Microsoft Word 2003 for Windows, Part 2

Microsoft Word 2003 for Windows, Part 2 In this workshop, the following Word 2003 features will be covered: Creating and using Tables Formatting text using Styles Using MailMerge Arranging text in Columns Inserting Page Breaks and Section Breaks Using Footnotes and Endnotes Sorting text Inserting Smart Quotes and Straight Quotes Creating and Using Tables Using tables allows you to line up information in rows and columns and use borders and shading. You can create a table using the INSERT TABLE command or the DRAW TABLE command on the TABLE menu. You can also use the INSERT TABLE button on the STANDARD TOOLBAR as follows: Create a simple table: 1. Click on the INSERT TABLE button on the Standard toolbar. 2. Drag down and to the right to select the number of rows and columns you want. Note: By default, WORD tables have a half-point black, single solid-line border that prints. If you do not want the border, immediately after inserting the table, press CTRL+ALT+U. The border disappears. The little end-of-cell or end-of-row markers do not print. You can show them or hide them by pressing the SHOW/ HIDE PARAGRAPH button on the STANDARD TOOLBAR. Create a table with Insert Table command 1. Click on the INSERT TABLE command on the TABLE menu. 2. Specify the number of columns and rows. 3. You can choose to AUTOFIT your table to the content, AUTOFIT your table to the window size, or specify the size of your table. 4. Click the AUTOFORMAT button to view the built-in format options you may select, then click OK.

If you select AUTOFIT TO CONTENTS, your table will increase as necessary depending on the length of the text. To increase the width and height of your document, do the following: 1. Place your pointer over the table until you see the RESIZE icon appear. 2. Then place your pointer over the RESIZE icon until you see the RESIZE box appear around the icon. 3. Click and drag down and to the right to increase the height and width of your table proportionally. As you drag, you will see a dotted line indicating the size of your table when it is resized. See the illustration at the right. The option FIXED COLUMN WIDTH allows you to specify, in inches, the width of each column. Create a complex table: 1. Click the location where you want to create the table. 2. Click the TABLE menu and then the DRAW TABLE command. You see the TABLES AND BORDERS toolbar. 3. The pointer changes to a pen. 4. Define the outer table boundaries by drawing from where you want the upper left corner of the table, dragging diagonally to the lower right corner of the table. Note: Hold down the CTRL key to automatically apply text wrapping while you draw the table. 5. Draw the column and row lines inside the table boundary. 6. If you are not satisfied with a line you have drawn, click on ERASER found on the TABLES AND BORDERS toolbar, and drag over the line. Resiz esize e Icon Change the position of text in a table Change e the t text t orientation ntation in a table 1. Click the table cell that contains the text you want to change. 2. On the FORMAT menu, click TEXT DIRECTION. 3. Click the orientation you want. Change e the alignment nment nt of text t in a table c cell By default, Microsoft Word aligns text in a table to the upper left of a cell. You can change the alignment of text in a cell, both the vertical alignment (top, center, or bottom) and the horizontal alignment (left, center, or right). Display the TABLES AND BORDERS toolbar: 1. Click the TOOLS menu. 2. Select the CUSTOMIZE command. 3. Click the TOOLBARS tab. 4. Click in the TABLES AND BORDERS check box and click the CLOSE button. 5. Click the cell (or cells) that contains text you want to align.

6. On the TABLES AND BORDERS toolbar select the option for the horizontal and vertical alignment you want. Create a table from tabbed text: 1. Select the text you want to convert. (Your columns of tabbed text should be separated with one tab for each column). See example below right. 2. On the TABLE menu, click CONVERT and then select TEXT TO TABLE. 3. The CONVERT TEXT TO TABLE dialog displays. 4. In this dialog box, you can specify the number of columns. The number of rows is set at the number of lines of your selected text. 5. Notice the AUTOFIT BEHAVIOR section and the TABLE STYLE AUTOFORMAT button. 6. In the SEPARATE TEXT AT section, you indicate that the text is separated by PARAGRAPHS, COMMAS, TABS, or OTHER. In this case, the TABS separated the columns. 7. Click the OK button. Create text from a table To convert contents of a table to text, do the following: 1. With your cursor in the table, pull down the TABLE menu. 2. Choose the CONVERT command, then choose TABLE TO TEXT. 3. The CONVERT TABLE TO TEXT dialog displays. 4. Specify how you want the text separated. Modifying Tables Change the alignment of a table: To horizontally center a table that may not fill a page between the left and right page margins: 1. Select the whole table (on the TABLE menu, choose SELECT then choose TABLE). 2. Click the ALIGN CENTER button on the Formatting toolbar. Notice that in the screen picture displayed below, the ALIGN CENTER button is highlighted. 3. You can also use the ALIGN LEFT and ALIGN RIGHT buttons on the Formatting toolbar. 4. To center a table vertically on a page, you can click PAGE SETUP on the FILE menu, and change the vertical alignment on the LAYOUT tab.

