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1 A Presentation of TeachUcomp Incorporated. Copyright TeachUcomp, Inc Advanced Word TeachUcomp, Inc. it s all about you

2 Copyright: TeachUcomp, Inc. Phone: (877) Web: Copyright 2013 by TeachUcomp, Inc. All rights reserved. This publication, or any part thereof, may not be reproduced or stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, recording, photocopying, or otherwise, without the express written permission of TeachUcomp, Inc. For PDF manuals, TeachUcomp, Inc. allows the owner of the PDF manual to make up to 2 additional copies of the PDF manual that the owner may place on up to 2 additional non-shared computer hard drives for ease of use when using the accompanying CD-ROM tutorials. TeachUcomp, Inc. also grants unlimited personal printing rights to the owner, strictly limited to the purposes of not-for-profit personal or private education or research. The unauthorized reproduction or distribution of this copyrighted work is illegal. Criminal copyright infringement, including infringement without monetary gain, is investigated by the FBI and is punishable by up to five years in federal prison and a fine of $250,000. Trademark Acknowledgements: Windows, Windows XP, Windows Vista, Windows 7, Windows 8, Microsoft Word 2003, Microsoft Word 2007, Microsoft Word 2010, Microsoft Word 2013, Microsoft Excel 2003, Microsoft Excel 2007, Microsoft Excel 2010, Microsoft Excel 2013, Microsoft Access 2003, Microsoft Access 2007, Microsoft Access 2010, Microsoft Access 2013, Microsoft PowerPoint 2003, Microsoft PowerPoint 2007, Microsoft PowerPoint 2010, Microsoft PowerPoint 2013, Microsoft Project 2007, Microsoft Project 2010, Microsoft Project 2013, Microsoft Outlook 2003, Microsoft Outlook 2007, Microsoft Outlook 2010, Microsoft Outlook 2013, Microsoft Publisher 2003, Microsoft Publisher 2007, Microsoft Publisher 2010, Microsoft Publisher 2013, Microsoft Office 2003, Microsoft Office 2007, Microsoft Office 2010, Microsoft Office 2013, Microsoft Internet Explorer, Windows Live, Windows Defender, and Microsoft Security Essentials are registered trademarks of Microsoft Corporation. Other brand names and product names are trademarks or registered trademarks of their respective holders. Disclaimer: While every precaution has been made in the production of this book, TeachUcomp, Inc. assumes no responsibility for errors or omissions. Nor is any liability assumed for damages resulting from the use of the information contained herein. These training materials are provided without any warranty whatsoever, including, but not limited to, the implied warranties of merchantability or fitness for a particular purpose. All names of persons or companies in this manual are fictional, unless otherwise noted. 2

3 Welcome to Teachucomp, Inc. s course. This class expands the student s knowledge base in Microsoft Word, one of the most popular word processing programs available today. Word is an excellent first program to learn, as the skills that we learn in Word apply to many other programs as well. It is the recommended starting point for learning the Microsoft Office. Word is a multi-featured word processing program in which you can create documents like memos, letters, faxes, and labels. It is a very powerful program, and has many advanced features that can automate and simplify your work. Whether you want it to create charts and reports, envelopes and labels, or create a mail merge, Word can assist you in accomplishing your tasks quickly and easily. This class will focus on mastery of the Word program. You will learn how to perform a mail merge, create envelopes, labels, indexes, and tables of contents. You will also explore the concept of using macros and you will see how those are created. Changing Word s default options and customizing toolbars are also covered in this class. This class caps the student s knowledge of the Word program. Introduction and Overview 3

4 Chapters/Lessons: Page(s): Introduction and Overview 3 CHAPTER 18- Mailings Mail Merge The Step by Step Mail Merge Wizard Creating a Data Source Selecting Recipients Inserting and Deleting Merge Fields Error Checking Detaching the Data Source Finishing a Mail Merge 13 Mailings- Actions Mailings- Exercises 21 CHAPTER 19- Creating a Table of Contents Creating a Table of Contents Customizing a Table of Contents Updating a Table of Contents Deleting a Table of Contents 24 Creating a Table of Contents- Actions Creating a Table of Contents- Exercises 27 CHAPTER 20- Creating an Index Creating an Index Customizing an Index Updating an Index 30 Creating an Index- Actions Creating an Index- Exercises 33 CHAPTER 21- Creating Forms Displaying the Developer Tab- 2013: Displaying the Developer Tab Only Creating a Form Inserting Controls Repeating Section Content Control Only Adding Instructional Text Protecting a Form 39 Creating Forms- Actions Creating Forms- Exercises 44 CHAPTER 22- Making Macros Recording Macros Running and Deleting Recorded Macros Assigning Macros- 2013: Assigning Macros Only 49 Making Macros- Actions Making Macros- Exercises 53 CHAPTER 23- Word Options Setting Word Options- 2013: Setting Word Options Only 56 Word Options- Actions Word Options- Exercises 59 Word Keyboard Shortcuts Table Of Contents 4

5 18.1- Mail Merge CHAPTER 18- Mailings The Step by Step Mail Merge Wizard Creating a Data Source Selecting Recipients Inserting and Deleting Merge Fields Error Checking Detaching the Data Source Finishing a Mail Merge 5

6 18.1- Mail Merge: Mailings You can use the features in Word s Mailings tab in the Ribbon to perform automated mailings, often referred to as performing a mail merge. When you use the mail merge feature in Word, you merge information from a table, called a data source, into designated fields in your document. For each record, or row, within the table, you will typically produce one copy of the document. For example, if you had a table that contained the names and addresses of your customers, you could create a document, like an envelope for example, that would display the name and address of each customer on its face. In this example, you would create a single envelope document and place a field for the customer name and another field for the customer address on the face of the envelope. You would then merge the table data into the documentwhich would produce one envelope for each record in the table. Obviously, this can save a lot of time and money when creating mass mailings. Also, while this example uses an envelope as the document type, you can also create letters, s, labels, and directories using the mail merge feature. In addition, Word can use several types of data sources. You can create a data source in Word or you can use data from an Excel spreadsheet or Access database table as your data source for a merge document. That flexibility makes this feature very useful when combined with the other Microsoft Office applications. To perform a mail merge you must first create a mail merge document. Then you choose a data source for the document, which is often a Word data source. In the mail merge document, you enter the static, or unchanging, information. For example, entering a return address into a mail merge envelope. That is an example of static information. Then you insert merge fields into the document. The merge fields represent the location in the document where you want the corresponding data from the data source to appear. Using the envelope example, you would insert fields for the customer's name and their mailing address. Finally, you merge the information from the data source into your merge document. This often results in a separate document being created- the output of the mail merge. This is often useful if you still need to make individual changes to each letter. Often this document is discarded when you have finished printing it. However, you always save the data source and the merge document. Then in the future, you can recreate the mail merge using the original merge document and the associated data source. Each time you perform a merge, you can choose to send the results of the merge directly to a printer or to a new output document, as desired The Step by Step Mail Merge Wizard: While advanced users may want to simply create a new mail merge document, new users may find that it is easier to create a mail merge document by using the mail merge wizard provided in Word. This leads you through the process of creating a mail merge document step by step. To start a mail merge in Word, first click the Mailings tab in the Ribbon. Then click the Start Mail Merge button in the Start Mail Merge button group. From the button s drop-down menu, choose the Step-by-Step Mail Merge Wizard command. This will open the Mail Merge task pane at the right side of the document window. Here you answer the questions posed to you and click the Next hyperlink at the bottom of the pane to continue through the mail merge process until you are finished. The first screen of the mail merge wizard will first ask you, What type of document are you working on? You will select the option button that corresponds to the type of mail merge document that you are trying to create. The choices that follow in the next few steps of the mail merge wizard will vary slightly depending upon which choice you make in this screen. When you have made your selection, click the Next: Starting document hyperlink at the bottom of the task pane to continue. 6

7 Mailings The Step by Step Mail Merge Wizard (cont'd.): In the next pane of the mail merge wizard, Word will ask, How do you want to set up your document? Note that the choices vary slightly, depending upon what type of document you selected to create in the previous pane. If you have a blank document open that you want to use as the merge document, then select the Use the current document choice. If you select this option, then simply click the Next: Select recipients hyperlink at the bottom of the task pane to continue. If you would like to use one of the pre-made mail merge templates that are available in Word, then select the Start from a template option. In this case you would need to click the Select template command in the middle of the task pane to open the Select Template dialog box. In this dialog box, double-click on the mail merge template that you want to use. Note that the template can be modified, if necessary, to better suit your needs. After selecting your template, you would click the Next: Select recipients hyperlink at the bottom of the task pane when you are ready to continue. You can also open any previously saved Word document to use it as the merge document. If you wish to do that, then select the Start from existing document option. In the Start from existing section that then appears, click the (More files ) option and then click the Open button to launch the Open dialog box. Use the dialog box to browse for the Word document that you want to use. Once you have found it, just double-click the document in the Open dialog box to have it display in the main document window. At that point, you can just click the Next: Select recipients hyperlink at the bottom of the task pane to continue. Note that if you selected the Envelopes or Labels option back in the first screen of the mail merge wizard, then in the second screen you will have different options than the ones that were just mentioned. If you selected Envelopes, then you will see two options in the task pane. If the currently open document isn t a standard envelope, then you can select the Change document layout option and then click the Next: Select recipients hyperlink at the bottom of the task pane to continue to the Envelope Options dialog box. You could also just click the Envelope Options command in the task pane to open the Envelope Options dialog box, if you prefer. The Envelope Options dialog box contains options for printing your envelopes. Most importantly, here is where you select the envelope size that you will be using. You can also set the display of the font for both the Return Address and Delivery Address on the Envelope Options tab. Then, you can click the Printing Options tab to set other options, such as the printer feed options and printer tray options. When you have finished setting your desired options, click OK to return to the mail merge wizard. If necessary, click the Next: Select recipients hyperlink at the bottom of the task pane to continue to the third screen in the mail merge wizard. If you selected the Labels option in the first screen of the mail merge wizard, then the second screen will have options similar to the ones that you have for envelopes. If the currently open document isn t a standard label, then you can select the Change document layout option and then click the Next: Select recipients hyperlink at the bottom of the task pane to continue and open the Label Options dialog box. You could also just click the Label Options command in the task pane to bring up the Label Options dialog box, if you prefer. This dialog box contains the options for printing your labels. First, select whether you will be using Continuous-feed printers or Page printers by choosing the appropriate option in the Printer information section. If you select the Page printers option, you may need to select from which tray in the printer you will print your label by choosing the desired tray from the Tray: drop-down. In the Label information section, select the manufacturer of your labels from the Label vendors: drop-down. Then select the label type that you will be using from the Product number: list. Once you have selected your label type, click the OK button to return to the task pane. If necessary, click the Next: Select recipients hyperlink at the bottom of the task pane to continue to the third screen in the mail merge wizard. 7

