with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall1 PowerPoint Presentation to Accompany GO! with Microsoft ® Office 2007 Intermediate Chapter 2 Creating Form Letters and Working in Groups

with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall2 Objectives Create a Form Letter Merge Letters with Records from the Data Source

with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall3 Objectives Work with a Document Outline Track Changes in a Document Use Comments in a Document Compare and Combine Documents

with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall4 A form letter is a letter with standardized wording that can be sent to many different people. Form letters are created by combining information from two documents—a main document and a data source. Create a Form Letter

with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall5 The main document contains the constant information—text (also known as boilerplate text) and graphics that are the same for each version of the letter. The data source contains the variable information—information to be merged such as a list of names and addresses. Create a Form Letter

with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall6 GRAPHIC showing a main document Create a Form Letter

with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall7 In a table of data, each row is called a record. A record contains all of the information about one person. Each column is called a field, and the text at the top of each field is called the field name. Create a Form Letter

with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall8 GRAPHIC showing recipients from a data source Create a Form Letter

with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall9 GRAPHIC showing sorting options in the Filter and Sort dialog box Create a Form Letter

with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall10 A merge field is a placeholder that you insert in the main document. Examples of placeholders are: –address block –salutation Merge Letters with Records from the Data Source

with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall11 After the merge fields are added to the form letter, one letter for each person in the data source is created. You can: –preview the letters one at a time –print the letters directly from the Mail Merge document –merge all of the letters into one Word document that you can edit Merge Letters with Records from the Data Source

with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall12 GRAPHIC showing the results of merging the data source with the main document Merge Letters with Records from the Data Source

with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall13 GRAPHIC showing Merge to Print dialog box and its options Merge Letters with Records from the Data Source

with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall14 A document outline is used to organize the contents of a document in a structured manner. Word has a built-in outline feature that you use to apply an outline format to a document. Work with a Document Outline

with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall15 In Outline view, each paragraph is treated as a separate topic or level in the outline. Each topic is either assigned a Heading level, or is identified as body text. Work with a Document Outline

with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall16 Change outline heading levels by using the Outline Level button, or by clicking the Promote or Demote buttons. –Promoting a heading level moves it up one level (to the left in the outline). –Demoting a heading level moves it down one level (to the right in the outline). Work with a Document Outline

with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall17 GRAPHIC showing Outline view with Expand buttons Work with a Document Outline

with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall18 GRAPHIC showing content that has been demoted Work with a Document Outline

with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall19 Work with a Document Outline In order to facilitate finding information in some documents, outline headings are formatted as a numbered list. You CANNOT apply the numbering style to all of the headings at one time, even if you collapse the outline and display only the Level 1 headings.

with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall20 GRAPHIC showing an outline to which the numbering style has been applied Work with a Document Outline

with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall21 Track Changes in a Document Track Changes provides a visual indication of: –deletions –Insertions –formatting changes in a document After the document has been reviewed, the author can locate the changes and accept or reject the edits.

with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall22 GRAPHIC showing Track Changes turned on and examples of changes and comments Track Changes in a Document

with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall23 GRAPHIC showing a ScreenTip and its contents Track Changes in a Document

with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall24 The Reviewing Pane displays: –all of the changes that currently appear in your document –a summary of the total number of changes –a list of how many changes of each type have been made –the name of the person who made each change Track Changes in a Document

with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall25 There are two options for viewing changes and comments: –Reviewing Pane, which displays changes and comments in the Markup Area. –Balloon view, which displays the changes and comments in the document. Track Changes in a Document

with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall26 GRAPHIC showing the Reviewing Pane and its contents Track Changes in a Document

with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall27 A comment is a note that an author or reviewer adds to a document. Word displays comments in balloons in the margin of the document, in the Reviewing Pane, or in ScreenTips. Comments can be used to correspond when more than one person is involved in the editing process. Use Comments in a Document

with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall28 GRAPHIC showing a comment in a document Use Comments in a Document

with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall29 If more than one person is working on different copies of the same document, the differences need to be analyzed, and a final copy prepared. Compare and Combine Documents

with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall30 Word enables you to: –combine two documents –view the differences between them –decide which parts of each version to keep in the final version Compare and Combine Documents

with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall31 GRAPHIC showing the Combine Documents dialog box and its options Compare and Combine Documents

with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall32 GRAPHIC showing the two documents, the combined document, and the change comments Compare and Combine Documents

with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall33 Covered Objectives Create a Form Letter Merge Letters with Records from the Data Source

with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall34 Covered Objectives Work with a Document Outline Track Changes in a Document Use Comments in a Document Compare and Combine Documents