Table Properties 1. To set table properties that relate to the entire table, select the entire table. If your table is large, and you want to select the entire table, you may wish to use the SELECT command on the TABLE menu. 2. Select TABLE PROPERTIES from the TABLE menu. A screen picture of the Table menu with the Table Properties command highlighted is shown at right. 3. The TABLE PROPERTIES dialog (shown below right with the TABLE tab selected) offers you a TABLE, ROW, COLUMN, and CELL page. Table settings 1. On the TABLE PROPERTIES dialog, click on the TABLE tab, if it is not already selected. In the SIZE section, you can specify the table width by either inches or percent. 2. In the ALIGNMENT section, you can click an icon to select LEFT, CENTER, or RIGHT. These icons show text wrapping around the table. 3. In the TEXT wrapping section, you can click to select: NONE (for no text wrapping around the table, or AROUND (to specify text wrapping around the table). 4. When finished with settings, click OK. Row settings 1. Click the ROW tab. 2. In the SIZE section, you can specify that the previously selected row or rows will be a certain height. 3. You can then specify in the ROW HEIGHT IS: box: AT LEAST (The row height will expand if enough text is entered in that row) or EXACTLY. 4. In the OPTIONS section, you click to specify that the selected row will be allowed to break across pages. You can click to specify that the selected row or rows at the top of the table will be a header row or rows that will appear at the top of each page of the table. 4. When finished, click the OK button. Note: WORD repeats table headings for tables that are split with automatic page breaks. If you insert a manual page break in a table, the heading row(s) will not repeat. View headings only in PRINT LAYOUT view.

Column settings 1. Click the COLUMN tab to show the COLUMN page. On this page, you can specify the width of columns by inches or percent. 2. The settings you enter will affect any previously selected column or columns of your table. 3. If you did not select any columns prior to selecting the TABLE PROPERTIES command, then you can use the buttons in the dialog to move to a PREVIOUS COLUMN or to the NEXT COLUMN. 4. If your cursor happened to be in the first column when you selected the TABLE PROPER- TIES command, then if you click the PREVIOUS COLUMN button, the dialog will show that you have moved to the last column of the table. 5. Using these two buttons, you can move from column to column to specify the width of each column in the table. Cell Settings 1. Click the CELL tab to display the CELL page. The following settings would affect the cell or cells that have been previously selected. 2. In the SIZE section, in the PREFERRED WIDTH box you can specify the cell width in inches or percent. 3. In the VERTICAL ALIGNMENT section, you see three pictures: the first shows text aligned across the top, the middle shows text aligned at center, and the last shows text aligned across the bottom. See the screen picture of the CELL page shown at the right. Cell l Options 1. When you click the OPTIONS button, you see the CELL OPTIONS dialog. The top section, CELL MARGINS, allows you to change the margins of the current cell. 2. Click in the SAME AS THE WHOLE TABLE checkbox if it is checked to clear this setting. Then enter the new margin values. 3. In the OPTIONS section, note the two selections: WRAP TEXT when selected allows the text in the selected cell to wrap. FIT TEXT when selected fits the text in the selected cell to

the cell boundary. If you have only one or two short words, the text characters spread to the width of the cell. If you type in more characters, the text characters are squeezed together so they will all fit in the cell. This may be helpful if you want to squeeze an extra character in a title or heading in a cell. Format a table automatically You can quickly give your table a professional design by using any of the built-in table formats. 1. Click the table. 2. On the TABLE menu, click TABLE AUTOFORMAT. 3. In the TABLE styles box, click the format you want. 4. Select the options you want. 5. Click Apply. Change table borders or shading: 1. Select those cells, including the end-of-cell marks, in which to change the borders or shading. 2. On the FORMAT menu, click BORDERS AND SHADING, and then select the desired options. Insert table row or column 1. Select the row or the column next to where you want to insert a row or column. 2. Choose INSERT command on the TABLE menu which displays a sub-menu giving you your choice of inserting a row either above or below the active row or a column to the left of or to the right of the active column. 3. If you have a cell selected, you can choose the CELLS command which displays a window that allows you to choose to SHIFT CELLS RIGHT or to SHIFT CELLS DOWN. In this window, you can also INSERT ENTIRE ROW or INSERT ENTIRE COLUMN.

Delete cells, rows, or columns from a table 1. Place your cursor in or select the cell(s), row(s), or column(s) you want to delete. 2. Choose the DELETE command on the TABLE menu. 3. You have your choice in a menu that displays to delete the table, columns, rows, or cells. 4. If you choose cells, you will see a window that gives you these choices: SHIFT CELLS LEFT, SHIFT CELLS UP, DELETE ENTIRE ROW, or DELETE ENTIRE COLUMN. Split a table or insert text before a table: Click in the row that will be the first row of the second table. Click SPLIT TABLE on the TABLE menu. To insert text before a table, click at beginning of first cell of table and press ENTER. Selecting Text in Tables In order to edit text in Word, you must first select the text. To select a cell, click the left edge of the cell. To select a row, click at the left of a row. To select a column, click a column s top gridline or border. To select multiple cells, rows, or columns, drag across cells, rows, or columns. To extend the selection to other cells/rows/columns, select a single cell/row/column, press the SHIFT key, then click in the last cell/row/column you want to select. Note: When working with tables, you may have difficulty in selecting only part of the text in a cell because WORD most often selects the entire cell. This is especially a problem when you use tables to create parallel columns of text or if you have placed multiple paragraphs of text in one cell. When you click to the left of the first character of any line, WORD automatically selects the entire cell rather than moving the cursor to that character. To avoid this problem, carefully position the mouse pointer over the first character in the selection rather than to the left of it, and then click and drag to select the desired text. Move or copy items in a table To move or copy text to a new location and replace the existing text and formatting in the new location, select the text you want to move or copy and the end-of-cell mark. To move the selection, drag it to the new location. To copy the selection, hold down CTRL while you drag the selection to the new location. If you do not want to replace the text in the new location, select only the text within a cell and not the end-of cell mark. Modify text in a table cell Change e t text t orientation ntation in a c cell 1. Click in the table cell that contains the text you want to change. 2. On the FORMAT menu, click TEXT DIRECTION. 3. Click the orientation you want. 4. Note that the row height has been automatically changed to accommodate the rotated text but the column width does not change. Change e the alignment nment nt of text t in a table c cell 1. Click the cell that contains the text you want to align. 2. If the TABLES AND BORDERS toolbar is not on screen, display this toolbar from the VIEW menu.