8 Mailings The Step by Step Mail Merge Wizard (cont'd.): Once you have selected the document to use as your mail merge document, you must next choose the data source for the mail merge document in the Select recipients pane of the mail merge wizard. If you already have a list, such as an Excel spreadsheet, that you wish to use for the merge document, then select the Use an existing list option at the top of the task pane. If you choose this option, then you will need to click the Browse.. hyperlink in the middle of the task pane in order to launch the Select Data Source dialog box. This dialog box will open up and display the contents of a default folder, so you may need to navigate to the folder in which your actual data source is stored. Once you have found the list that you want to use as your data source, double-click on it in order to select it and return to the task pane. Note that you may need to select a specific table from the database, or select a specific sheet from a workbook, if you are using either an Access database or Excel workbook as the data source. Once you have selected the data source you will be using, you will see the Mail Merge Recipients dialog box appear. You can use this dialog box to filter and sort the recipient information. We will examine how to use this dialog box in a separate lesson. However, once that has been done you can click the OK button in the Mail Merge Recipients dialog box to close it and return to the task pane. If you wanted to use information from an Outlook contacts folder, versus using an existing list, then select the option button for Select from Outlook contacts in the Select recipients screen in the task pane. This will then launch Microsoft Outlook. In Outlook, you will need to select the Contacts folder that you want to use as the data source. Once you have selected the contacts folder that you will be using, you will again see the Mail Merge Recipients dialog box appear, where you can filter and sort the data from the data source. Once again, we will cover the use of this dialog box in a separate lesson, as it is fairly extensive. Once you have finished using the dialog box, just click the OK button to return to the task pane. You could also create a new list of mail merge information to use by selecting the Type a new list option in the task pane and then clicking the Create button. Word then prompts you to create a new list for the mail merge in the New Address List dialog box. We will cover how to create and edit a data source on-the-fly in a separate lesson. However, once you have created the list, you can click OK to open the Mail Merge Recipients dialog box. As mentioned, we use this to filter and sort the data used by the mail merge document. This will also be covered in a separate lesson. Once you have finished sorting and filtering the data using this dialog box, click the OK button to return to the task pane. After you have set the data source for your merge document, click the Next hyperlink at the bottom of the task pane to proceed to the next step. In the next step of the mail merge wizard, you enter the static, or unchanging, information that will appear directly into the mail merge document. You also use the available hyperlinks in the task pane to insert various fields of information from your data source into your document at the desired positions. To insert information from your data source, click the More items hyperlink in the task pane. This will launch the Insert Merge Field dialog box. Select the option for Database Fields at the top of the dialog box to see the listing of available fields from your data source. Click on the name of the field that you want to insert into the selected position within the document, and then click the Insert button at the bottom of the dialog box to insert the selected field. Note that if you simply need to insert some address information, you can click the Address block hyperlink in the task pane to open the Insert Address Block dialog box. Here you can select what elements of the address to insert, and then click the OK button to insert the selected address elements. You could also click the Greeting line hyperlink in the task pane to open the Insert Greeting Line dialog box. Here you can choose from several letter openings for your mail merge document. Then click OK to return to the task pane. Also note that if you are creating labels, you only need to create the fields in the first label. You can then click the Update all labels button to copy the fields 8

9 Mailings The Step by Step Mail Merge Wizard (cont'd.): that you inserted into the first label to all of the other label areas in the mail merge document. When you are done creating your merge document, click the Next hyperlink at the bottom of the mail merge task pane to continue. The next screen in the task pane allows you to preview the merge results. To do this, just click the double-pointing chevrons at the top of the task pane to view the merge results prior to actually merging the data. After you have previewed the information to ensure that the merge has been performed correctly, click the Next button at the bottom of the task pane to continue. When you want to print the mail merge document, you just click the Print hyperlink at the top of the task pane to open the Merge to Printer dialog box. Here you can select the range of records in the data source that you want to print. Then just click the OK button when you are ready to print the selected records. If you wish to make individual changes to different letters (or labels, etc.) in the merge group, you can click the Edit individual letters hyperlink in the middle of the task pane. This will launch the Merge to New Document dialog box, where you can select the range of records to merge to a new document. This is the output document that is often created during the merge process. In the new document window that appears, you can make changes to the individual letters, if you wish. You can then print the new output document, along with any individual editing changes that you have made, in order to complete the merge Creating a Data Source: As we saw in the previous lesson, you can create a data source on-the-fly for your merge documents in Word. This saves the addresses that you create as a Microsoft database file. In the third pane of the step-by-step mail merge wizard, you are asked from where you want to select the mail merge recipients. If you select the option Type a new list from the hyperlinks shown in the task pane and then click the Create hyperlink in the center of the pane, Word will open the New Address List dialog box. You can use this dialog box to add, edit, delete, find, and customize the records in your data source. You can also access this dialog box by clicking the Select Recipients button in the Start Mail Merge button group on the Mailings tab in the Ribbon, and then choosing the Type a New List command from the button s drop-down menu. To enter a new record into the data source, simply type the information into the first field, and then press Tab on your keyboard to move to the next field. Continue entering information until you have entered all of the necessary data for the record. If necessary, you can click the New Entry button to add a new, blank record to the list. Repeat this process until you have entered all of the records to your data source. To delete a record from your data source, click into the record that you want to delete within the data form. Then click the Delete Entry button to delete the entry. You will need to click the Yes button in the confirmation message box that appears to delete the selected record. To find records in the data source based on a field s value, click the Find button to open the Find Entry dialog box. In this dialog box you type the value for which you are looking into the Find: text box. Then, select the fields to search by selecting the appropriate radio button: All fields or This field. If you select This field, then you will have to select one of the available fields from the drop-down menu to the right of the option. When you are ready, click the Find Next button to find the next data entry record that matches your criteria. You can continue doing this until you reach the end of the list. Once you have finished using this dialog box, click the Close button to return to the data form. You can click the Customize Columns button to open the Customize Address List dialog box. 9

10 18.3- Creating a Data Source (cont'd.): Mailings This box allows you to add, delete, rename, and reorganize the order of fields in the data source. To add a new field, click the Add button at the right side of the dialog box. In the Add Field dialog box, type a name for the new field into the text box and click the OK button to add it to the listing of fields shown. To delete a field shown in the Customize Address List dialog box, select the name of the field that you want to delete from the listing of fields shown. Then click the Delete button to delete the selected field. You will need to click the Yes button in the confirmation message box that appears in order to delete the field. If you wish to rename one of the fields, select the field that you want to rename from the list and then click the Rename button. In the Rename Field dialog box that appears, type the new name for the field into the To: text box. Then click the OK button to rename the field and return to the Customize Address List dialog box. You can also change the order of the fields in the list by clicking on the field whose position in the list you want to change, and then clicking either the Move Up or Move Down buttons in order to change its place in the list. Once you have finished using the Customize Address List dialog box, you can then click the OK button to set your changes and return to the New Address List dialog box. After you have finished using the New Address List dialog box, click the OK button. You can then save the address list into a desired folder using the Save Address List dialog box that appears Selecting Recipients: In the step by step mail merge wizard, you saw the Mail Merge Recipients window appear after you had selected a data source for your merge document. This lesson will focus on using that dialog box to select the records that you want to use for your mail merge. Note that you can also open this dialog box by clicking the Edit Recipient List button in the Start Mail Merge button group on the Mailings tab in the Ribbon. Of course, you must have already selected a data source for the document before you can use this button. You select a data source, then click the Select Recipients button in the Start Mail Merge button group and then choose one of the commands available to either create a new list or select an existing list. In the Mail Merge Recipients dialog box you will see the records from your selected list displayed at the top of the window. You can check or uncheck the checkboxes in the second column to manually select or deselect the records that you want to use for the mail merge. If you need to perform advanced filtering or sorting of the data, you will find additional hyperlinks at the bottom of this dialog box that you can use to manage your list data. To apply an advanced sort to your data, you can click the Sort hyperlink. This will open the Query Options dialog box and display the Sort Records tab within the dialog box. Here you can use the Sort by: drop-down to select the primary field by which you want to sort the data. Then choose the sorting method to apply from the option buttons at the end of the field. You can select either Ascending or Descending order. You can then perform the same actions for the two additional Then by: fields in order to apply a secondary and tertiary sort order, if needed. To apply the sorting order when you are finished, just click the OK button. If you want to apply an advanced filter to the list, then you can click the Filter hyperlink at the bottom of the Mail Merge Recipients dialog box. This will reopen the Query Options dialog box, but will display the Filter Records tab this time. On this tab, use the first drop-down under the Field: column to choose the field name by which you want to filter the data. Then use the Comparison: drop-down to select a comparison operator. Then type the value against which you want to compare the field s value directly into the Compare to: field. If you need to apply more filtering criteria, then first choose either the And or Or choice from the first drop-down in the second row. Then repeat the same process again. Note that you can set multiple filtering criteria in this tab. Once you have set your filtering criteria, you can click the OK button 10

11 18.4- Selecting Recipients (cont'd.): Mailings to apply them to your list. Once you have applied either a sort order or a filter to the records in the list, you can clear either setting to display all of the records again. To do this, click either the Sort or Filter hyperlinks at the bottom of the Mail Merge Recipients dialog box, depending upon which aspect you want to remove, in order to open the Query Options dialog box. If you want to clear the sorting that has been applied, then click the Sort Records tab, and then click the Clear All button. If you want to remove a filter that has been applied, then click the Filter Records tab, and then click the Clear All button. Once you have finished clearing any sorting or filtering criteria on each tab, click the OK button to apply the changes and return to your list. If you want to search for possible duplicate records in your list, you can click the Find duplicates hyperlink at the bottom of the Mail Merge Recipients dialog box to open the Find Duplicates dialog box. Here you will see any possible duplicate records that could exist in your list. You can uncheck any records shown in this window to prevent duplicate records from being used in the same mail merge. Once you have finished, you can click the OK button to return to the Mail Merge Recipients dialog box. You can click the Find recipient hyperlink in order to open the Find in Field dialog box. You can use this to locate a record in your list by a field s value. Once you are finished using the dialog box, you can click the Close button to return to the list. In the Data Source section, you can view the name of the data source. You can click on the name of the data source shown in this list, and then click the Edit button to open the Data Form dialog box. You can use this dialog box to directly make changes to the list data, if needed. Once you are finished, click the Close button. Word will prompt you to save your changes and update the list in a separate message box. Click Yes to accept the changes and return to the Mail Merge Recipients window. Once you have finished selecting the records to use for your mail merge using this dialog box, simply click the OK button Inserting and Deleting Merge Fields: You can insert and delete merge fields in your mail merge documents as the need arises. This can occur if you have fields in your document that no longer contain relevant data, or if you collect new data that needs to be included in the document. To remove a merge field from your document, select the entire merge field that you want to delete including all associated chevrons. Next, press the Delete key on your keyboard. Inserting new merge fields is nearly as easy as deleting them. First, place your cursor at the point in the document where you would like the new merge field to appear. Then click the Insert Merge Field dropdown button in the Write & Insert Fields button group on the Mailings tab in the Ribbon. Then select the name of the field that you want to insert into your document from the button s drop-down list of field name choices. If you are performing a simple mailing and are using a data source with address information, you may prefer to use an address block or greeting line that is created by Word. This just speeds up the placement of multiple merge fields in a document. However, for this feature to work effectively, you should ensure that the field names in your data source are matched to the fields available in Word. If you use the data source provided by Word, then this will be the case. If using an external data source such as a list in an Excel spreadsheet, then you may first need to match the field name in Word to the field names in your list before you can effectively use either the Address Block or Greeting Line buttons in the Write & Insert Fields button group on the Mailings tab in the Ribbon. 11

