Microsoft Word Chapter 5

1. Microsoft Word Chapter 5 Generating Form Letters, Mailing Labels, and Directories

2. Objectives • Explain the merge process • Use the Mail Merge task pane and the Mailings tab on the Ribbon • Use a letter template as the main document for a mail merge • Insert and format a shape on a drawing canvas • Create and edit a data source • Insert merge fields in a main document • Create a multilevel list Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

3. Objectives • Use an IF field in a main document • Merge and print form letters • Sort data records • Address and print mailing labels and envelopes • Merge all data records to a directory • Change page orientation • Modify table properties Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

4. Starting Word • Start Word as indicated on page WD 309 from Chapter 5 of Microsoft Word 2007 Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

5. Identifying the Main Document for the Form Letter Using the Task Pane • Click Mailings on the Ribbon to display the Mailings tab • Click the Start Mail Merge button on the Mailings tab to display the Start Mail Merge menu • Click Step by Step Mail Merge Wizard on the Start Mail Merge menu to display the Mail Merge wizard in the Mail Merge task pane • Click the ‘Next wizard step’ link at the bottom of the Mail Merge task pane to display Step 2 of the Mail Merge wizard • Click ‘Start from a template’ in the ‘Select starting document’ area and then click the ‘Select mail merge template’ link to display the Select Template dialog box Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

6. Identifying the Main Document for the Form Letter Using the Task Pane • Click the Letters tab in the dialog box and then click Equity Merge Letter, which shows a preview of the selected template in the Preview area • Click the OK button to display a letter in the document window that is based on the Equity Merge Letter template • Click the Close button in the upper-right corner of the Mail Merge task pane title bar to close the Mail Merge wizard Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

7. Identifying the Main Document for the Form Letter Using the Task Pane Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

8. Inserting a Drawing Canvas • With the insertion point in the second row of the table, display the Insert tab • Click the Shapes button on the Insert tab to display the Shapes gallery • Click New Drawing Canvas in the Shapes gallery to insert a drawing canvas at the location of the insertion point Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

9. Inserting a Drawing Canvas Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

10. Inserting a Shape • Click the More button in the Insert Shapes gallery on the Format tab, which shows more gallery options • Click the Up Ribbon shape in the Stars and Banners area of the Insert Shapes gallery, which removes the gallery and changes the mouse pointer to the shape of a crosshair • Position the mouse pointer (a crosshair) on the left of the drawing canvas below the shaded table • Drag the mouse to the right and downward to form the ribbon shape • Release the mouse button so that Word draws the shape in the drawing canvas. If your shape is not the same approximate height and width as shown in drag the shape’s sizing handles to resize it, or enter the appropriate values in the Shape Height and Shape Width text boxes on the Format tab Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

11. Inserting a Shape Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

12. Apply a Shape Style • With the shape still selected, click the More button in the Shape Styles gallery to expand the Shape Styles gallery • Point to Diagonal Gradient -Accent 2 in the Shape Styles Gallery to display a live preview of that style applied to the shape in the document Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

13. Apply a Shape Style Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

14. Adding Formatted Text to a Shape • Click the Edit Text button on the Drawing Tools Format tab to place an insertion point in the shape and display the Text Box Tools and its subordinate Format tab on the Ribbon • Display the Home tab. • Click the Center button on the Home tab • Click the Bold button on the Home tab • Change the font size to 26 point • Type Total Fitness and then press SHIFT+ENTER to insert a line break character Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

15. Adding Formatted Text to a Shape • Type Health Club on the second line of the shape. (If all the letters in the company name do not fit in the shape, drag the sizing handles on the shape until all text is displayed in the shape) Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

16. Adding Formatted Text to a Shape Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

17. Resizing a Drawing Canvas • Click in the drawing canvas in an area outside the shape to select the drawing canvas • Position the mouse pointer on the bottom-middle sizing handle until the mouse pointer shape changes to a T • Drag the bottom middle sizing handle upward until the dotted line touches the bottom of the shape • Release the mousebutton to resize the drawing canvas Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