3. Select the option for the horizontal and vertical alignment that you want. To align horizontally or vertically oriented text within the cell, use the ALIGN TOP (left, center and right), ALIGN CENTER (left, center, and right), and ALIGN BOTTOM (left, center, and right) buttons. 4. See the thumbnails that drop down for you to make your selection. Depending on the orientation of the text in the cell you select, the thumbnails illustrate either horizontally oriented or vertically oriented text. 5. There is also a TEXT DIRECTION button on the toolbar that allows you to change the text direction. Text t indent nt You can indent text in a cell just as you indent text in the rest of a document by using the PARAGRAPH command on the FORMAT menu or the RULER. Line up Table able Data To align a column of numbers in a WORD table on the decimal point, follow these steps: 1. Highlight the column containing the numbers you want to align. 2. Click the TAB TYPE icon at the left end of the ruler until it changes to a decimal tab icon. 3. Click on the ruler where you want the decimals to align. WORD will align the numbers in the selected column. You don t need to insert a tab character in front of each number as you do outside a table. Display or hide gridlines in a table Gridlines cannot be printed. They help you to see which cell you are in. Gridlines can be turned on or off by choosing SHOW or HIDE GRIDLINES from the TABLE menu. To print lines between cells, add borders to the table. Handy Table Keyboard Shortcuts PRESS TAB... move to next cell SHIFT + TAB... move to previous cell UP or DOWN ARROW... move to preceding or next row CTRL + HOME... move to first cell in table ALT + HOME... move to first cell in row Ctrl + END... move past end of table ALT + END... move to last cell in row ALT + PAGE UP... move to first cell in column Alt + PAGE DOWN... move to last cell in column ENTER in a cell... start a new paragraph CTRL + TAB... insert a tab in a table cell CTRL + X... delete a table that has been selected TO

Formatting Text in Word 2003 Using Styles Styles have these advantages: Styles save time formatting any type of document. Styles help ensure a consistent format. This is especially important for long documents or projects involving many documents and writers, and the finished document is professional in appearance. Styles allow design changes to be made easily, even at the last minute. Styles are very easy to use and to modify. Using Styles allows you to easily change document formatting of text to which a style has been attached in one easy step. A paragraph style consists of a group of formats (such as character, paragraph, and tab stops) identified by a unique name. When you have applied a style to text in a document, and if you later decide to change that style, you can modify the style and all the text throughout the document that has that style attached will change to reflect the changed format. Create a simple paragraph style 1. Start a new document. 2. Click on the DOWN ARROW at the right of the STYLE box. 3. Note the drop-down list of default styles you see when starting a new document with the NORMAL template. When you have the insertion point in a paragraph, the name of the style applied to that paragraph appears in the STYLE box. 4. Type a paragraph of text, using the default Normal style and press the ENTER key to end the paragraph. 5. Format it with a paragraph indent, indenting the left and right of the paragraph about one-half inch. Use either the FORMAT > PARAGRAPH command or the RULER. 6. When you are satisfied with the appearance of your paragraph, select it. 7. Use the mouse to click on (highlight) the name in the STYLE box on the FORMATTING toolbar. 8. See the NORMAL style name highlighted in the picture below right. Do not click on the down arrow at the right of the STYLE box. 9. Type a new style name in the STYLE box and press the ENTER key. The new style name will replace the highlighted name. When you create a paragraph style by using selected text, Word defines the style to have the font, size, and other character formats of the first character of the selected text, as well as the paragraph formats. Change the style of the paragraph using the Style box list 1. With your cursor anywhere in the paragraph, click on the DOWN ARROW next to the STYLE box to display the list of current styles. 2. Find the NORMAL style and click on it. 3. Watch your paragraph revert to the NORMAL style. 4. Again, click the Style Box down arrow. 5. Select the INDENT style you just created from the drop-down list, and watch your paragraph become indented.

Look at the composition of a style in the Formatting toolbar In the screen picture above, see a portion of a Word text file that has these paragraph styles attached: Headings 1 and 2 and numbering. Look at the FORMATTING toolbar and notice the formats that are part of the heading shown in the STYLE box. The STYLE box on the FORMATTING toolbar shows the style of the paragraph in which the cursor is resting. You will learn how to create a new style and modify a current style using the STYLES AND FORMATTING command. The Styles and Formatting command 1. From the FORMAT menu, choose STYLES and FORMATTING. 2. Note the styles listed in the STYLES AND FORMATTING task pane. See the screen picture at the right. 3. At the top of the task pane, you see the box beneath the box title, FORMATTING OF THE SELECTED TEXT that contains the style name (the cursor is in the Heading 2 paragraph). 4. Below that box, there are two buttons. The left button is titled SELECT ALL. If you click the SELECT ALL button, each paragraph that has been formatted with the selected style is highlighted. 5. Clicking the button at the right, named NEW STYLE, displays a NEW STYLE dialog box. The new style you create can be based on the current style when you click the NEW STYLE button. However, if you want to base the new style you want to create on another style, you can do so.