12 Mailings Inserting and Deleting Merge Fields (cont'd.): To match the field in your data source with Word, click the Match Fields button in the Write & Insert Fields button group on the Mailings tab in the Ribbon. This will open the Match Fields dialog box. Here you can identify which field in your data source matches each piece of information that Word may need by selecting the name of the data source field from the drop-down menu for each type of data shown. If the field is unavailable, simply leave it set at (not matched). Once you have matched the data source in Word, you can then click the OK button to set it. If you have matched your data fields to Word, or if you are simply using the default list provided when you create a data source in Word, then you can click the Address Block button in the Write & Insert Fields button group on the Mailings tab in the Ribbon to open the Insert Address Block dialog box. Here you can check which elements you want to include in the address block by checking or clearing the checkboxes in the Specify address elements section. Once you are finished, you can then click the OK button to insert the address block. Likewise, you can click the Greeting Line button in the Write & Insert Fields button group on the Mailings tab in the Ribbon in order to open the Insert Greeting Line dialog box. In this dialog box, you can use the drop-down buttons that are available to set the appearance of the greeting line field for your document. You can also set what to insert into the greeting line field if the record that you are merging doesn t have a valid recipient name. Once you are done, click the OK button to insert a standard greeting line into your merge document. Once you have inserted mail merge fields into your document, you may want them to appear highlighted so that you can see them more easily. If you wish to turn field highlighting on or off, just click the Highlight Merge Fields button in the Write & Insert Merge Fields button group on the Mailings tab in the Ribbon to turn field highlighting on or off Error Checking: Note that you can preview the results of a merge without actually sending the mail merge to a printer, or even having to create another output document for review. You can use the buttons in the Preview Results button group on the Mailings tab in the Ribbon to preview the results in the merge document. This can help you spot errors prior to performing the mail merge. To do this, open your merge document and then click the Preview Results button in the Preview Results button group on the Mailings tab in the Ribbon. This will show a preview of the merge results in the document window. You can then use the arrow buttons that appear to the right of the Preview Results button to move through the records, where you can inspect them for errors in the document window. Once you are finished, you can simply click the Preview Results button again to turn the preview off. You could also click the Check for Errors button in the Preview Results button group on the Mailings tab in the Ribbon to either simulate the merge and then have Word report any errors, or to actually perform the merge and then choose your method for handing any errors that may arise. When you click the Check for Errors button, Word will launch the Checking and Reporting Errors dialog box. Here you select the method of error reporting that you want Word to perform. Usually Simulate the merge and report errors in a new document is the safest option. However, you could also perform the merge and pause to report each error as it occurs, or simply report all errors in a separate document without pausing. Select your desired option, and then click the OK button when you are ready to check the document for merge errors. 12

13 18.7- Detaching the Data Source: Mailings Once you create and set a document as mail merge document, Word will identify it as a mail merge document every time that it is opened in the future. If you want to change your merge document back into a normal Word document, you must detach it from the associated data source. This way when you open it, the document will behave as a normal Word document, and it will no longer automatically open its attached data source. To detach the data source from the merge document, open your mail merge document. Next, click the Start Mail Merge button in the Start Mail Merge button group on the Mailings tab in the Ribbon. Select the Normal Word Document choice from the drop-down menu that appears to convert the document back into a normal Word document Finishing a Mail Merge: When you want to actually perform a mail merge, you can click the Finish & Merge button in the Finish button group on the Mailings tab in the Ribbon. From the drop-down menu, you will see the options that you have for finishing the merge: Edit Individual Documents, Print Documents, or Send Messages. If you select the Edit Individual Documents choice, you will create a secondary output document that contains the results of the merge, which you can then edit individually if you want. When you select this command the Merge to New Document dialog box appears, allowing you to select which range of records you wish to merge. Make your selection and then click the OK button to finish the merge. If you select the Print Documents choice, you will send the results of the merge directly to your printer. When you select this command the Merge to Printer dialog box appears, allowing you to select which range of records you wish to merge. Make your selection and then click the OK button to finish. If you are merging s, then you can select the Send Messages command to open the Merge to dialog box. In the Message options section, you select the merge field that contains the recipient s address from the To: drop-down menu. Then enter a subject line for the into the Subject line: text box. Use the Mail format: drop-down to select the message s format. In the Send records section, you select what range of records to merge. Then click the OK button to finish. 13

14 ACTIONS- Mailings USING THE STEP BY STEP MAIL MERGE WIZARD: 1. Click the Mailings tab in the Ribbon. 2. Click the Start Mail Merge button in the Start Mail Merge button group. 3. From the button s drop-down menu, choose the Step by Step Mail Merge Wizard command. 4. Use the Mail Merge task pane at the right side of the document window to answer the questions posed to you and click the Next hyperlink at the bottom of the pane to continue through the mail merge process until you are finished. 5. In the first screen of the mail merge wizard, select the option button that corresponds to the type of mail merge document that you are trying to create. 6. Click the Next: Starting document hyperlink at the bottom of the task pane to continue. 7. In the next pane, Word will ask, How do you want to set up your document? The choices shown vary, depending upon the type of document you selected in the previous pane. If you have a blank document open that you want to use as the merge document, select the Use the current document choice. 8. If you select this option, then click the Next: Select recipients hyperlink at the bottom of the task pane to continue. 9. To use a pre-made mail merge template available in Word, select the Start from a template option. 10. Then click the Select template command in the middle of the task pane to open the Select Template dialog box. 11. Double-click on the mail merge template that you want to use. 12. After selecting a template, click the Next: Select recipients hyperlink at the bottom of the task pane to continue. 13. To use a saved Word document as the merge document, select the Start from existing document option. 14. In the Start from existing section that then appears, click the (More files ) option and then click the Open button to launch the Open dialog box. 15. Use the dialog box to browse for the Word document that you want to use. 16. Once you have found it, double-click the document in the Open dialog box to have it display in the main document window. 17. At that point, click the Next: Select recipients hyperlink at the bottom of the task pane to continue. 18. If you selected the Envelopes or Labels option back in the first screen of the mail merge wizard, then in the second screen you will have different options than the ones that were just mentioned. 19. If you selected Envelopes, then you will see two options in second screen of the task pane. If the currently open document isn t a standard envelope, select the Change document layout option and then click the Next: Select recipients hyperlink at the bottom of the task pane to continue to the Envelope Options dialog box. You could also just click the Envelope Options command in the task pane to open the Envelope Options dialog box, if you prefer. 20. The Envelope Options dialog box contains options for printing your envelopes. Most importantly, here is where you select the envelope size that you will be using. You can also set the display of the font for both the Return Address and Delivery Address on the Envelope Options tab. Then, you can click the Printing Options tab to set other options, such as the printer feed options and printer tray options. 21. When you have finished setting your desired options, click OK to return to the mail merge wizard. 22. If necessary, click the Next: Select recipients hyperlink at the bottom of the task pane to continue to the third screen in the mail merge wizard. 23. If you selected the Labels option in the first screen of the mail merge wizard, then the second screen will have options similar to the ones that you have for envelopes. (cont'd.) 14

15 ACTIONS- Mailings USING THE STEP BY STEP MAIL MERGE WIZARD (CONT'D.): 24. If the currently open document isn t a standard label, select the Change document layout option and then click the Next: Select recipients hyperlink at the bottom of the task pane to continue and open the Label Options dialog box. You could also just click the Label Options command in the task pane to bring up the Label Options dialog box, if you prefer. 25. This dialog box contains options for printing your labels. First, select whether you will be using Continuous-feed printers or Page printers by choosing the appropriate option in the Printer information section. If you select the Page printers option, you may need to select from which tray in the printer you will print your label by choosing the desired tray from the Tray: drop-down. In the Label information section, select the manufacturer of your labels from the Label vendors: drop-down. Then select the label type that you will be using from the Product number: list. 26. Once you have selected your label type, click the OK button to return to the task pane. 27. If necessary, click the Next: Select recipients hyperlink at the bottom of the task pane to continue. 28. After selecting the mail merge document, you must next choose the data source in the Select recipients pane. 29. If you already have a list, select the Use an existing list option at the top of the task pane and then click the Browse.. hyperlink in the middle of the task pane to launch the Select Data Source dialog box. 30. This dialog box will open up and display the contents of a default folder, so navigate to the folder in which your actual data source is stored. Once you have found the list that you want to use as your data source, double-click on it in order to select it and return to the task pane. 31. Once you have selected the data source, you will see the Mail Merge Recipients dialog box appear. Use this dialog box to filter and sort the recipient information. Once that has been done you can click the OK button in the Mail Merge Recipients dialog box to close it and return to the task pane. 32. To use information from an Outlook contacts folder, select the option button for Select from Outlook contacts in the Select recipients screen in the task pane to launch Microsoft Outlook. 33. In Outlook, you will need to select the Contacts folder to use as the data source. Once you have selected the contacts folder that you will be using, you will again see the Mail Merge Recipients dialog box appear, where you can filter and sort the data from the data source. Once you have finished using the dialog box, just click the OK button to return to the task pane. 34. To create a new mail merge data source, select the Type a new list option in the task pane and then click the Create button. 35. Word then prompts you to create a new list for the mail merge in the New Address List dialog box. 36. Once you have created the list, you can click OK to open the Mail Merge Recipients dialog box. 37. After you have finished sorting and filtering the data using this dialog box, click the OK button to return to the task pane. 38. After you have set the data source for your merge document, click the Next hyperlink at the bottom of the task pane to proceed to the next step. 39. In the next step of the mail merge wizard, enter the static, or unchanging, information into the mail merge document and then use the available hyperlinks in the task pane to insert data fields from your data source into your document at the desired positions. 40. To insert data fields from your data source, click the More items hyperlink in the task pane to launch the Insert Merge Field dialog box. 41. Select the option for Database Fields at the top of the dialog box to see the listing of available fields from your data source. (cont'd.) 15

16 ACTIONS- Mailings USING THE STEP BY STEP MAIL MERGE WIZARD (CONT'D.): 42. Click the name of the field to insert into the selected position within the document and then click the Insert button at the bottom of the dialog box to insert the selected field. 43. To insert address information, you can click the Address block hyperlink in the task pane to open the Insert Address Block dialog box, select what elements of the address to insert, and then click the OK button to insert the selected address elements. 44. You could also click the Greeting line hyperlink in the task pane to open the Insert Greeting Line dialog box, choose from several letter openings for your mail merge document, and then click OK to return to the task pane. 45. If you are creating labels, you only need to enter fields into the first label and then click the Update all labels button to copy the fields to all of the other label areas in the mail merge document. 46. After creating your merge document, click the Next hyperlink at the bottom of the mail merge task pane to continue. 47. To preview the merge results, click the double-pointing chevrons at the top of the task pane. 48. After previewing the merge, click the Next button at the bottom of the task pane to continue. 49. To print the mail merge document, click the Print hyperlink at the top of the task pane to open the Merge to Printer dialog box, select the range of records in the data source to print, and then click the OK button to print the selected records. 50. To make individual changes to different items in the merge group, click the Edit individual letters hyperlink in the middle of the task pane to launch the Merge to New Document dialog box where you can select the range of records to merge to a new document. 51. In the new document window that appears, make changes to the individual letters, if you wish. 52. You can then print the new output document, along with any individual editing changes that you have made, to complete the merge. CREATING A DATA SOURCE: 1. Click the Select Recipients button in the Start Mail Merge button group on the Mailings tab in the Ribbon, and then choosing the Type a New List command from the button s drop-down menu. 2. In the New Address List dialog box, to enter a new record into the data source, simply type the information into the first field, and then press Tab on your keyboard to move to the next field. Continue entering information until you have entered all of the necessary data for the record. If necessary, you can click the New Entry button to add a new, blank record to the list. Repeat this process until you have entered all of the records to your data source. 3. To delete a record from your data source, click into the record that you want to delete within the data form. Then click the Delete Entry button to delete the entry. You will need to click the Yes button in the confirmation message box that appears to delete the selected record. 4. To find records in the data source based on a field s value, click the Find button to open the Find in Field dialog box. In this dialog box you type the value for which you are looking into the Find: text box. Then, select the fields to search by selecting the appropriate radio button: All fields or This field. If you select This field, then you will have to select one of the available fields from the drop-down menu to the right of the option. When you are ready, click the Find Next button to find the next data entry record that matches your criteria. You can continue doing this until you reach the end of the list. Once you have finished using this dialog box, click the Close button to return to the data form. (cont'd.) 16

17 CREATING A DATA SOURCE (CONT'D.): ACTIONS- Mailings 5. You can click the Customize Columns button to open the Customize Address List dialog box. This box allows you to add, delete, rename, and reorganize the order of fields in the data source. To add a new field, click the Add button at the right side of the dialog box. In the Add Field dialog box, type a name for the new field into the text box and click the OK button to add it to the listing of fields shown. 6. To delete a field shown in the Customize Address List dialog box, select the name of the field that you want to delete from the listing of fields shown. Then click the Delete button to delete the selected field. You will need to click the Yes button in the confirmation message box that appears in order to delete the field. 7. If you wish to rename one of the fields, select the field that you want to rename from the list and then click the Rename button. In the Rename Field dialog box that appears, type the new name for the field into the To: text box. Then click the OK button to rename the field and return to the Customize Address List dialog box. 8. You can also change the order of the fields in the list by clicking on the field whose position in the list you want to change, and then clicking either the Move Up or Move Down buttons in order to change its place in the list. Once you have finished using the Customize Address List dialog box, you can then click the OK button to set your changes and return to the New Address List dialog box. 9. After you have finished using the New Address List dialog box, click the OK button. 10. You can then save the address list into a desired folder using the Save Address List dialog box that appears. SELECTING RECIPIENTS: 1. Click the Edit Recipient List button in the Start Mail Merge button group on the Mailings tab in the Ribbon. Of course, you must have already selected a data source for the document before you can use this button. If you need to select a data source, you can click the Select Recipients button in the Start Mail Merge button group and then choose one of the commands available to either create a new list or select an existing list. 2. In the Mail Merge Recipients dialog box you will see the records from your selected list displayed at the top of the window. You can check or uncheck the checkboxes in the second column to manually select or deselect the records that you want to use for the mail merge. 3. You can click the small black arrow at the right end of each field s column heading to quickly sort or filter the data in the list based on values from the selected field. When you click one of the arrows, you will have the option to sort the list in either ascending or descending order based on the field s values. Just click on the sorting method that you want to use in the drop-down menu to sort the data in the list. 4. You can click the black arrow at the right end of any field s column heading to see a listing of the possible choices by which you could filter the list in the drop-down menu. You can select any choice shown to display only those records in the list that match your selected choice. 5. If you apply a filter using this method, note that the drop-down arrow for the field turns blue. You can click the blue drop-down arrow and then select the (All) choice from the drop-down menu in order to display all of the records. Note that it is also possible to filter by more than one field, if needed. 6. To apply an advanced sort to your data, you can click the Sort hyperlink. This will open the Query Options dialog box and display the Sort Records tab within the dialog box. (cont'd.) 17

18 SELECTING RECIPIENTS (CONT'D.): ACTIONS- Mailings 7. Use the Sort by: drop-down to select the primary field by which you want to sort the data. Then choose the sorting method to apply from the option buttons at the end of the field. You can select either Ascending or Descending order. 8. You can then perform the same actions for the two additional Then by: fields in order to apply a secondary and tertiary sort order, if needed. 9. To apply the sorting order when you are finished, just click the OK button. 10. If you want to apply an advanced filter to the list, then you can click the Filter hyperlink at the bottom of the Mail Merge Recipients dialog box. This will reopen the Query Options dialog box, but will display the Filter Records tab this time. 11. On this tab, use the first drop-down under the Field: column to choose the field name by which you want to filter the data. Then use the Comparison: drop-down to select a comparison operator. Then type the value against which you want to compare the field s value directly into the Compare to: field. 12. If you need to apply more filtering criteria, then first choose either the And or Or choice from the first drop-down in the second row. Then repeat the same process again. Note that you can set multiple filtering criteria in this tab. 13. Once you have set your filtering criteria, you can click the OK button to apply them to your list. 14. Once you have applied either a sort order or a filter to the records in the list, you can clear either setting to display all of the records again. To do this, click either the Sort or Filter hyperlinks at the bottom of the Mail Merge Recipients dialog box, depending upon which aspect you want to remove, in order to open the Query Options dialog box. 15. If you want to clear the sorting that has been applied, then click the Sort Records tab, and then click the Clear All button. 16. If you want to remove a filter that has been applied, then click the Filter Records tab, and then click the Clear All button. 17. Once you have finished clearing any sorting or filtering criteria on each tab, click the OK button to apply the changes and return to your list. 18. To search for possible duplicate records in your list, you can click the Find duplicates hyperlink at the bottom of the Mail Merge Recipients dialog box to open the Find Duplicates dialog box. 19. You can uncheck any records shown in this window to prevent duplicate records from being used in the same mail merge. 20. Once you have finished, click the OK button to return to the Mail Merge Recipients dialog box. 21. You can click the Find recipient hyperlink in order to open the Find in Field dialog box. You can use this to locate a record in your list by a field s value. Once you are finished using the dialog box, you can click the Cancel button to return to the list. 22. In the Data Source section, you can click on the name of the data source shown in this list, and then click the Edit button to open the Data Form dialog box. You can use this dialog box to directly make changes to the list data, if needed. Once you are finished, click the OK button. Word will prompt you to save your changes and update the list in a separate message box. Click Yes to accept the changes and return to the Mail Merge Recipients window. 23. Once you have finished, click the OK button. 18

19 INSERTING AND DELETING MERGE FIELDS: ACTIONS- Mailings 1. To remove a merge field from your document, select the entire merge field that you want to delete including all associated chevrons. Then press the Delete key on your keyboard. 2. Inserting new merge fields is nearly as easy as deleting them. First, place your cursor at the point in the document where you would like the new merge field to appear. 3. Then click the Insert Merge Field button in the Write & Insert Fields button group on the Mailings tab in the Ribbon. Then you simply click on the name of the field that you want to insert into your document from the button s drop-down list of field name choices. 4. To match the field in your data source with Word, click the Match Fields button in the Write & Insert Fields button group on the Mailings tab in the Ribbon. This will open the Match Fields dialog box. 5. Here you can identify which field in your data source matches each piece of information that Word may need by selecting the name of the data source field from the drop-down menu for each type of data shown. If the field is unavailable, simply leave it set at (not matched). 6. Once you have matched the data source in Word, you can then click the OK button to set it. 7. If you have matched your data fields to Word, or if you are simply using the default list provided when you create a data source in Word, then you can click the Address Block button in the Write & Insert Fields button group on the Mailings tab in the Ribbon to open the Insert Address Block dialog box. 8. Here you can check which elements you want to include in the address block by checking or clearing the checkboxes in the Specify address elements section. Once you are finished, you can then click the OK button to insert the address block. 9. Likewise, you can click the Greeting Line button in the Write & Insert Fields button group on the Mailings tab in the Ribbon in order to open the Insert Greeting Line dialog box. 10. In this dialog box, you can use the drop-down buttons that are available to set the appearance of the greeting line field for your document. You can also set what to insert into the greeting line field if the record that you are merging doesn t have a valid recipient name. Once you are done, click the OK button to insert a standard greeting line into your merge document. 11. If you wish to turn field highlighting on or off, just click the Highlight Merge Fields button in the Write & Insert Merge Fields button group on the Mailings tab in the Ribbon to turn field highlighting on or off. ERROR CHECKING: 1. You can use the buttons in the Preview Results button group on the Mailings tab in the Ribbon to preview the results in the merge document. This can help you spot errors prior to performing the mail merge. 2. To do this, open your merge document and then click the Preview Results button in the Preview Results button group on the Mailings tab in the Ribbon. This will show a preview of the merge results in the document window. 3. You can then use the arrow buttons that appear to the right of the Preview Results button to move through the records. Once you are finished with the preview, you can simply click the Preview Results button again to turn the preview off. 4. You could also click the Check for Errors button in the Preview Results button group on the Mailings tab in the Ribbon to launch the Checking and Reporting Errors dialog box. Here you select the method of error reporting that you want Word to perform. 5. Select your desired option, and then click the OK button when you are ready to check the document for merge errors. 19

20 ACTIONS- Mailings DETACHING THE DATA SOURCE FROM A MERGE DOCUMENT: 1. To detach the data source from the merge document, open your mail merge document. 2. Next, click the Start Mail Merge button in the Start Mail Merge button group on the Mailings tab in the Ribbon. 3. Select the Normal Word Document choice from the drop-down menu that appears to convert the document back into a normal Word document. FINISHING A MAIL MERGE: 1. When you want to actually perform a mail merge, you can click the Finish & Merge button in the Finish button group on the Mailings tab in the Ribbon. From the drop-down menu, you will see the options that you have for finishing the merge: Edit Individual Documents, Print Documents, or Send Messages. 2. If you select the Edit Individual Documents choice, you will create a secondary output document that contains the results of the merge, which you can then edit individually if you want. When you select this command the Merge to New Document dialog box appears, allowing you to select which range of records you wish to merge. Make your selection and then click the OK button to finish the merge. 3. If you select the Print Documents choice, you will send the results of the merge directly to your printer. When you select this command the Merge to Printer dialog box appears, allowing you to select which range of records you wish to merge. Make your selection and then click the OK button to finish. 4. If you are merging s, then you can select the Send Messages command to open the Merge to dialog box. In the Message options section, you select the merge field that contains the recipient s address from the To: drop-down menu. Then enter a subject line for the into the Subject line: text box. Use the Mail format: drop-down to select the message s format. In the Send records section, you select what range of records to merge. Then click the OK button to finish. 20

21 Purpose: EXERCISES- Mailings 1. To be able to complete a mail merge using the step by step mail merge wizard. Exercises: 1. Create a new, blank document. 2. Click the Start Mail Merge Button in the Start Mail Merge button group on the Mailings tab in the Ribbon. 3. Select the Step by Step Mail Merge Wizard from the button s drop-down menu of commands. 4. In the Mail Merge task pane at the right side of the window, select the Labels option and then click the Next: Starting document hyperlink at the bottom of the pane to continue. 5. Click the Change document layout option button in the task pane, and then click the Next: Select recipients hyperlink at the bottom of the task pane. This will open the Label Options dialog box. 6. In the Label Options dialog box, select Page printers in the Printer information section. Then choose Default tray (Auto Select) from the Tray: drop-down. 7. In the Label information section, use the Label vendors: drop-down to select Avery US Letter. Then select the 5960 from the Product number: list. 8. Click the OK button at the bottom of the Label Options dialog box to continue. 9. In the Select recipients pane in the task pane at the right side of the screen, choose the Type a new list option. 10. Click the Create hyperlink that appears in the middle of the task pane to open the New Address List dialog box. 11. Enter the following records into the first two rows of the New Address List dialog box. If a column value is not specified, then simply leave it blank. Title First Name Last Name Address Line 1 City State ZIP Code Mr. Jon Doe 100 Main St. East Lansing MI Ms. Jessica Smith 50 Pine Circle East Lansing MI Click the OK button at the bottom of the dialog box when you are finished to close the dialog box and open the Save Address List dialog box. 14. In the Save Address List dialog box, type Sample Addresses into the File name: text box. 15. Click the Save button in the lower right corner of the Save Address List dialog box. This will open the Mail Merge Recipients dialog box. 16. Click OK in the Mail Merge Recipients dialog box. 17. Back in the Mail Merge task pane at the right side of the window, click the Next: Arrange your labels hyperlink at the bottom of the task pane to continue. 18. Click the Address block hyperlink in the middle of the Mail Merge task pane. 19. Review the information in the Insert Address Block dialog box that appears, and then click OK. 20. Click the Update all labels button in the task pane, and then click the Next: Preview your labels hyperlink to preview the labels. 21. Review the labels. Close the document when finished. You do not need to save the document. 21

22 CHAPTER 19- Creating a Table of Contents Creating a Table of Contents Customizing a Table of Contents Updating a Table of Contents Deleting a Table of Contents 22

23 Creating a Table of Contents Creating a Table of Contents: Word makes it easy to create a table of contents for formal papers or longer documents. First, mark each title that you want appear in your table of contents with one of the designated Styles in Word- Heading 1, Heading 2, or Heading 3. Word can then automatically collect and display a table of contents based on the text that you marked with each style. Word can also update this information if you make editing changes to the marked content after the table of contents has been created. This can save you hours of revision time when working with long documents. First you must mark the titles in your document with one of the Heading styles listed in the Styles section of the Home tab in the Ribbon. Note that you can also simply select the text that you want to include in your table of contents, and then click the Add Text drop-down button in the Table of Contents button group on the References tab in the Ribbon. Then you can select which of the heading styles to apply from the listing of styles displayed in this button s drop-down menu. Start by going through the document and selecting the major, or primary, section titles. Apply the Heading 1 style to these main titles. They will appear in your table of contents as the main chapter titles. Next, find the subordinate sections within each primary chapter, and apply the Heading 2 style to these sections. If you have subordinate lessons within these secondary sections, then you can select those titles and apply the Heading 3 style to them. Once you have applied your heading styles to the titles in your document, click into your document to place the insertion marker at the place in the document where you want the table of contents to appear. Then click the Table of Contents button in the Table of Contents button group on the References tab in the Ribbon. You can then select one of the Automatic table of content styles listed or create a custom table of contents. To create a custom table of contents, select the Custom Table of Contents command ( Insert Table of Contents in Word 2010:2007) from the button s drop-down menu to open the Table of Contents dialog box and display the Table of Contents tab. Here you can customize the style and appearance of the table of contents. At the top of this tab, you can see how your table of contents will print in the Print Preview section. Below that, you have options for changing the appearance of the printed version of your table of contents. If you don t want to print page numbers, then click the Show page numbers checkbox in order to clear the check from the box. Also, page numbers, if selected, will default to being right-aligned. You can clear the check from the Right align page numbers checkbox in order to print the page number immediately after the chapter title. You can then select the desired style of leader tab to connect the chapter titles to the page numbers from the Tab leader: drop-down. You can also see how your table of contents would appear if published as a web page in the Web Preview section. If you do not want the titles to appear as hyperlinks in the web page, then you can clear the check from the Use hyperlinks instead of page numbers checkbox. In the General section, you can alter the general settings of the table of contents. You can select a different general format for your table of contents by selecting a different choice from the Formats: dropdown. If you need to display more than three levels within your table of contents, you can use the Show levels: spinner box to enter the number of subordinated levels to display within your table of contents. Note, however, that in addition to changing the levels to display in the table of the contents here, you will also need to format those titles within your document using the additional subordinate heading styles, such as Heading 4, Heading 5, and so on, before they will appear in your table of contents. Once you have set all of the options for your table of contents, simply click the OK button to insert your table of contents. Note that the table of contents is simply a field. Like all fields, you can toggle the display of the field code between the actual table s contents and the field s contents by clicking into the table of contents and then pressing Shift + F9 on your keyboard to toggle the view. 23

24 Creating a Table of Contents Customizing a Table of Contents: You can customize the appearance of your table of contents in Word. When a table of contents is created by Word, it simply applies the default table of content styles- TOC 1, TOC 2, and so on. You can alter the appearance of these styles in your document in order to change the appearance of the text used to create your table of contents. To do this, click the Table of Contents button in the Table of Contents button group on the References tab in the Ribbon. Then choose the Custom Table of Contents command in Word 2013 or the Insert Table of Contents command in Word 2010:2007 from the button s drop-down menu. That will open the Table of Contents dialog box and display the Table of Contents tab. Since you can only change the appearance of the default styles, ensure that the Formats: drop-down in the General section towards the bottom of this tab is set to From template. To change the appearance of the default table of content styles that are associated with the template, click the Modify button to view the Style dialog box. In the Style dialog box, start by clicking on the name of the table of contents style that you want to modify from the Styles list. A preview of the font that will be used will appear at the bottom of the Style dialog box. Click the Modify button to the right of the style shown in order to open the Modify Style dialog box, where you can edit the formatting of the selected TOC style. In the Modify Style dialog box, you can make any formatting changes that you want to apply to the selected TOC style. When you are done, click the OK button to return to the Style dialog box. You can repeat this process to modify any necessary TOC styles. Once you have finished modifying the TOC styles, just click the OK button to return to the Table of Contents dialog box. You should see the changes that you made in the Print Preview section shown at the top of this dialog box. At that point, just click the OK button in the Table of Contents dialog box to create the table of contents with your custom TOC styles Updating a Table of Contents: When you alter the content in your document after creating a table of contents, you can typically simply update the table of contents to refresh its display versus having to recreate the whole thing. Because the table of contents is simply a field code, it can be updated in the same manner that a Word table formula can. This can save you a lot of work in making changes to your table of contents, especially if working on documents that are often revised. To update your table of contents, place the cursor into the table of contents that you want to update and then press the F9 key on your keyboard. Alternately, you could simply right-click on the table of contents and then choose the Update Field command from the pop-up menu. In the Update Table of Contents dialog box that appears, you will need to select whether you want to Update page numbers only or Update entire table by selecting the option that you would like. Then just click the OK button to update the table of contents Deleting a Table of Contents: To delete a table of contents, simply click into the table of contents within your document. Then click the Table of Contents button in the Table of Contents button group on the References tab within the Ribbon and select the Remove Table of Contents command from the drop-down menu to delete the selected table of contents. 24

25 ACTIONS- Creating a Table of Contents CREATING A TABLE OF CONTENTS: 1. First you must mark the titles in your document with one of the Heading styles listed in the Styles section of the Home tab in the Ribbon. Note that you can also simply select the text that you want to include in your table of contents, and then click the Add Text drop-down button in the Table of Contents button group on the References tab in the Ribbon. Then you can select which of the heading styles to apply from the listing of styles displayed in this button s drop-down menu. 2. Start by going through the document and selecting the major, or primary, section titles. Apply the Heading 1 style to these main titles. They will appear in your table of contents as the main chapter titles. 3. Next, find the subordinate sections within each primary chapter, and apply the Heading 2 style to these sections. If you have subordinate lessons within these sections, then you can select those titles and apply the Heading 3 style to them. 4. Once you have applied your heading styles to the titles in your document, click into your document to place the insertion market at the place in the document where you want the table of contents to appear. 5. Click the Table of Contents button in the Table of Contents button group on the References tab in the Ribbon. 6. You can then select one of the Automatic table of content styles listed or create a custom table of contents. 7. To create a custom table of contents, select the Custom Table of Contents command ( Insert Table of Contents in Word 2010:2007) from the button s drop-down menu to open the Table of Contents dialog box and display the Table of Contents tab where you can customize the style and appearance of the table of contents. 8. At the top of this tab, you can see how your table of contents will print in the Print Preview section. Below that, you have options for changing the appearance of the printed version of your table of contents. If you don t want to print page numbers, then click the Show page numbers checkbox in order to clear the check from the box. Also, page numbers, if selected, will default to being right-aligned. You can clear the check from the Right align page numbers checkbox in order to print the page number immediately after the chapter title. You can then select the desired style of leader tab to connect the chapter titles to the page numbers from the Tab leader: drop-down. 9. You can also see how your table of contents would appear if published as a web page in the Web Preview section. If you do not want the titles to appear as hyperlinks in the web page, then you can clear the check from the Use hyperlinks instead of page numbers checkbox. 10. In the General section, you can alter the general settings of the table of contents. You can select a different general format for your table of contents by selecting a different choice from the Formats: drop-down. If you need to display more than three levels within your table of contents, you can use the Show levels: spinner box to enter the number of subordinated levels to display within your table of contents. Note, however, that in addition to changing the levels to display in the table of the contents here, you will also need to format those titles within your document using the additional subordinate heading styles, such as Heading 4, Heading 5, and so on, before they will appear in your table of contents. 11. Once you have set all of the options for your table of contents, simply click the OK button to insert your table of contents. 12. Note that the table of contents is simply a field. Like all fields, you can toggle the display of the field code between the actual table s contents and the field s contents by clicking into the table of contents and then pressing Shift + F9 on your keyboard to toggle the view. 25

26 ACTIONS- Creating a Table of Contents CUSTOMIZING A TABLE OF CONTENTS: 1. Click the Table of Contents button in the Table of Contents button group on the References tab in the Ribbon. 2. Then choose the Custom Table of Contents command in Word 2013 or the Insert Table of Contents command in Word 2010:2007 from the button s drop-down menu. 3. That will open the Table of Contents dialog box and display the Table of Contents tab. Since you can only change the appearance of the default styles, ensure that the Formats: drop-down in the General section towards the bottom of this tab is set to From template. 4. To change the appearance of the default table of content styles that are associated with the template, click the Modify button to view the Style dialog box. 5. In the Style dialog box, start by clicking on the name of the table of contents style that you want to modify from the Styles list. A preview of the font that will be used will appear at the bottom of the Style dialog box. 6. Click the Modify button to the right of the style shown in order to open the Modify Style dialog box, where you can edit the formatting of the selected TOC style. 7. In the Modify Style dialog box, you can make any formatting changes that you want to apply to the selected TOC style. When you are done, click the OK button to return to the Style dialog box. You can repeat this process to modify any necessary TOC styles. 8. Once you have finished modifying the TOC styles, just click the OK button to return to the Table of Contents dialog box. You should see the changes that you made in the Print Preview section shown at the top of this dialog box. 9. At that point, just click the OK button in the Table of Contents dialog box to create the table of contents with your custom TOC styles. UPDATING A TABLE OF CONTENTS: 1. Place the cursor into the table of contents that you want to update and then press the F9 key on your keyboard. Alternately, you could simply right-click on the table of contents and then choose the Update Field command from the pop-up menu. 2. In the Update Table of Contents dialog box that appears, you will need to select whether you want to Update page numbers only or Update entire table by selecting the option that you would like. 3. Then just click the OK button to update the table of contents. DELETING A TABLE OF CONTENTS: 1. Click into the table of contents within your document. 2. Click the Table of Contents button in the Table of Contents button group on the References tab within the Ribbon and select the Remove Table of Contents command from the drop-down menu to delete the selected table of contents. 26

27 Purpose: EXERCISES- Creating a Table of Contents 1. There are no exercises for this chapter. Exercises: 1. None. 27

28 20.1- Creating an Index Customizing an Index Updating an Index CHAPTER 20- Creating an Index 28

29 20.1- Creating an Index: Creating an Index You can create an index of entries or topics for formal papers or long documents. This process is similar to creating a table of contents. First, mark the subjects or topics to reference in the index. Then compile the index in much the same way that you created the table of contents. You can create multiple subentries and even cross-references entries in your index. Start by clicking the References tab in the Ribbon. In the References tab, you use the buttons that are available in the Index button group to mark your text and create the index. First, you must learn how to mark text or a range of pages for inclusion in the index. To include a word or phrase, select the word or phrase to include from the text within your document and then click the Mark Entry button in the Index button group on the References tab in the Ribbon. That will open the Mark Index Entry dialog box. If you selected text from your document, it will appear in the Main entry: text box. If you did not select any text, then type the entry to make into the Main entry: text box. In the Subentry: text box, you can enter an index entry that falls under the more general index entry above, if needed. To create a third level entry, type the subentry into the Subentry: text box, followed by a colon symbol, followed by the third-level index entry. In the Options section, you choose how to present the index entry. To create a cross-reference, choose that option and then enter the text for the cross-referenced index entry after the word See in the adjacent text box. To make a straightforward index entry, select the Current page option in the Options section. To format the page numbering used for a normal index entry, check either or both the Bold or Italic checkboxes in the Page number format section. At that point, to mark only the currently selected text as an index entry, click the Mark button. To mark all occurrences of the selected text within the whole document, select the Mark All button, instead. This will insert the index entry field or fields into the selected location or locations in the document. Notice that this dialog box will remain open after marking the text, so you can continue marking index entries without having to close and reopen the dialog box repeatedly. To make a multi-page index reference, the process is a bit different. First, select the range of text to include as a multi-page reference. Then click the Bookmark button in the Links button group on the Insert tab in the Ribbon to open the Bookmark dialog box. A bookmark is a reference to a section of text. In the Bookmark name: text box, type a name for the bookmark. The name cannot contain spaces, but may contain letters and numbers. Then click the Add button to add the bookmark to the list shown in this dialog box. Next, click into the document at the end of the text that you just set as a bookmark. Click the Mark Entry button in the Index button group on the References tab of the Ribbon. Set the index entry for the marked text, as normal. However, this time, click the Page range option button in the Options section of the dialog box and then select the name of the bookmark you just created from the adjacent drop-down. Make any other settings, as desired, and then click the Mark button to mark the page range entry. After marking the index entries for inclusion, click into your document at the position where you want to insert the index. Then click the Insert Index button in the Index button group on the References tab of the Ribbon to open the Index dialog box and display the Index tab. Here you can set the appearance of the index that will be created. In the Print Preview section at the top of the dialog box you will see a preview of how the index would appear when printed. To the right of the preview, you will see the Type: options: Indented or Runin. Select the style that you prefer. Below that, enter the number of columns you want the index to display. Below the preview you can check the Right align page numbers checkbox to right align the page numbers in your index, if desired. If you choose to right align the page numbers, then select the type of leader to use 29

30 20.1- Creating an Index (cont'd.): Creating an Index from the Tab leader: drop-down. You can select a different format to use for your index by choosing a different selection from the Formats: drop-down. Once you have made your formatting selections in the Index dialog box, click the OK button at the bottom of the dialog box to insert the index into your document. The index in Word, just like the table of contents, is actually a field. Like all fields, you can toggle the display of the field code between the index s contents and its field display by clicking into the index and then pressing Shift + F9 on your keyboard to toggle the view Customizing an Index: You can customize the appearance of your index in Word. When an index is created by Word, it simply applies the default index styles- Index 1, Index 2, and so on. You can alter the appearance of these styles in your document in order to change the appearance of the text used to create your index. To do this, click the Insert Index button in the Index button group on the References tab in the Ribbon. That will open the Index dialog box and display the Index tab. Since you can only change the appearance of the default styles, ensure that the Formats: drop-down towards the bottom of this tab is set to From template. To change the appearance of the default index styles that are associated with the template, click the Modify button to view the Style dialog box. In the Style dialog box, start by clicking on the name of the index style that you want to modify from the Styles list. A preview of the font that will be used will appear at the bottom of the Style dialog box. Click the Modify button to the right of the style shown in order to open the Modify Style dialog box, where you can edit the formatting of the selected index style. In the Modify Style dialog box, you can make any formatting changes that you want to apply to the selected index style. When you are done, click the OK button to return to the Style dialog box. You can repeat this process to modify any necessary index styles. Once you have finished modifying the index styles, just click the OK button to return to the Index dialog box. You should see the changes that you made in the Print Preview section shown at the top of this dialog box. At that point, just click the OK button in the Index dialog box to create the index with your custom index styles Updating an Index: When you alter the content in your document after creating an index, you can usually just update the index to refresh its display versus having to recreate the whole thing. Because the index is simply a field code, it can be updated in the same manner that a Word table formula can. This can save you a lot of work in making changes to your index, especially if working on documents that are often revised. To update your index, place the cursor into the index that you want to update and then press the F9 key on your keyboard. Alternately, you could simply right-click on the index and then choose the Update Field command from the pop-up menu. This will automatically update the contents and page numbering of your index. 30

31 CREATING AN INDEX: ACTIONS- Creating an Index 1. Mark the text to include in your index. To include a word or phrase, start by selecting the word or phrase to include from the text in your document. 2. Click the Mark Entry button in the Index button group on the References tab in the Ribbon to open the Mark Index Entry dialog box. If you selected text from your document, it will appear in the Main entry: text box. If you did not select any text, then type the entry to make into the Main entry: text box. 3. In the Subentry: text box, you can enter an index entry that falls under the more general index entry above, if needed. To create a third level entry, enter the subentry into the Subentry: text box, followed by a colon symbol, followed by the third-level index entry. 4. In the Options section, choose how to present the index entry. To create a cross-reference, choose that option and then enter the text for the cross-referenced index entry after the word See in the adjacent text box. 5. To make a normal index entry, select the Current page option in the Options section. 6. To format the page numbering used for a normal index entry, check either or both the Bold or Italic checkboxes in the Page number format section. 7. To mark only the currently selected text as an index entry, click the Mark button. To mark all occurrences of the text within the whole document, select the Mark All button, instead. This will insert the index entry field or fields into the selected location or locations in the document. Notice that this dialog box will remain open after marking the text, so that you can continue marking index entries without having to close and reopen the dialog box repeatedly. 8. To make a multi-page index reference, select the range of text to include as a multi-page reference. 9. Then click the Bookmark button in the Links button group on the Insert tab in the Ribbon to open the Bookmark dialog box. 10. In the Bookmark name: text box, type a name for the bookmark. The name cannot contain spaces, but may contain letters and numbers. 11. Click the Add button to add the bookmark to the list shown in this dialog box. 12. Click into the document at the end of the text that you set as a bookmark. 13. Click the Mark Entry button in the Index button group on the References tab of the Ribbon and set the index entry for the marked text, as normal. However, this time, click the Page range option button in the Options section of the dialog box and then select the name of the bookmark you just created from the adjacent drop-down. Make any other settings, as desired, and then click the Mark button to mark the page range entry. 14. After marking the index entries for inclusion, click into your document at the position where you want to insert the index. Then click the Insert Index button in the Index button group on the References tab of the Ribbon. This will open the Index dialog box and display the Index tab within the dialog box. Here you can set the appearance of the index that will be created. 15. In the Print Preview section at the top of the dialog box you will see a preview of how the index would appear when printed. To the right of the preview, you will see the Type: options: Indented or Run-in. Select the style that you prefer. Below that, enter the number of columns you want your index to display. Below the preview you can check the Right align page numbers checkbox in order to right align the page numbers in your index, if desired. If you choose to right align the page numbers, then select the type of leader to use from the Tab leader: drop-down. You can select a different format to use for your index by choosing a different selection from the Formats: drop-down. 16. Click the OK button at the bottom of the dialog box to insert the index into your document. 17. You can toggle the display of the field code between the index s contents and the field s display by clicking into the index and then pressing Shift + F9 on your keyboard to toggle the view. 31

32 CUSTOMIZING AN INDEX: ACTIONS- Creating an Index 1. Click the Insert Index button in the Index button group on the References tab in the Ribbon. That will open the Index dialog box and display the Index tab. Since you can only change the appearance of the default styles, ensure that the Formats: drop-down towards the bottom of this tab is set to From template. To change the appearance of the default index styles that are associated with the template, click the Modify button to view the Style dialog box. 2. In the Style dialog box, start by clicking on the name of the index style that you want to modify from the Styles list. A preview of the font that will be used will appear at the bottom of the Style dialog box. 3. Click the Modify button to the right of the style shown in order to open the Modify Style dialog box, where you can edit the formatting of the selected index style. 4. In the Modify Style dialog box, you can make any formatting changes that you want to apply to the selected index style. When you are done, click the OK button to return to the Style dialog box. You can repeat this process to modify any necessary index styles. 5. Once you have finished modifying the index styles, just click the OK button to return to the Index dialog box. You should see the changes that you made in the Print Preview section shown at the top of this dialog box. 6. At that point, just click the OK button in the Index dialog box to create the index with your custom index styles. UPDATING AN INDEX: 1. Place the cursor into the index that you want to update and then press the F9 key on your keyboard. This will automatically update the contents and page numbering of your index. 2. Alternately, you could simply right-click on the index and then choose the Update Field command from the pop-up menu. This will automatically update the contents and page numbering of your index. 32

33 Purpose: 1. There are no exercises for this chapter. Exercises: 1. None. EXERCISES- Creating an Index 33

34 CHAPTER 21- Creating Forms Displaying the Developer Tab- 2013: Displaying the Developer Tab Only Creating a Form Inserting Controls Repeating Section Content Control Only Adding Instructional Text Protecting a Form 34

35 21.1- Displaying the Developer Tab- 2013:2010: Creating Forms The first step in creating forms that you can send to other users is displaying the Developer tab in the Ribbon. Normally, this tab is hidden as most users do not need access to the features of this particular tab. However, for advanced Word users that would like to create user forms, or write macros using VBA, you must first display the Developer tab. To show this tab, click the File button in the Ribbon and then click the Options button in the lower left corner of the command panel. This will open the Word Options dialog box. In the Word Options dialog box, click the Customize Ribbon category at the left side of the dialog box. To the right, use the Customize Ribbon: drop-down to select the Main Tabs category, if needed. Then click the checkmark next to the Developer tab category to enable its display. Then click the OK button in the lower right corner of this dialog box in order to close it and show the Developer tab in the Ribbon. Note that in the future if you wish to hide the display of the developer tab, you can repeat these steps again, but simply un-check the checkmark next to the Developer tab category in order to hide its display within the Ribbon again Displaying the Developer Tab Only: The first step in creating forms that you can send to other users is displaying the Developer tab in the Ribbon. Normally, this tab is hidden as most users do not need access to the features of this particular tab. However, for advanced Word 2007 users that would like to create user forms, or write macros using VBA, you must first display the Developer tab. To show this tab, click the Microsoft Office Button and then click the Word Options button in the lower right corner of the command panel. This will open the Word Options dialog box. Click the Popular category at the left side of the dialog box. In the set of options that then displays at the right side of the dialog box, check the Show Developer tab in the Ribbon checkbox. Then click the OK button in the lower right corner of this dialog box in order to close it and show the Developer tab in the Ribbon Creating a Form: You can use Word to create custom forms based on existing documents or templates. You simply take a regular document or template as the basis for your form and then enter information that you want to remain unchanging, or static. Then insert controls and fields into the form where you would like the users of the form to enter information. This is a convenient way to automate a standard printed form into which you want people to enter information. Using this method, you can create a custom form template that will allow them to simply fill-in-the-blanks in the document. Before creating custom forms in Word, ensure you have the Developer tab displayed in the Ribbon. Then open the document or template you want to use as the basis for your form. Then click the Developer tab in the Ribbon. Here you can take advantage of the controls shown in the Controls button group to insert various types of fields and controls that allow your users to fill-in information in the form. Before you insert form controls, create the parts of the document that will remain static, or unchanging. For example, if creating a survey form, you may want to create the underlying table into which you will type the questions that the respondents will answer. You can then leave space in the document where you plan to insert the text boxes, checkboxes, drop-downs, and other controls that you want the respondents to use when completing the survey. 35

36 21.3- Creating a Form (cont'd.): Creating Forms To insert a control, start by clicking into the position in the document where you want to insert the control. Then click on the type of control to insert from the listing shown in the Controls button group on the Developer tab in the Ribbon. You can then select the control within the document and set its properties, as desired, by clicking the Properties button within the Controls button group on the Developer tab in the Ribbon. Note that each type of control has different properties that you can change. You can also add helpful text that assists the users in completing the form. You will learn how to set the properties of several common form controls in the following lessons in this chapter. After adding all of the controls into the form, you can then protect selected elements of the form from being changed. You can also apply protection to the entire form, if you prefer. This process will also be covered in a separate lesson in this chapter. Once you have applied any form protection you would like, the only step left is to save the form as a template that you can distribute to other users of Word. To save the document as a template, click the Save button in the Quick Access toolbar to open the backstage view in Word 2013 or the Save As dialog box in Word 2010:2007. If using Word 2013, select the Computer choice in the Save As task pane and then click the Browse button to the right to open the Save As dialog box. Within the Save As dialog box, select either Word Template or Word Macro-Enabled Template from the Save as type: drop-down. Then type a name for the template into the File name: text box and choose where to save the form template. After setting the desired options for your template, click the Save button in the lower right corner of this dialog box to save the template. 36

