Microsoft Word 2000 Presentation 7 Microsoft Word 2000 Presentation 7.

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Presentation transcript:

Microsoft Word 2000 Presentation 7 Microsoft Word 2000 Presentation 7

Advanced Features in Word Mail Recipient Mail Merge Fax Recipient Hyperlinks Table of Contents Index

Mail Recipient After creating a document in Word, why not e- mail it using Microsoft Word’s Mail Recipient feature The Recipient – receives a copy of the letter pasted in the –is able to download the letter and view it as a web page

Mail Recipient cont… 1. Create a document (ex: create a letter using the Letter Wizard) 2. Access the Mail Recipient in the File Menu | Send to | Mail Recipient 3. Enter addresses, subject info, etc. 4. Send (Note: You must be connected to Internet)

Mail Merge Mail Merge allows you to merge data from a data source into the main document (where the text and graphics stay the same for each version of the merged document). Each row (or record) in the data source produces an individual form letter, mailing label, envelope, or catalog item. You can send the merged documents directly to a printer, or to addresses or fax numbers. Or you can collect the merged documents into a new document so you can review and print them later.

Data Sources A data source is a file that contains the data that varies in each copy of a merged document. For example, a data source can include the name and address of each recipient of a form letter.

Mail Merge Helper You can use the Mail Merge Helper to create form letters, mailing labels, envelopes, or catalogs. The Mail Merge Helper guides you through organizing the address data, merging it into a generic document, and printing the resulting personalized documents.

Steps to Merge Data Step 1: Open or create the main document Step 2: Open or create the data source Step 3: Edit the main document and insert merge fields Step 4: Merge the data into the main document

Fax Recipient After creating a document such as a resume, why not fax it using to the Employer by using Microsoft Word’s Fax Recipient feature

Fax Recipient cont… 1. Create a document (ex: create a resume using the Resume Wizard) and give it a filename 2. Access the Fax Recipient in the File Menu | Send to | Fax Recipient 3. Use Fax Wizard to add recipient information and filename 4. Replace bracket text with the correct information 5. Send fax (Note: You must be connected to a phone line)

Fax Wizard Allows you to easily create faxes just by filling in a few blanks –File Menu | New | Letter and Faxes tab | Fax Wizard –Fax Wizard take you through a series of steps to create the fax (just like the letter and resume wizard)

Hyperlinks Hyperlinks allow you to create a jump to information in one program and represent it with colored and underlined text or a graphic –Allows your document to refer to an address, another document or site on the Internet where you can gain more insight about a topic or reference

Inserting Hyperlinks 1. Select the text or drawing object you want to display as the hyperlink, and then click Insert Hyperlink. 2. Do one of the following: To link to an existing file or Web page, click Existing File or Web Page under Link to. To link to a file that you haven't created yet, click Create New Document under Link to.

Inserting Hyperlinks cont… 3. Do one of the following: If you clicked Existing File or Web Page in step 2, locate and select the file you want to link to. If you clicked Create New Document in step 2, type a name for the new file. You can also specify the path to the new file and choose whether you want to open the new file for editing now or later. 4. Assign a tip to be displayed when you rest the mouse over the hyperlink by clicking Screen Tip and then type the text you want. If you do not specify one, Word uses the path or address of the file as the tip 5. Click OK twice.

Table of Contents Accessing the Tables of Contents –Insert menu | Index and Tables | Tables of Contents tab A table of contents is a list of the headings in a document that you can insert in a specific location. You can use a table of contents to get an overview of the topics discussed in a document or to quickly navigate to a topic.

Index Index –Insert menu | index and tables | index tab An index lists the terms and topics discussed in a printed document, along with the pages they appear on.