Microsoft Word (part 4)

Mail Merge

Introduction

The Mail Merge Wizard takes you step-by-step through the process of creating merged documents. It is always available and easily accessible in the task pane. At each step, options will help you to tailor the merge to your needs. This document describes each step in general and the options available. At any point while using the wizard, you can go back to a previous step to adjust your choices. Creating a mail Merge Document To access the Mail Merge Wizard: From the Tools menu, select Letters and Mailings » Mail Merge... The Mail Merge task pane appears. STEP 1 Selecting the document type Your options for document type include the following: Letters allows you to tailor one letter to many individuals. Labels: allows you to print labels with different addresses. E-mail messages : allows you to personalize a message as you would form letters and send them via email. Envelopes allows you to print envelopes with different addresses. Directory allows you to gather varied but related information into a list. For example, to create a departmental or organizational directory, list the names, office locations, and phone numbers. STEP 2 Establishing the starting document Your options for the starting document include the following: Use the current document uses the document currently open. Start from a template uses a preset Word template. Once you make this selection, the Select template link appears. Clicking it takes you to the Select Template dialog box, where you can choose the template you want to use. Start from existing document uses a previously saved document. Once you make this selection, you can choose from a list of recently used files or select another of your files. STEP 3 Selecting the recipients Your options for selecting recipients include the following: Use an existing list: uses a previously saved list. Once you make this selection, the Browse link appears. Clicking it takes you to the Select Data Source dialog box, where you can choose the file you want to use. Select from Outlook contacts: uses your Outlook contacts as recipients. You must use Outlook and have existing Contacts. Once you make this selection, the Choose Contact Folder link appears. Clicking it takes you to the Choose Profile dialog box, where you can select the Contacts list folder you want to use. Type a new list: allows you to create your own list by typing each recipient. STEP 4 Writing your document During this step, you will be adding text and variable information to your document. To assist you in this, Word has a number of pre-formatted entries along with the fields from your recipient list. Frequently used options include the following: STEP 5 Previewing your mail merge document STEP 6 Complete the Merge Mail Merge Toolbar Within Mail Merge, a special toolbar helps to make the mail merge quick and easy. Toolbars allow you to simply click a button, rather than using the main menus. This document shows the Mail Merge toolbar and describes the functions of each button. If the Mail Merge toolbar is not displayed when you are working in your main document, complete the following step: 1. From the View menu, select Toolbars » Mail Merge The Mail Merge toolbar appears. Button Function Allows you to select a document type for your main document Allows you to select a data source for your merge Opens the data source, making it available for editing Inserts an address block in your letter Inserts a greeting line in your letter Inserts the code referencing a merge field from the data source Inserts a special merge code to control how the merge will continue (e.g., next record, If, Then, Else) Views the main document with information from the data source. This is helpful for editing the content, punctuation, and grammar of the main document Highlights the merged fields in your document Matches fields in your data source to merge fields in Word so as to avoid renaming them Merges fields and text to labels Moves through merged records: The end buttons will move to the first or last record in the data document The middle buttons will move to the previous or next record in the data document The number in the center identifies the current record Locates a record in the data document Reviews the current document for errors in the merge commands. For example, you may discover a reference to a field in the data document that does not exist or discover that a merge code is missing the end code ( » ) Merges the documents to a new Word file Merges the documents directly to the printer. To save paper, use this button when you are confident that the merge is working properly (especially if you have a lot of records) Merges the documents and sends them as email messages Merges the documents and sends them as a fax to each recipient. This option is available only if you have compatible components as part of your computer system Mail Merge Terminology With Word's Mail Merge feature, you can take static text (e.g., a letter) or a static format (e.g., labels) and personalize it. Understanding some of the terminology associated with the feature will help you as you create merged documents. • The Documents • Components of the Data Source The Documents Starting Document The starting document contains the format for the document with field references to the data source. Data Source Referred to as a recipient list, the data source contains the unique information for each record. It is merged with the main document to create the customized form letter or mailing list. Components of the Data Source The data source is organized by fields and records, as shown here: Recipient records A record is made up of related information in the data document. If your data file contains members of a student organization, one record will consist of the information regarding one specific student. Record information runs horizontally across the data grid. Fields In the data document, a field is a subsection of a record, such as a name or zip code. Fields can be large or small. For example, a field can contain an entire address, or separate fields may break down the address into street address, city, state, and zip code. Separating the fields allows you to use them together as a group (e.g., print the entire address at the top of the letter) or use them individually (e.g., address the recipient by first and last name, or first name alone). It also allows you to sort your addresses according