Microsoft Office Word 2016 for Mac

Transcription

1 Microsoft Office Word 2016 for Mac Mail Merge and Creating Forms University Information Technology Services Learning Technologies, Training & Audiovisual Outreach

2 Copyright 2016 KSU Division of University Information Technology Services This document may be downloaded, printed, or copied for educational use without further permission of the University Information Technology Services Division (UITS), provided the content is not modified and this statement is not removed. Any use not stated above requires the written consent of the UITS Division. The distribution of a copy of this document via the Internet or other electronic medium without the written permission of the KSU - UITS Division is expressly prohibited. Published by Kennesaw State University - UITS 2016 The publisher makes no warranties as to the accuracy of the material contained in this document and therefore is not responsible for any damages or liabilities incurred from UITS use. Microsoft product screenshot(s) reprinted with permission from Microsoft Corporation. Microsoft, Microsoft Office, and Microsoft Word are trademarks of the Microsoft Corporation.

3 University Information Technology Services Microsoft Office: Word 2016 for Mac Mail Merge and Creating Forms Table of Contents Introduction... 4 Learning Objectives... 4 Creating Forms... 5 Enable the Developer Tab... 5 Beginning Your Form... 7 Inserting Content Controls... 7 Accessing Content Control Options... 8 Adding Instructional Text to Text Boxes... 9 Setting Additional Options for Text Box Content Controls Setting Additional Options for Combo Box/Drop-Down Content Controls Setting Additional Options for Check Box Content Controls Protect Your Form Unlocking a Form Saving Your Fillable Form as a Template Mail Merge Adding Recipients Using the Mail Merge Wizard to Create Your Own List of Recipients Adding Merge Fields to your Document Creating Addressed Envelopes Printing the Mail Merge Additional Help... 27

4 Introduction This booklet is the companion document to the Word 2016: Mail Merge and Creating Forms workshop. The booklet will show users how to create fillable forms, restrict editing in the forms, and save the form as a template. This booklet will also show how to use the Mail Merge Wizard to quickly create personalized letters to multiple people. Learning Objectives After completing the instructions in this booklet, you will be able to: Create fillable forms in Word Add the Developer tab to the Ribbon Recognize content controls and how to add them to your form Lock and restrict your form Save your form as a template Unlock a form Use the Mail Merge Wizard Reassign fields using the matching fields tool Note: This document frequently refers to right-click. If your set-up does not include a mouse with two buttons, Mac users can configure their single-button mouse to do a right-click by accessing the System Preferences > Mouse settings and setting the right-button to secondary button. Right-click can also be enabled by holding Control + click. Figure 1 - Mouse Settings Revised: 9/30/2016 Page 4 of 27

5 Creating Forms You can create fillable forms in Word that can be used to collect information, and when building your form, you can add a variety of tools to assist with data collection. Name: Scrappy Owl Sex: Male Female Birth Date: 10/9/1963 Address: 1000 Chastain Point City: Kennesaw State: Georgia Zip: Major: Communications Graduated: Figure 2 - Example Form Currently Employed: How did you hear about us? Magazine Once your form is complete, you can then save it as a template, so that the user fills in a copy and the original (template) does not change. This section on Creating Forms will explain how to re-create the Example Form above. Enable the Developer Tab Before you can begin creating your form, you will need to make sure the Developer tab is displayed in your Ribbon. The Developer Tab contains the tools necessary to create your form. If you do not see the Developer tab, follow the steps below to activate it: 1. In the Menu Bar, click the Word tab (See Figure 2). 2. Click Preferences (See Figure 2). Figure 3 - Accessing Word Preferences Page 5 of 27

6 3. The Word Preferences will open. Click View. Figure 4 - Click View 4. The Word View options will appear. Under Ribbon, click the checkbox next to Show Developer Tab. Figure 5 - Show Developer Tab 5. Click the Close button to return to your document. Page 6 of 27

7 Beginning Your Form The easiest way to create fields for your form is to create a table, then insert the sections of your form. The following will show how to begin your form: 1. Click the Insert tab (See Figure 6). 2. Click Table (See Figure 6). 3. In the Insert Table drop-down menu, move your mouse pointer over the boxes until you have the number of rows and columns that you want in the table (for this example, we will create a 2x7 table) (See Figure 6). Figure 6 - Table Icon 4. After making your selection, click to confirm your table. 5. Your table will be placed within your document. Note: For more information on creating tables and using the Table Tools tab, refer to the documentation Word 2016 for Mac: Formatting Your Document at Inserting Content Controls By inserting Content Controls into your document, you can control what type of information users can (or should) enter into the form. The following content controls will be covered. Text Box Content Control Check Box Content Control Combo Box Content Control Text can be formatted and saved. You can also format the type of text entered into this field (e.g. text, number, current date). Inserts a checkbox. Contains a list of choices that can be updated by the user, or configured to work as a drop-box. Figure 7 - Content Controls Note: Word 2016 for Mac only features the three controls. Page 7 of 27

8 The following explains how to insert a content control into your form: 1. Click to place your cursor on the form where the content control will be inserted. 2. Click the Developer tab (See Figure 8). 3. Click the content control that you want to insert (See Figure 8). Figure 8 - Developer Tab Accessing Content Control Options After inserting a content control, you may need to alter certain properties for that control. For example, after inserting a combo-box/drop-down content control, you will need to access the properties so you can add choices to the drop-down list. The following explains how to access the options: 1. Click the Content Control you wish to alter properties for. 2. Click the Developer tab (See Figure 9). 3. Click Options (See Figure 9). Figure 9 - Accessing Content Control Options 4. The Field Options window will open. From here you can edit the settings of the selected content control. Note: You can also double-click a text box to access its options. Page 8 of 27

9 Adding Instructional Text to Text Boxes Text Boxes allow you to insert default text that will appear to the end user. This can be used to indicate what information the end user is to enter. When they begin to enter text, the default text will be replaced. Figure 10 - Example of Instructional Text The following explains how to insert the default text that appears in the text box content control: 1. Access the Field Options for your desired Text Box Content Control (See Accessing Content Control Options). 2. The Text Form Field Options window will open. Click the Default text field (See Figure 11). 3. Enter your Default text (See Figure 11). 4. Click OK (See Figure 11). 5. Your edits will be applied. Figure 11 - Default Text Page 9 of 27

10 Setting Additional Options for Text Box Content Controls After inserting a text box, you may need to alter certain properties for that control. The following explains the various text box field options available and shows how to set a text box field to accept dates: 1. Access the Field Options for your desired Text Box Content Control (See Accessing Content Control Options). 2. The Text Form Field Options window will appear. a. Type - You can choose the type of text applied to the text box (e.g. input as text, numbers, dates, or a calculation) (See Figure 12). b. Default text/date - Will display whatever text/date is typed in the field and display to the user. Entries will have to conform to the formatting type selected in step a (See Figure 12). c. Maximum Length - Set the maximum characters the user can type in a field. Default is Unlimited (See Figure 12). d. Text/Date Format - Choose how the inserted text/date is formatted once inserted (e.g. All uppercase, or as m/d/yy) (See Figure 12). e. Fill-in Enabled - Determines if a user will be able to alter the selected field. This needs to be checked in order for users to add information to the field (See Figure 12). 3. Click the OK button (See Figure 12). Figure 12 - Text Form Field Options Page 10 of 27

11 Setting Additional Options for Combo Box/Drop-Down Content Controls After inserting a Combo box, you may need to alter certain properties for that control. The following explains the various combo box field options available and shows how to set marital status for a combo box: 1. Access the Field Options for your desired Text Box Content Control (See Accessing Content Control Options). 2. The Drop-Down Form Field Options window will appear. a. Drop-down item - Type options for users to select in this field. Press Enter to confirm and add it to your drop-down list (See Figure 13). b. Items in drop-down list - Shows the items that are currently in the drop-down list and the order in which they appear (See Figure 13). c. Add/Remove - Adds the item currently in the Drop-down item field, or removes the currently selected item in the drop-down list (See Figure 13). d. Reorder up/down - Moves the selected item in the drop-down list up/down in the dropdown choices (See Figure 13). e. Drop-down enabled - Determines if a user will be able to alter the selected field. This needs to be checked in order for users to add information to the field (See Figure 13). 3. Click the OK button (See Figure 13). Figure 13 - Combo Box/Drop-Down Field Options Page 11 of 27

12 Setting Additional Options for Check Box Content Controls After inserting a check box, you may need to alter certain properties for that control. The following explains the check box field options available: 1. Access the Field Options for your desired Text Box Content Control (See Accessing Content Control Options). 2. The Check Box Form Field Options window will appear. a. Default Value - Determines the default state of the check box (See Figure 14). b. Check Box Size - Determines the size of the check box (See Figure 14). c. Check box enabled - Determines if a user will be able to alter the selected field. This needs to be checked in order for users to add information to the field (See Figure 14). 3. Click the OK button (See Figure 14). Figure 14 - Check Box Form Field Options Page 12 of 27

13 Protect Your Form Once you have prepared your form for data entry, it is a good idea to protect the document so users won t accidently remove key fields, or alter descriptive text on your form. To protect your form: 1. On the Menu Bar, click the Tools tab (See Figure 15). 2. Click Protect Document... (See Figure 15). Figure 15 - Access Protect Document Options 3. The Password Protect window will appear. Next to Protect Document for:, click the checkbox (See Figure 16). 4. Click the radio button next to Forms (See Figure 16). 5. If desired, type a password in the password field (you will be asked to confirm) (See Figure 16). Note: There is no way to recover the password if it is lost. It is recommended you make a note of the password for safe keeping. 6. Click OK (See Figure 16). Figure 16 - Password Protect Window 7. The document will now be locked and only the inserted content controls will be selectable and editable. Page 13 of 27

14 Unlocking a Form If you need to edit a form that has been protected, the form will need to be unlocked before any changes can be made. The following explains how to unlock your form: 1. Click the Developer tab (See Figure 17). 2. Click Protect Form (See Figure 17). Figure 17 - Unlocking your Form 3. You will be prompted to enter a password if one was set when protection was enabled on the form. If the form has been protected with a password, you will be prompted to enter it (See Figure 18). 4. Enter the password and click OK (See Figure 18). Figure 18 - Unprotect Document 5. The protection will be removed from the form. Note: If no password was set, then the document will be unprotected after step 2 (See Figure 17). Page 14 of 27

15 Saving Your Fillable Form as a Template Once you have created and locked your form, you can save the form as a template. Then when a user is ready to save their completed form, they will be prompted to save the form as a new document. This way, you can share the form and won t have to worry about users saving over the master copy. The following explains how to save your form as a template: 1. In the Menu Bar, click the File tab (See Figure 19). 2. Click Save as Template (See Figure 19). Figure 19 - Save as Template 3. The Save as window will appear. In the Save As field, enter a name for your template (See Figure 20). 4. Make sure the File Format is set to Microsoft Word template (.dotx) (See Figure 20). 5. Click Save (See Figure 20). Figure 20 - Save Document as Template 6. The template will be saved to your computer. Page 15 of 27

16 Mail Merge Mail Merge is a useful tool that allows you to create multiple letters, labels, envelopes, name tags, s, and more. By using information stored in a list or spreadsheet, you can create personalized documents by merging the information with a form letter, mailing labels, or envelopes. Adding Recipients To start your mail merge, you ll need to add recipients to Word so it will be able to refer to their contact information when you begin entering the merge fields. 1. On the Ribbon, click the Mailings tab (See Figure 21). 2. Click Start Mail Merge (See Figure 21). 3. In the Start Mail Merge drop-down, click Letters (See Figure 21). Figure 21 - Access Mail Merge 4. A prompt will appear instructing you to select recipients. On the Ribbon, click Select Recipients. Figure 22 - Select Recipients Page 16 of 27

17 5. Click Use an Existing List. Figure 23 - Use an Existing List Note: By selecting Create a New List, you can create your recipients list from scratch within your word document. 6. The Finder window will open. Navigate to the spreadsheet on your computer that contains the contacts that you wish to use, and click Open. 7. At the next window prompt, click OK. Figure 24 - Choose a Data File Page 17 of 27

18 8. The Open Workbook window will appear. Select the workbook that contains the contact information you would like to import to your mail merge (See Figure 25). 9. Click OK (See Figure 25). Figure 25 - Open Workbook 10. A prompt will appear instructing you to filter recipients. On the Ribbon, click Filter Recipients (This step is optional. If you do not need to filter/sort contacts, skip to step 15). Figure 26 - Filter Recipients 11. The Query Options window opens. The Filter Records tab allows you to filter your selected contacts for specific information (useful if you only wish to target specific recipients) (See Figure 27). 12. Click Sort Records (See Figure 27). Figure 27 - Filter Records 13. The Sort Records options will display. This tab allows you to sort the order of your selected contacts (useful when you want to organize contacts by last name, or state) (See Figure 28). Page 18 of 27

19 14. Click Ok to apply any changes and continue with your mail merge (See Figure 28). Figure 28 - Sort Records 15. You are now ready to insert fields from your recipient list into your document. Using the Mail Merge Wizard to Create Your Own List of Recipients If you do not have an existing list of names and addresses saved as an Excel file or Access database, you can create your own list of recipients. The following explains how to create your own list of recipients: 1. On the Ribbon, click the Mailings tab (See Figure 29). 2. Click Start Mail Merge (See Figure 29). 3. In the Start Mail Merge drop-down, click Letters (See Figure 29). Figure 29 - Access Mail Merge Page 19 of 27

