Mail Merge allows users to create form letters, mailing labels, envelopes, personalized certificates, and more for mass mailings. Creation of each document individually would take hours. Using mail merge allows you to easily pull together the following information in one simple task. You need the following: • A main document that contains all of the information that everyone is going to receive . • A data source that contains the recipient information such as name, address etc. • Place holders in the main document for each individual’s information. .
Word then merges this information together and creates the set of documents that incorporates all of these elements. The Main Document This can be a letter, an envelope, a form of some kind. It needs to contain the following: • Identical content such as the main body of a letter. This will only have to be typed once . • Placeholders for each recipient’s unique information. This might be the mailing address in the address block of a letter and name in the salutation. Data source for recipient information The recipient information would include things like first name, last name, title, street address city, state, zip code, etc.
Common data sources would an Excel spreadsheet, your Microsoft Office contacts, a Word table, or an Access database, etc. This information is usually listed in columns and rows so that specific information can be pulled out to go in specific placeholders. The Finished Product This will contain a main document with the placeholders filled in with the contents from the data source. Mail Merge Dialog Box Options: You can deselect recipients if you don’t want to send to some of them in your list by removing the checkmark next to their names. You can also sort the list for alphabetic or numeric order using the sort link in the dialog box.
You can filter recipients if you want to send the letter to a subgroup of recipients in your list. 8. Now write your letter, certificate, 9. Insert placeholders as you create the document. These are called Merge Fields. They are delineated by chevrons within your main document. 10. To insert –from the Mailings Tab: 11. Click on Insert Merge Field. 12. Finish typing your letter. 13. Double check your typing and formatting before you finish. 14. Click on Next to preview your letter. 15. View several recipients by clicking on the chevrons. 16. If everything looks okay, click on Complete the merge. 17.
You can send all of the documents to a printer, or Edit individual letters. This option creates a new document which consists of one page for each letter you are mailing. You can save this document and print it later. Mail Merge Labels You can also use the same data source to create mailing labels for our letters. The only major difference is that our main document will be labels instead of a document. The Mail Merge Wizard will also work for this. 1. Click on the Mailing tab of the ribbon. 2. Select Start Mail Merge 3. Choose Labels as your document type. a. Letters b. Email Messages c. Envelopes d. Labels e. Directory
4. Click Next to start the document 5. Now you will need to change the document layout. a. Click on Label optionsto selection the type of labels you want to use. Each box of labels that you purchase will have a manufacture name and style number. Select that information from the drop down boxes and click OK. 6. Select recipients are the next step in the Mail Merge Wizard. Browse to your file and click OK. Sort it if you sorted your letters in the first merge so that they are in the same order. 7. Click OK. 8. Now arrange your labels. Insert the merge fields in the first label the same way you did on the form letter.
[You can insert all the fields you need at once and then arrange them afterwards. ] 9. Click Update all labels next to Replicate them, then Preview your labels. 10. Finally complete the merge. You will have the choice of editing individual labels or just sending them to the printer. 11. Click Edit Individual labels to create a new document that you can save and print later. 2. TABLES- Advanced Topic in MS Word Aligning text and images in your Word document can be difficult if you try to do it just using tabs and spaces. Inserting tables allows you to align columns and rows of data more easily.
Note that the emphasis is on the use of tables for text and possibly images. You do not want to use Word to enter numeric content upon which you might want to be able to perform a calculation. You would use Excel for that. Inserting Tables • Place your cursor in the document where you would like your table to begin. • Click on the Insert Tab in the ribbon and click Table. • Drag your cursor over the table grid and select the desired number of rows and columns. *Note* that as you drag your cursor over the table grid in the insert Table selection grid, it appears in your document.
• Click to insert the table. •A Table Tools ribbon will appear with Design and Layout options. The cursor will be blinking in the first cell of the table. •Type your text in the cells of the column, using the tab key to move from cell to cell. O If you press <ENTER>, a new line will appear in the same cell. O If you press TAB in the last cell a new row will appear. –OR – O Click on the Layout tab on the Table Tools ribbon. Table Tools The Table Tools section of the ribbon allows you to apply formatting to your table. This includes borders, background, gridlines, table styles and more.
It also allows the user to merge and split cells, control where a table divides between two pages and more. Add a Style to your Table • Click in the table that you want to format • Under Table Tools, Click the Design Tab • In the Table Styles group, hover with your mouse cursor over each style until you find a style that you wants to use. • Click on the drop down arrow in the corner of the group to see additional styles. • Click to apply your selected style to the table. • Use the Table Style Options group to click on or deselect check boxes next to each table element that you want to add or remove to your table.
This includes adding an additional header row, apply banding to rows or columns or apply special formatting columns. Delete a Column/Row • Place your cursor in the row that you want to delete • Click Delete in the Layout tab. •Select Columns or Rows You can also delete a single cell from within the Layout tab by clicking in that tab and selecting Layout and then Clicking on the drop down below Delete button to select the element to select. Merge or Split Cells You can combine multiple cells into a single cell or split cells so that they are below a single heading. To Merge
• Select the cells that you want to merge by clicking the left edge of a cell and dragging your cursor across the other cells that you want to include. • Under Table Tools, Layout, in the Merge group, clicks Merge Cells. –OR – • Highlight your cells and right click and select merge cells. To Split • Select the cell or cells that you want to split. • Under Table Tools, Layout, Merge group, Click Split Cells–Or– • Right click when you have cells selected and select Split Cells. • Note how the Bob Smith cell on the right has been split into two under the single header –Contact. Other Useful Table Tips
Repeat a table heading on a subsequent page •Use this for very long tables where you know it will appear on multiple pages. •These heading are visible only in the Print Layout view and when you print your document •Select the table heading row. Your selection MUST include the first row of your table. •Under Table Tools, Layout, in the Data group, click Repeat Header Rows. Note: Word automatically repeats the header rows for each new page unless you insert a page break within the table. Control where your table divides Very long tables must be divided wherever a page break occurs.
If a page break occurs within a large row, Word allows it to split the row between two pages. You can control this if your do not want to split your rows. 3. Columns-Advance Topic in MS Word You can change the appearance of your document in Word by formatting all or part of it in newspaper-style columns. The Column functionality can be used to split the text into up to four columns –equally or unequally sized. They are referred to as newspaper columns because of the way the text wraps from the bottom of one column to the top of the next, like in a newspaper. Advantages of Using Columns
• You generally fit a little more text on a page than if you laid it out full page width. •Shorter lines are easier to read •There is more white space on the page which is also easier on the eyes. •Great for something like a tri-fold brochure Inserting columns in a new document •Click on the Page Layout tab of the ribbon. •Find the Page Setup group. •Click on the drop down arrow below the Column option and select the number of columns you would like your document to have. If you do this before you enter any text, your entire document will be formatted in columns. If you do this before you enter any text, your entire document will be
formatted in columns. Add newsletter columns only to part of a new document You may want to have a heading in your document followed by multiple columns. To do this you must insert a section break after any initial typing you have done. • Type your heading text • Place your cursor where you would like your columns to begin. • Open the Page Layout tab on the ribbon. • In the Page Setup group click on the Down arrow next to Breaks. • Under the Section Breaks area, select Continuous (you will remain on the same page). • Then click on Columns and select the number of Columns you want. • Begin typing your text.
• To begin the second column at a specific point in the text, go back to the Breaksicon again and select column . •Your cursor will now be at the top of the next column. •Continue typing your text. •To stop multiple columns formatting: O Insert a Section Break O Click on Columns O Select One column. Applying columns to existing text in a document • Highlight the text that you would like to display in column format. • Click on the Page Layout tab of the ribbon. • Find the Page Setup group. • Click on the drop down-arrow below the Column option and select the number of columns you would like your document to have.
Creating columns in this way automatically inserts Section Breaks above and below the text that you selected. The text between the Section Breaks is formatted in columns. Formatting your Columns To apply specific formatting to your column selection: • Click on the Page Layout button on the ribbon. In the Page Setup group, click on the drop down arrow below the Columns icon. The Columns dialog box will open. • You can add a line between your columns by clicking on the Line between checkbox. • You can also set column widths and the space between the columns. They can be unequal. OR – • Click on the Equal Column width checkbox.