Create a new paragraph style: See a screen picture of the New Style dialog box at the right. In the section named PROPER- TIES: 1. Enter the name of your new style in the NAME box. 2. In the STYLE TYPE box, leave the selection at PARAGRAPH. 3. In the STYLE BASED ON box, select the style on which you want to base your new style. By default, Word bases a new style on the style applied to the selected paragraph. To base the new style on a different style, click the DOWN ARROW to select the style you want, including NO STYLE. 4. To apply a different style to the paragraph that follows the paragraph with the new style, select the style from the STYLE FOR THE FOLLOWING PARAGRAPH: box. This is a very handy feature. If you are defining a style for text, and you want to have the same formatting in the following paragraph when you press the ENTER key, then you will select the same style. If you think you will probably want the formatting to revert to the NORMAL style, for example, when you press the ENTER key, then choose the NORMAL style. 5. In the FORMATTING section of the dialog, you can choose the font, font size, font style and font color. You can choose paragraph alignment and single, one and one-half, and double spacing. You can also choose to increase or decrease spacing between paragraphs and increase or decrease paragraph indents. 6. If you want more precise control of formatting than offered in this section, click on the FORMAT button. A list pops up giving you these choices: Font, Paragraph, Tabs, Border, Frame, Numbering, and Shortcut key (which allows you to customize the keyboard). 7. If you select ADD TO TEMPLATE the new style you just created will be added to the default styles. If you are using a computer that is used by others, do not make this new style a default. This style will be available on your document, but it will not be available on each new document on the computer. Feel free to create new styles and add them to the template on your own computer. 8. If you select AUTOMATICALLY UPDATE Word will automatically redefine the style you selected whenever you apply manual formatting to any paragraph with this style. 9. When finished, click the OK button to define the style. Modify the formats of a style 1. From the FORMAT menu, choose the STYLES AND FORMATTING command. The STYLES AND FORMATTING task pane displays at the right of the screen. 2. Place your cursor (I-beam) in a paragraph that has attached to it a style you want to modify. 3. In this lesson, place your cursor anywhere in the Hea eading 1 paragraph. 4. Rest your cursor (pointer) on Heading eading 1 in the STYLES AND FORMATTING task pane.

5. Click the DOWN ARROW at the right of the Hea eading 1 box. 6. See the drop-down menu (displayed above) with the MODIFY command highlighted. Click MODIFY. 7. The MODIFY STYLE dialog displays. See a screen picture of it at right. 8. In the FORMATTING area, click the DOWN ARROW at the right of the FONT SIZE box and change the font size from 16 to 18. 9. Click the OK button. Find a new text paragraph style Look at the paragraphs with the NORMAL style attached. When you press the ENTER key, the next paragraph will start with no extra space between these paragraphs. People using the NORMAL style tend to press the ENTER key twice to place space between paragraphs. This is not done in professional publications. The space is larger than it needs to be. 1. Place your cursor (I-beam) anywhere in a paragraph with a NORMAL style. 2. With the STYLES AND FORMATTING task pane open, look at the box at the bottom that is named SHOW. Notice that is shows AVAILABLE FORMATTING. This is the list of formatting styles that appear in the style box on your FORMATTING toolbar when you open a Word document. 3. Rest your cursor in that box, and when you see the DOWN ARROW, click on it to display a menu that includes ALL STYLES. 4. Click to select ALL STYLES. 5. A screen picture of the Show pop-up menu showing the choice ALL STYLES displays. 6. See at the right the screen picture of a portion of the list of all styles that are available.

7. Rest your cursor over the style named BODY TEXT and notice the description of the formatting for this style. It tells you that the BODY TEXT style is the NORMAL style plus a space after the paragraph of 6 points. Click on this style. 8. Once you have selected BODY TEXT as a style you want to use on the paragraph in which you had placed your cursor, then that style will be listed in the available styles for this document under AVAIL- ABLE STYLES. Custom Character Styles A character style includes character format settings that you name and store as a set. You apply a character style to selected text within a paragraph. Any text in the paragraph that is not formatted with the character style is formatted with the currently applied paragraph style. Use a character style to apply character formats such as the font, size of text, bold, italic, and color. Create a Character style 1. In the Word document, scroll to the page heading and select it. 2. Open the STYLES AND FORMATTING task pane. 3. Click the NEW STYLE button. The New Style dialog displays. 4. In the PROPERTIES section, enter the name BLUE HEADING in the NAME box. 4. In the STYLE TYPE box list arrow, choose CHARACTER. 5. Select the character formatting, such as ARIAL, 18 point, BOLD, and then choose a blue font color. 6. Click the OK button. 7. The Blue Heading character style does not appear in the PICK FORMATTING TO APPLY list box because the STYLES AND FORMATTING task pane is set to show the FORMATTING IN USE option, and you have not yet applied the BLUE HEADING style to text in the document. 8. Click the SHOW LIST arrow, click AVAILABLE STYLES, then click BLUE HEADING in the PICK FORMATTING TO APPLY list box. If you are interested in using any character styles, you may want to choose ALL STYLES in the SHOW arrow list, and notice the character styles already defined. You can tell the difference between paragraph styles, which have the paragraph character at the right of the style name, and the character styles which have the a character at the right of the character style name. Create a Custom List Style 1. Click the NEW STYLE button in the STYLES AND FORMATTING task pane. 2. Type FILE LIST in the Name text box. 3. Click the STYLE TYPE list arrow, then select LIST. 4. Click the INSERT SYMBOL button to open the SYMBOL dialog box. 5. Click the FONT LIST arrow 6. Scroll down and select WINGDINGS, or another symbol font of your choice. 7. You may need to scroll to locate the symbol of your choice. 8. Click on the symbol. 9. Click OK to exit the SYMBOL dialog box. 10. Click OK to exit the NEW STYLE dialog box.

