Lesson 30 Creating a Directory with Mail Merge WORDS TO KNOW Directory A single document listing multiple records from a data source file. Switch A backslash (\) followed by a code that specifies an option. Switches are used with merge field codes in Word, and also in some programming languages and operating systems. What You Will Learn Creating a Directory Merge Adding Formatting to a Field Code Sorting Records in the Data Source Selecting Specific Records Software Skills You can use Mail Merge to create a directory, such as a telephone directory, an address list, or a customer directory. Mail Merge makes it easy to select records in your data source file, so you can include only specific recipients in a merge. You can also sort the data source file so that the merge documents are generated in alphabetical or numerical order. Application Skills Michigan Avenue Athletic Club has asked you to create a directory of its personal trainers to give out to members. You have an existing address list file that lists all trainers and exercise instructors. In this exercise, you will use the existing address list data source file, from which you will select the records you need. You will also sort the list before generating the directory.

22 Learning Microsoft Office 2010 Word Chapter 4 23 What You Can Do Creating a Directory Merge n A directory merge is one in which the records are all listed, one-by-one, in a single copy of the document. n Unlike with a label merge, the copies are not separated into separate table cells; they appear as a list on a normal Word page. n You arrange the layout for the first entry in the directory; Mail Merge uses that layout for all entries. n You may type text, spacing, and punctuation, and you can include formatting. For example, you can apply bold, italic, or underline formatting to any merge field code. Figure 30-1 Try It! Starting a Directory Merge 1 Start Word, and save the new blank document as WTry30_studentfirstname_ studentlastname in the location where your teacher instructs you to store the files for this lesson. 2 Click Mailings > Start Mail Merge > Directory. 3 Click Mailings Select Recipients > Use Existing List. 4 Navigate to the location where the data files for this lesson are stored and select WTry30d. Click Open. 5 Leave the file WTry30_studentfirstname_ studentlastname open to use in the next Try It. Try It! Inserting Merge Fields 1 In the WTry30_studentfirstname_ studentlastname file, click Mailings > Insert Merge Field > Product. 2 Position the insertion point immediately following <<Product>>, and press j+ e. 3 j+ e inserts a line break without a paragraph break. 6 Press e twice. 7 Drag across <<Product>> to select it, and press b+ B to make it bold. The main document contains a combination of typed text and inserted merge fields 3 Type Weight:, and press k. Then, click Insert Merge Field > Weight. 4 Press j+ e to move to the next line. 5 Type Price:, and press k. Click Insert Merge Field > Price. 8 Leave the file WTry30_studentfirstname_ studentlastname open to use in the next Try It.

23 24 Chapter 4 Word Learning Microsoft Office 2010 Try It! Previewing and Merging the Directory 1 In the WTry30_studentfirstname_ studentlastname file, click Mailings > Preview Results. Click Preview Results again to return to viewing fields. 3 When previewing, only one record appears. This is normal. You will see all the records, as in Figure 30-1, when you actually perform the merge. 2 Click Mailings > Finish & Merge > Edit Individual Documents. Click OK. The merged directory appears. 3 Close the merged document without saving. Then, save the WTry30_studentfirstname_ studentlastname file, and leave it open to use in the next Try It. Adding Formatting to a Field Code n You may have noticed that in your results in the preceding Try It the prices were not formatted as currency. n To format a merge field code, you manually edit the field code to include switches. A switch is a backslash \ followed by a code that indicates a certain option. n The numeric format switch is \#. It is followed by a pattern that indicates the formatting you want, plus any symbols, such as $, that should be included. n For currency with two decimal places, the switch is \# $#,##0.00. The first # sign is for numeric format. The following # symbols represent optional number places. The 0s represent required number places. n There are many more specialty options available for this switch; see the Word 2010 Help system for details. Try It! Adding Numeric Formatting to a Field Code 1 In the WTry30_studentfirstname_ studentlastname file, right-click <<Price>> and click Edit Field. 2 In the Field dialog box, click the Field Codes button. 3 In the Field Codes text box, MERGFIELD Price appears. 3 In the Field Codes text box, click to move the insertion point after Price. 4 Press the k once, and then type \# $, Click to mark the Preserve formatting during updates check box. 6 Click OK. 7 Save your work. Then, click Mailings > Finish & Merge > Edit Individual Documents. Click OK. 3 The merged directory appears. This time the prices are formatted as currency. 8 Close the merged document without saving. Then, save the WTry30_studentfirstname_ studentlastname file, and leave it open to use in the next Try It. (continued)

24 Learning Microsoft Office 2010 Word Chapter 4 25 Try It! Adding Numeric Formatting to a Field Code (continued) Add the switch to the end of the field code text Sorting Records in the Data Source n You can quickly change the order of records in an address list based on the data entered in any column in the list. n Simply click any column heading in the Mail Merge Recipients dialog box to sort the records into ascending order. n Click the column heading again to sort the records into descending order. Try It! Sorting Records in the Data Source 1 In the WTry30_studentfirstname_ studentlastname file, click Mailings > Edit Recipient List. 2 Click the Product column heading. The list of records becomes sorted by that field. 3 Click the Product column heading again. The list becomes sorted in the reverse order. 4 Click the Sort hyperlink below the records. The Filter & Sort dialog box opens. (continued)

25 26 Chapter 4 Word Learning Microsoft Office 2010 Try It! Sorting Records in the Data Source (continued) Click a column heading to sort by that field 5 Open the Sort by drop-down list, and click Weight. 6 Click the Ascending button next to Weight. 7 Open the Then by drop-down list, and click Product. 8 Click OK. 9 Click OK to close the Mail Merge Recipients dialog box. 10 Save the WTry30_studentfirstname_ studentlastname file, and leave it open to use in the next Try It. To sort by more than one field, use the Filter and Sort dialog box

