Exploring Microsoft Office Word 2007 Chapter 5 Productivity Tools Chapter 5 focuses your attention on the tools in Microsoft Office Word that increase your productivity. Some examples of those tools are templates and merges. Robert Grauer, Keith Mulbery, Michelle Hulett Committed to Shaping the Next Generation of IT Experts. Copyright © 2008 Pearson Prentice Hall. All rights reserved. Copyright © 2008 Prentice-Hall. All rights reserved. Copyright © 2008 Pearson Prentice Hall. All rights reserved. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 1 1 1 1

Copyright © 2008 Pearson Prentice Hall. All rights reserved. Objectives Use a template Create a template Customize theme colors, fonts and effects Produce a merge document Select a main document Select or create recipients for a data source Sort records in a data source Use Excel or Access for a data source In this presentation you will learn about Word templates, customizing themes, and merging documents with data sources. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Copyright © 2008 Pearson Prentice Hall. All rights reserved. Document Templates Microsoft Word provides a variety of templates for common documents, and additional templates can be downloaded from Microsoft Office Online. Use Word templates to create letters, memos, reports, résumés, agendas, calendars, and brochures, as well as other documents. Each template contains the framework of formats and text to decrease the time it takes you to create a document. New templates can be created and added as the need arises. Templates are partially completed documents containing preformatted text and/or graphics Copyright © 2008 Pearson Prentice Hall. All rights reserved. 3

Why Use a Template Templates are pre-designed Pre-designed elements Templates are pre-designed Templates may contain required information Templates require the user to save the document as a new file preserving the original design and information for future use Templates require the user to save the document as a new file preserving the original design and information for future use. This eliminates the danger of corruptions to the template Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Copyright © 2008 Pearson Prentice Hall. All rights reserved. The Normal Template Normal template is a special template containing the framework for default pages. Normal template is the default template and is used whenever a new blank document is opened. Defines the default look of a Word document Is used when a blank document is selected Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Select a Template Click the Office Button and then click New Installed templates Example Template types available at Microsoft Office Online Click the Office Button and then click New. The New Document window displays templates installed or created on the PC. Click the Office Button and then click New The New Document window displays available Templates Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Templates at Microsoft Office Online Search for more templates online If installed template don’t meet the document requirements, more are available for download from the Microsoft Web site. More templates are available at www.office.microsoft.com Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Copyright © 2008 Pearson Prentice Hall. All rights reserved. Template Extensions .dotx .dotm .dot .dotx is the template extension .dotm is the extension for templates containing macros .dot is the template extension for pre-2007 versions of Word 2007 template files are saved as .dotx templates. They may also be saved as .dotm files if they contain macros. Pre 2007 templates were saved as .dot files. 2007 themes are not available for .dot files and are stripped from files if they are saved in Compatibility Mode. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Using a Resume Template Placeholders Templates contain placeholders. Notice the text in the blue bar. Placeholders are identified by brackets surrounding the text. When clicked text inside the brackets is selected and ready to be replaced. In a resume template, other information has also been added and needs to be replaced. This dummy information shows how the template has been designed. Be sure you replace placeholders and dummy text before you save your document. Replace placeholders with appropriate text Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Copyright © 2008 Pearson Prentice Hall. All rights reserved. Creating a Template Create templates when a particular document will be used frequently with minor modifications Example: Company letterhead with greeting, body and salutation In addition to the templates available on the system and online, new templates may be created and saved. Examples may include letterhead, boilerplate letters, reports needing little updating. Etc. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Save a File as a Template Folder on your hard drive for your templates Choose Word Template to save file as a template When saving a file as a template, select Word Template (*.dotx) under Save as Type. Office 2007 incorporates a new file, Trusted Templates, for saving templates. Templates use Save as to preserve the original Template design and require the user to save the document as a new file. This preserves the original. Choose Word template in Save as type drop down menu to save a file as a template Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Copyright © 2008 Pearson Prentice Hall. All rights reserved. Document Themes On Page Layout Ribbon in the Themes group select the Themes button. Built in themes are displayed in the gallery. These may be modified and new themes may be created. Themes contain colors, fonts and effects. Themes improve a document’s design by quickly providing special effects for a stylish and professional look Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Theme Colors Choose a new theme color scheme Design one of your own Click the Custom Color button in the Theme group on the Page Layout Ribbon to choose a new color system. Choose a built in color palate or create a new set of Theme Colors. Theme colors represent the current text and background, accent and hyperlink colors Click Create New Theme Colors to design your own color palate Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Customizing Theme Colors Choose four Text/Background colors Sample area to view color interaction Choose six Accent colors Choose Hyperlink and Followed Hyperlink colors When creating a new Theme Color palate, choose text/background colors, accent colors and the colors of hyperlinks and followed hyperlinks. Notice how the