Using Mail Merge Use WORD S MAIL MERGE feature to create form letters or mailing labels in a WORD document using data from a database of names and addresses. A database table in Excel, as well as in Access, works well with Word. Following are terms you need to understand in using this feature: Main Document. This is the WORD document that contains either the form letter or label sheet that you will use to which you will apply the data from the data source. Data Source. This can be a WORD table document you create that contains the name and address data, or it can be an EXCEL or ACCESS table. In this exercise, you will use a spreadsheet database in EXCEL as a data source for a WORD mail merge to labels. A data source table is composed of data fields and data records. A data field is a category of information, such as a last name, first name, street address, etc. A data record is a complete set of related information for an individual or an entity. In a data source table, think of each column in the header row as containing the names of the data fields, and the rows beneath the header row as containing the records. MailMerge and mailing labels 1. Click on the TOOLS menu, point to LETTERS AND MAILINGS, and then click the MAIL MERGE command. 2. See the MAIL MERGE Task pane. 3. In the SELECT DOCUMENT TYPE section, click to select LABELS. 4. Click NEXT: STARTING DOCUMENT to move to Step 2 of 6. 5. Under SELECT STARTING DOCUMENT, make sure the CHANGE DOCUMENT LAYOUT OPTION button is selected, then click LABEL OPTIONS. 6. The LABEL OPTIONS dialog box displays. 7. You use this dialog box to select a label size for your labels and to specify the type of printer you plan to use for your labels. The default brand name Avery standard appears in the LABEL PROD- UCTS list box. 8. Scroll down the PRODUCT NUMBER list and click 5160 - ADDRESS, then click OK. 9. A table with gridlines appears in the main document. Each table cell is the size of the label for the label product you selected.

Select a data source 1. In Step 2 of 6, click NEXT: SELECT RECIPIENTS to move to the next Step (3). 2. Make sure the USE AN EXISTING LIST option button is selected, then click Browse. 3. The SELECT DATA SOURCE dialog box opens. 4. Use the LOOK IN LIST ARROW to navigate to the drive where your data file is located. Specify an Excel spreadsheet as your data source. 5. In this lesson, the spreadsheet table has been prepared in advance, and the spreadsheet table has been named Directory. 6. When the name of the spreadsheet table displays, select it, then click the OK button. 7. Click NEXT: ARRANGE YOUR LABELS in the MAIL MERGE task pane. Set up Main Document Under ARRANGE YOUR LABELS you are instructed to layout your label using the first label on the sheet. 1. Click on the first label. 2. Click MORE ITEMS to display the INSERT MERGE FIELD dialog. 3. In setting up your individual merge fields, you must include proper punctuation, spacing, and carriage returns between the lines as you want them to appear in the merged labels. You will add the punctuation after all the merge fields have been inserted. 4. See the INSERT MERGE dialog box in which a list of the database fields appear. See below a screen picture of the label with the fields and punctuation inserted.

Insert Merge Fieldnames 1. Click on the first field you want to appear on the label (such as the First name), then click the INSERT button. 2. Click on the next field (such as the Last name) and click the INSERT button. 3. Continue to click on each field in the order in which you want the information to appear on the label, but do not enter any spaces, commas, carriage returns, etc. at this point. 4. When you have finished inserting the merge fields, click Close. 5. You can now add spaces, punctuation, and carriage returns as appropriate. If you want the word Room to print before the room number (which is contained in the field name ROOM), type it in. 6. When you are satisfied with the position of the merge fields in the upper left label, scroll to the bottom of the Task pane and click UPDATE ALL LABELS located under REPLICATE LABELS. The merge fields are copied from the first label to every label in the main document. 7. Save this main label document. You can use it again and again with any database table that contains the identical fieldnames. Perform the Merge 1. Click NEXT: COMPLETE THE MERGE in the task pane. 2. You can click to EDIT individual labels if you notice any data that needs editing. 3. When satisfied with your merge, save the document. 4. Print the labels. 5. Save and close any open files, and then exit Word. Note: For personal assistance with the MAILMERGE procedure, or to learn how to create or merge from other data sources, request an appointment, specifying the type of help you need. Contact Arlene Adamson (Extension 6643 or aadamson@chabotcollege.edu).

Perform a Merge using a saved label main file Once you have saved a main document (whether it is a letter or a label document) on which the field names have been placed, you can open that document in Word and proceed with the merge immediately if you have not changed the location of the data document that is linked to the main document and if the field names are the same. You can update the database content. If, for example, a faculty member has been added. You could go into the directory table and add that information. You can also sort the spreadsheet database. If you have added more rows, then you want to make sure that the table name includes all of the table and that the table name is the same. Perform the Merge as follows: 1. In Word, open the Word file you saved with the field names on it. See at the right a portion of the type of Word page that contains the label setup with the field names of the data source to be used to generate the labels. 2. In the VIEW menu, choose TOOLBARS, then click on MAILMERGE. 3. On the MAILMERGE toolbar, click on the first icon in the last group. If you hover your cursor over the icon, you will see MERGE TO NEW DOCUMENT. 4. Note a screen picture of the MailMerge toolbar above and the highlight on the Merge to New Document icon. 5. See the Merge to New Document dialog. 6. If you want to merge all the records, leave the All selected. 7. Click the OK button. 8. The merge is performed, and you are ready to print your labels. Note: When you become better acquainted with the MailMerge process, you should be able to perform all the steps by using the MailMerge toolbar. However, for beginners, the MailMerge task pane helper is better because it takes you through the process from the beginning easily. If you need assistance on how to manage an Excel 2003 spreadsheet database, go to Chabot College web site, click on FACULTY & STAFF, click INSTRUCTIONAL TECHNOLOGY CENTER, and then on the left border, click on STEP-BY-STEP GUIDES. Scroll down and choose EXCEL 2003: WORKING WITH AN EXCEL DATABASE.