26 Learning Microsoft Office 2010 Word Chapter 4 27 Selecting Specific Records n By default, all the records in the data source are selected to be included in a merge. n You can select the specific records you want to include. For example, you might want to send letters only to the people who live in a specific town, or products under a certain dollar amount. n To indicate that a recipient is selected, Word displays a check in the check box at the left end of the recipient s row in the Mail Merge Recipients dialog box. n You click the check box to clear the check, or click the empty box to select the recipient again. 3 You will learn more about filtering records in Lesson 31. Try It! Selecting Specific Records 1 In the WTry30_studentfirstname_ studentlastname file, click Mailings > Edit Recipient List. 2 Drag the divider between the Product and Weight column headings to the right so that no entries in the Product column are truncated. 3 Click the check box in the top-most row (the row that contains the column headings). All the check boxes for the individual records are cleared. 4 Click the check boxes for the records that contain the word Cat or Kitten in the product name. 5 Click OK. 6 Save the WTry30_studentfirstname_ studentlastname file, and close it. Only certain records are selected

27 28 Chapter 4 Word Learning Microsoft Office 2010 Project 65 Create It Merged Directory DIRECTIONS 1. In Windows, navigate to the location where the data files for this lesson are stored, and select WProj65d. 2. Press b+ C to copy the file. 3. Navigate to the location where your teacher instructs you to store the files for this lesson, and press b+ V to paste the file. 4. Select the copied file and press F2 to rename it. Type WProj65d_studentfirstname_ studentlastname, and press e. 5. Start Word and save the new document as WProj65_studentfirstname_studentlastname in the location where your teacher instructs you to store the files for this lesson. 6. Click Mailings > Start Mail Merge > Directory. 7. Click Mailings > Select Recipients > Use Existing List. 8. Navigate to the location where you placed the copy in step 3, and select WProj65d_ studentfirstname_studentlastname. 9. Click Open. 10. Type Name:, and press the k once. 11. Click Mailings > Insert Merge Field > First_ Name. 12. Press the k once. 13. Click Insert Merge Field > Last_Name. 14. Type your full name and today s date in the header of the document. 15. Close all open files, saving changes, and exit Word. Project 66 Apply It Merged Directory DIRECTIONS 1. In Windows, copy WProj66d from the data files for the lesson. Paste the copy in the folder where your teacher instructs you to store the files for this lesson. Name the copy WProj66d_ studentfirstname_studentlastname. 2. Start Word, and open WProj66 from the data files for this lesson. 3. Change the data source to WProj66d_ studentfirstname_studentlastname. 4. Save the document as WProj66_ studentfirstname_studentlastname in the location where your teacher instructs you to store the files for this lesson. 5. Sort the records by Position. 6. Exclude records from the merge where the Position is Exercise Instructor by clearing the check boxes for each of those records. 3 Sorting the records by Position (step 5) makes it easier to find the records to exclude (step 6). 7. Sort the records in A to Z order by Last_Name. 8. Merge to a new document. The finished document should resemble Figure 30-2 on the next page. 9. Save the new document as WProj66A_ WProj66a_studentfirstname_studentlastname in the location where your teacher instructs you to store the files for this lesson.

28 Learning Microsoft Office 2010 Word Chapter With your teacher s permission, print one copy of the new document. 11. Close the documents, saving all changes, and exit Word. Figure 30-2

29 30 Chapter 4 Word Learning Microsoft Office 2010 Lesson 31 Using Merge to Create WORDS TO KNOW Criteria Specific conditions used to match a record or entry in a data source file or list. Filter To apply one or more criteria to data and exclude data that does not match the criteria. MAPI A Microsoft standard that allows messaging programs to work together. What You Will Learn Creating an Merge Filtering Recipients Applying Rules to a Merge Software Skills You can use Mail Merge to generate mass ings in much the same way you can generate form letters. You type the message text you want each recipient to read, and insert merge fields to customize or personalize the message. Word automatically uses your program to send the messages. Filter the recipient list to quickly select the records you want to use. Application Skills You must notify all Michigan Avenue Athletic Club exercise instructors that there is an important meeting tomorrow. In this exercise, you will use Mail Merge to create an message about the meeting, and you will filter an existing data source file to select only exercise instructors as recipients. What You Can Do Creating an Merge n Use Mail Merge to set up and complete a merge using messages as the main document. n The data source must contain a field that contains the addresses. n You type the message text as if it were any normal Word document. You can optionally insert merge fields in the message body. n You do not have to insert the address field in the main document; Word will ask for it when you complete the merge.

30 Learning Microsoft Office 2010 Word Chapter 4 31 n You select options for merging to in the Merge to dialog box. For example, you may enter the text that will be displayed in the Subject field of the message header, and select the format to use for the message either HTML, plain text, or as an attachment. n When you merge to , Word does not create a merge document as it does when you merge letters, envelopes, or labels. Instead, the messages are created and sent to your program s Outbox. n To successfully complete a merge to , you must have a MAPI-compatible program, such as Microsoft Office Outlook, installed and set up for use with Word. Try It! Creating an Merge 1 Start Word, and save the new blank document as WTry31_studentfirstname_studentlastname in the location where your teacher instructs you to store the files for this lesson. 2 Click Mailings > Start Mail Merge > Messages. 3 Click Select Recipients > Use Existing List. 11 With your teacher s permission, click OK to send the ; otherwise, click Cancel. 12 Save the WTry31_studentfirstname_ studentlastname file, and leave it open to use in the next Try It. Set sending options 4 Navigate to the location where the data files for this lesson are stored and click WTry31D. 5 Click Open. 6 Type Dear and press k. 7 Click Insert Merge Field > First_Name. Then, type a colon (:), and press e. 8 Type the following paragraph: I hope you will join me in the conference room at 3:00 p.m. for the quarterly project review. 9 Click Mailings > Finish & Merge > Send Messages. 10 In the Merge to dialog box, in the Subject line box, type Quarterly review. Filtering Recipients n In addition to selecting certain recipients manually, as you learned to do in Lesson 30, you can filter the records in an address list in order to display records that match specific criteria. n The records that match the criteria are displayed, while those that don t match are hidden and not used in the merge.