37 21.4- Inserting Controls: Creating Forms To insert a control, click into the place in the form where you want to insert the control. Then click the button in the Controls button group on the Developer tab in the Ribbon that corresponds to the type of control you want to insert. After inserting the control, select it and edit its properties. To set the properties of a control, click the control to select it. To completely select an entire control, click the small handle that appears in the upper left corner of the control when you roll your mouse pointer over the control. Then click the Properties button in the Controls button group on the Developer tab to open the Content Control Properties dialog box where you set the properties for the selected control. The properties available to change will vary, depending on the type of control selected. For all controls, some properties will remain constant. The properties in the General and Locking sections are the same for each type of control. In the General section, enter a title for the control into the Title: text box. The title will display in the small tag in the upper left corner of the control in the form. If you want to surround the control with a tag, enter the name of the tag into the Tag: text box. If using Word 2013, use the Show as: drop-down to choose how to display the control in the form. You can choose Bounding Box to display the control as a bounding box, Start/End Tag to display the control as start and end tags, or None to hide all of the control s appearance except the content itself. For Word 2013, you can also select a color for the control by making a choice from the Color: drop-down button. In all versions of Word, for any control except the Picture Content Control, you can check the Use a style to format contents checkbox to choose a Word style to apply to the control contents. If you check this checkbox, then select the name of the style to apply from the Style: drop-down. In the Locking section, set the level of protection to apply to the selected control. To protect the individual controls, check either or both of the checkboxes in this section to apply control security. The choices are Content control cannot be deleted and Contents cannot be edited. Next you will learn about the type-specific properties you can set for the different types of controls. If you have a Rich Text control selected, then in the Rich Text Properties section of the Content Control Properties dialog box you will see the option to Remove content control when contents are edited. If you check this checkbox, the control itself will be replaced by the contents that the users enters into the control when it is used in a form. This contrasts with the default method of replacing the content of the control with the new content. Note that this is also an option in the Plain Text Properties section if you have a Text control selected. In addition, you have the Allow carriage returns (multiple paragraphs) option available in the Plain Text Properties section. If checked, this allows for multiple paragraphs to be entered into the plain text control when used in a form. If you have a drop-down list or combo box selected, you will see a list of the possible choices for the control appear in the Drop-Down List Properties section of the Content Control Properties dialog box. To add a choice to the list, click the Add button to open the Add Choice dialog box. Here you enter the value to display in the list into the Display Name: text box. Then enter the actual value to use and store into the Value: text box. Then click the OK button to add it to the list. To modify an entry made in the list, select a choice and then click the Modify button to open the Modify Choice dialog box. Here you can edit either the Display Name: or Value: fields and then click the OK button. To remove a choice, select a choice and then click the Remove button. To rearrange the order of the choices, select a choice to move and then click either the Move Up or Move Down button. If you have a date picker selected, will see a listing of the possible display formats of the date and time available in the Date Picker Properties section of the Content Control Properties dialog box. Select a date format from the choices shown in the scrollable list. If needed, you can also set the Locale: and Calendar type: by using the drop-downs available. You also have a choice as to how you want the XML data to be stored in the Store XML contents in the following format when mapped: drop-down. Here you 37

38 21.4- Inserting Controls (cont'd.): Creating Forms can select what format you want the stored data to have, if needed. If you have a Building Block control selected, you will see additional properties in the Document Building Block Properties section of the Content Control Properties dialog box. Here you select which gallery of building blocks you would like to have available from the Gallery: drop-down. If desired, you can further refine the selection by choosing a category from the Category: drop-down. If you have a Check Box Content Control selected, you will see additional properties in the Check Box Properties section of the Content Control Properties dialog box. Here you can click the Change button next to the Checked symbol: or Unchecked symbol: shown to open the Symbols dialog box and then select a new checked or unchecked symbol to use. If you select a new symbol for either setting, then click the OK button to apply it. Once you have set the properties for the control, click the OK button in the Content Control Properties dialog box to apply them Repeating Section Content Control Only: If using Word 2013, you can insert the new Repeating Section Content Control into forms. This control, into which you can insert the other types of controls and which can also be inserted around rows in a table, allows the user to add repeating sections of information to a form. This can be useful when you want to collect a variable number of responses from each user. For example, if you wanted to create a vehicle insurance quote form that allowed the user to input the make, model and year of each vehicle that they wanted to insure. Since the number of vehicles would vary for each user, you could enter the three text fields of make, model, and year within a repeating section content control to allow the user to input that information as many times as needed to enter all their vehicles. You insert the control by simply selecting the area in the form that you want to enclose within the repeating content control. You can select a row from an underlying table within the form, if desired. Then click the Repeating Section Content Control button in the Controls button group on the Developer tab in the Ribbon to insert the control around the selected section. You can then click the control to select it and then click the Properties button in the Controls button group on the Developer tab in the Ribbon to set the properties of the control within the Content Control Properties dialog box. This control has the same default properties as the other types of control within Word 2013, and it also has its own unique property within the Repeating Section Property area of this dialog box. Here you can ensure that there is a checkmark in the Allow users to add and remove sections checkbox to allow users to add and remove these sections within your form. You can then enter the title that you want to give to the repeating section into the Section title: text box and then click the OK button to finish setting its properties. You can then click into the area within the control to insert any other controls that you want to have repeat within this section when a new section is added to the form by the user. When the users is entering data into the controls within this form, they can simply click the small plus sign that appears at the right end of the Repeating Section Content Control to add a new copy to the form. 38

39 21.6- Adding Instructional Text: Creating Forms When you insert a control into a document, it will often appear with some default instructional text. When you are in design mode, you can click into the text displayed in the control and edit it as you would like. That way, when the user fills out the form, they can see some helpful instructional text that gives them an idea of what content should be placed into the field. Remember, you must be in design mode to do this, as doing it when not in design mode means that you are simply using the form, versus designing it. You can switch back and forth between the normal mode and design mode by clicking the Design Mode button in the Controls button group on the Developer tab in the Ribbon Protecting a Form: In an earlier lesson, you saw how to edit the properties of a control to prevent users from editing the content of a control or deleting the control. Now you will examine how to apply protection to the form itself. Before you start this process, however, make sure that you are no longer in Design Mode by clicking the button of the same name in the Controls button group on the Developer tab in the Ribbon, if necessary. If you are still in design mode, you will not be able to enforce protection on the form. To start this process, click the Restrict Editing button ( Protect Document button in Word 2007) within the Protect button group on the Developer tab in the Ribbon to open the Restrict Formatting and Editing task pane at the right side of the document window. In the Formatting Restrictions section, you can check the Limit formatting to a selection of styles checkbox to restrict the types of formatting that can be applied to elements of the form. You can then click the Settings hyperlink below the checkbox to open the Formatting Restrictions dialog box. In the Styles section, you can check or uncheck the styles that you want the user to be able to use or not use. In the Formatting section, you can check or uncheck the options shown to enable or disable the associated formatting features. Once you have finished, you can click the OK button. In the Editing Restrictions section of the task pane, you can check the Allow only this type of editing in the document: checkbox to enable content editing restrictions. Then use the drop-down below that to choose the level of restriction to apply. Once you have finished, click the Yes, Start Enforcing Protection button. Next, enter a password to prevent others from changing these protection settings, if desired. Then click the OK button to apply protection to the form. 39

40 DISPLAYING THE DEVELOPER TAB- 2013:2010: ACTIONS- Creating Forms 1. Click the File button in the Ribbon and then click the Options button in the lower left corner of the command panel. This will open the Word Options dialog box. 2. In the Word Options dialog box, click the Customize Ribbon category. 3. To the right, use the Customize Ribbon: drop-down to select the Main Tabs category, if needed. 4. Click the checkmark next to the Developer tab category to enable its display. 5. Click the OK button in the lower right corner of this dialog box in order to close it. 6. If you wish to hide the display of the developer tab, you can repeat these steps again, but simply uncheck the checkmark next to the Developer tab category in order to hide its display again. DISPLAYING THE DEVELOPER TAB ONLY: 1. Click the Microsoft Office Button and then click the Word Options button in the lower right corner of the command panel. This will open the Word Options dialog box. 2. Click the Popular category at the left side of the dialog box. In the set of options that then displays at the right side of the dialog box, check the Show Developer tab in the Ribbon checkbox. 3. Then click the OK button in the lower right corner of this dialog box in order to close it and show the Developer tab in the Ribbon. CREATING A FORM: 1. Before you create custom forms in Word, ensure you have the Developer tab displayed in the Ribbon. 2. Open the document or template that you want to serve as the basis for your form. 3. Create the parts of the document that will remain static, or unchanging. Leave space in the document where you plan to insert the controls that you want the respondents to use when completing the survey. 4. To insert a control, start by clicking into the position in the document where you want to insert the control. 5. Then click on the type of control to insert from the listing shown in the Controls button group on the Developer tab in the Ribbon. 6. You can then select the control within the document and set its properties, as desired, by clicking the Properties button within the Controls button group on the Developer tab in the Ribbon. 7. After adding all of the controls into the form, you can then protect selected elements of the form from being changed. You can also apply protection to the entire form, if you prefer. 8. To then save the document as a template, click the Save button in the Quick Access toolbar to open the backstage view in Word 2013 or the Save As dialog box in Word 2010: If using Word 2013, select the Computer choice in the Save As task pane and then click the Browse button to the right to open the Save As dialog box. 10. Within the Save As dialog box, select either Word Template or Word Macro-Enabled Template from the Save as type: drop-down. 11. Then type a name for the template into the File name: text box and choose where to save the form template. 12. After setting the desired options for your template, click the Save button in the lower right corner of this dialog box to save the template. 40

41 INSERTING CONTROLS: SETTING CONTROL PROPERTIES: ACTIONS- Creating Forms 1. To insert a control into a form, click into the place in the form where you want to insert the control. 2. Click the control button in the Controls button group on the Developer tab in the Ribbon that corresponds to the type of control that you want to insert. 3. Once you have inserted the control, select it and edit its properties. 1. Click the control to select it. To completely select an entire control, click the small handle that appears in the upper left corner of the control when you roll your mouse pointer over the control. 2. Click the Properties button in the Controls button group on the Developer tab to open the Content Control Properties dialog box. 3. The properties in the General and Locking sections are the same for each type of control. 4. In the General section, enter a title for the control into the Title: text box. 5. To surround the control with a tag, enter the name of the tag into the Tag: text box. 6. If using Word 2013, use the Show as: drop-down to choose how to display the control in the form. 7. For Word 2013, you can select a color for the control from the Color: drop-down button. 8. In all versions of Word, for any control except the Picture Content Control, you can check the Use a style to format contents checkbox to choose a Word style to apply to the control contents. 9. If you check this checkbox, then select the name of the style to apply from the Style: drop-down. 10. In the Locking section, you can check either or both of the checkboxes to apply control security. The choices are Content control cannot be deleted and Contents cannot be edited. 11. For Rich Text controls, in the Rich Text Properties section of the Content Control Properties dialog box you will see the Remove content control when contents are edited checkbox. If checked, the control itself will be replaced by the contents the users enters into the control when it is used in a form. 12. This is also an option in the Plain Text Properties section if you have a Text control selected. 13. For Text controls, you can check the Allow carriage returns (multiple paragraphs) checkbox in the Plain Text Properties section to allow multiple paragraphs to be entered into the control in a form. 14. If you have a drop-down list or combo box selected, you will see a list of the possible choices for the control appear in the Drop-Down List Properties section of the Content Control Properties dialog box. 15. To add a choice to the list, click the Add button to open the Add Choice dialog box and enter the value to display in the list into the Display Name: text box. 16. Then enter the actual value to use and store into the Value: text box. 17. Click the OK button to add it to the list. 18. To modify an entry made in the list, select a choice and then click the Modify button to open the Modify Choice dialog box. 19. Here you can edit either the Display Name: or Value: fields and then click the OK button. 20. To remove a choice, select a choice and then click the Remove button. 21. To rearrange the order of the choices, select a choice to move and then click either the Move Up or Move Down button. 22. If you have a date picker selected, will see a listing of the possible display formats of the date and time available in the Date Picker Properties section of the Content Control Properties dialog box. Select a date format from the choices shown in the scrollable list. 23. If needed, you can also set the Locale: and Calendar type: by using the drop-downs available. (cont'd.) 41

