Microsoft Word 2010 Level 3 potx

 Press + to position the cursor at the top of the new page, then type The Economics of Installing Solar Panels, press and type For All AGE Operations  Click in the first heading, th

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Microsoft Word 2010

Level 3

www.ddls.com.au

1800 U LEARN (1800 853 276)

Thakral House Level 3, Dimension Data Building Level 8,

Level 10, 301 George Street 11-17 Dorcas Street 201 Charlotte Street Sydney NSW 2000 South Melbourne VIC 3205 Brisbane QLD 4000

Level 10, ACTewAGL House Level 4, Level 7,

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by Watsonia Software Pty Ltd (ABN 64 060 335 748)

Published by Watsonia Publishing

47 Greenaway Street

Bulleen Vic Australia 3105

Telephone: (61 3) 9851 4000

Facsimile: (61 3) 9851 4001

Web site: www.watsoniapublishing.com

Product Code INF1012

First published: September 2010; Revised November 2010 .

Production Acknowledgments

This course is the result of team collaboration

However, several individuals need to be singled out

for acknowledgement including Natalie Ford, Lisa

Charlesworth, Marie Krupa (proofing), and Ron Krupa

(course assembly and publishing)

Trademark Acknowledgments

All terms mentioned in this manual that are known to be trademarks

or service marks have been appropriately acknowledged or

capitalised Watsonia Software cannot attest to the accuracy of this information Use of a term in this manual should not be regarded as affecting the validity of any trademark or service mark

Disclaimer

Every effort has been made to provide accurate and complete information However, Watsonia Software assumes no responsibility for any direct, indirect, incidental, or consequential damages arising from the use of information in this document Data and case study examples are intended to be fictional Any resemblance to real persons or companies is coincidental

Copyright Notice

This publication is protected in accordance with the provisions of the

Copyright Act Apart from permissions expressed in the Copyright

Act pertaining to copying for study, review, or research, no part of this publication may be reproduced in any form, or stored in a database or retrieval system, or transmitted or distributed in any form by any means, electronic, mechanical photocopying, recording,

or otherwise without written permission from Watsonia Software Pty Ltd

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R EAD M E F IRST

1

4

In case you're not familiar with the terminology,

Read Me First is quite often the name given to a

computer file that contains important information

for people to know prior to using an application

This section contains some important information to help you use this book so we thought we'd start

with a Read Me First section

Who this course is for Microsoft Word 2010 Level 3 is designed for users who are keen to

extend their understanding and knowledge of Word beyond creating basic documents

What skills and knowledge

you will acquire The skills and knowledge acquired in this course are sufficient to be able to use and operate the software at an advanced level especially as it

relates to creating more complex documents and also automating document procedures

What you'll need to know

before beginning this

course

This course assumes an understanding of the topics and concepts covered in Levels 1 and 2 It would also be beneficial to have a general understanding of personal computers and the Windows operating system environment

The objectives of this guide… At the completion of this course you should be able to:

• apply various page layout techniques

• save a document as a PDF and view it in a PDF reader

• customise mail merges

• insert and work with text boxes

• create and work with SmartArt

• create and use building blocks

• create, use and delete bookmarks

• create and work with a table of contents in a document

• create and work with an index in a document

• create and use interactive fields

• create and work with master documents

• create and remove several forms of protection for your document

• create and work with electronic forms in Word

• create and work with macros

• insert content from other sources

What you get in a Chapter Each of the chapters is comprised of a summary page listing the topics

covered in that chapter The chapter then consists of single-page topic sheets pertaining to the theme of the chapter

What you'll need to have

before commencing this

course

Many of the topics in Microsoft Word 2010 Level 3 require you to open

an existing file with data in it These files can be downloaded free of charge from our web site at www.watsoniapublishing.com Simply follow the student files link on the home page You will need the product code for this course which is INF1012

As you work through this

guide… It is strongly recommended that you close all open files, if any, prior to commencing each new chapter in this learning guide Each chapter,

where relevant, has its own set of course files and any from a previous chapter are no longer required

Where to from here Have a look at the next page which explains how a topic page works,

ensure that you have access to the exercise files (see above), and you're ready to make a start

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W ORKING W ITH T OPIC S HEETS

The majority of this book comprises single-page

topic sheets There are two types of topic sheets:

task and reference The layout of both is similar

– an overview at the top, detail in the centre and

additional reference (optional) material at the

bottom Task sheets contain a Try This Yourself

step-by-step exercise panel in the detail area as shown below

 General topic overview provides an introduction to the topic

by a box with reference information

 In Task topic sheets screen shots and graphics provide a visual clue as to what will happen when you work through the Try This Yourself practice exercise In

Reference topic sheets the screen shots and graphics are used to visually

represent information and concepts

 The For Your Reference (optional) element provides a quick summary of the steps required to perform a task These usually only appear in Task-based topic sheets

 The Handy To Know (optional) element provides additional information such as alternate ways of accomplishing a task or further information providing handy tips