18. Resizing a Drawing Canvas Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

19. Creating a Folder while Saving • With a USB flash drive connected to one of the computer’s USB ports, click the Save button on the Quick Access Toolbar to display the Save As dialog box • Type Health Club Form Letter in the File name text box to change the file name • If Computer is not displayed in the Favorite Links section, drag the top or bottom edge of the Save As dialog box until Computer is displayed • Click Computer in the Favorite Links section, and then double-click your USB flash drive in the list of available drives Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

20. Creating a Folder while Saving • Click the ‘Create a new, empty folder’ button in the Save As dialog box to display a folder with the name New Folder selected in the dialog box • Type Total Fitness as the new folder name and then press the ENTER key to create the new folder on the USB flash drive • Click the Save button in the Save As dialog box to save the Health Club Form Letter in the Total Fitness folder on the USB flash drive Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

21. Creating a Folder while Saving Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

22. Creating a New Data Source • Display the Mailings tab • Click the Start Mail Merge button on the Mailings tab and then click Step by Step Mail Merge Wizard to redisplay the Mail Merge task pane • Click ‘Type a new list’ in the Select recipients area, which displays the ‘Type a new list‘ area • Click the ‘Create new recipient list’ link to display the New Address List dialog Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

23. Creating a New Data Source • Click the Customize Columns button to display the Customize Address List dialog box • Click Company Name in the Field Names list and then click the Delete button to display a dialog box asking if you are sure you want to delete the selected field • Click the Yes button in the Microsoft Office Word dialog box • Click Country or Region in the Field Names list. Click the Delete button. Click the Yes button to remove the field • Click Home Phone in the Field Names list. Click the Delete button. Click the Yes button to remove the field Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

24. Creating a New Data Source • Use this same procedure to delete the Work Phone and E-mail Address fields • Click the Add button to display the Add Field dialog box • Type Membership Type in the ‘Type a name for your field’ text box • Click the OK button to close the Add Field dialog box and add the Membership Type field name to the bottom of the Field Names list • Click the OK button to close the Customize Address List dialog box, which positions the insertion point in the Title text box for the first record (row) in the New Address List dialog box Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

25. Creating a New Data Source • Type Mr. and then press the TAB key to enter the title for the first data record • Type Milan and then press the TAB key to enter the first name. • Type Sciranka and then press the TAB key to enter the last name. • Type 85 Windmill Lane and then press the TAB key to enter the first address line • Press the TAB key to leave the second address line empty Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

26. Creating a New Data Source • Type Dilton and then press the TAB key to enter the city • Type NH and then press the TAB key to enter the state code. • Type 03324 and then press the TAB key to enter the ZIP code. • Type Standard to enter themembership type • Click the New Entry button to add a new blank record and position the insertion point in the Title field of the new record Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

27. Creating a New Data Source Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

28. Saving the Data Source when Prompted by Word • Type Health Club Members in the File name text box • If necessary, locate and select the USB flash drive and then double-click the Total Fitness folder to open the folder • Click the Save button in the Save Address List dialog box to save the data source in the Total Fitness folder on the USB flash drive using the file name, Health Club Members, and then display the Mail MergeRecipientsdialog box • Click the OK button to close the Mail Merge Recipients dialog box • Click the Close button on the Mail Merge task pane title bar because you are finished with the wizard. Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

29. Saving the Data Source when Prompted by Word Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

30. Changing Spacing Before Paragraphs • Click the date content control to select it • Display the Page Layout tab • Click the Spacing Before box down arrow on the Page Layout tab as many times as necessary until 24 pt is displayed in the Spacing Before text box Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

31. Entering the Date • With the date content control selected, click its box arrow to display a calendar • Scroll through the calendar months until May, 2008 is displayed • Click 28 in the calendar to display 5/28/2008 in the date line of the form letter Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

32. Entering the Date Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

33. Inserting a Merge Field in the Main Document • Display the Mailings tab • Click the Insert Merge Field button arrow on the Mailings tab to display the Insert Merge Field menu • Click First_Name to insert the selected merge field in the document at the location of the insertion point Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

34. Inserting a Merge Field in the Main Document Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

35. Entering More Text • With the insertion point at the location, type a comma, press the SPACEBAR, and then type for being a member of our health club. We hope you are pleased with our state-of-the-art cardiovascular and resistance training equipment and top-notch staff • Press the ENTER key. Type Starting today, your experience at Total Fitness Health Club will include several additional amenities to make your visit more complete: and then press the ENTER key Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