31 32 Chapter 4 Word Learning Microsoft Office 2010 Try It! Filtering Recipients 1 In the WTry31_studentfirstname_ studentlastname file, click Mailings > Edit Recipient List. 2 Click the Filter hyperlink. The Filter and Sort dialog box appears with the Filter Records tab displayed. 3 Open the Field drop-down list, and click State. 4 Click in the Compare to text box, or press twice, and type IN. 5 Click OK to close the Filter and Sort dialog box. Only the record where the State is IN appears. 3 Notice that with a filter, unwanted records are hidden altogether, not just un-checked. 6 Click the Filter hyperlink again. 7 Click Clear All. 8 Click OK to close the Filter and Sort dialog box. 9 Click OK to close the Mail Merge Recipients dialog box. 10 Save the WTry31_studentfirstname_ studentlastname file, and leave it open to use in the next Try It. Filter records based on one or more criteria Applying Rules to a Merge n Rules are special codes that you can insert in a mail merge main document. For example, <<Fill- In>> is one of these codes. You can use it to prompt the user for input each time the merge is run, to insert information that may change each time. n Another rule code is <<If Then>>, which enables you to create logical conditions for a merge, and insert certain content only if the conditions are met.

32 Learning Microsoft Office 2010 Word Chapter 4 33 Try It! Prompting the User for Input in a Merge 1 In the WTry31_studentfirstname_ studentlastname file, delete 3:00 p.m. Do not delete the space before it or after it. 2 Click Mailings > Rules > Fill-In. The Fill-in dialog box opens. 3 In the Prompt box, type What time is the meeting?. 4 Click OK. A prompt appears for the time. 5 Type 4:00 p.m. and click OK. 6 Leave the WTry31_studentfirstname_ studentlastname file open to use in the next Try It. When prompted, enter the meeting time Set up to prompt the user for information Try It! Setting Up an If Then Condition 1 In the WTry31_studentfirstname_ studentlastname file, move the insertion point to the end of the last paragraph, and press k. 2 Click Mailings > Rules > If Then Else. 3 Open the Field name drop-down list, and click City. 4 Open the Comparison drop-down list, and click Not equal to. 5 In the Compare to text box, type Boston. 6 In the Insert this text box, type the following: Those who are not in the Boston office may attend via video teleconferencing by dialing into the Conference Center and entering code Click OK. 8 Click Mailings > Preview Results. The first record includes the added paragraph. 9 Click Mailings > Preview Results > Next Record. The next record does not include the added paragraph. 10 Save the WTry31_studentfirstname_ studentlastname file, and close it.

33 34 Chapter 4 Word Learning Microsoft Office 2010 Project 67 Create It Merged s DIRECTIONS 1. In Windows, navigate to the folder where the data files for this lesson are stored, and select WProj67d. 2. Press b+ C to copy the file. 3. Navigate to the location where your teacher instructs you to store the files for this lesson, and press b+ V to paste the file. 4. Select the copied file, and press F2 to rename it. Type WProj67d_studentfirstname_ studentlastname, and press e. 5. Start Word, and save the new blank document as WProj67_studentfirstname_studentlastname. 6. Click Mailings > Start Mail Merge > Messages. 7. Click Select Recipients > Use Existing List. 8. Navigate to the location where you placed the copy in step 3, and select WProj67d_ studentfirstname_studentlastname. 9. Click Open. 10. Click Insert Merge Field > First_Name. 11. Type a colon, and then press e. 12. Type the following paragraph: Please note that the information session for exercise instructors has been rescheduled to 3:30 p.m. tomorrow (Wednesday) in Aerobics Studio 1. See you there. 13. Click Edit Recipient List. 14. Click the Filter hyperlink. 15. Open the Field drop-down list, and click Position. 16. In the Compare to box, type Exercise Instructor. 17. Click OK, and then OK again to close the dialog boxes. 18. Click Mailings > Finish & Merge > Edit Individual Documents. 19. Click OK. A new document appears with the text for all messages to be sent. 3 You would not do this in a real-world situation; you would send the s. However, a new document is being created here for grading purposes. 20. Type your full name and today s date at the top of the new document. 21. Save the new document as WProj67A_ studentfirstname_studentlastname in the location where your teacher instructs you to store the files for this lesson. 22. Close all open files, saving changes, and exit Word.

34 Learning Microsoft Office 2010 Word Chapter 4 35 Project 68 Apply It Merged s DIRECTIONS 1. In Windows, copy WProj68d from the data files for the lesson. Paste the copy in the location where your teacher instructs you to store the files for this lesson. Name the copy WProj68d_ studentfirstname_studentlastname. 2. Start Word, and open WProj68 from the data files for this lesson. 3. Change the data source to WProj68d_ studentfirstname_studentlastname. 4. Save the file as WProj68_studentfirstname_ studentlastname in the location where your teacher instructs you to store the files for this lesson. 5. Filter the recipients so that the list includes only those whose Position is Exercise Instructor. 6. Use an If Then Else rule to create a condition where if the Specialty is the Water Aerobics, the following sentence appears immediately before the last sentence: Please bring a current copy of the pool schedule. Otherwise the following sentence should appear in that same position: Please bring a current copy of your room schedule. 3 See Figure 31-1 for guidance on setting up the rule. 7. Merge to a new document. Save the new document as WProj68a_studentfirstname_ studentlastname in the location where your teacher instructs you to store the files for this lesson. 8. At the top of the new document, type your full name and today s date. 9. Close all files, saving changes, and exit Word. Figure 31-1

35 36 Chapter 4 Word Learning Microsoft Office 2010 Lesson 32 Formatting WORDS TO KNOW Background The color, pattern, or fill displayed on the page behind data in a document. Fill effect A texture, shading, picture, or pattern used as a background. Gradient A gradual transition from one color to another. Hyperlink Text or graphics linked to a destination file or location. Click the link to jump to the destination. Texture A repeating graphic that gives a surfaced appearance such as stone, wood, or cloth. Web page title The text that displays in the title bar when a Web page is viewed in a Web browser. Web Pages with Word What You Will Learn Opening a Web Page Document in Word Using Web Page Titles Applying a Background Creating Hyperlinks Testing Hyperlinks Editing and Removing Hyperlinks Software Skills Web pages can be opened and edited in Word. You can set the Web page title so that people viewing the page in a browser will know what page is currently displayed, and apply a colored or textured background and decorative lines to enhance the page for viewing on a screen. You can also add hyperlinks that connect related documents to one another. Application Skills You have created a Web page document listing training courses for a company called Tech for All. In this exercise, you will open the Web page in Word and change the Web page title. You will also apply a background and some lines to the page and add hyperlinks.

