Word Tutorial Macros and Mail Merge

1. Word TutorialMacros and Mail Merge

2. Topics Template Bookmark Watermark Split view Manage long document Macros Mail merge 2

3. Creating a New Document from an Installed Template A template is a file you use as a starting point to create other files so you don’t have to re-create formatting and text for each new file The Normal template does not have any text, formatting, or graphics, but it does include all the default settings that you are accustomed to in Word Start Word, click the Office Button, click New, and then click Installed Templates

4. Creating a New Document from an Installed Template 4

5. Creating a Watermark Click the Page Layout tab, in the Page Background group, click the Watermark button, and then click Custom Watermark 5

6. Split Large document to View View tab Split button New Perspectives on Microsoft Office Word 2007 6

7. Master Document

8. Working with Master Documents A master document is a long document divided into several smaller, individual files, called subdocuments 8

9. Converting a Document into a Master Document 9

10. Converting a Document into a Master Document 10 Click View tab Click Outline view From Master Document, click Show Document Select a section and click Create and you created a subdocument

11. Inserting Subdocuments Move the insertion point to where you want to insert the subdocument Click the Insert button on the Outlining tab Select the document you want to insert as the subdocument Click the Open button 11

12. Inserting Subdocuments 12

13. Splitting Subdocuments Make sure the document is in Master Document view Move the insertion point to the subdocument heading where you want to divide the subdocument Click the Split button in the Master Document group on the Outlining tab 13

14. Merging Subdocuments Make sure the document is in Master Document view Click the Subdocument icon of the first subdocument Press and hold the Shift key while you click the Subdocument icon of an adjacent subdocument Release the Shift key, and then, in the Master Document group on the Outlining tab, click the Merge button 14

15. Removing a Subdocument Make sure the document is in Master Document view Click the Subdocument icon for the subdocument you want to move into the master document In the Master Document group on the Outlining tab, click the Unlink button 15

16. Macros

17. Automating Word with Macros A macro is a recording of keystrokes and mouse operations that you can play back at any time Name the macro Describe the macro Attach the macro to a template or document Assign the macro to a toolbar button, menu, or keyboard shortcut

18. Recording a Macro Click the View tab, in the Macros group, click the Macros button arrow, and then click Record Macro; or click the Developer tab, and then in the Code group, click the Record Macro button; or on the status bar, click the Start Recording button In the Record Macros dialog box, type a name for the macro in the Macro name box To save the macro in the current document or template, click the Store macro in arrow, and then select the desired active document or template To assign the macro to a button on the Quick Access Toolbar, click the Button icon to open the Word Options dialog box, make sure the Customize category is selected, click the macro in the list on the left, and then click the Add button

19. Recording a Macro To assign a shortcut key combination to the macro, in the Word Options dialog box, click the Customize button next to Keyboard shortcuts to open the Customize Keyboard dialog box, or in the Record Macros dialog box, click the Keyboard button; click a category in the Categories list on the left, click a command in the Commands list on the right, click in the Press new shortcut key box, press two or more keys to insert a shortcut key combination, click the Assign button, then click the Close button Click the OK button to start recording the macro Perform mouse movements and keystrokes you want to record the macro On the View tab in the Macros group, click the Macros button, then click Stop Recording; or on the Developer tab in the Code group, click the Stop Recording button; or on the status bar, click the Stop Recording button 19

20. Recording a Macro 20

21. Mail Merge

22. Understanding the Mail Merge Process To insert individualized information into a form letter, you combine, or merge, a form letter with a separate file containing specific information 22

23. Using the Mail Merge Task Pane The Mail Merge task pane walks you through the following six steps for merging documents: Select the type of document you want to use as the main document. Possible types of main documents include letters, envelopes, e-mails, labels, and directories Select the document you want to use as the main document. You can create a new document or edit an existing one Select the list of recipients (that is, the data source) you want to use for the merge or create a new list of recipients Complete the main document by adding merge fields Preview the merged document Complete the mail merge Click the Mailings tab, then in the Start Mail Merge group, click the Start Mail Merge button, and then click Step by Step Mail Merge Wizard 23

24. Selecting a Main Document Verify that the Letters option button is selected in the Mail Merge task pane At the bottom of the task pane, click Next: Starting document Navigate and select the file 24

25. Creating a Data Source for a Mail Merge In Step 3 of the Mail Merge task pane, select the Type a new list option button, and then click Create; or, in the Start Mail Merge group on the Mailings tab, click the Select Recipients button, and then click Type New List In the New Address List dialog box, click the Customize Columns button To delete unnecessary fields, in the Customize Address List dialog box, click a field you want to delete, click the Delete button, and then click the Yes button. Continue to delete any other unnecessary fields To add a new field, click the Add button, type the name of the field in the Add Field dialog box, then click OK 25

26. Creating a Data Source for a Mail Merge To rearrange the order of the field names, click a field name, then click the Move Up or Move Down button Click the OK button to close the Customize Address List dialog box In the New Address List dialog box, enter information for the first record, click the New Entry button, and type another record. Continue until you are finished entering information into the data source, and then click the OK button to open the Save Address List dialog box Type a name for the data source in the File name text box, and then click the Save button. The file is saved with the .mdb file extension 26

27. Inserting Merge Fields Click the Mailings tab In the Mail Merge task pane, click More Items Select the field you wish to insert, and then click the Insert button 27

28. Previewing the Merged Document In the Mail Merge task pane, click the Next: Preview your letters 28

29. Merging the Main Document and Data Source In the Mail Merge task pane, click Next: Complete the merge 29

30. Editing a Data Source in Word Open the main document for the data source you want to edit In the Start Mail Merge group on the Mailings tab, click the Edit Recipient List button In the Data Source list box in the Mail Merge Recipients dialog box, select the data source you want to edit, then click the Edit button To add a record, click the New Entry button, then type a new record To delete a record, click any field in the record, then click the Delete Entry button To add or remove fields from the data source, click the Customize Columns button, make any changes, and then click the OK button. Remember that if you remove a field, you will delete any data entered into that field 30

31. Sorting Records In the Start Mail Merge group on the Mailings tab, click the Edit Recipient List button to display the Mail Merge Recipients dialog box To sort data in ascending order, click the heading for the column you want to sort. For example, if you want to arrange the records alphabetically according to the contents of the First Name column, click the First Name column heading To sort data in descending order, click the column heading a second time 31

32. Sorting Records 32

33. Selecting Records to Merge Click the Edit Recipient List button in the Start Mail Merge group Click the check boxes next to the records you wish to merge Click the OK button In the Finish group, click the Finish & Merge button 33

34. Creating Mailing Labels Creating mailing labels is similar to creating form letters, and the Mail Merge task pane walks you through all six steps 34

35. Creating a Telephone Directory In the Mail Merge task pane under “Select document type,” click the Directory option button, click Next: Starting document, verify that the Use the current document option button is selected, click Next: Select recipients, verify that the Use an existing list option button is selected, and then click Browse Navigate to and open your file, and then click Next: Arrange your directory 35

36. Creating a Telephone Directory 36

37. References Macro: http://office.microsoft.com/en-us/word/HA103363481033.aspx Mail merge: http://office.microsoft.com/en-us/word/HA102852191033.aspx Mail merge: http://www.brainstorminc.com/cbt/microsoft/help.php?file=word18 Labels: http://office.microsoft.com/en-us/word/HA102264141033.aspx 37