colors interact in the Sample area of the dialog box. In the Create New Theme Colors dialog box, choose the new theme colors Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Copyright © 2008 Pearson Prentice Hall. All rights reserved. Theme Fonts Custom font group Built-in font groups Create New Theme Fonts To change the font group, click the Custom Font Group button in the Theme group on the Page Layout Ribbon. Choose a built in font group or create a new Theme font group. A font group may contain two fonts; one for headings and one for body text. Theme fonts consist of heading and body text fonts Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Copyright © 2008 Pearson Prentice Hall. All rights reserved. Theme Effects Theme Effects include lines and fill effects, such as shadowing, glows and borders Effects apply to objects Theme Effects are built in and cannot be created To make custom theme effects, select the Theme Effects button in the Themes group on the Page Layout Ribbon. Choose a built in effect group. Theme effects cannot be created. Theme effects apply to objects in your document. Effects can include lines and fill effects such as shadowing, glows and borders. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Copyright © 2008 Pearson Prentice Hall. All rights reserved. Saving Themes Save a custom theme by choosing Save Current Theme at the bottom of the Custom Theme Gallery. Themes are saved in their own folder and will be saved as an Office Theme (*.thmx) file. Save Current Theme Save custom themes as Office Theme (*.thmx) in the Document Themes folder Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Themes and Compatibility Mode .doc If the Theme group is grayed out and unavailable, the current document is probably open in Compatibility Mode Document must be saved in Word 2007 format (.docx) Themes are a new element of Word 2007. Documents that need to be used by other Word programs prior to 2007 cannot use Themes. If a document is open in Compatibility Mode, the Theme group will be grayed out and unavailable. To use themes on that documents, it must be resaved as a .docx file. If a document must be saved for a previous version of Word, all theme information will be stripped from the document. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Copyright © 2008 Pearson Prentice Hall. All rights reserved. Mail Merge Mail merge is a tool to combine content from a Word document and information from a data source so that the document may be personalized for multiple recipients. Mail Merge combines content from a Word document and information from a data source resulting in personalized documents for multiple recipients Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Mailings Ribbon Start Mail Merge With main document open Choose and edit the data source (recipients) Preview Results Specialty merge documents The Mailings Ribbon houses all the necessary tools to produce different mail merges. Specialty merge documents like envelopes and labels are in their own section on the left hand side of the Ribbon. To start a mail merge, with your main document open click the Start Mail Merge button in the Start Mail Merge group. A mail merge requires a data source to interact with, so secondly, choose Select Recipients to either choose or put together a recipient list (data source). Once the two documents have been identified, merge fields can be entered into the main document. These fields will pull information from the records in the data source to populate each separate letter. When the main document and the data source are complete, preview the results and finally merge the data and the document to produce the final documents. Merge the data and the document Area for inserting fields into the main document Match Fields if necessary Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Mail Merge: The Main Document A field in the body of the document Fields will be replaced by information in records The same content for each document The main document, also known as the source document, contains merge fields where record information is integrated into it from the data source. Information to be added to all the final documents is also added to this document. The main document (source document) contains Fields where record information is linked and ultimately integrated The body of the document is written here Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Mail Merge: Data Source A Record consists of related fields grouped by rows A Field Name is the column heading A Field is a single piece of data from a record to be used in a source document The Data source is a table of information, generally containing names, addresses and other information which will be used to populate the fields in the main document. A data source may be produced in Word, Excel or Access. The data source may be preexisting or be produced during the mail merge process. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Mail Merge: Link a Data Source Select Recipients links a data source On the Mailings Ribbon in the Start Mail Merge group, choose Select Recipients. The recipients list is the data source for the mail merge. Either produce a new data source (a table in Word) or link to an Excel Workbook or an Access Database. Select Recipients to link the data source to the main document Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Mail Merge: Excel as Data Source Choose Select Recipients then choose Use Existing. Then browse to the Excel Workbook Header row An Excel Workbook may be used as a data source as long as it has a header row. The header row supplies the field names, linking it to the main document. If the Worksheet has a header row, it may be used as a data source Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Mail Merge: Access as Data Source Choose Select Recipients then choose Use Existing List. Then browse to the Access database Choose the table or query to be used An Access Database can also be used as a data source. When using an Access Database select the appropriate table or query from the Select Table dialog box that pops up when choosing the Existing List. Access is a relational database which generally contains multiple tables. A mail merge requires all data to be in one table so it’s advisable to link to a query containing the data needed rather than attempting to utilize a table. When using an Access Database choose the correct table or query to be used Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Mail Merge: Match Fields Match Fields command Word fields Foreign fields If your external data source (Excel or Access) contains field names different from Word, use the Match Fields command to create links between the fields If the external data source contains field names which are different from Word, use the Match Fields command to create links between fields. This will allow the use of the Address Block and Greeting Line tools. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Mail Merge: Add New Records New Entry Add more records to the data source Add new record under the final record on the table The blue arrow shows the active record When Word produces the data source, there are tools to work with the data. A record is the row of a table. The information in the fields of a record are all connected. Therefore, the name and address and other specialty information for a person is listed on the same row using the correct fields. When adding records, be sure to type correctly and capitalize appropriately. The final merged document’s integrity is dependant on correct database information. Each column of the table is a field and the field name is listed. The field names will be integrated into the main document so correct information from each record will be placed appropriately in each merged document. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Mail Merge: Edit Records To edit records select the record to be changed. The blue arrow identifies the active record. Use the Customize Columns button to change the field names. Use the Delete Entry button to delete the active record. Again, be sure spelling and capitalization are correct. Edit records by making changes to the active record Be sure spelling and capitalization are correct Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Mail Merge: Selecting Recipients Click Edit Recipient List Use the checkboxes to add or remove recipients from the merge Once a data source has either been made or linked, select the recipients who should receive the merged document. Use the checkboxes to add or remove recipients from the merge. This allows a larger list to be used and therefore it may be reused more often even as recipients change from document to document. Choose only the recipients who should receive the merged document Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Mail Merge: Sort Records Sort and Filter links Use the Filter and Sort dialog box to sort records into a desirable order. Sorting the records into a specific order can save time in the end when the mail merge is complete. For example, sort into ZIP codes to save later. Bulk mail requires all mail to be sorted by zip code and it would be much faster to have the final product presorted rather than having to sort the letters by hand later. Use the Filter and Sort dialog box to sort records into desirable orders before merging to save time later Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Mail Merge: Using a Filter Filter tab Specify criteria to choose only certain types of records for a merge Records may also be filtered. A filter ensures that only relevant records produce merged documents and so can save time and resources. For example, filtering the records so that only people in California receive the mailing. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Copyright © 2008 Pearson Prentice Hall. All rights reserved. Merge Fields Fields placed in the main document are replaced with corresponding data from the data source when merged On the main document, merge fields are added to identify where field information for a record should be placed. In this document First Name, Last Name, Address Line 1, City, State, and Zip Code make up the address block. Title and Last Name are added to the greeting line. Finally Company Name is added to the body of the document for added personalization. These merge fields correspond to the field names in the data source. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Mail Merge: Inserting Merge Fields When adding field names, use the Insert Merge Field button in the Write & Insert Fields group on the Mailings Ribbon. The fields corresponding to the field names from the data source are displayed. Notice as a field is added it is surrounded by two carrots to identify it as a field. If the field is selected, the entire field name is backed by a gray highlight identifying it as a field and not simply text. Remember these fields are the link between the main document and the data source. With the main document open add fields from the data source using the Insert Merge Fields button Available fields are shown Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Merging a Main Document and a Data Source Select Finish & Merge to complete the merge Once the main document has been completed and all fields necessary have been added, it is time to complete the merge. Under Finish & Merge there are three choices. Edit Individual Documents, Print Documents, and Send E-mail Messages. To create a new document that contains the results of the merge, select Edit Individual Documents to preview each page of the merged documents prior to printing. Print Documents will not preview the document prior to printing so to conserve paper, choose Edit Individual Documents and use Print Preview before printing. The last option, Send E-Mail Messages, completes the e-mail information prior to sending. Once the main document and the data source are merged, a separate document for each record is produced Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Mail Merge to E-mail Mail merges are used to send personalized e-mail Choose field for Email addresses Under Finish & Merge you may merge to email Choose the Mail format When Send e-mail message is chosen under Finish & Merge, the Merge to E-Mail dialog box opens. Choose the correct field containing e-mail addresses, type a subject line and choose the Mail format. Mail merges are used to send personalized e-mail Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Printing Mailing Labels or Envelopes Choose Envelopes or Labels Follow the Wizard This is step 4 of 6 To produce envelopes and labels, choose the appropriate button in the Create group of the Mailings tab. The Mail Merge wizard will open in the task pane. Follow the instructions for producing your envelopes or labels. Notice this is a multi-step process. Step 4 of 6 is shown here. Produce envelopes and labels using Mail Merge Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Copyright © 2008 Pearson Prentice Hall. All rights reserved. Questions? Some of the skills in this chapter can seem confusing the first few times you work with them. Be sure to ask questions for a full understanding of how to use templates, themes, and merges. Copyright © 2008 Pearson Prentice Hall. All rights reserved.