36 Learning Microsoft Office 2010 Word Chapter 4 37 What You Can Do Opening a Web Page Document in Word n In Word, you can open and save several types of Web pages: l. Web Page, Filtered (Plain HTML format): Plain text files containing HTML codes; any graphics are stored in separate files and referenced via links. These use.htm or.html extensions. l. Web Page (Word format): These are combination Word documents and HTML files. They contain all the codes needed to display in a Web browser, plus extra codes for formatting in Word. Any graphics are stored in separate files and referenced via links. These use.htm or.html extensions too. l. Single-File Web Page (MHT): These files consolidate a Web page and all its graphics into a single file. These pages have an.mht or.mhtml extension. 3 When viewed in a file listing, a Web page created/saved in Word has a different icon one that contains a W symbol than a plain HTML Web page. n Use the Open dialog box to open any of these types of Web pages in Word the same way you open a regular Word document. The document displays in Web Layout view. n When you save the document, it remains in its original format unless you save in a different format. n If you double-click a Web page from a Windows file listing, it opens in your Web browser, not in Word. Try It! Opening a Web Page in Word (within Word) 1 Start Word. 2 Click File > Open. 4 Click Open. The file opens in Word. 5 Close Word without saving your changes. 3 Navigate to the folder containing the data files for this class and click WTry32.htm. Try It! Opening a Web Page in Word (outside of Word) 1 In Windows, open a Computer window and navigate to the location where the data files for this lesson are stored. 2 Right-click WTry32.htm. A menu appears. 3 Point to Open With, and click Microsoft Word. Try It! Saving a Web Page 1 With WTry32.htm open in Word, click File > Save As. 2 Navigate to the location where your teacher instructs you to store the files for this lesson. 3 In the File name box, type WTry32_ studentfirstname_studentlastname. 4 Open the Save as type drop-down list and click Single File Web Page. 5 Click Save. 6 Leave the WTry32_studentfirstname_ studentlastname file open to use in the next Try It. (continued)

37 38 Chapter 4 Word Learning Microsoft Office 2010 Try It! Saving a Web Page (continued) Save a file in one of the Web page formats Using Web Page Titles n Web page titles are displayed in the Web browser title bar. They do not appear when working with the document in Word. n By default, Word leaves the Web page title blank. When a Web document has no title assigned to it, the file name appears in the title bar in the Web browser window, or some generic title such as Blank Page. n You can set or change the page title name from the Save As dialog box. Try It! Assigning a Title to a Web Page 1 In the WTry32_studentfirstname_ studentlastname file, click File > Save As. 2 Click the Change Title button. 3 In the Enter Text dialog box, type The Plant and Flower Company for the page title. 4 Click OK. 5 Click Save to close the Save As dialog box. 6 Leave the WTry32_studentfirstname_ studentlastname open to use in the next Try It.

38 Learning Microsoft Office 2010 Word Chapter 4 39 Applying a Background n By default, Word documents including Web pages have a plain white background. n Add visual interest or create an effect by applying a color, pattern, fill effect, or picture to a document background. n One of the fill effects available is gradient, which is a gradual blend from one color to another. n Another effect is texture. Textures are small graphic files that repeat as many times as needed to fill the background; they resemble various materials like wood, cloth, and stone. n You can apply a background to any Word document, not just a Web page. Try It! Applying a Background 1 In the WTry32_studentfirstname_ studentlastname file, click Page Layout > Page Color. 2 Click a pale blue colored square. 3 Click Page Layout > Page Color. 4 Click Fill Effects. The Fill Effects dialog box opens. 5 Click the Gradient tab, if necessary, and then click Two colors. 6 Open the Color 1 drop-down list and click a pale blue square. 7 Open the Color 2 drop-down list and click a pale orange square. 8 In the Shading styles section, click Diagonal down. 9 Click OK. 10 Click Page Layout > Page Color > Fill Effects. 11 Click the Texture tab. 12 Click the first texture in the first row. 13 Click OK. 14 Save the WTry32_studentfirstname_ studentlastname file, and leave it open to use in the next Try It. Creating Hyperlinks n Hyperlinks can be used to link locations within a single document, to link two documents, or to link a document to a Web page or address. n Hyperlinks can be created in any type of Word document, not just in Web page documents. n When you format text as a hyperlink, Word automatically applies the Hyperlink style, which by default uses a blue font and a solid underline, but may be different depending on the current theme. n Once you click the hyperlink, the font color changes to indicate that the link has been used. n A hyperlink can point to a Web page or document (or any other type of file) in general, or to a specific heading or bookmark within that document. 3 Bookmarks are covered in Lesson 33.

39 40 Chapter 4 Word Learning Microsoft Office 2010 Try It! Creating a Hyperlink to a Web Site 1 In the WTry32_studentfirstname_ studentlastname file, click to move the insertion point after the ZIP code in the address, and press e to start a new paragraph. 2 Type Need directions? See Mapquest. 3 Double-click the word Mapquest to select it. 4 Click Insert > Hyperlink. 5 In the Address text box, type 6 Click OK. 7 Save the WTry32_studentfirstname_ studentlastname file, and leave it open to use in the next Try It. Try It! Creating an Hyperlink 1 In the WTry32_studentfirstname_ studentlastname file, click to move the insertion point to the end of the document, and press e to start a new paragraph. 2 Click Insert > Hyperlink. 3 Click Address. The dialog box layout changes to show options appropriate for creating an hyperlink. 4 In the Text to display box, type Contact Us. 5 In the address box, type info@ plantandflowercompany.org. 3 Word automatically adds mailto: at the beginning of the address. This is necessary to include. Do not try to delete it. 6 In the Subject box, type Question. 7 Click OK. 8 Save the WTry32_studentfirstname_ studentlastname file, and leave it open to use in the next Try It. Create a hyperlink to an address