36. Entering More Text Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

37. Creating a Multilevel List • Scroll to display the insertion point higher in the document window • Display the Home tab and then click the Clear Formatting button to remove any existing formatting • Click the Multilevel List button on the Home tab to display the Multilevel List gallery • Position the mouse pointer in the second style in the first row in the List Library area to see a preview of the style • Click the desired list style (second style in the first row in List Library area) to apply the selected multilevel list style to the current paragraph • Type Enhanced Facilities and then press the ENTER key to enter this first-level list item Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

38. Creating a Multilevel List • Press the TAB key to demote the current list item to a second-level list item that is indented below the first list item. • Type Now open 24 hours a day, 7 days a week and then press the ENTER key to enter a second-level list item • Type New supervised child play center and then press the ENTER key to enter a second-level list item • Type New 46' climbing wall and then press the ENTER key to enter a second-level list item • Press SHIFT+TAB to promote the current list item Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

39. Creating a Multilevel List • Type Expanded Instructional Programs and then press the ENTER key • Press the TAB key to demote the current list item, which will be Wellness seminars. • Type Wellness seminars and then press the ENTER key • Type Yoga and Pilates classes and then press the ENTER key • Type Nutrition education and then press the ENTER key three times to end the numbered list Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

40. Creating a Multilevel List Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

41. Entering More Text and a Merge Field • Type We strive to provide the highest quality amenities to our members. To continue to achieve this service level, we must raise our monthly fees effective July 1. As a member on the and then press the SPACEBAR • Display the Mailings tab. Click the Insert Merge Field button arrow on the Mailings tab and then click Membership_Type on the Insert Merge Field menu • Press the SPACEBAR and then type Plan, your new monthly rate will be and thenpress the SPACEBAR Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

42. Inserting an IF Field in the Main Document • With the insertion point positioned, click the Rules button on the Mailings tab to display the Rules menu • Click If...Then...Else on the Rules menu to display the Insert Word Field: IF dialog box • Click the Field name box arrow to display the list of fields in the data source • Scroll through the list of fields in the Field name list and then click Membership_Type • Position the insertion point in the Compare to text box and then type Standard as the comparison text Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

43. Inserting an IF Field in the Main Document • Press the TAB key and then type $75 as the true text • Press the TAB key and then type $105 as the false text • Click the OK button to insert the IF field at the location of the insertion point Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

44. Inserting an IF Field in the Main Document Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

45. Merging the Form Letters to the Printer • Click the Finish & Merge button on the Mailings tab to display the Finish & Merge menu • Click Print Documents to display the Merge to Printer dialog box • If necessary, click All to select it • Click the OK button to display the Print dialog box • Click the OK button in the Print dialog box to print five separate letters, one for each club member in the data source (If Word displays a message about locked fields, click its OK button) Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

46. Merging the Form Letters to the Printer Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

47. Selecting Records to Merge • Click the Edit Recipient List button on the Mailings tab to display the Mail Merge Recipients dialog box • Drag the scroll box to the right edge of the scroll bar in the Mail Merge Recipients dialog box so that the Membership Type field appears in the dialog box. • Click the box arrow to the right of the field name, Membership Type, to display sort and filter criteria for the Membership Type field • Click Premium to reduce the number of data records displayed in the Mail Merge Recipients dialog box to two, because two club members have a membership type of Premium • Click the OK button to close the Mail Merge Recipients dialog box Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

48. Selecting Records to Merge Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

49. Merging the Form Letters to the Printer • Click the Finish & Merge button on the Mailings tab to display the Finish & Merge menu • Click Print Documents to display the Merge to Printer dialog box. If necessary, click All in the dialog box • Click the OK button to display the Print dialog box • Click the OK button in the Print dialog box to print two separate letters, one for each club member whose membership type is Premium (If Word displays a message about locked fields, click its OK button) Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

50. Sorting the Data Records in a Data Source • Click the Edit Recipient List button on the Mailings tab to display the Mail MergeRecipientsdialog box • Scroll to the right until the ZIP Code field shows in the dialog box • Position the mouse pointer on the ZIP Code field name • Click the ZIP Code field name to sort the data source records in ascending (smallest to largest) order by ZIP Code • Click the OK button to close the Mail MergeRecipientsdialog box Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition