Printing a Word document Parts of the document – Click the Office button – Rest the mouse pointer over the print option on the menu – Select Print to display the Print dialogue box To print singly print a specified page – Click the Current page radio button – Click OK Otherwise – Click the Pages radio button to select it, and then type the page number in the text box 1

Printing A range of pages – Click the Pages radio button to select it – Type the pages in the text box Multiple copies of a document – Select or type a number in the Number of copies box. – Print and close the document 2

Questions 1.What is the difference between Landscape and portrait orientation? 2.What is a header or footer used for? 3.How can you apply automatic page numbering to a document? 4.Name two key features of the spell check a document even when you have spell checked it? 5.Why should you preview a document before printing? 6.What features does the print option offer? 3

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5 Mail Merge What is mail merge? Mail merge is the name given to the merging of information (usually names and addresses). It used to send the same message to many people (Recipients) Mail merge is a useful tool that will allow you to easily produce multiple letters, labels, envelopes and more using information stored in a list, database, or spreadsheet. In this lesson you will learn how to use the mail merge wizard to create a data source and a form letter.

CREATE MAIL MERGE Open a Word document – Select the Mailings on the Ribbon. – Select the Start Mail Merge command. – Select Step by Step Mail Merge Wizard. – The Mail Merge task pane appears and will guide you through the six main steps to complete a mail merge The following is an example of how to create a form letter and merge the letter with a data list. 6

Cont… Steps 1-3 Choose the type of document you wish to create. In this example, select Letters – Click Next: Starting document to move to Step 2. – Select Use the current document. – Click Next: Select recipients to move to Step 3. – Select the Type a new list button. 7

Mail Merge cont… Click Create to create a data source. The New Address List dialog box appears – Click Customize in the dialog box. The Customize Address List dialog box appears. – Select any field you do not need and click Delete. – Click Yes to confirm that you wish to delete the field. – Continue to delete any unnecessary fields. – Click Add. The Add Field dialog box appears. – Enter the new field name. – Click OK. – Continue to add any fields necessary. – Click OK to close the Customize Address List dialog box 8

Mail Merge cont… To customize the new address list 9 Click New Entry to enter another record. Click Close when you have entered all your data records Enter the file name you wish to save the data list as. Choose the location you wish to save the file. Click Save. The Mail Merge Recipients dialog box appears and displays all the data records in the list. Confirm the data list is correct and click OK. Click Next: Write your letter to move to Step 4

Cont… Steps 4-6 – Write a letter in the current Word document, or use an open, existing document To Insert Recipient Data from the List: – Place the insertion point in the document where you wish the information to appear. 10

Mail Merge cont… Select Address block, Greeting line, or Electronic postage from the task pane. A dialog box with options will appear based on your selection 11.

Mail Merge cont… OR – Select More Items. The Insert Merge Field dialog box will appear. – Select the field you would like to insert in the document. – Click Insert. Notice that a placeholder appears where information from the data record will eventually appear. – Repeat these steps each time you need to enter information from your data record. – Click Next: Preview your letters in the task pane once you have completed your letter. – Preview the letters to make sure the information from the data record appears correctly in the letter. 12

Cont… – Click Next: Complete the merge. – Click Print to print the letters. – Click All. – Click OK in the Merge to Printer dialog box – Click OK to send the letters to the printer. 13

14 PRINTING MAIL MERGE Click Office button, select Print Into Print dialog box specify Name of Printer Into Print range, select all or range, if it is range specify Specify No of Copies Into Print what select Document Click ok OR Click Merge to Printer Icon

Questions 1.What is mail merge used for? 2.Why should you check the merged document before printing? 3.What are mail merge fields 15

Review Questions 1.What are important of ms word? 2.How to create shortcut icon in desktop? 3.How to create a new document from the start menu in any office? 4.How many scroll bars do we have in ms word 2007; may you mention them 5.In Microsoft office 2007 Ribbon divided into three parts may you mention them 6.Office button in ms word 2007 has many different features; may you mention them 7.What is the function of zoom slider? 8.Mention three features appear by default in quick access tool bar 16

Review Questions cont… 9. What is different between save and save as in ms word 2007? 10. What is different between print and Quick print in ms word 2007? 11. What is different between cut and copy in ms word 2007? 12. What are the procedures to save a document/file in Microsoft excel 2007? 17

Review Questions cont… 13. Your life purpose gives you meaning in everything you do. It helps you do what matters to you and makes your life fulfilling. Without a purpose, you may achieve much but feel empty inside. Take the time to find your purpose in life. Tasks (i)Type the above paragraph and save it as A-Z in a folder named (Type your exam number) (ii)Copy and paste the first paragraph three times just below the first paragraph (iii)Change the whole paragraphs to Bookman Old Style (iv)Add title as LIFE PLAN and do the following to the title: (a)Centre the title and bold (b)Double underline the title and italize (c)Font size should be 14 (d)Font face should be Broadway (e)Set red color to first paragraph. 18

Quiz Type the following text One Day MONDAY went to TUESDAY to ask WEDNESDAY whether THURSADY has gone to FRIDAY and SATURDAY to tell them that SUNDAY is a resting day. 19

Cont… 1. Save the typed text in the folder named “Resting Day” which you will create on My Documents folder. 2. Name the file as “Days of the Week” 3. Close the File 4. Exit MS-Word 20

Thank you for listening