40 Learning Microsoft Office 2010 Word Chapter 4 41 Testing Hyperlinks n By default, in Word documents you must press b and click the hyperlink in order to go to the hyperlink destination. This helps avoid accidental access. n When you press b and click a hyperlink to a Web page, the document opens in your Web browser program. n When you press b and click a hyperlink to an address, Word starts your program and displays a new message. The address and subject are filled in with the hyperlink information. n If you want, you can change the setting so that you don t have to press b. Try It! Testing a Hyperlink 1 In the WTry32_studentfirstname_ studentlastname file, hold down b, and click the Mapquest hyperlink. 3 Your Web browser opens and displays the Mapquest page. Note that you will need a live Internet connection for this. 2 Close the browser window. 3 Hold down b and click the Contact Us hyperlink. 3 A new is started in your default mail application. 4 Close the new without sending it, and close your application. 5 Leave the WTry32_studentfirstname_ studentlastname file open to use in the next Try It. Editing and Removing Hyperlinks n You can edit and format hyperlink text the same way you edit and format regular text. Click to move the insertion point into the text, and edit it normally. n You can change a hyperlink destination by opening the Edit Hyperlink dialog box and making changes. n You can remove a hyperlink completely, leaving the hyperlink text as regular text in your document. Try It! Editing and Removing Hyperlinks 1 In the WTry32_studentfirstname_ studentlastname file, right-click the Contact Us hyperlink, and click Edit Hyperlink. 2 Edit the text in the address box to read mailto:questions@plantandflowercompany. org. 3 Click OK. 4 Right-click the Mapquest hyperlink and click Ignore. 3 This is necessary because the spelling checker s rightclick menu overrides the normal one until you choose to ignore the fact that Mapquest is not in the dictionary. 5 Right-click the Mapquest hyperlink and click Remove Hyperlink. 6 Save the WTry32_studentfirstname_ studentlastname file, and close it.

41 42 Chapter 4 Word Learning Microsoft Office 2010 Project 69 Create It Web Page DIRECTIONS 1. Start Word, if necessary, and open WProj69.mht in Word from the data files for the lesson. 2. Click File > Save As. 3. Navigate to the location where your teacher instructs you to save the files for this lesson. 4. Click the Change Title button. 5. Type Class Offerings. Click OK. 6. In the File name box, type WProj69_ studentfirstname_studentlastname. Click Save. 7. Double-click Registrar in the last paragraph to select it. 8. Click Insert > Hyperlink. 9. In the Insert Hyperlink dialog box, click Address. 10. In the address text box, type.registrar@ techforall-phx.org. 11. Click OK. 12. Close the document, saving changes, and exit Word. Project 70 Apply It Web Page DIRECTIONS 1. Start Word, and open WProj70.mht in Word from the data files for the lesson. Save it as WProj70_ studentfirstname_studentlastname in the location where your teacher instructs you to store the files for this lesson. 2. Apply the Recycled Paper texture as a page background. 3 The Recycled Paper texture is the second texture in the fourth row of the Fill Effects dialog box (Texture tab). 3. Remove the hyperlink from the word Inquiry in the last paragraph. 4. Make the words Enroll online in the last paragraph a hyperlink to org/registration. 5. Edit the Registrar hyperlink so that the address used is info@techforall-phx.org. The last paragraph should now appear as in Figure 32-1, with two hyperlinks. 6. Save your work, and change the page title to Tech for All. 7. Close the document, and exit Word. 8. In Windows, navigate to the location containing the file WProj70_studentfirstname_ studentlastname, and double-click it, opening it in your Web browser. Check to make sure Tech for All appears in the title bar of the browser window. 9. Close the Web browser. Figure 32-1

42 Learning Microsoft Office 2010 Word Chapter 4 43 Lesson 33 Using the World Wide Web What You Will Learn Viewing a Web Page in a Browser Navigating a Web Site Locating Information Online Bookmarking Web Pages for Future Use Evaluating the Usefulness of Online Information Solving Problems Using the Web Software Skills Because so much information is available on the Web, it is important to know how to look up information, and how to navigate Web sites. You should also know how to bookmark pages that you find, for later viewing. Application Skills The training manager at Tech for All wants to present information to his students about careers for people who are proficient in Microsoft Office applications. In this lesson, you will use the Web to find jobs that require Office skills, and prepare a list of the Web sites where you found the information. WHAT YOU CAN DO Viewing a Web Page in a Browser n Anyone with a computer, an Internet connection, and communications software can access the Internet and the Web (which is short for World Wide Web). n Some things available via the Internet and the Web include communication, product information and support, job searches, reference material, shopping, stock quotes, travel arrangements, real estate information, and games. n For a fee, Internet Service Providers (ISPs) provide you with an account and Internet access. WORDS TO KNOW Bookmark In Firefox and some other Web browsers, a saved link to a Web page. Also called favorite. Favorite In Internet Explorer and some other Web browsers, a saved link to a Web page. Also called bookmark. Home page The default page that appears when you open Internet Explorer (or whatever browser you are using). HTML Hypertext Markup Language, a type of encoding that tells a Web browser how to format and display text and graphical information. Internet A worldwide network of computers. Internet Service Provider (ISP) A company that provides access to the Internet for a fee. Navigation bar A list of sections or pages that you can quickly jump to from the current Web page. Typically a navigation bar is consistent across all the pages on a site. Search engine A tool that enables you to search a large database of indexed Web sites based on keywords you specify.

43 44 Chapter 4 Word Learning Microsoft Office 2010 WORDS TO KNOW (CONT) Web Short for World Wide Web. An interconnected network of Internet servers and pages of information in HTML format. Web browser Software designed for locating and viewing information stored on the Web. Web page A document stored on the Web. Web server A computer connected to the Internet that stores and delivers Web page documents. n Web pages are individual documents in HTML format stored on a Web server. n To view Web pages, you need Web browser software. Windows comes with the Internet Explorer Web browser, although your computer may be set up to use a different browser, such as Firefox, Opera, or Google Chrome. n To go back to a previously viewed page, click the Back button. n After clicking the Back button, a Forward button becomes available. Clicking it returns you to the page you were on before you clicked Back. The Back and Forward buttons each have drop-down lists, so you can go back or forward multiple steps at once. n The Home button returns you to your Home page. The Home page is the default page that appears when you open Internet Explorer (or whatever browser you are using). Figure 33-1 Back button Forward button Home button Try It! Viewing a Web Page in a Browser 1 In Windows, click Start > All Programs > Internet Explorer. 3 You can open another browser instead of Internet Explorer, and you must have a live Internet connection to do this Try It. 2 In Internet Explorer, click in the Address bar. The existing address becomes selected. 3 Type news.google.com, and press e. Type the address in the Address bar 5 Click the Back button in the Internet Explorer window s upper-left corner. 6 Click the Forward button. You return to the page you were on before step 1. 7 Click the Back button again. You return to the page you were on before step 2. 8 Click a hyperlink on the current page. A different page is displayed. 9 Click a hyperlink on the current page. Another page is displayed. 10 Click the down arrow to the right of the Forward button. A menu opens. 11 Click the bottom item on the menu. The page you started with appears. 4 On the news.google.com page in Internet Explorer, click any hyperlink. 12 Leave Internet Explorer open to use in the next Try It.

44 Learning Microsoft Office 2010 Word Chapter 4 45 Navigating a Web Site n Most Web sites consist of multiple linked pages, with a navigation system of some type tying them together. n Typically a navigation bar appears either along the left side of the page or across the top. Some Web sites use both. It lists subject headings. Clicking a subject will either open another page on that theme, or will open a menu, depending on the construction of the site. n To move to a different page within the same site, click a hyperlink within the navigation bar. Locating Information Online n Almost every topic you might want to know about can be found somewhere on the Internet. To find it, you can use a search engine. A search engine looks up the keywords you specify in a large index of Web sites, and provides links to relevant content on a Search Results page. n There are thousands of search engines, but a few large ones dominate. They include: l. Google: l. Yahoo: l. Bing: Try It! Navigating a Web Site Using a Navigation Bar 1 In Internet Explorer, click in the Address bar. 2 Type and press e. 3 Locate the navigation bar. 3 At the time of this writing, the navigation bar is the blue bar across the top, listing topics such as About Us, Our People, and Responsibility. 4 Click About Us. 5 Click in the Address bar. Type news.google.com, and press e. 6 Locate the navigation bar. 3 There are two navigation bars. The main one is the Top Stories bar at the left. The hyperlinks across the top also form a type of navigation bar, one that enables you to choose various types of content to display. 7 In the navigation bar at the left, click World. A page containing international news appears. 8 Leave Internet Explorer open to use in the next Try It. Try It! Searching the Web for Information 1 In Internet Explorer, type in the Address bar, and press e. 2 In the text box that appears, type video cameras, and press e. 3 Click one of the links that appears on the search results page. 4 Click the Back button twice to return to 5 Type digital video camera reviews, and press e. 6 Click one of the links that appears on the search results page. 7 Repeat steps 1 6 at 8 Leave Internet Explorer open to use in the next Try It.

45 46 Chapter 4 Word Learning Microsoft Office 2010 Bookmarking Web Pages for Future Use n You can save the addresses of helpful sites you visit in your Web browser application for quick revisiting later. n Depending on the browser, a saved link to a page might be called a favorite (Internet Explorer) or a bookmark (Firefox and some other applications). Evaluating the Usefulness of Online Information n Depending on the type of information desired, different sites may be appropriate. n For current news stories, sites that aggregate (collect) news stories, such as news.google.com, produce good results. n For general knowledge, an encyclopedia may be useful, such as n Wikipedia is a well-known public information collection, like an encyclopedia. However, since it is maintained and updated by the public, it is not authoritative. n General Web searches produce a mixed bag of results. Some sites are authoritative, and others are not. Here are some criteria for determining the reliability of a site: l. Is it professionally designed and maintained? l. Is it up to date? l. Is it run by a well-known company? l. Is it sponsored by a neutral company with no profit to be made by skewing the information? l. Does it cite the sources from which the information has been taken, if the site owner did not do the original research? Solving Problems Using the Web n Many sources of problem-solving and troubleshooting information are available on the Web. n For example: l. Computer troubleshooting is available at sites such as l. Medical self-diagnosis help is available at sites such as l. Consumer advice is available at sites such as l. Automotive repair help is available at sites such as n Like other information, these sites should be evaluated carefully for credibility before taking the advice at face value. This is especially true for sites that dispense medical and safety information. Try It! Using Favorites in Internet Explorer 1 In Internet Explorer, type in the Address bar, and press e. 2 Click the Favorites button. 3 Click Add to Favorites. 4 In the Add a Favorite dialog box, click Add. 5 Click the Favorites button. 6 Scroll down (if needed) to the bottom of the Favorites list. 8 Click the Favorites button. 9 Scroll down (if needed) to the bottom of the Favorites list. 10 Right-click U.S. Department of Education. 11 Click Delete. In the Delete Shortcut dialog box, click Yes. 12 Click away from the Favorites menu to close it. 13 Close the Internet Explorer window. 7 Click U.S. Department of Education.

46 Learning Microsoft Office 2010 Word Chapter 4 47 Project 71 Create It Listing of Career Web Sites DIRECTIONS 1. Start Word, and save the new blank document as WProj71_studentfirstname_studentlastname in the location where your teacher instructs you to store the files for this lesson. 2. Type Information about Office Careers. 3. On the Home tab, in the Styles gallery, click Heading Press e to move the insertion point to the next line. 5. Click Start > All Programs > Internet Explorer. 6. In the Address bar, type and press e. 7. In the search text box on the Google page, type Microsoft Office jobs, and press e. 8. Click the first link in the search results to visit that page. 9. Select the address in the Address bar, and press b+ C to copy it. 10. Make a mental note of the title of the page in the title bar of Internet Explorer. 11. Switch to Word, and type the title that you noted in step Press j+ e to start a new line. 13. Press b+ V to paste the address from the Clipboard into the document. 14. Close the document, saving changes, and exit Word. Close Internet Explorer. Project 72 Apply It Listing of Career Web Sites DIRECTIONS 1. Start Word, and open WProj72 from the data files for this lesson. Save it as WProj72_ studentfirstname_studentlastname in the location where your teacher instructs you to store the files for this lesson. 2. Open the first hyperlink in the document in Internet Explorer. 3. Bookmark the page in Internet Explorer. 4. Using find two more Web sites that contain information about Microsoft Office jobs. Bookmark each of the sites in Internet Explorer. 5. Visit each site, including the sites that were already listed, and evaluate each site in terms of: n Quality of information n Professional appearance n Being up to date n Containing objective information 6. Reorder the sites in the document from best to worst, based on your evaluation. 7. Close the document, saving changes, and exit Word. Close Internet Explorer.