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C ONTENTS

Inserting A Cover Page 2

Inserting A Blank Cover Page 3

Inserting A Watermark 4

Creating A Watermark 5

Removing A Watermark 6

Applying Page Colours 7

Applying A Page Border 8

Applying Lines To A Page 9

Chapter 2: Saving To PDF 11 Understanding PDF 12

Saving A Document As A PDF 13

Viewing A PDF File 14

Chapter 3: Mail Merge Techniques 15 Running A Saved Merge 16

Excluding Recipients 17

Filtering Recipients 18

Sorting Recipients 19

Selecting Another Data Source 20

Applying An If…Then…Else… Rule 21

Applying A Fill-In Rule 22

Chapter 4: Text Boxes 23 Understanding Text Boxes 24

Inserting A Preformatted Text Box 25

Typing Text Into A Text Box 26

Positioning A Text Box 27

Resizing A Text Box 28

Deleting A Text Box 29

Drawing A Text Box 30

Formatting A Text Box 31

Chapter 5: SmartArt 33 Understanding SmartArt 34

Inserting A SmartArt Graphic 35

Inserting Text 36

Adding Shapes Below 37

Adding Shapes Above 38

Adding Shapes Before And After 39

Adding An Assistant 40

Promoting And Demoting Positions 41

Switching Right To Left 42

Positioning SmartArt 43

Resizing SmartArt 44

Applying A Different Layout 45

Applying A Colour Scheme 46

Applying A SmartArt Style 47

Deleting SmartArt Shapes 48

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C ONTENTS

Understanding Building Blocks 50

Inserting A Building Block 51

Creating Building Blocks 52

Saving Building Blocks 53

Inserting Quick Parts 54

Editing Building Blocks 55

Deleting Building Blocks 56

Saving Building Blocks To A Template 57

AutoText Versus Quick Parts 58

Chapter 7: Bookmarks 59 Creating Bookmarks 60

Navigating With Bookmarks 61

Deleting Bookmarks 62

Chapter 8: Table Of Contents 63 Understanding Tables Of Contents 64

Inserting A Built-In Table Of Contents 65

Navigating With A Table Of Contents 66

Updating Page Numbers 67

Updating A Table Of Contents 68

Customising A Table Of Contents 69

Formatting A Table Of Contents 70

Chapter 9: Indexing 71 Understanding Indexing 72

Marking Index Entries 73

Creating An AutoMark File 74

Marking Index Entries With An AutoMark File 75

Removing Marked Entries 76

Generating An Index 77

Modifying The Index Format 78

Updating An Index 79

Chapter 10: Fields 81 Understanding Fields 82

The Field Dialog Box 83

Inserting A Document Information Field 84

Setting Field Properties 85

Showing And Hiding Field Codes 86

Showing And Hiding Field Shading 87

Inserting Formula Fields 88

Inserting A Date And Time Field 89

Updating Fields Automatically When Printing 90

Locking And Unlocking Fields 91

Applying A Number Format 92

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C ONTENTS

Understanding Interactive Fields 94

Inserting a FILLIN Field 95

Typing Fields Codes 96

Activating Interactive Fields 97

Inserting An ASK Field 98

Using REF To Display Bookmarks 99

Activating Fields Automatically 100

Chapter 12: Master Documents 101 Understanding Master Documents 102

Creating A Master Document 103

Creating Subdocuments 104

Working With Master Documents 105

Inserting Subdocuments 106

Formatting A Master Document 107

Editing Subdocuments 108

Merging Subdocuments 109

Splitting Subdocuments 110

Deleting Subdocuments 111

Building A Table Of Content 112

Printing A Master Document 113

Why Master Documents Are Misunderstood 114

Chapter 13: Tracking Changes 115 Understanding Tracking Changes 116

Enabling And Disabling Tracked Changes 117

Changing Tracking Options 118

Showing Revisions In Balloons 119

Showing Revisions Inline 120

Showing And Hiding Revisions 121

Showing Specific Types Of Revisions 122

Showing And Hiding The Reviewing Pane 123

Accepting And Rejecting Changes 124

Chapter 14: Protecting Documents 125 Understanding Document Protection 126

Making A Document Read-Only 127

Working With A Read-Only Document 128

Restricting Formatting 129

Working With Formatting Restrictions 130

Restricting Editing 131

Making Exceptions 132

Stopping Document Protection 133

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C ONTENTS

Understanding Electronic Forms In Word 136

Creating A Form 137

Understanding Content Controls 138

Displaying The Developer Tab 139

Inserting Text Controls 140

Setting Content Control Properties 141

Inserting The Date Picker Control 142

Inserting Prompt Text 143

Inserting Formulas 144

Inserting A Combo Box Control 145

Inserting A Drop-Down List Control 146

Protecting And Saving The Form 147

Completing An Electronic Form 148

Editing A Protected Form 149

Deleting A Content Control 150

Chapter 16: Macros 151 Understanding Macros In Word 152

Setting Macro Security 153

Saving A Document As Macro-Enabled 154

Recording A Macro 155

Running A Macro 156

Assigning A Macro To The Toolbar 157

Assigning A Keyboard Shortcut To A Macro 158

Editing A Macro 159

Deleting A Macro 160

Creating A MacroButton Field 161

Copying A Macro 162

Tips For Developing Macros 163

Chapter 17: Importing 165 Understanding Importing 166

Importing Text 167

Importing Excel Data 168

Importing Linked Excel Data 169

Importing And Embedding Excel Data 170

Modifying Embedded Excel Data 171

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CHAPTER 1 P AGE T ECHNIQUES

Once you have written and formatted your document, you may consider adding some finishing touches to the overall page layout, such as cover pages, watermarks, page borders, and the like

This chapter will step you through some of the page layout techniques that you can apply to your documents in Word

In this session you will:

 learn how to insert a cover page

 learn how to insert a blank cover page

 learn how to insert a watermark

 learn how to create a watermark

 learn how to remove a watermark

 learn how to apply page colours

 learn how to apply page borders

 learn how to apply lines to a page

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WPL_W816

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I NSERTING A C OVER P AGE

Try This Yourself:

Open File

Before starting this exercise you

MUST open the file W816 Page

Techniques_1.docx

 Click on the Insert tab, then click on

Cover Page in the Pages group

to display the Cover Pages gallery

 Click on Cubicles to insert the cover

page at the start of the document

Cover pages are always inserted at

the start of the document no matter

where the cursor is positioned

 Click in Type the company name

and type Alpheius Global

Enterprises

 Click in Type the document title and

type The Economics of Installing

Solar Panels

 Click in Type the document subtitle

and type For All AGE Operations,

and then type 2010 for Year

 Click on Author below the document

subtitle, then click on the blue Author

tab and press Click outside the

selection to see the result

Let’s remove the original title now that

you have added the cover page

 Scroll to the next page, select the text

The Economics of Installing Solar

Panels for All AGE Operations and

press

 Save the document

For Your Reference…

To insert a cover page:

1 Click on the Insert tab, then click on Cover

Page in the Pages group

2 Click on the desired cover page option

3 Replace the sample text with your own

Handy to Know…

• If you insert a second cover page in a document, it will replace the first cover page

• You can download more cover page designs

from Office Online Click on Cover Page in the Pages group and select More Cover

Pages from Office Online Select a cover

page to apply to the document

2

6

Microsoft Word 2010 includes 19 cover page

designs that you can apply to long documents,

such as annual reports, reports, white papers and

the like You simply choose the desired cover

from the Cover Page gallery and replace the

sample text with your own Cover pages are part of

the Building Block gallery

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I NSERTING A B LANK C OVER P AGE

Same File

Continue using the previous file with

this exercise, or open the file W816

Page Techniques_2.docx

 Click on the Insert tab, then click on

Cover Page in the Pages

group and select Remove Current

Cover Page

The cover page will be deleted so

you can now insert a blank page to

replace it

 Ensure that the cursor is positioned

to the left of Introduction, then

click on Blank Page in the

Pages group to insert a blank page

A blank page will always be

inserted immediately before the

cursor

 Press + to position the

cursor at the top of the new page,

then type The Economics of

Installing Solar Panels, press

and type For All AGE Operations

 Click in the first heading, then click

on the Home tab and then click on

Title in the Styles group to apply

this style to the heading

 Click in the subheading, then click

on the Home tab and then click on

Subtitle in the Styles group to

apply this style to the heading

 Save and close the document

To insert a blank cover page:

1 Press + to position the cursor

2 Click on the Insert tab, then click on Cover

Page in the Pages group

3 Type and format the details for the cover

page

• You can save a customised cover page in

the Cover Pages gallery To do this, select

the entire contents of your cover page, click

on Cover Page on the Insert tab and

select Save Selection to Cover Page

Gallery Type a Name and Description if

required and then click on [OK]

3

Rather than using one of the predesigned cover

pages from the Cover Pages gallery, you can

create your own cover page by inserting a blank

cover page After positioning the cursor at the

top of the document, you can insert a new blank page at the start of the document From then on the design, formatting and layout of your cover sheet is all up to you

5

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I NSERTING A W ATERMARK

Open File

Techniques_3.docx

 Double-click in the blank header

area at the top of the page to

activate the header

Watermarks are stored in the same

layer as headers and footers

 Click on Different First Page in the

Options group to remove the tick

When you insert a cover page,

Word turns on the Different First

Page option to ensure that the

formatting on the cover page is not

applied to subsequent pages So, if

you left the option as is, the

watermark would appear on the first

page only By removing the tick you

can allow the watermark to appear

on all pages

 Double-click in the document area

or press to close the header

 Click on the Page Layout tab, then

click on Watermark in the

Page Background group to display

the Watermarks gallery

 Click on DRAFT 2 under

Disclaimers

DRAFT will now appear on all

pages in the document…

 Save and close the document

To insert a watermark:

1 Click on the Page Layout tab, then click on

Watermark in the Page Background

watermark in the section where you want it to appear

1

5

A watermark is text or a picture that is applied to

the page background and sits behind the content

in a document One of the most common reasons

for inserting a watermark is to highlight the status

of a document, such as being a draft only, or to show that a document is confidential Text-based watermarks are so common that Word has included

them in the Watermarks gallery

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C REATING A W ATERMARK

Open File

Techniques_4.docx

 Press to move the cursor down

a line, click on the Page Layout

tab, then click on Watermark

in the Page Background group

and select Custom Watermark to

display the Printed Watermark

dialog box

 Click on Text watermark, then

double-click in Text and type First

Draft

 Click on the drop arrow for Font

and select Franklin Gothic

Medium

 Click on the drop arrow for Size

and select 96

If you leave this field set to Auto,

Word will use the largest size while

ensuring that the text remains

within the page margins

 Click on the drop arrow for

Colour and select Aqua, Accent 5

(row 1, column 9)

 Click on Horizontal in Layout, then

click on [OK]

The custom watermark will appear

on every page in the document…

 Save the document

To create a watermark:

group and select Custom Watermark

2 Complete the options as required

3 Click on [OK]

• You can customise existing watermarks in

the Watermarks gallery To do this, click on

Watermarks in the Page Background group

on the Page Layout tab, right-click on an

existing watermark and select Edit Properties Make the required changes and then click on [OK]

1

6

Rather than choosing a watermark from the

Watermarks gallery, you can create your own

watermark using custom text Using the Printed

Watermark dialog box, you can also format the

watermark text, such as changing the font, font size and colour, or you can select an image to be inserted as a picture watermark

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R EMOVING A W ATERMARK

Same File

Continue using the previous

file with this exercise, or open

the file W816 Page

Techniques_5.docx

 Click on the Page Layout tab,

then click on Watermark

in the Page Background

group to display the

Watermarks gallery

Currently, the watermark

appears on every page in the

document

 Select Remove Watermark

And voilá, it’s gone

 Scroll through the document to

check that it has been

removed from each page

 Save the document

To remove a watermark:

group

2 Select Remove Watermark

• Before removing a custom watermark, you

can save it to the Watermarks gallery

Double-click in the header area, click on the

watermark, click on Quick Parts and

select Save Selection to Quick Part

Gallery Type a Name and select

Watermarks in Gallery

2

It is just as easy to remove a watermark as it is to

add one! It may be necessary to remove the

watermark from a document once you have

distributed your document and received

feedback, comments and the like You would remove the watermark when preparing the final version of the document

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A PPLYING P AGE C OLOURS

Same File

Continue using the previous file

with this exercise, or open the file

W816 Page Techniques_6.docx

 Click on the Page Layout tab, then

click on Page Colour in the

Page Background group to

display the Page Colour palette

 Point to the various colour options

to see them applied temporarily to

the document in Live Preview

To apply a colour you simply click

on it But let’s do something more

interesting

 Select Fill Effects to open the Fill

Effects dialog box, then ensure

that the Gradient tab is open

 Click on Two colours, then select

Olive Green, Accent 3, Lighter

80% (row 2, column 7) in Colour 1

and select Olive Green, Accent 3,

Lighter 40% (row 4, column 7) in

Colour 2

 Click on Diagonal up under

Shading styles and click on the

top right Variant thumbnail

 Click on [OK] to apply this gradient

to the document

To apply page colours:

Page Colour

2 Click on a colour or click on Fill Effects to

apply a gradient, texture, pattern or picture to

the background

• Unfortunately you cannot apply page colour

to a single page in your document If you want to do this, one way to work around this

is to draw a rectangle that covers the entire page and then arrange the rectangle to sit behind the text

You can make a document, such as an annual

report, booklet, cover page, flyer, brochure and

the like more appealing by applying colour to the

page background Word provides a range of tools

to apply solid colours, gradients, patterns, textures, effects or even pictures to the background of the page

6

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A PPLYING A P AGE B ORDER

Same File

with this exercise, or open the

file W816 Page

Techniques_7.docx

 Click on the Page Layout tab,

then click on Page Borders

in the Page Background group

to display the Borders and

Shading dialog box

 Click on Shadow for Setting

then ensure that the top

unbroken line is selected under

Style

 Click on the drop arrow for

Colour and select Dark Blue,

Text 2 (row 1, column 4)

 Click on the drop arrow for

Width and select 1½ pt

 Click on the drop arrow for

Apply to and select This

section − All except first page

 Click on [OK] to apply the

borders, then scroll through the

document to check that the

borders appear on all pages

except for the first

To apply a page border:

Page Borders in the Page Background

group

2 Set the options as desired

3 Click on [OK]

• To specify the exact position of a page

border, click on [Options] in the Borders

and Shading dialog box to open the Borders and Shading Options dialog box

Specify the Margins and the point from which they are to be Measured from

1

6

Applying page borders can enhance the look and

feel of a page or document Although it may not

always be appropriate to apply page borders to a

business document, you might consider applying

a border to a cover page, flyer, brochure, notices, newsletters or any single-page document Word provides many different page border styles to suit the purpose of your document

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A PPLYING L INES T O A P AGE

Same File

the file W816 Page

Techniques_8.docx

 Click on Page Borders in

the Page Background group

to display the Borders and

Shading dialog box

Let’s apply a border at the top

and bottom of all pages,

except for the first

 Click on None under Setting

to clear the current borders,

then click on Custom

Width and select 2 ¼ pt

 Click on Top border in

Preview to insert a border at

the top of the page

 Click on Bottom border in

Preview to insert a border at

the bottom of the page

 Click on [OK] to apply the lines

to the top and bottom edges of

the page, then scroll through

the document to check that the

top and bottom borders appear

on all pages except the first

 Save and close the document

To apply lines to a page:

1 Click on Page Borders

2 Click on Custom under Settings

3 Select the Style, Colour and Width

4 Click on the desired locations in Preview,

then click on [OK]

• Lines are not just for the page! You can also apply lines and borders to headings and text

To apply a line to a heading, for example,

click in the heading then click on Page

Borders Click on the relevant border setting

in Preview, such as Top border, then click

on [OK]

1

6

Using the Preview area of the Borders and

Shading dialog box, you can apply lines to any

one or more of the four sides of a page All you

need to do is to specify the settings for the line,

such as the style and width, and then either click on

the appropriate border location in Preview or click

on the corresponding border tool; clicking either toggles the borders on and off

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N OTES :

1

4

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CHAPTER 2 S AVING T O PDF

PDF (Portable Document Format) is a universal file format that

can be viewed by anyone, even if they don’t have the software that created the file You can save your Word documents as PDF files

This enables you to distribute, upload or share your document with anyone who has a PDF reader (such as Adobe Reader) installed on their computer Saving a document as a PDF also ensure that any formatting and layout are preserved, and can significantly reduce file size As such, PDF has become the standard file format for document distribution, particularly when making documents available for download from the internet

 gain an understanding of PDF

 learn how to save a document as PDF

 learn how to view a PDF

I N F OCUS

WPL_W874

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U NDERSTANDING PDF

One of the great frustrations of computing is

receiving a file and not being able to view or print

it because you have neither the program that

created it nor a program to convert it Or, the size

of the file is too large to send by email To enable files to be shared with anyone, you can save them

as PDF for anyone to view, in exactly the format and layout you intended, by using a PDF reader

What Is PDF?

PDF, or Portable Document Format, is a universal file format developed by Adobe Systems for the

purpose of creating a file format that could be viewed by anyone with Adobe Acrobat or Adobe

Reader installed, regardless of whether they had the actual software installed that was used to

create that file, and regardless of whether it was created on a PC or a Mac

A PDF file will preserve all elements of the document in its entirety in a manageable file size Save a document as a PDF file if it is intended for others to view or download from the internet, for example PDF has become the standard universal file format for the following reasons

• Reduces file size: PDF files are generally significantly smaller in file size than the original file

• Easy to view: Anyone who has the free Adobe Reader installed on their computer can view a

PDF file PDF files can be shared, viewed, navigated and printed exactly as intended

• Complete file: PDF files contains all fonts and images so what you see is what you get

• Easy to save: You can save a document as a PDF by selecting PDF from the Save as Type menu in the Save As dialog box

• Requirements: some organisations, such as commercial printers, specify that you send artwork

and the like in PDF format This way, the printer (and you) can be sure that what you see is what you get

Because data in PDF files cannot be easily changed, PDF is the standard for the secure and reliable distribution and exchange of electronic documents and forms worldwide This file format is also ideal for documents that will be reproduced using commercial printing methods

Viewing PDF Files

To open and view PDF files (and to complete the exercises in this chapter), you must have the free

Adobe Reader or Adobe Acrobat installed To check whether you currently have this installed on

your computer, click on Start > All Programs and see whether Adobe Reader is listed Otherwise, click on the Start > Control Panel, then click on Programs and click on Programs and Features to

view a list of installed programs

If you do not have Adobe Reader installed, visit Adobe’s website at www.adobe.com, click on the

link for Get Adobe Reader, and follow the prompts to download and install

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S AVING A D OCUMENT A S A PDF

Open File

MUST open the file W874 Saving

To PDF_1.docx

 Click on the File tab, then click on

Save As to open the Save As

dialog box

 Type My PDF in File name,

navigate to the course files folder,

click on the drop arrow for

Save as type and select PDF

(*.pdf)

 Ensure that Open file after

publishing is selected

This means that the file will open

in Reader once you click on

[Save] If your computer doesn’t

have Adobe Reader installed, this

option will not be available

 Ensure that Standard

(publishing online and printing)

is selected in Optimise for

This option will result in a

document with a high print

quality Select Minimum size

(publishing online) if print quality

is less important than file size

 Click on [Save]

The document will be saved as a

PDF and will open in Reader for

you to view

 Click on Close to close

Adobe Reader, then save and

close the document

To save a document as a PDF:

1 Click on the File tab, then click on Save As

2 Type a File name, navigate to the desired

folder, then click on the drop arrow for Save

as type and select PDF (*.pdf)

3 Select the settings and click on [Save]

• You can save only part of your document as

a PDF To do this, click on [Options] in the

Publish as PDF dialog box and select the Page range You can also save a selection

by selecting the desired content before

opening the Publish as PDF dialog box and then clicking on Selection in Page range

4

5

If you want to share your document with others,

such as on the internet, and you want to ensure

that it can be viewed by anyone but cannot be

changed, saving your document in PDF may be

the ideal solution During the save, you can instruct Word to either optimise the resultant file for normal use, such as printing, or to ensure that its file size

is as small as possible for Web use

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V IEWING A PDF F ILE

Open File

Before starting this exercise

make sure you are viewing the

desktop

 Click on Start > All Programs

> Adobe Reader

The blank Adobe Reader

window will open…

 Select File > Open to open the

Open dialog box

 Navigate to the Course Files

for Word 2010 folder in Look

in

 Click on W874 Saving To

PDF_2.pdf then click on

[Open]

 Click on Pages in the

panel on the left to open the

Navigation panel

Thumbnails representing the

pages in the document will

appear in this panel You can

click on them to display the

respective page’s detail in the

document panel on the right…

 Click on Close to close the

document and Reader

To view a PDF in Adobe Reader:

1 Click on Start > All Programs > Adobe

Reader

2 Select File > Open

3 Navigate to the desired Look in folder

4 Double-click on the file to open

• When viewing a PDF document in a PDF reader, you cannot make any changes to the document You must make changes to the original document using the application in which you created the PDF, such as Microsoft Word, and then resave the altered file as a PDF

4

5

You can only open and view a PDF file if you

have a PDF reader, such as Adobe Reader or

Adobe Acrobat, installed on your computer

Conversely, there are many PDF readers

available to download from the internet for free also, if you prefer In this exercise, you will open a

PDF file in Adobe Reader so that you can view

and work with a PDF document

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CHAPTER 3 M AIL M ERGE T ECHNIQUES

Word allows you to customise your mail merges by filtering and

sorting recipients, as well as creating and applying rules that

instruct Word what data to insert in specific fields when certain conditions have been met If you spend a lot of time preparing and processing mail outs and the like, then these features could prove a valuable time-saver

 learn how to run a saved merge

 learn how to exclude recipients from a mail merge

 learn how to filter recipients

 learn how to sort recipient records

 learn how select another data source

 learn how to apply an If Then Else rule

 learn how to apply a Fill-In rule

I N F OCUS

WPL_W827

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R UNNING A S AVED M ERGE

ensure that Word is open

 Open the file W827 Merging

Techniques_1.docx from the

course files folder

Because this file is an existing

merge document, you will be

presented with a message box

asking whether or not you

want to have data placed in

the document from the

attached data source

 Click on [Yes] to open the

merge document

Now, to complete the merge

 Click on the Mailings tab, then

click on Finish & Merge

in the Finish group and select

Edit Individual Documents to

open the Merge to New

Document dialog box

 Ensure that All is selected,

then click on [OK] to create

the merge letters

 Scroll through some of the

letters (there should be 45

letters), then close the form

letters without saving and

leave the mail merge

document open

To run a saved merge:

1 Open the merge main document

2 Click on [Yes] to place the data from the

attached data source into the merge

document

3 Click on Finish & Merge on the

Mailings tab

• If you click on [No] at the SQL command

prompt when opening an existing merge document, the document will open without the data source attached You cannot perform a merge unless you attach a data source, so make sure you attach another data source

1

3

When you create a mail merge document and

have linked the data source to the main

document, you don’t have to complete the merge

process before closing the document Instead,

you can save the main document, and Word will automatically retain the data source and field information You can then resume the mail merge

at a later date as required

4

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E XCLUDING R ECIPIENTS

with this exercise

 Click on the Mailings tab, then

click on Edit Recipient List

in the Start Mail Merge group to

open the Mail Merge

Recipients dialog box

A tick beside the recipient’s

name indicates they will be

included in the mail merge

 Click on the check boxes to

remove the tick for the following

Surnames:

Jennings, Foreman, Billings,

Marsh, Richardson, Young,

Oakley

 Click on [OK] to close the Mail

Merge Recipients dialog box

 Click on Finish & Merge

and select Edit Individual

Documents to open the Merge

to New Document dialog box

 Ensure that All is selected, then

click on [OK] to create the

merge letters

In this case ‘All’ does not really

mean all recipients; rather it

means all selected recipients…

 Scroll through some of the

letters (there should be 38

letters), then close the form

letters without saving

To select recipients:

1 Click on Edit Recipient List in the Start

Mail Merge group on the Mailings tab

2 Remove the tick for the records that are not

to be included in the merge

3 Click on [OK] then finish the merge

• If you want to exclude more recipients than you want to include, click on the tick in the

Header row in the Mail Merge Recipients

dialog box This will remove all ticks, and then you can tick to select recipients to

include, then click on [OK]

1

2

If you use the same data source to perform mail

merges for various documents, you may find at

times that you don’t want a merge document to

be sent to all of the recipients Instead you can

select to exclude recipients from the mail merge

By default, all recipients are included in the mail merge, but you can easily exclude recipients in the

Mail Merge Recipients dialog box

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F ILTERING R ECIPIENTS

this exercise

 Click on the Mailings tab, then click

on Edit Recipient List to open the

Mail Merge Recipients dialog box

 Click on Filter to open the Query

Options dialog box

 Click on the drop arrow for Field

and select State, then type VIC in

Compare to

 Click on [OK] to close the Query

Options dialog box, then scroll to the

right so that you can see the State

column

Only records for Victoria will appear…

 Click on [OK] to close the Mail Merge

At this point you could complete the

merge, but instead we will just preview

the results…

 Click on Preview Results in the

Preview Results group and then click

on Next Record to preview each

letter

Now let’s remove the filter…

 Click on Edit Recipient List in the

Start Mail Merge group to open the

Mail Merge Recipients dialog box,

click on Filter then click on [Clear All]

 Click on [OK] and then click on [OK]

To filter recipients:

1 Click on Edit Recipient List

2 Click on Filter

3 Enter the desired conditions in Field,

Comparison and Compare to

4 Click on [OK] and [OK]

• To locate a specific recipient, click on Find

recipient in the Mail Merge Recipients

dialog box, or click on Find Recipient in the

Preview Results group on the Mailings tab

Type the criteria in Find what, click on the drop arrow for In field and select the field to

search in Click on [OK]

2

3

You can select recipients to include by applying a

filter A filter is a set of conditions that tells Word

what recipients to include or exclude based on

the criteria that you specify For example, you

might tell Word that you only want to send the mail merge document to all recipients who live in Victoria or New South Wales Filters are applied by

creating a query that states the criteria

4

Trang 27

S ORTING R ECIPIENTS

with this exercise

 Click on the Mailings tab, then

click on Edit Recipient List

to open the Mail Merge

We’ll sort the records by post

code

 Click on Sort to open the Sort

Records tab of the Query

Options dialog box

Sort by and select Surname

 Ensure that Ascending is

selected, then click on [OK]

The records will appear in

ascending order by surname

 Click on [OK] to close the Mail

Merge Recipients dialog box

 Ensure that Preview Results

is selected in the Preview

Results group, then click on

Next Record to preview

each letter

 Click on Preview Results to

turn off preview mode

 Save the document

To sort recipients:

1 Click on Edit Recipient List

2 Click on Sort

3 Enter the required conditions

4 Click on [OK] and [OK]

5 Complete the merge

• There is more than one way to sort recipient

records in the Mail Merge Recipients dialog

box You may find it quicker to click on the

drop arrow in the Header row of the field that

you want to sort by You can then select from

a range of sort and filtering options

2

5

The Sort feature allows you to sort recipient

records by a specified field in either ascending

(A-Z, 1-9) or descending order For example,

you may want the records sorted in Postcode

order, or in Surname order The benefits to sorting

records before merging and printing are obvious For one, it takes less time to find the letters you need, and they’re easier to file if required

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S ELECTING A NOTHER D ATA S OURCE

file with this exercise

 Click on Select Recipients

in the Start Mail Merge

group and select Use Existing

List to open the Select Data

Source dialog box

 Navigate to the course files

folder, then double-click on

W827 Data Source_2.docx

Your merge document will now

be attached to a different data

source At this point you could

click on Finish & Merge to

complete the merge, but

instead we will just preview the

result…

 Click on Preview Results

in the Preview Results group

and then click on Next Record

to preview each letter

There will be 5 form letters to

preview…

 Save and close the document

To select an alternative data source:

1 Click on Select Recipients in the Start

Mail Merge group on the Mailings tab

2 Navigate to and select the data source

3 Click on Finish & Merge

• You can use Excel spreadsheets and

Access database files as data sources You

just need to ensure that the field names in

the first (header) row of the data source match the merge field names in the main

document

1

If you want to send the same document to many

people, but the recipient records are contained in

more than one data source, you can select a

different data source to merge to This means

that you can merge the main document with one data source, and then merge the same document over and over again using different data sources

3

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A PPLYING A N I F …T HEN …E LSE … R ULE

Open File

you MUST open the file W827

Merging Techniques_2.docx

 Position the cursor at the

beginning of the blank line

after <<Acount_number>>,

then click on the Mailings tab

 Click on Rules in the

Write & Insert Fields group

and select If Then Else to

open the Insert Word Field:

IF dialog box

 Enter the details as shown

The rule states that If the

Account_balance is Greater

than Zero, Then Insert this

text, or Otherwise (Else) insert

this text…

 Click on [OK] and then click on

Preview Results in the

Preview Results group to

preview each letter with

recipient information, then click

on Next Record to preview

each form letter

 Click on Preview Results

in the Preview Results group

to turn off preview mode, and

then save the document

To apply an If…Then…Else… rule:

1 Click on Rules in the Write & Insert

Fields group and select If…Then…Else…

2 Select a Field name, set the Comparison

and type the Compare to conditions

3 Type the required text, then click on [OK]

• You can use the Skip Record If rule to

exclude records when they meet specific

criteria To do this, click on Rules and

select Skip Record If Complete the fields

as required

2

3

It’s not only recipient information that you can

merge into a mail merge document You can

apply rules that instruct Word to insert specific

information based on the conditions you have

set The If Then Else rule instructs Word to

insert specific text if a certain condition is met, but if this condition is not met, then insert alternative text instead

4

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A PPLYING A F ILL -I N R ULE

Same File

Merging Techniques_3.docx

 Select the two lines of text as shown

 Click on the Mailings tab, then click

on Rules in the Write & Insert

Fields group and select Fill-in to

open the Insert Word Field: Fill-in

dialog box

 Type Enter your name and title,

press and type James Smith,

then press and type Credit

Control Officer, as shown

 Click on Ask once to select it, then

click on [OK]

Ask once ensures that you are only

prompted once during the merge

process and not for each record

Word will now test-run the rule

 Click on [OK] to insert the default

name and title

You will now test the rule…

 Click on Finish & Merge in the

Finish group and select Edit

Individual Documents to open the

Merge to New Document dialog box

 Click on [OK] to start the merge, then

click on [OK] to accept the name and

title

 Save and close the document

To apply a fill-in rule:

1 Click on Rules in the Write & Insert

Fields group and select Fill-in

2 Type the Prompt and Default fill-in text

3 Tick Ask once as desired

4 Click on [OK]

• To edit a rule, right-click on an instance of

that rule in the document (such as the

inserted name or title), and select Edit Field

to open the Edit Field dialog box Here you can alter the field type, the Prompt, as well

as the Default response to prompt

1

2

You can apply a Fill-In rule to prompt document

users to enter specific information This might be

useful particularly when multiple people are using

the same mail merge document, for example

When the merge is run, a dialog box will be displayed prompting the user to enter specific data, such as the date, subject or their signatory, for the fields that have a rule applied

3

4

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CHAPTER 4 T EXT B OXES

A text box is an object that behaves the same way as a shape or

an image, that is, a text box can be selected, moved and resized

Text boxes are designed to enable you to place text more precisely

on the page, and are common in desktop publishing Text boxes can be used for flow charts, callouts, captions, wherever there is a need for ultimate control over the position of text on a page

 gain an understanding of text boxes

 learn how to use preformatted text boxes

 learn how to type text in a text box

 learn how to position a text box

 learn how to resize a text box

 learn how to delete a text box

 learn how to draw a text box

 learn how to format a text box

I N F OCUS

WPL_W839

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U NDERSTANDING T EXT B OXES

Text boxes are types of objects designed

specifically for text Text boxes enable you to

position text precisely on a page They can be

used to provide emphasis for specific text, to

provide an invisible structure for text placement, or

as part of a diagram Text boxes can either be

selected from the Text Box gallery or you can draw

your own Text boxes can also be formatted

Types of Text Boxes

In Word, you can either select one of the available text box styles in the Text Box gallery, or you can draw your own text box The Text Box gallery can be accessed by clicking on Text Box in the

Text group on the Insert tab

The Text Box Gallery

The Text Box gallery contains 44 text box styles, each with their own formatting, alignment and

other graphical elements applied You can simply select a text box style, and then modify it to suit

the requirements of the document The following are examples of two text box styles available in

Word

Hand-Drawn Text Box

You can also draw a text box just like

you would any other shape Click and

drag to create a text box

Text Box Controls

Text boxes are created with special controls

that enable you to adjust their shape and

size The blue handles on the sides and

corners are used for sizing The green circle

handle is used for rotation The yellow

diamond handle (if available) is used to

adjust the proportions of some text boxes,

such as making this turned corner narrower

or wider

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I NSERTING A P REFORMATTED T EXT B OX

Open File

you MUST open the file W839

Text Boxes_1.docx

 Click on the Insert tab, then

click on Text Box in the

Text group to display the Text

Box gallery

 Scroll through the gallery to

browse the available text box

styles

They include side bars,

centrally placed text boxes and

even fancy graphics

 Click on Austere Quote to

insert it in the document

It is automatically placed in the

centre of the page and

includes side borders…

To insert a preformatted text box:

1 Click on Text Box in the Text group on

the Insert tab

2 Click on the text box style to insert

• Preformatted text boxes are automatically

inserted with Square text wrapping applied,

so the text in the document will wrap around the text box Each preformatted text box is inserted at a specific position on the page as

shown in the thumbnails in the Text Box

gallery

1

3

The Text Box gallery has a selection of 40

preformatted text boxes styles for you to choose

from Each text box style has various formatting

applied, as well as being aligned to sit in a

specific position on the page when inserted Each

text box style also contains placeholder text that

suggests the type of content that can be typed into the text box

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T YPING T EXT I NTO A T EXT B OX

Same File

the file W839 Text

Boxes_2.docx

 Click in the text box if the

placeholder text isn’t selected

 Type The only emissions

from hydrogen fuel cells are

water and heat

Notice that the text box

automatically resizes to fit the

text that you’ve typed

 Click outside the text box to

deselect it

To type text in a preformatted text box:

1 Click in the text box

2 Type the text

Preformatted text boxes include placeholder text

that suggests what to type in the text box When

you insert a preformatted text box, the

placeholder text is already selected, ready for

you to start typing Quote-style text boxes and smaller side bars will adjust to fit the text you enter Full side bar text boxes don’t change in size but occupy the full length or width of the page

