Overview Selecting 8 9. Finishing. the Letter Enabling. Enabling Start the Inserting. Inserting Inserting. Creating.

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1 Overview VERVIEW... CT... OV VIEW THE PROJEC USING MAIL MERGE... 5 MAIL MERGE MAILINGS TAB & TERMS... 5 CREATING LABELS... 7 Selecting Mail Merge style and Data Create Sorting and Filters... 8 Insert Address Using Pre-Set Merge Templates... 9 CREATE MAIL MERGE LETTERS Set up the Document Create the Document Finishing the Letter CREATING DATA FROM EXTERNAL SOURCES Enabling Import from Database Importing from Excel Setting Data Import Parameters Formatting Data table Importing Data from Outlook Contacts REVIEW CREATING FORMS & TEMPLATES CREATING THE FORM LAYOUT Enabling the Developer Tab Start the Form Inserting Drop-Down Content Controls Duplicate the Content Controls Inserting Check Box Form Fields Inserting Text Form Fields LOCKING AND TESTING THE FORM Locking the Form Testing the Form CREATING AND USING U TEMPLATES a Document Template Accessing a Template REVIEW REFERENCE ITEMS CREATING HEADING STYLES New Heading Styles Applying the New Heading Style Modifying styles Using Custom Styles in Other Documents CREATING A TABLE OF CONTENTS (TOC) Inserting a Table of Contents Assign New Headings for Table Updating a Table of Contents Using TOC Links to Navigate ADDING HYPERLINKS IN A DOCUMENT a Bookmark a Hyperlink Adding Screen Tips

2 REV ADDITIONAL TOOLS ADVANCED TOOL MA REV a Cross-Reference Adding an Index List Marking Index Entries VIEW LS Adding Watermarks Word Count Readability Statistics Translating Text ACROS Recording a Macro Adding the Macro to the Quick Access Toolbar Change the Quick Access Toolbar Button Face Iconn Pre-Created Word Macros: Macro to View Shortcut Keys Example VIEW

3 Section III Creating Forms & Templates Word gives you the ability to create customized forms which set conditions that others must follow when filling out the form. Before creating your first form you must enable the forms feature. This will give you a special Developer tab and Controls group containing buttons to create the content controls 1 that manage the form fields. Also, all forms need to be locked (or protected) prior to sending them out for use. Creating the Form Layout then start by creating our form. This includes adding all needed form fields and setting properties for each of those fields. Enabling the Developer Tab We need to first select the Developer tab so we have the tools we need to design the form. 1. Click on the File Tab, and then click Options 2. In the left hand column, select Customize Ribbon 3. In the second column, check the box next to Developer to make it visible on the Ribbon, and then click OK. Start the Form create a form to send to employees to gather their feedback on the employee café. 1. Create a new blank Word document 2. Type the title: Employeee Café Survey and thenn Center and Bold the text 3. Two lines down from the title, type the following text: The following survey is to gauge your opinion of the Employeee Café in an effort to re-design its services to better suit your needs. 4. Press Enter twice and then type: How would you rate: 5. Press Enter and type: Your overall experience at the Café 6. Press Enter and type: Food Quality 7. Press Enter and type: Food Variety 8. Press Enter and type: Service 9. Press Enter and type: Ambiance 10. Press Enter a couple times to leave blank liness at the bottom of your form 1 Content Controls are new with Word 2007, and are the preferred controls for implementing forms. However, if your forms must be compatible with previous versions of Word because those filling in the forms will be using previous versions of Word, it is necessary too use Forms Controls. Forms Controls are still available in Word 2007 via the Legacy Tools button in the Controls group of the Developer tab

4 Inserting Drop-Down Contentt Controls Now we want to insert drop-down selection options for employees to rate their satisfaction on items. We also need to create the options we want to appear in the drop-down selections. 1. Click at the end of the text: Your overall experience at the Café and press tab 2. On the Developer tab, in the Controls group, click the Drop- Down List content control. 3. Select this control, and then on the Developer tab, in the Controls group, click Properties, to open the Content Control Properties dialog box 4. In the Title field type: Overall Experience 5. Check the Content control cannot be deleted checkbox 6. In the Drop-Down List Properties text box clickk Add, then type Excellent and click the OK button 7. Follow the same steps to add the options: Good, Average, and Poor 8. Click OK Duplicate the Conten Controls use this same Drop-Down List content control we created for multiple questions. 1. Select the form field content control item and click the Copy button 2. Click at the end of the text Food Quality, presss Tab so the insertion point is lined up with the form field on the previous line andd click the Paste button 3. Repeat the previous three steps to add the next three form fields to the rest of the text 4. Select all of the list thatt includes the drop-down form fields 5. Click on Home tab and then on the Bullets drop-down in the Paragraph group 6. Click on the Square option Tip: You can also set a Tab Stop at the 3 mark on the rulerr to better line up all of your form fields