47 48 Chapter 4 Word Learning Microsoft Office 2010 Lesson 34 Sharing WORDS TO KNOW Blog An online journal, with entries organized from newest to oldest. PDF reader A program that reads (displays) the content from PDF files. Adobe Reader is one example. Plagiarism To represent someone else s work as your own. Real-time communication Communication in which the parties communicate live, rather than exchanging stored messages. XPS reader A program that reads (displays) the content from XPS files. The XPS Reader that comes with Windows Vista and 7 is one example. Documents and Communicating with Word What You Will Learn Evaluating Methods of Distributing Information Online Copying Data from a Web Page into a Word Document Printing a Web Page Sending a Document as an Attachment Saving a Document in PDF or XPS Format Creating a Blog Post Software Skills Word offers many options for distributing content. You can create Web pages, as you saw in the preceding lesson, send documents to others via attachment, output a document to a PDF file, or post a document to a blog. You can also move data from a Web page into Word, or print a Web page and then retype its content into Word. Application Skills The training manager at Tech for All would like to distribute the list of course offerings from his Web site in some other formats to reach a wider variety of potential clients. You will help him by copying the data from his Web page, printing the Web page, sending the data via , and creating a PDF version of the document.

48 Learning Microsoft Office 2010 Word Chapter 4 49 What You Can Do Evaluating Methods of Distributing Information Online n There are many ways to gather and distribute information online. Depending on the situation, you may want to communicate and collaborate with your family members, peers, teachers, subject experts, or other groups or individuals. n For one-on-one communication between individuals, you might consider these types of delivery: l. private mail exchanged via an program. l. Instant messaging: Real-time messages exchanged via an instant messaging application such as ICQ or Yahoo! Messenger. n For group conversations: l. Online chat rooms: Real-time communication, like instant messaging, but in a more public setting, with many people communicating at once. l. Newsgroups: Message boards, usually accessed via Web interface, where public messages are exchanged. Similar to , but public or semi-public. l. groups: Private s exchanged among a group of registered participants. 3 and instant messaging can also be used for small group conversations. n For taking classes and getting advice from experts: l. E-learning: a complete course offered online, via a Web or other proprietary interface. l. Video conferencing: real-time communication via video cameras and microphones. l. Net meetings: real-time communication via any of a variety of online tools, including webcams, microphones, chat windows, and application sharing. n For delivering ideas and information to others: l. Web site: a collection of Web pages stored on a server. l. Blog: a personal or professional diary or journal posted on a public or semi-public Web site. l. PDF document: A page layout version of your document (non-editable) for distribution to people who may not have Word, or who should not edit the document. The PDF format is owned by Adobe Systems. You need a reader application called Adobe Reader (free from to view a PDF document. l. XPS document: The Microsoft equivalent of a PDF document. You need Windows Vista or higher, or an XPS reader application, to view an XPS document. n Word can publish to a blog, send , and publish to PDF and XPS formats. n You can also share Word files by publishing them, in their native Word format, to an online location such as a Skydrive, a file server (public or private), or a file-sharing service. Copying Data from a Web Page into a Word Document n You can copy and paste text or pictures from almost any Web site into Word using the Clipboard. 3 When copying content from a Web page, keep in mind that the content may be copyrighted and subject to restrictions on its use. 3 Do not submit content that you get from a Web site as your own work for school or work; this is called plagiarism and may result in failing grades, job loss, and even legal penalties.

49 50 Chapter 4 Word Learning Microsoft Office 2010 Try It! Copying Data from a Web Page to a Word Document 1 Open your Web browser and navigate to 2 Drag to select any paragraph of text on the page. 3 Press b+ C to copy the paragraph. 4 Start Word. 5 In the new blank document, press b+ V to paste the paragraph. 6 Switch back to your Web browser. It should already be open to 7 Right-click any picture on the page and click Copy on the shortcut menu. 8 Switch back to the Word document you created earlier. 9 Click to place the insertion point at the beginning of the paragraph you pasted earlier. 10 Press b+ V to paste the picture. 11 Save the document as WTry34_ studentfirstname_studentlastname in the location where your teacher instructs you to store the files for this lesson, and leave it open to use in later Try Its. Printing a Web Page n You can also print the content of a Web page. This may be useful when you need to take some information with you where you can t take a computer. n Most Web browsers have a Print Preview feature that shows you in advance what the printout will look like. Its use is optional. Try It! Printing a Web Page 1 Switch back to your Web browser. It should already be open to 2 Press b+ P. 3 In most applications, the b+ P keyboard shortcut opens the Print dialog box. 3 With your teacher s permission, click Print. (In some browser applications it may be OK rather than Print.) Otherwise, click Cancel. 4 If the menu bar does not appear in your browser, press a. 5 Click File > Print Preview. 6 With your teacher s permission, click Print. Otherwise, close the Print Preview window by clicking the Close box in its upper-right corner. 7 Close your Web browser. Sending a Document as an Attachment n Word documents, like any other files, can be attached to messages for distribution. n Word makes it easy to send a document as an attachment by including a command that acts as a shortcut to the procedure. n When you use this command, your default program opens a new blank message with the active Word document attached to it. 3 If there is no application installed and configured on the PC you are using, you cannot use this command to send . You may be able to send the Word document as an attachment via a Web-based service such as Hotmail or Gmail instead.

