1. Pasewark & Pasewark Microsoft Office XP: Introductory Course 1 INTRODUCTORY MICROSOFT WORD Lesson 8 – Increasing Efficiency Using Word

2. Word - Lesson 8 Microsoft Office XP: Introductory Course Pasewark & Pasewark 2 Objectives Create and use templates and wizards. Insert, view, and edit comments. Track changes. Compare and merge documents. Create and print envelopes and labels. Use mail merge.

3. Word - Lesson 8 Microsoft Office XP: Introductory Course Pasewark & Pasewark 3 Objectives Save a document as a Web page and apply a theme. Create a Web site with the Web Page Wizard. Insert a hyperlink in a document. Use Paste Special.

4. Word - Lesson 8 Microsoft Office XP: Introductory Course Pasewark & Pasewark 4 Terms Used in This Lesson Data source Hyperlink Mail merge Main document Paste special Template Track changes Web Page Web site Wizard

5. Word - Lesson 8 Microsoft Office XP: Introductory Course Pasewark & Pasewark 5 Using Templates Template – a file that already contains the basic elements of a document such as page and paragraph formatting, fonts, and text. To open an existing template, choose New on the File menu. Click General Templates in the New from template section. The Templates dialog box appears.

6. Word - Lesson 8 Microsoft Office XP: Introductory Course Pasewark & Pasewark 6 Templates Dialog Box

7. Word - Lesson 8 Microsoft Office XP: Introductory Course Pasewark & Pasewark 7 Using Wizards Wizard – similar to a template, but asks questions and creates a document based on the answers. To start a wizard, choose New from the File menu. In the New Documents task pane, click General Templates. In the Templates dialog box, click an appropriate tab and click a document wizard. The wizard dialog box appears.

8. Word - Lesson 8 Microsoft Office XP: Introductory Course Pasewark & Pasewark 8 Workgroup Collaboration Workgroup collaboration – the process of working together in teams, sharing comments, and exchanging ideas for a common purpose. Team members can review each other’s work, comment on it, and suggest changes directly in the Word document.

9. Word - Lesson 8 Microsoft Office XP: Introductory Course Pasewark & Pasewark 9 Inserting and Viewing Comments Comment balloon – text box connected to selected text by a dashed line. Document needs to be in Print Layout or Web Layout view. Select the text, then choose Comment on the Insert menu or click the New Comment button on the Reviewing toolbar. In Normal view, comments are only displayed in the Reviewing Pane.

10. Word - Lesson 8 Microsoft Office XP: Introductory Course Pasewark & Pasewark 10 Track Changes Track Changes – keeps a record of any changes that have been made in a document. Choose Track Changes on the Tools menu or click the Track Changes button on the Reviewing toolbar.

11. Word - Lesson 8 Microsoft Office XP: Introductory Course Pasewark & Pasewark 11 Compare and Merge Documents Compare and Merge – merges comments and changes from several documents into one document for easy review. Choose Compare and Merge Documents on the Tools menu. The Compare and Merge dialog box appears.

12. Word - Lesson 8 Microsoft Office XP: Introductory Course Pasewark & Pasewark 12 Compare and Merge Dialog Box

13. Word - Lesson 8 Microsoft Office XP: Introductory Course Pasewark & Pasewark 13 Creating and Printing Envelopes Choose Letters and Mailings on the Tools menu and Envelopes and Labels on the sub- menu. The Envelopes and Labels dialog box appears. Select the Envelopes tab.

14. Word - Lesson 8 Microsoft Office XP: Introductory Course Pasewark & Pasewark 14 Envelopes and Labels Dialog Box

15. Word - Lesson 8 Microsoft Office XP: Introductory Course Pasewark & Pasewark 15 Creating and Printing Labels Choose Letters and Mailings from the Tools menu, and Envelopes and Labels on the submenu. The Envelopes and Labels dialog box appears. Select the Labels tab.

16. Word - Lesson 8 Microsoft Office XP: Introductory Course Pasewark & Pasewark 16 Labels Dialog Box

17. Word - Lesson 8 Microsoft Office XP: Introductory Course Pasewark & Pasewark 17 Using Mail Merge Mail Merge – combining a document with information that personalizes it. Main Document – document with information that does not change. Data Source – file that contains information that will vary with each document. Choose Letters and Mailings on the Tools menu and Mail Merge Wizard on the submenu. The Mail Merge task pane appears.

18. Word - Lesson 8 Microsoft Office XP: Introductory Course Pasewark & Pasewark 18 Creating a Web Page Web Page – document created with the programming language HTML so it can be viewed by a Web browser. To convert a Word document to a Web page, choose Save as Web Page on the File menu. To preview the document in your browser, choose Web Page Preview on the File menu.

19. Word - Lesson 8 Microsoft Office XP: Introductory Course Pasewark & Pasewark 19 Adding a Theme Theme – preformatted design that will change the color scheme, font, and formatting of text without changing the content. Choose Theme on the Format menu and the Theme dialog box appears.

20. Word - Lesson 8 Microsoft Office XP: Introductory Course Pasewark & Pasewark 20 Format Theme Dialog Box

21. Word - Lesson 8 Microsoft Office XP: Introductory Course Pasewark & Pasewark 21 Adding Text Animation Text Animation – calls attention to a block of text by creating movement with the text. Select the text and choose Font on the Format menu. Click the Text Effects tab.

22. Word - Lesson 8 Microsoft Office XP: Introductory Course Pasewark & Pasewark 22 Using the Web Page Wizard A single Web page or a whole Web site can be created with the Web Page Wizard. Web site – collection of related Web pages connected by hyperlinks. Hyperlinks – underlined and colored text you click to go to a different location in the document or to an external location such as a different Web page.

23. Word - Lesson 8 Microsoft Office XP: Introductory Course Pasewark & Pasewark 23 Using the Web Page Wizard Choose New on the File menu. In the New Document task pane, click General Templates. Click the Web Pages tab, and then the Web Page Wizard icon.

24. Word - Lesson 8 Microsoft Office XP: Introductory Course Pasewark & Pasewark 24 Send a Word Document via E-mail Two ways to send a document by e-mail with Word: – E-mail copy of document directly from Word. Click the E-mail button on the Standard toolbar. – E-mail document as an attachment. Choose Send To on the File menu.

25. Word - Lesson 8 Microsoft Office XP: Introductory Course Pasewark & Pasewark 25 Inserting a Hyperlink Select the text you want to make a hyperlink. Choose Hyperlink on the Insert menu. The Insert Hyperlink dialog box appears. See Figure 8-21 in student book, Insert Hyperlink dialog box

26. Word - Lesson 8 Microsoft Office XP: Introductory Course Pasewark & Pasewark 26 Insert Hyperlink Dialog Box

27. Word - Lesson 8 Microsoft Office XP: Introductory Course Pasewark & Pasewark 27 Paste Special Paste Special – connects data within Word or between Word and other Office programs. Information that is changed in one document will be automatically updated in the other. Choose Paste Special from the Edit menu and the Paste Special dialog box appears.

28. Word - Lesson 8 Microsoft Office XP: Introductory Course Pasewark & Pasewark 28 Edit Paste Special Dialog Box

29. Word - Lesson 8 Microsoft Office XP: Introductory Course Pasewark & Pasewark 29 Summary Templates save the format, font choices, and text of commonly produced documents. Wizards ask questions and create documents based on the answers. When working in a group, it is easy to suggest changes to a document by inserting comments.

30. Word - Lesson 8 Microsoft Office XP: Introductory Course Pasewark & Pasewark 30 Summary Use Compare and Merge to merge various documents into one document for easy review. Envelopes and labels can be created quickly by choosing the Envelopes and Labels command on the Tools menu. Mail merge inserts changing information into a standard document.

31. Word - Lesson 8 Microsoft Office XP: Introductory Course Pasewark & Pasewark 31 Summary The Save as Web Page command saves a Word document as a Web Page. The Web Page Wizard helps you to create a Web page or a Web site. A document can be e-mailed either as an attachment or directly from Word.

32. Word - Lesson 8 Microsoft Office XP: Introductory Course Pasewark & Pasewark 32 Summary Hyperlinks link a Word document to a Web page or another file. Paste Special allows you to move information from one document to another. Information that is changed in one document will automatically be updated in the other.