Arranging Text in Columns You can format text in different numbers of columns within the same document, on the same page, or in a section of a page. 1. Switch to PRINT LAYOUT view. 2. Select a portion of text you want to convert into two columns. 3. Click on the COLUMNS button on the STANDARD toolbar and drag to select the number of newsletter-style columns you want. 4. In the screen picture, two columns have been selected in the drop-down column selection window. See below the text changed to two columns. Text in newsletter-style columns flows continuously from the bottom of one column to the top of the next column on the same page. If you want to change the number of columns for the entire document, first select all of the document text, then change the number of columns. If you want to change the number of columns for existing document sections, click in the section or select multiple sections, then specify the number of columns. Start a new newsletter-style column You can lay out text on a page in which the text flows continuously from the bottom of one column to the top of the next column, and you can specify the number of newsletter-style columns, adjust their width, and add vertical lines between columns. You can also add a banner heading that spans the width of the page. 1. On the VIEW menu, select PRINT LAYOUT. This view allows you to see the document as it will appear when you print it. 2. In the Format Columns dialog, choose the two column preset. 3. Start typing. Your type will wrap to the width of the column, and when the column reaches the bottom of the page, it will wrap to the top of the next column.

When you choose the COLUMNS command on the FORMAT menu, a COLUMNS dialog box opens which gives you more choices than the toolbar button. Notice at the top, you are given the choice of five presets. You can specify the number of columns and, in addition, specify the width and spacing of each column. You can also place a vertical line between columns by choosing LINE BETWEEN. Note: You cannot use newsletter columns in headers, footers, comments, or frames. To arrange text in these areas, use a table. Column breaks To stop typing in one column and continue in the next column before the column reaches the end of the page, you will need to insert a column break. 1. Pull down the INSERT menu and select BREAK. 2. Select COLUMN BREAK in the window that appears. 3. When you click OK, your insertion point will be moved to the top of the next column on your page. Balancing columns If you only want columns on a portion of your page, you will need CONTINUOUS SECTION BREAKS to end the area of the page that has the columns. 1. In Print Layout view, place the insertion point below the end of your text in the last column on the page. 2. Pull down the INSERT menu and select BREAK. 3. Under SECTION BREAK TYPES, select CONTINUOUS.. 4. Click OK. 5. Click on the COLUMNS button in the Standard toolbar, and select a single column to change to a single column for the rest of the text on the page, if this is applicable. Note: If you want to force a new page to start after the balanced columns, click after the continuous section break, and then insert a manual page break. Change the width of newsletter-style columns Drag the column markers on the horizontal ruler to adjust the width of columns. To specify exact measurements for column widths and spacing, use the COLUMNS command on the FORMAT menu.

Page Breaks and Section Breaks Look at the STATUS BAR at the bottom of the document window. You will see your page number and section number. If you decide to work with page and section breaks, the STATUS BAR helps you keep track of what page you are on and what section you are in. Sections and Section Breaks In Word, a section is a portion of a document in which you set certain page formatting options. Types of formats you can set for sections are: margins, paper size or orientation, paper source for a printer, page borders, vertical alignment, headers and footers, columns, page numbering, line numbering, and footnotes and endnotes. Create a section break as follows: Pull down the INSERT menu and select BREAK. Choose the type of section break (as explained below) from the dialog box, then click OK. N EXT PAGE. These breaks are used much like a page break. When you insert a NEXT PAGE section break, it will move your insertion point to the next page and create a new section that allows you to create different page numbering formats, headers, and footers for the new section. C ONTINUOUS. This type of section break is used mainly with columned text and allows you to combine columned text and non-columned text on the same page. O DD AND EVEN PAGE. These types of breaks are used when creating manuals intended for double-sided printing where something in your header or footer is different for odd pages and even pages. Delete a Section Break Select the section break you want to delete. If you are in print layout view and don t see the section break, display hidden text by clicking the SHOW/HIDE icon (it looks like a paragraph symbol) on the STANDARD toolbar, then press the DELETE key. See the section break at the end of the right column in the screen picture below. When you delete a section break, you also delete the formatting for the text above it. The text above the deleted section break becomes part of the following section, and it assumes the formatting of that following section.