50 Learning Microsoft Office 2010 Word Chapter 4 51 Try It! Sending a Word Document as an Attachment 1 In the WTry34_studentfirstname_ studentlastname file, click File > Save & Send. 2 Under Send Using , click Send as Attachment. 3 Your default application opens, and a new message is created. 3 With your teacher s permission, fill in a recipient s address in the To: box and click Send. Otherwise, close the message window without sending. 4 Leave the WTry34_studentfirstname_ studentlastname file open for use in the next Try It. Saving a Document as PDF or XPS n A PDF file is a read-only layout of a document that can be read using a PDF reader application, such as Adobe Reader or Adobe Acrobat. Adobe Reader is a free program that you can get at com; Adobe Acrobat is a commercial version that contains additional features. n You might want to create a PDF copy of your document to distribute in situations where not everyone has Word (but everyone does have or can get a PDF reader), or in situations where you want people to have an uneditable copy. n XPS is the Microsoft equivalent of PDF. Windows Vista and Windows 7 both come with an XPS reader, so you do not need a special utility. XPS is a good format to use when everyone you distribute to is running one of those two Windows versions. Try It! Saving a Word Document as a PDF File 1 In the WTry34_studentfirstname_ studentlastname file, click File > Save & Send > Create PDF/XPS Document > Create PDF/ XPS. 3 The Publish as PDF or XPS dialog box opens. 2 If necessary, open the Save as type drop-down list, and click PDF if it is not already selected. 3 In the File name box, type WTry34_ studentfirstname_studentlastname_pdf. Navigate to the folder where you have been instructed to save your files for this lesson. 4 Click Publish. The document opens in the default application for PDF files on your PC (if you have one). 5 Close the WTry34_studentfirstname_ studentlastname_pdf file, but leave the WTry34_studentfirstname_studentlastname file open for use in the next Try It. Publish the Word document in PDF format

51 52 Chapter 4 Word Learning Microsoft Office 2010 Try It! Saving a Word Document as an XPS File 1 In the WTry34_studentfirstname_ studentlastname file, click File > Save & Send > Create PDF/XPS Document > Create PDF/ XPS. 3 The Publish as PDF or XPS dialog box opens. 2 If necessary, open the Save as type drop-down list, and click XPS if it is not already selected. 3 In the File name box, type WTry34_ studentfirstname_studentlastname_xps. Navigate to the folder where you have been instructed to save your files for this lesson. 4 Click Publish. The file opens in the XPS Viewer application (if you have Windows Vista or Windows 7). 5 Close both open documents. Creating a Blog Post n A blog is an online journal that can be read on the Web or via an RSS (Really Simple Syndication) feed to a feed reader program or an program. n Blogs are easy and inexpensive to set up and they enable almost anyone to broadcast their opinions to the world. n Most blogging services provide Web interfaces from which you create new posts for your blog. n Using Word to create a blog post is an alternative to using that default interface. Word s spell-checking, research, and other proofing tools can come in handy when you are trying to make a good impression. 3 Before you can post to your blog from Word, you must register your blog server in Word. For this class, your teacher may not want you to do that; ask before configuring it. 3 If you do not already have a blog, consider creating a free one at a site such as so you can perform the following steps. Again, check with your teacher before posting to a blog. Try It! Starting a Blog Post 1 In Word, click File > New > Blog Post. 2 Click Create. 3 If a message appears about registering your blog service, click Register Later. 4 Click in the Enter Post Title Here placeholder and type Longer Hours for Library. 5 Click below the blue horizontal line to move the insertion point there. 6 Type the following paragraph: I really wish my local library were open until 11 p.m. or later on weeknights. I get off of work at 8:00 p.m. and it is difficult to get to the library before it closes at 10 p.m. 7 Save the file as WTry34_studentfirstname_ studentlastname_blog, and leave it open to use in the next Try It.

52 Learning Microsoft Office 2010 Word Chapter 4 53 Try It! Registering a Blog Server 3 You must have a blog account already in order to perform these steps. These steps use Typepad as an example, but choose your actual provider in step 3 if it is different. Configure Word to connect to your blogging service 1 In the WTry34_studentfirstname_ studentlastname_blog file, click Blog Post > Blog > Manage Accounts. 2 Click New. 3 Open the Blog drop-down list, and click Typepad. 4 Click Next. 5 Type your user name and password in the boxes provided, and click OK. 6 Click Yes to confirm. 7 At the message that the registration was successful, click OK. 8 Click Close. Try It! Publishing to Your Blog 3 You must have a blog account already created and set up in Word (see the previous Try It) to perform these steps. 1 In the WTry34_studentfirstname_ studentlastname_blog file, click Blog Post > Blog > Publish. 2 If prompted, type your user name and password for your blogging service in the boxes provided. Then, click OK. 3 If prompted to confirm, click Yes. (You may see this prompt more than once.) 3 When the post is successfully published, a message appears in an information bar at the top of the document in Word. 4 Save the WTry34_studentfirstname_ studentlastname_blog file, and close it. Project 73 Create It Course Listing DIRECTIONS 1. In Windows, navigate to the location where the data files for this lesson are stored, and doubleclick WProj73.mht to open it in your default Web browser. 2. Press b+ A to select the page s entire content. 3. Press b+ C to copy it to the Clipboard. 4. Start Word. 5. In the new blank document that appears, press b+ V to paste the copied text into the document.

53 54 Chapter 4 Word Learning Microsoft Office Type your full name and today s date in the footer of the document. 7. Save the document as WProj73_ studentfirstname_studentlastname in the location where your teacher instructs you to store the files for this lesson. 8. With your teacher s permission to , do the following: a. Click File > Save & Send > Send as Attachment. b. Type your teacher s address in the To: box. c. Click Send. 9. Close Word, and return to the Web browser window. 10. With your teacher s permission, do the following to print the page: a. Press a if necessary to display the menu bar. b. Click File > Print. c. Click the printer that you want to use, if it is not already selected. d. Click Print. e. Write your name on the printout. 11. Close the Web browser window. Exit Word. Project 74 Apply It Course Listing DIRECTIONS 1. Start Word, if necessary, and open WProj74.mht in Word. Save it as WProj74_studentfirstname_ studentlastname, in the same format (.mht), to the location where your teacher instructs you to store the files for this lesson. 2. Publish the document as a PDF file to the location where you are storing files for this lesson. Name the file WProj74_studentfirstname_ studentlastname_pdf. 3. Publish the document as an XPS file to the location where you are storing files for this lesson. Name the file WProj74_studentfirstname_ studentlastname_xps. 4. Start a new blog post document, and type the heading and body text shown in Figure Paste the contents of WProj74.mht into the blog post below the body paragraph you just typed, starting with the January bullet point. 6. Save the blog post document as WProj74_ studentfirstname_studentlastname_blog. 7. Close all open documents, saving changes, and exit Word. Figure 34-1