5 Inserting Check Box Form Fields now use the check box form fields to allow employees to check multiple items in a list. In this instance we use the Checkbox Content Control. 1. After your list, press Enter twice and type: What types of food would you like to see served at the Café 2. Press Enter twice and then create a Tab stop at the 1 inch mark on the Ruler 3. Press Tab and type: Asian 4. On the Developer tab, click on the Check Box button in the Controls group 5. Press Enter and then Tab again and type: Mexican 6. Follow the steps steps to enter the other options of: Mediterranean, Burgers & Sandwiches, Salads, Deserts 7. Return to the line with the word Asian and click so your cursor is at the beginning of the line (the text: Asian should bee listed at the 1 inch mark) 8. On the Developer tab, in the Controls group, click on the Check Box Content Control button 9. Repeat the steps to add a check box to the left of each of the listed food items Inserting Text Form Fields We want to create a location where the customers can list any comments or other options they would like included for food choices. 1. Press Enter twice, then type: Please list any additional menu requests: 2. Press the Tab key then click on the Text buttonn in the Controls group 3. Select this control, and then again in the Controls group, click Properties to open the Content Control Properties dialog 4. In the Title field type: Additional Menu Requests 5. Check the Content control cannot be deleted checkbox 6. Check the Allow carriage returns (multiple paragraphs) checkbox 7. Click on OK Note: Form field shading is used so that you can quickly identify where your form fields are when creating the form. You can get rid of the shading by clicking the Form field shading button from the legacy tools. In this case you may want to put borders around your form fields so that others will see where they are when using the form

6 Locking and Testing the Form Once a form is complete, the only way it can be tested and ultimately used is to protect it by locking the fields so they can no longer be edited, and are in a fill format. Locking the Form 1. On the Developer tab, in the Protect group, click Restrict Editing button 2. In the Restrict Formatting and Editing pane, under Editing restrictions, check the Allow only this type of editing in the document check box 3. In the list of editing restrictions, select Filling in forms 4. Under Start enforcement, click Yes, Start Enforcing Protection 5. Click the OK button without entering a password this will ensure that it is NOT password protected. To assign a password to the document so that only reviewers who know the password can remove the protection, type a password in the Enter new password (optional) box, and then confirm the password. If you do assign a password write it down so as not to forget it. 6. Save the form to your Desktop and title it: Employee Café Survey 7. Close the form Note: Passwordss are generally not needed on a form. If you forget a password, you will never be able to open and edit your form which can make them a precarious thing to use. If you are worried about someone editing your form, save it as a template so thatt they are always forced to save it as a new document and can t inadvertently edit it. See next section on steps to do this. Testing the Form Now use the form just as an employee would to ensure they get the experience you want. 1. Open the form 2. Go through the form and fill out the fields press your Tab key to move from one field to another 3. Click the Close button and choose No when complete

7 Creating and Using Templates A template is a document that contains various formatting and setting items and can be used to create consistent Word documents based on these formats. The benefit of using a template is that you can easily access it from a list of templates when creating new documents, and it will force users to save any changes as a new document, whichh leaves the integrity of your template intact. a Document Template Creating a new template works similarly to creating a new document. save our Employee Café Survey as a Template so that every time a user opens it and makes changes, they will be forced to save it as a new document. 1. Open the Employee Café Survey document 2. Click the File Tab, and then click Save As 3. In the Save As dialog box, select Word Template 4. Select Templates in the SaveAs dialog sidebar. This will open the correct file location to save your template: C:\Documents And Settings\User Name\Appli ication Data\Microsoft\Templatess Accessing a Template verify that your new template is there. 1. Click the File Tab, and then click New 2. Click the My templates item 3. Double-click on your newly created template too open it from the dialog box 4. Check one of the check boxes in the form, thenn click the File Tab, and choose Save. Notice that you are prompted to save it as a new document because it is a template. 5. Click Cancel and close your template choosing No when prompted to save changes Tip: To save a template on the network for all to share, you can save it to a Workgroup template file. To view the file path of a Workgroup templatee file: Click the File Tab, and click the Options button. Click on Advanced in the sidebar. Scroll down to the General section and click the File Locations button. You should see the workgroup file path located under the File Locations tab

8 Review 1. Create a Vacation Request Form with the following fields a. Title: Vacation Request Form (bold andd center the title) (page 17) b. Two lines under the title, insert a Text Content Control titled Name: c. Two lines under the title, insert a Text Content Control titled Date: d. Two lines under the Date field, create two Check Box Contentt Controls for Vacation time and Personal/Sick time e. Two lines under the Check Box fields, create a Drop-Down List Content Control titled: Department, with the following drop-down options: Accounting, Human Resources, Marketing, Production, Sales, and Training (page 23) f. Two lines under the drop-down list, place a Text Content Control with a title above the text box of: Details 2. Lock the form 3. Save the Form as a Template in your templatee folder and name it: Vacation Request Form. Final form should look like diagram 2.1 below. 4. Test the form by creating a vacation request for yourself for next week and saving it to your desktop. Diagram