Inserting Footnotes or Endnotes A footnote is a type of text that can appear at the bottom of a page. You may use a footnote to acknowledge a source of information stated in the body of the text, or you may provide additional information. Endnotes provide the same type of information as footnotes, but they are positioned at the end of the document or section. When you select the REFERENCE command on the INSERT menu, you see the FOOTNOTE command on the submenu. Click the FOOTNOTE command. You then see the FOOTNOTE dialog box. See a screen picture of this dialog at the far right. You can choose ENDNOTES in this dialog. You can use the AUTONUMBER feature, which numbers your footnotes or endnotes automatically. You can also specify a CUSTOM mark, and when you click on the SYMBOL button, you see a window with symbols. If you click on the OPTIONS button, you open a window that allows you to choose the placement of your footnotes, the number format, the start number, and whether numbering is continuous or not. You may set options for all endnotes by clicking on the ALL ENDNOTES tab. You can place the endnotes at the end of the document or at the end of a section, and you have two numbering choices. Click OK when finished. A window will open for you to enter the text of your footnote or endnote. When you are finished, click the Close button. Check your footnotes 1. On the VIEW menu, switch to NORMAL view. 2. Click to drop down the VIEW menu again, and click on FOOTNOTES. See at the right a screen picture of the VIEW menu showing the Footnotes command highlighted. 3. See a small window open at the bottom of the page showing your footnotes. See a screen picture below.

Convert one or more footnotes to endnotes or visa versa 1. While in NORMAL view, on the View menu, click FOOTNOTES. 2. If your document contains both footnotes and endnotes, a message appears. Click VIEW FOOTNOTE AREA or VIEW ENDNOTE AREA, and then click OK. In the note pane, click ALL FOOTNOTES or ALL ENDNOTES. 3. Select the notes you want to convert, and then rightclick (press the right button and release). Click (with left mouse button) CONVERT TO FOOTNOTE or CONVERT TO ENDNOTE. Convert all notes to footnotes or endnotes 1. If your document contains just footnotes or endnotes, on the INSERT menu, point to REFERENCE, and then click FOOTNOTE. 2. Click CONVERT. 3. Click the option you want, and then click OK. 4. Click CLOSE. You can also change the size or the font of the note reference mark. To do this, in NORMAL view, choose the FOOTNOTES command on the VIEW menu. Select the note reference mark, click FONT on the FORMAT menu, and apply the formats you want. You can also insert a FOOTNOTE continuation notice or an ENDNOTE continuation notice. To do this, you must be in NORMAL view. Then, on the VIEW menu, choose the FOOTNOTES command. In the note pane, click ALL FOOTNOTES or ALL ENDNOTES. To indicate that a note continues on the next page, click FOOTNOTE CONTINUATION NOTICE or ENDNOTE CONTINUATION NOTICE. In the note pane, type the text you want to use for the continuation notice. You can view this notice in PRINT LAYOUT view. To edit the notice, you must be in NORMAL view, then click FOOTNOTES on the VIEW menu, then click FOOTNOTE CONTINUATION NOTICE or ENDNOTE CONTINUATION NOTICE, and then make your editing changes. You can change or remove a note separator. To do this, you must be in NORMAL view. On the VIEW menu, choose FOOTNOTES. In the note pane, click ALL FOOTNOTES or ALL ENDNOTES. To change the separator that appears between the document text and notes, click FOOTNOTE SEPARATOR or ENDNOTE SEPARATOR. You can now edit the separator. To remove the separator, select it and press DELETE. To restore the default separator, click RESET. When satisfied with your edit, click the CLOSE button.

Bullets and Numbering The NUMBERING button and BULLETS button are two paragraph formatting tools found in the FORMATTING TOOLBAR. They are used to make lists stand out in a document. Create a Bulleted or Numbered list 1. Highlight the text in your document you want bulleted or numbered. 2. Click the BULLETS button or the NUMBERING button in the Formatting Toolbar. Note: You can click the BULLETS or NUMBERING button and then type your list. When you have finished your list, then click the BULLETS or NUMBERING button again to turn the feature off. Formatting Bullets and Numbering 1. Highlight a bulleted or numbered list in your document. 2. Pull down the FORMAT menu and choose BULLETS AND NUMBERING. 3. Click the BULLETED tab to see the choice of bullet formats. 4. Click the NUMBERED tab to see the choice of number formats. 5. Select a different choice in the samples available. 4. If you do not see any samples you like, click the CUSTOMIZE button to customize your list. Handling numbering problems When you copy part of a numbered list in WORD and paste it into a new document, WORD automatically renumbers the first line with a 1 (one). To preserve the original numbering sequence of the text, do this: 1. Click anywhere within the first numbered line. 2. Select BULLETS AND NUMBERING on the FORMAT menu. 4. In the BULLETS AND NUMBERING dialog box, click the NUMBERED tab and then click CUSTOMIZE. 4. In the CUSTOMIZE NUMBERED LIST dialog box, change the value in the START AT field to the starting number you want, and click OK.