42 SETTING CONTROL PROPERTIES- (CONT'D.): ACTIONS- Creating Forms 24. You also have a choice as to how you want the XML data to be stored in the Store XML contents in the following format when mapped: drop-down. Here you can select what format you want the stored data to have, if needed. 25. If you have a building block selected, you will see additional properties in the Document Building Block Properties section of the Content Control Properties dialog box. 26. Here you select which gallery of building blocks you would like to have available from the Gallery: drop-down. 27. If desired, you can further refine the selection by choosing a category from the Category: drop-down. 28. If you have a Check Box Content Control selected, you will see additional properties in the Check Box Properties section of the Content Control Properties dialog box. 29. Here you can click the Change button next to the Checked symbol: or Unchecked symbol: shown to open the Symbols dialog box and then select a new checked or unchecked symbol to use. 30. If you select a new symbol for either setting, then click the OK button to apply it. 31. Once you have set the properties for the selected control, click the OK button in the Content Control Properties dialog box to apply them. REPEATING SECTION CONTENT CONTROL ONLY: 1. You insert the control by simply selecting the area in the form that you want to enclose within the repeating content control. You can select a row from an underlying table within the form, if desired. 2. Then click the Repeating Section Content Control button in the Controls button group on the Developer tab in the Ribbon to insert the control around the selected section. 3. You can then click the control to select it and then click the Properties button in the Controls button group on the Developer tab in the Ribbon to set the properties of the control within the Content Control Properties dialog box. 4. This control has the same default properties as the other types of control within Word 2013, and it also has its own unique property within the Repeating Section Property area of this dialog box. 5. Here you can ensure that there is a checkmark in the Allow users to add and remove sections checkbox to allow users to add and remove these sections within your form. 6. You can then enter the title that you want to give to the repeating section into the Section title: text box and then click the OK button to finish setting its properties. 7. You can then click into the area within the control to insert any other controls that you want to have repeat within this section when a new section is added to the form by the user. 8. When the users is entering data into the controls within this form, they can click the small plus sign that appears at the right end of the Repeating Section Content Control to add a new copy to the form. 42

43 ACTIONS- Creating Forms CHANGING A CONTROL S INSTRUCTIONAL TEXT: 1. When you insert a control into a document, it will often appear with some default instructional text. 2. When you are in design mode, you can click into the text displayed in the control and edit it as you would like. 3. Remember that you can switch back and forth between the normal mode and design mode by clicking the Design Mode button in the Controls button group on the Developer tab in the Ribbon. PROTECTING A FORM: 1. To start this process, you can click the Restrict Editing button ( Protect Document button in Word 2007) within the Protect button group on the Developer tab in the Ribbon. This will open the Restrict Formatting and Editing task pane at the right side of the document window. 2. In the Formatting Restrictions section, you can check the Limit formatting to a selection of styles checkbox if you want to restrict the types of formatting that can be applied to elements of the form. 3. You can then click the Settings hyperlink below the checkbox to open the Formatting Restrictions dialog box. 4. In the Styles section of this dialog box, you can check or uncheck the styles that you want the user to be able to use or not use. 5. In the Formatting section, you can check or uncheck the options shown in order to enable or disable the associated formatting features. 6. Once you have finished, you can click the OK button. 7. In the Editing Restrictions section of the task pane, you can check the Allow only this type of editing in the document: checkbox to enable content editing restrictions. Then use the drop-down below that to choose the level of restriction that you want to apply. 8. Once you have finished, then click the Yes, Start Enforcing Protection button. 9. Next, you can enter a password to prevent others from changing these protection settings, if desired. Then click the OK button to apply the selected protection to the form. 43

44 Purpose: 1. There are no exercises for this chapter. Exercises: 1. None. EXERCISES- Creating Forms 44

45 22.1- Recording Macros CHAPTER 22- Making Macros Running and Deleting Recorded Macros Assigning Macros- 2013: Assigning Macros Only 45

46 22.1- Recording Macros: Making Macros Macros are small programs that record your keystrokes as you perform a task, and then save the actions you performed as a Visual Basic Module- a type of program file. When you run the macro later, it will repeat your keystrokes, thus repeating your actions. This is why they are great for automating repetitive tasks. For example, if you wanted to create a macro that would place your company s name and address information in the upper left corner of a document, you could record a macro as you enter the information once, and then run the recorded macro to do it again in the future. It would repeat the exact same keystrokes that you entered, effectively replicating the process instantaneously. You can see advanced options for creating macros on the Developer tab in the Ribbon, if it is enabled. You can also use the Macros button group on the View tab in the Ribbon to record and playback basic macros that you record. In this lesson, we will examine how to record a basic macro using the commands found within this group in the Ribbon. To begin to record a macro, you can click the Macros button in the Macros button group on the View tab in the Ribbon. From the drop-down menu that appears, select the Record Macro command. This will open the Record Macro dialog box. In the Record Macro dialog box, enter a name for your new macro in the Macro name text box. Note that macro names cannot contain spaces! Next, select the template or document to which you would like to attach the macro from the Store macro in: drop-down. It will default to the Normal macro-compatible document template (.dotm), which is the document template that new macro-enabled documents are based upon. A macro can only work if it is attached to the actual document in which it will be used, or if it attached to the document template from which the current document was produced. So, if the macro is one that you want for all documents that use macros, then selecting the All documents (Normal.dotm) template choice is a good idea! Otherwise, just select the template or file to which you will attach the macro. Then click the OK button to start recording. While recording your macro, you cannot use your mouse very much and you should minimize your mouse movements during the recording of the macro. Instead, try to use the keyboard as much as possible. Once you have finished recording your macro, click the Macros button in the Macros button group on the View tab in the Ribbon. Select the Stop Recording command in order to stop recording the macro. Also, if necessary, you can choose the Pause Recording command from the button s drop-down menu to pause the macro while recording. You can click the Macro button, and then select the Resume Recorder command in order to resume recording the macro when you are ready to continue Running and Deleting Recorded Macros: To run a recorded macro, you can click the Macros button in the Macros button group on the View tab in the Ribbon. If there are macros that are available to run, then you can choose the View Macros command from the button s drop-down. If you do not see this command, then you may not have any recorded macros available for use. Otherwise, once you select this command, you will see the Macros dialog box appear. You use this dialog box to manage your macros. A listing of the macros that are available will appear in the large white list box shown within the Macros dialog box. To run a macro shown in this list, click on its name it select it. Then click the Run button to run the selected macro. You can also delete macros that you no longer want or need using this dialog box. To delete a macro, select the name of the macro from the macro list and then click the Delete button. Click the Yes button in the confirmation message box that appears in order to delete the selected macro. Once you have finished using the Macros dialog box, click the Close button to close it. 46

47 22.3- Assigning Macros- 2013:2010: Making Macros Word 2013:2010 allows you to assign a macro to a button that appears in the Ribbon, the Quick Access toolbar, or to an unused keyboard shortcut of your choosing. This can make running macros much easier than the process involved with running them through the Macros dialog box. Once you have assigned a macro to a button or a keyboard shortcut, you can simply click the button or press the keyboard shortcut in order to run the associated macro. You assign macros to buttons or keyboard shortcuts in the Word Options dialog box. You can access this dialog box by clicking the File tab in the Ribbon and then clicking the Options button in the lower left corner of the command panel. This will open the Word Options dialog box. Next you must decide if you want to assign the macro to a button on a tab within the Ribbon, to a button in the Quick Access toolbar, or to a keyboard shortcut. If you want to assign the macro to a button on a tab within the Ribbon, then first click the Customize Ribbon category at the left side of the Word Options dialog box. Next, use the Choose commands from: drop-down to select the Macros category. You should see the macros that you created appear within this column. You can then select the Main Tabs command from the Customize the Ribbon: drop-down. You will then see the tabs and groups appear in the column as a collapsed outline. You can click the plus signs to expand a tab and see the groups within it. When you add macro buttons to a tab, they must appear within their own custom groups that you create on the tab. To do this, start by selecting the name of the tab within which you want to create your custom macro button group. Then click the New Group button at the bottom of the column to add a new group to the selected tab. Also note that you can create your own custom tab itself by clicking the New Tab button, instead, if you prefer to add your macros to a custom tab versus a custom group. Once you have created a custom group, make sure it is selected in this column. Then select the name of the macro to add to this custom group by selecting it from the Choose commands from column:. You can then click the Add >> button that appears between the columns to add the selected macro to the selected custom group in the Ribbon. Note that you can then select the custom group, custom tab, or macro button that you have created and click the Rename button at the bottom of the column in order to rename the custom group or custom tab using the Rename dialog box. In the Rename dialog box, you can select a button symbol from the Symbol: section, if desired, and then type a name for the button, group, or tab into the Display name: text box. Then click the OK button to apply your changes. Also note the Reset button at the bottom of this column next to the Customizations: label. You can click this button to select either Reset only selected Ribbon tab, or Reset all customizations from the drop-down menu that appears. This will reset the currently selected Ribbon tab, or reset all customizations based on which command you choose. You can use this to reset unwanted customizations to the Ribbon, if they occur. If you want to assign a macro to the Quick Access toolbar instead of to the Ribbon, start by selecting the Quick Access Toolbar category from the left side of the Word Options dialog box. Then select Macros from the Choose commands from: drop-down. The name of your macro should appear in the list below the drop-down menu. Select the name of the macro that you want to add to the Quick Access toolbar from this list. Then click the Add >> button in the middle of the options window to move the command from the left list to the list at the right side of the window. The list at the right side of the window is a listing of the buttons that will be available on the Quick Access toolbar. Note that you can click on the name of the macro shown in the list at the right side, and then click the small upwards and downwards pointing arrows that are next to it in order to move the command up or down through the listing of button commands. Also, if you want to give the button a different picture, you can select the name of the macro in the list at right and then click the Modify button at the bottom of the list. In the Modify Button dialog box that appears, you can 47

48 22.3- Assigning Macros- 2013:2010 (cont'd.): Making Macros click on the button picture that you want to use for the macro from the Symbol: list, enter a name for the button into the Display name: text box, and then click the OK button. If you want to assign a macro to a keyboard shortcut instead of a button, start by clicking the Customize Ribbon category at the left side of the Word Options dialog box. Then click the Customize button in the lower left corner of the options side of the dialog box. That will open the Customize Keyboard dialog box. Select Macros from the Categories list at the left side of this dialog box. That will then display all of the available macros in the Macros: list at the right side of the dialog box. Select the macro that you would like to assign to a keyboard shortcut from the Macros: list. Next, click into the Press new shortcut key text box and press a new keyboard shortcut combination, such as Alt + Shift + B, for example. If the selected keyboard shortcut is assigned it will display the function to which the keyboard shortcut has been assigned below the Current keys: list. If it is unassigned, it will display that fact in the same location. Make sure that the keyboard shortcut that you use is unassigned. If you assign a macro to a standard, or assigned, keyboard shortcut you will overwrite the standard shortcut! Once you can see that your keyboard shortcut is unassigned, click the Assign button and then click the Close button. Once you have finished assigning your macros using the Word Options dialog box, click the OK button in the lower right corner of the dialog box to finish your customization and close the dialog box. 48

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