20 4. A prompt will appear instructing you to select recipients. On the Ribbon, click Select Recipients. 5. Click Create a New List. Figure 30 - Select Recipients Figure 31 - Create a New List 6. The Edit List Fields window opens: a. New Field Name - Type additional fields in that are not available (See Figure 32). b. Field Names - Shows the current fields included (See Figure 32). c. Add/Remove - Adds the item currently in the New Field Name field, or removes the currently selected item in the Field Names list (See Figure 32). d. Reorder up/down - Moves the selected item in the Field Names list up/down in the list (See Figure 32). 7. Click Create to confirm the fields for your recipient list (See Figure 32). Figure 32 - Edit List Fields Page 20 of 27

21 8. You will be prompted to save the document. Enter a file name and click save. Figure 33 - Save Recipient List 9. After saving the file, the Edit List Entries window will appear: a. Fields - Enter the relevant information for the fields listed (See Figure 34). b. Add/Remove Record - Adds a new record, or removes the currently selected record (See Figure 34). c. Record Navigation - Contains arrows for navigating forward/backward in your record list. The number in the center indicates which record you are on (See Figure 34). 10. Click OK when you are finished creating your list of recipients (See Figure 34). Figure 34 - Edit List Entries 11. You are now ready to insert fields from your recipient list into your document. Page 21 of 27

22 Adding Merge Fields to your Document The following example starts with an existing letter and shows how to add merge fields to the document to create a personalized letter: 1. Place your cursor within your document where you would like to add a merge field (e.g. First Name). Figure 35 - Sample Letter 2. On the Ribbon, click the Mailings tab (See Figure 36). 3. Click the Insert Merge Field (See Figure 36). Figure 36 - Insert Merge Field Page 22 of 27

23 4. A drop-down will display all fields that are available. Select a Merge Field to add to your document. Figure 37 - Merge Field 5. Repeat steps 1-4, to continue adding Merge Fields throughout your document. 6. When finished, the document will look like the example below. Figure 38 - Finished Adding Merge Fields Page 23 of 27

24 7. Click Preview Results to open the Preview Results toolbar. Figure 39 - Preview Results 8. To preview what the finished document will look like, click Preview Results (See Figure 40). 9. Use the navigation arrows to check all the entries from your recipient list (See Figure 40). Figure 40 - Preview Toolbar Creating Addressed Envelopes The following will explain how to create self-addressed envelopes for your mail merge project. Before creating your envelopes, you will need to open a separate document, and add the recipients you will be mailing to (See the section Adding Recipients). Once your recipients have been added: 1. On the Ribbon, click the Mailings tab (See Figure 41). 2. Click Create (See Figure 41). 3. Click Envelopes (See Figure 41). Figure 41 - Envelopes Page 24 of 27

25 4. The Envelope window will open. In the Return Address field, type a return address to be printed on the envelopes (See Figure 42). 5. By default, Use Custom Settings under Printing Options is selected. If you need to change the default envelope size or feed, click Custom (See Figure 42). a. The Custom Page Options window opens. Next to Envelope Size, click the drop-down to change the envelope size (See Figure 42). b. Under Feed Method, click an icon to choose a feed method (See Figure 42). c. Click OK to return to the Envelope window (See Figure 42). 6. Click OK to confirm the envelop settings (See Figure 42). Figure 42 - Envelope and Custom Page Options 7. Your new envelope document will be created. A template showing the envelope will be displayed. In the Click here to enter a delivery address field, begin inserting your merge fields (See the section Adding Merge Fields to your Document for more information). Figure 43 - Insert Delivery Address Page 25 of 27

26 Printing the Mail Merge Once you have completed your mail merge, you can print the documents to your default printer. 1. On the Ribbon, click the Mailings tab (See Figure 44). 2. Click Finish & Merge (See Figure 44). Figure 44 - Finish & Merge 3. From the drop-down, click Print Documents. Figure 45 - Print Documents 4. The Print window will open. Check your default printer and click Print. Figure 46 - Print Options 5. Your mail merge document will be sent to the printer. Page 26 of 27

27 Additional Help For additional support, please contact the KSU Service Desk: KSU Service Desk for Faculty & Staff Phone: Website: KSU Student Helpdesk Phone: Website: Page 27 of 27