If you are having difficulty with getting your numbered list to begin at number 1: 1. Pull down the FORMAT menu and choose BULLETS AND NUMBERING. 2. On the NUMBERED tab page, click RESTART NUMBERING. To join separate numbered lists in a document: 1. Select the item with which you want to continue numbering. 2. On the FORMAT menu, click BULLETS AND NUMBERING. 3. On the NUMBERED tab, click CONTINUE PREVIOUS LIST. To remove a single bullet or number: 1. Click between the bullet or number and the corresponding text, and then press BACKSPACE. 2. If needed, to remove the indent, press BACKSPACE again. Right-align numbers in a numbered list When using the numbered list feature, the numbers line up at the left. If your numbers exceed nine characters, you may want to right-align the numbers. Or, you may be using decimals, and you want your numbers right aligned so that the decimals will line up. 1. Before creating a numbered list or after selecting an existing numbered list, select BULLETS AND NUMBERING on the FORMAT menu. 2. If necessary, click the NUMBERED tab in the BULLETS AND NUMBERING dialog box, and select one of the numbering options samples featured in that dialog. 3. Click CUSTOMIZE. 4. In the NUMBER POSITION box, click on the DOWN ARROW to display the list and choose RIGHT. 5. Click on the OK button. Bullet characters Word may use the bullet character from the SYMBOL font. If the SYMBOL font is not available, choose the WINGDINGS font. In the WINGDINGS font, the corresponding character to the SYMBOl bullet is a clock face, which may be unsuitable. If it is not possible for you to have the SYMBOL font installed, then do this: 1. Use the BULLETS AND NUMBERING command on the FORMAT menu. 2. Click the BULLETED tab. 3. Click CUSTOMIZE button. 4. Click the BULLET button to select a different bullet character from the WINGDINGS font. 5. You may prefer to use a picture as a bullet. If so, click on the picture button. You will see a table of the picture bullets available. 6. Choose one, and you will see it in the preview. If this is what you want, click the OK button.

Sorting text You can sort text in Word either in ascending or descending order. Even though the TABLE > SORT command might give the impression that you can only sort text inside of tables, you can sort text anywhere in WORD using this command. When sorting text, Word first sorts items that begin with punctuation marks, items that begin with numbers, then items that begin with letters, which are sorted last. Word treats dates and numbers as text. For example, the text ITEM 12 is listed before ITEM 2. A simple sort: 1. Choose the SORT command on the TABLE menu. 2. If your items are paragraphs, then, in a simple sort, you will sort alphabetically (either ascending or descending) on the first word of the paragraph. If you have a bulleted list, for example, you can select this list and sort it on the first word of the paragraph. 3. To sort a part of the data in your file, first select the paragraphs to sort, then choose the SORT command on the TABLE menu. 4. You see the SORT dialog, depicted below at the right. Notice that in the SORT BY box, PARAGRAPH is selected. The TYPE is TEXT, and ASCENDING is selected. Notice also that under the section MY LIST HAS, no header row is selected. If the text is not in a table, there would be no header row. A complex sort: To do a complex sort, your data items outside a table are on lines that do not wrap, each line ends in a carriage return, and each data item is separated by a tab. Your data can also be in a table. 1. Select the entire list including a header row if there is one. 2. Drop down the TABLE menu, then choose the SORT command. 3. For the primary sort, select the desired column, then click on ASCENDING or DESCEND- ING. 4. For a secondary sort (and then a third), select the desired column, click the DOWN ARROW at the right of THEN BY: text box, choose AS- CENDING or DESCENDING, and then choose OK. Note: When you sort text in tables, you can select to sort a single column in a table or the entire table. You can also sort by more than one word or field inside a single table column. For example, if a column contains both last and first names, you can sort by either the last name or the first name, just as you could if the last and first names were in a list instead of a table. Ascending order is sorting A to Z, zero to 9, or earliest to latest date. Descending order is sorting Z to A, 9 to zero, or latest to earliest date.

Using Smart Quotes and Straight Quotes Smart quotes are set up in WORD s AUTOCORRECT feature in which WORD automatically inserts an opening quotation mark at the beginning of a certain section of text ( ) and a closing quotation mark ( ) at the end. However, this may not be what you would like. WORD makes certain assumptions from the context of the text to determine whether you want an opening or closing quote. If you have difficulty inserting the correct quotation mark, you can use the following keyboard shortcuts assigned to the individual smart quote characters: Opening single quote - Hold down CTRL then type (press the key at the left of the number 1 key twice). Opening double quote - Hold down CTRL then type (first use the key at left of number 1 key then type a double quote). Closing single quote - Hold down CTRL then type (type two single quotes). Closing double quote - Hold down CTRL then type (first type a single quote then a double quote). If you don t want smart quotes and don t want to turn off Word s AUTOFORMAT AS YOU TYPE feature, you can work around it in order to be able to insert straight quotation marks into your document. With the AUTOFORMAT AS YOU TYPE feature on, press CTRL+Z immediately after typing the smart quotation mark. WORD s AUTOCORRECT feature will convert the smart quote into a straight quote and the straight quote to a smart quote. Add a Drop Cap A drop cap is an enlarged capital letter (or letters) at the beginning of a paragraph. To create a drop cap for the first letter of the first word in a paragraph, follow these instructions: 1. If you are not in PRINT LAYOUT view, change to that view. 2. Position the cursor anywhere in the paragraph and select the DROP CAP command on the FORMAT menu. 3. In the DROP CAP dialog box, select a POSITION for the dropped cap. The three choices are NONE, DROPPED, or IN MARGIN. 4. Select DROPPED. If you decide to choose IN MARGIN make sure your margins are set wide enough to allow the drop cap to print. 5. Adjust the drop cap s font, size (number of lines to drop), and distance from text. Start with the default settings and see how you like the effect. Note: To remove a drop cap, click the paragraph that contains it, then on the FORMAT menu, click DROP CAP then click NONE. Finding Synonyms Fast When you type a word and wish you could come up with a better one, press SHIFT+F7 to open WORD S THESAURUS dialog box. The word you just typed will appear in the LOOKED UP text box. The REPLACE WITH SYNONYM list box will contain a list of alternatives. If you see a word (or phrase) you like, select it and click REPLACE. Word will close the Thesaurus dialog box and replace your word with the selected synonym. The entire process takes only a few seconds much less stressful than staring at a word in your document and trying to come up with an alternative.