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P OSITIONING A T EXT B OX

Same File

Text Boxes_3.docx

 Click in the text box, then click on

Position in the Arrange group to

display a gallery of position options

 Click on Position in Middle Right

with Square Text Wrapping and

then deselect the text box

This position doesn’t look quite right

You will now use the mouse and keys

to position the text box precisely…

 Click in the text box, then move the

pointer to the dotted border of the text

box, and when the pointer changes to

a four-headed arrow, click to select

the text box

You can now move the text box…

 Click and hold the left mouse button

on the border of the text box, then

drag the text box into position as

shown

If the text box jumps when you move

it, this is because you are trying to

override the position setting Just

keep trying…

 With the text box selected, use the

and keys to position the text box

as shown, then deselect the text box

 Save the document

To position a text box:

1 Select the text box and then:

• Click on Position and click on a

position option, or

• Drag the text box to its new location, or

• Use the , , and keys

• If you want to position a text box precisely on

a page, click on Position then select

More Layout Options to open the

Advanced Layout dialog box Change the Text Wrapping to anything other than In line with text, then adjust the Picture Position

settings to position the drawing

2

4

Preformatted text boxes are inserted at a specific

position on the page If the default position

doesn’t suit you, you can reposition the text box

Word makes this easy by providing a gallery of

nine alignment positions to choose from You can also drag the text box to its new position, or use the , , and keys to position text boxes precisely on the page

5

Trang 36

R ESIZING A T EXT B OX

Same File

file W839 Text Boxes_4.docx

 Select the text box and then

click on the Format tab

You can specify the height and

width in the Size group at the far

right of the ribbon…

 Click on the up spinner arrow

for Height until the height reads

2 cm

 Click on the down spinner arrow

for Width until it reads 5 cm

Some of the text is cut off You

will now resize by dragging the

handles to get the exact shape

you need…

 Select the text box and move

the pointer to the bottom-centre

handle

 When the pointer changes to a

double-headed arrow, click and

drag down slightly, then release

the mouse button

 Click on and drag the left-centre

handle to the right slightly so

that the text box appears as

shown

 Use the , , and keys

to position the text box as shown

and then save the document

To resize a text box:

1 Select the text box and then:

• Adjust the Height and Width in the Size

group on the Format tab, or

• Click on and drag a text box handle, or

• Use the , , and keys

• You can specify the width and height of a

text box in the Layout dialog box Click on the dialog box launcher for the Size group

on the Format tab to display the Layout

dialog box Here you can also set text wrapping, specify the exact position, or even rotate the text box

3

5

There are several ways to resize a text box You

can click and drag on one of the handles to

resize, or you can select the text box and specify

the exact height and width dimensions using the

controls on the Format tab or in the Layout dialog

box These allow you to increase or decrease the width and/or the height of the text box incrementally and precisely

6

7

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D ELETING A T EXT B OX

Same File

Boxes_5.docx

 Select the text box

The text box will be removed

and the text will wrap into the

newly available space

 Save the document

To delete a text box:

1 Select the text box

2 Press or

• If you can work out exactly where the border

of the text box is, you can click on the border directly to select it, ready for deleting This is

an alternative to clicking in the middle of the text box and then clicking on the edge

1

2

If you have inserted a text box that you no longer

want or need, you can easily select and then

delete the text box If the text box has

text-wrapping options applied, the text surrounding

the text box will adjust to fill the space that becomes available on the page If the text box is formatted as being in front of the text, the text will

be unaffected

Trang 38

D RAWING A T EXT B OX

Same File

Boxes_6.docx

 Click on the Insert tab, then

click on Text Box in the

Text group and select Draw

Text Box

The pointer will change to a

crosshair pointer, ready for you

to draw…

 Click on and drag down and

across to the right to draw a

text box as shown, then

release the mouse button

The text box has a 0.5 pt

border around it and sits in

front of the text, indicating that

no text wrapping options are

applied…

 With the text box selected,

click on the Format tab, then

click on Wrap Text and

select Square

The text will now wrap around

the text box…

 Click in the text box and type

The only emissions from

hydrogen fuel cells are water

and heat

 Deselect the text box and save

the document

To draw a text box:

1 Click on the Insert tab, then click on Text

Box and select Draw Text Box

2 Click in the document and drag to draw a

text box of the desired size

3 Release the mouse button

• If you simply click but not drag in the document to draw a text box, a text box will appear ready for you to start typing As you type, the text box will expand to fit the text until you press

2

3

Sometimes it will just be easier to draw a text box

and then format it the way you want, rather than

using an available text box style When you draw

a text box, it will have a 0.5 pt border applied but

there no other formatting will be applied Further,

no alignment or text wrapping options will be applied Drawing a text box is simply a matter of click and drag

4

Trang 39

F ORMATTING A T EXT B OX

Same File

file W839 Text Boxes_7.docx

 Select the text box, click on the

Home tab, then click on the

drop arrow for Font Size

and select 12 pt

 Click on and , then click

on to centre-align the text

Font Colour and select Olive

Green, Accent 3

You will now apply a shape

style to the text box…

 With the text box selected, click

on the Format tab, then click

on the down arrow for

Shape Styles three times to

display row 4

 Click on Subtle Effect, Accent

3 to apply this shape style

You will now change the shape

of the text box…

 Click on Edit Shape in the

Insert Shapes group, select

Change Shape and then click

on Rounded Rectangle to

apply this shape

 Resize and position the text

box as shown

 Save and close the document

To format a text box:

1 Select the text box and click on the Format tab

2 Click on the down arrow for Shape Styles

and click on a shape style

3 Click on Edit Shape and select a shape if

required

• The Format dialog box contains many

formatting options for text boxes and any other shape Right-click on the border of the

text box and select Format Shape to display the Format dialog box, or click on the dialog

box launcher for Shape Styles in the

Format tab

3

5

Once you’ve drawn your text box and typed in the

necessary text, you may want to format the text

box, such as adding borders or fill colour, and

formatting the text When formatting a text box,

ensure that the colours complement those used in the document Here you will first format the text,

apply a shape style to the text box and change the

shape of the text box

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