4. Working with Images-Advance Topics in MS Word You can add many types of images to your Word documents to enhance appearance and better illustrate your contents. These range from MS Office supplied basic clipart, your own Pictures Or web images, Shapes, Smart Art, WordArt, and even a watermark. ClipArt and Pictures ClipArt is the electronic illustrations that are supplied with your licensed copy of Microsoft Office that you download when you install the program that can be inserted into a document. Microsoft clipart is also available online for free use if you have a licensed copy of the software.
There are many different sources for Pictures: your camera, scanned images, images from a website, screen shots and more. Formatting ClipArt and Pictures The instructions below illustrate how to format clipart, but also work for any pictures that you insert into your documents. The major difference between the instructions is that you will have to Browse to the file in which you saved your pictures. Word will automatically find the Clipart file. 1. To insert ClipArt, click on the Insert tab. 2. Click on the Clipart button. 3. Type a keyword in the Search for box that describes the Clipart that you want to insert. 4.
Narrow the results by selecting a specific collection in the Search in: box or by selecting a file type from within the Results should be: box. 5. Click Go 6. Select an image from the results to insert it into the document. Note: If you insert an image from a Web page and it is hyperlinked, it will be inserted into your document with the link. 7. The Picture Tool stab will automatically open in the ribbon for editing your image as your image is selected when you first insert it. [Note the handles around the object. ] 8. Crop the image (remove any unwanted parts) a. Click on Crop in the Size group of this ribbon. b.
Move the cursor to one of the small squares around the edge of the picture you want to crop, and hold down the mouse button until it appears like a T. Move the cursor over the picture area that you want to remove. (It should look like you are pushing the edge). 9. Resize the image a. Make sure it is selected (you see the handles) b. Then put the cursor on one of the circles in the corner (you will get a double headed arrow. ) c. Hold your left mouse button down and drag the corner in or out depending upon whether you want it larger or smaller. d. If you grab one of the squares in the center of each side this will distort
the image –make it thinner or fatter as you need. 10. Wrap your text around the image a. Select the image (again, you will see the handles) 5. Footnotes & Endnotes-Advanced Topics in MS Word Footnotes and endnotes are used in printed documents to explain, comment on, or Provide citations for text in a document. Footnotes are at the bottom of each page. They might be used to provide more details about a particular point that you are making in your narrative. Endnotes are at the end of the entire document. They are typically used for your Bibliography or citation of sources. These are numbered automatically in the document.
Footnotes Footnotes consist of two linked parts –the notes reference mark and the corresponding footnote text. • Click where you want to insert the Footnote. • Click on the Reference stab in the Ribbon. • In the Footnotes group, click Insert Footnote. • Type the text of your Footnote. It will be at the bottom of the page below a separator line. •Click on the Dialog Box Launcher in the bottom right corner of the group in the ribbon to bring up the dialog box if you want to change the format of your footnotes. Keyboard Shortcut: Alt + Ctrl + F Endnotes Use Endnotes to site your sources correctly in your document.
It is slightly less troublesome to add endnotes to your papers than to add footnotes. You don’t need to worry about them fitting on the appropriate page. They all automatically go at the end. To Insert Endnotes: • Place the cursor where you want to insert the endnote mark. • Click on the Reference tab in the Ribbon. • In the Footnote group, select Insert Endnote. • Type the note text • Add formatting, if desired. •Double click on the endnote number to return to the reference mark in the document. •You can add endnotes in any order you want. Word automatically updates the numbering.
•Bibliographies or Works Cited pages usually go on a separate page at the end. You can insert a page break after all of your text and then the page title –Bibliography or Works Cited. The endnotes will then appear on their own page. Keyboard Shortcut: Alt+Ctrl+D Delete a Footnote or an Endnote When you want to delete a note, you need to work with the Footnote or Endnote mark or number not the text of the note. •Highlight the note mark or number. •Press Delete. This will delete both the text of the note and the number. When you delete an automatically numbered note reference mark, Word renumbers the remaining notes in the new order.