to name, state, or zip code. The nature of your task will determine how distinct your fields should be. Field information runs vertically down the data grid. (AVOID EMPTY SPACE ABOVE) Working with the Recipient List For a successful Mail Merge, you will need to establish a recipient list, also referred to as the data source. This contains the information that will vary with each record, such as names or identification numbers. If you are creating a mailing list, for example, names and addresses will be included in your data source. You can either create a new data source or use a pre-existing source, such as your Outlook Contacts. You may also wish to alter the entries in your data source without having to open it, change the appropriate entries, and then save the changes. Mail Merge allows you to specify which individual entries you want to include as well as add and delete data document entries and fields. Creating a New Data Source Before creating the data document, take a moment to plan out the information you want to include. While creating your data document, you can add or remove fields to tailor the document to suit your needs. Creating a new data source is an option in the third step of the Mail Merge Wizard. 1. From the Tools menu, select Letters and Mailings » Mail Merge... The Mail Merge task pane appears. 2. Under Select document type, make the appropriate selection 3. Click NEXT: STARTING DOCUMENT 4. Under Select starting document, make the appropriate selection 5. Click NEXT: SELECT RECIPIENTS 6. From the Select recipients section, select Type a new list 7. From the Type a new list section, click CREATE... The New Address List dialog box appears. 8. In the Enter Address information section, enter the appropriate information in the desired fields 9. a. To remove fields, refer to Deleting Fields b. To add fields, refer to Adding Fields c. Repeat steps a and b until you are left with the desired data fields d. Click OK to return to the New Address List dialog box 10. When all entries are complete, click CLOSE The Save Address List dialog box appears. NOTE: The default save location is My Data Sources and the file extension is .mdb (Microsoft Office Address Lists). 11. a. To add additional entries, refer to Adding an Entry b. To delete an entry, refer to Deleting an Entry c. Repeat steps a and b until all of your entries have been made d. To return to the New Address List dialog box, click OK 12. Using the Save in pull-down list, navigate to the desired save location 13. In the Field name text box, type the desired name for your address list 14. Click SAVE The Mail Merge Recipients dialog box appears. 15. Click on the desired heading which you want the list to be sorted by HINT: You can use the check boxes and buttons to include/exclude recipients in the merge. 16. When finished typing the list, click OK Accessing the Data Source Once your data source has been created, you can continue to make changes to it. In order to do so, you must open the data source. 1. Open the main document 2. From the Tools menu, select Letters and Mailings » Mail Merge... The Mail Merge task pane appears. 3. In the task pane, verify that you are on Step 3: Select recipients HINT: To move to a next or previous step, at the bottom of the task pane, click the appropriate link. 4. Under Select recipients, click EDIT RECIPIENT LIST... The Mail Merge Recipients dialog box appears. 5. Select the desired entry by clicking it once 6. Click EDIT... The Address List dialog box appears. Adding and Deleting Data Source Fields You can add field names or delete field names even after you have merged the data and main documents. Adding Fields 1. Access the Data Document 2. From the Address List dialog box, click CUSTOMIZE... The Customize Address List dialog box appears. 3. Click ADD... The Add Field dialog box appears. 4. In the Type a name for your field text box, type the desired field name 5. Click OK The new field appears in the Field Names section. 6. Repeat steps 3 - 5 until all desired fields have been added 7. Click OK 8. For the added field(s), type the appropriate information 9. Click CLOSE The Mail Merge Recipients dialog box appears, with the new field and information added. Changing Field Order 1. Access the Data Document 2. From the Address List dialog box, click CUSTOMIZE... The Customize Address List dialog box appears. 3. From the Field Names scroll list, select the field name you want to move 4. Click MOVE UP or MOVE DOWN 5. Repeat steps 3 - 4 until all desired field names have been repositioned 6. Click OK 7. Click CLOSE The Mail Merge Recipients dialog box appears. Deleting Fields If you delete a field, the data in the field is also deleted. 1. Access the Data Document 2. From the Address List dialog box, click CUSTOMIZE... The Customize Address List appears. 3. In the Field Names section, select the field you want to remove 4. Click DELETE A confirmation dialog box appears. 5. Respond appropriately 6. Repeat steps 3 - 5 until all desired fields have been added 7. Click OK 8. Click CLOSE The Mail Merge Recipients dialog box appears. Adding and Deleting Data Source Entries You can add, edit, or delete records even after you have merged the data and main documents. For the changes to take effect, however, you will have to re-merge the documents. Adding an Entry 1. Access the Data Document 2. Click NEW ENTRY HINT: If you previously had four records, the number shown in Total entries in list should change to five. 3. Type the new record information 4. Repeat steps 2 - 3 as necessary 5. To save the new information, click CLOSE Deleting an Entry 1. Access the Data Document 2. In the View Entries section of the Address List dialog box, click the buttons to display the record you want to delete 3. Click DELETE ENTRY A confirmation dialog box appears. 4. Respond appropriately 5. Repeat steps 2 - 4 as necessary 6. To save the data document, click CLOSE Query Options Word's Mail Merge feature allows you to customize the actual merge. For example, you can have the records sorted to print out in a specific order, or you can create a filter so you only merge records that meet specific criteria. These options are selected through the Query Options dialog box. Sorting the Records By selecting a sort order, you can determine the order in which your records are merged and subsequently printed. For example, you could print letters in numerical order, by zip code, or alphabetically by last name. QuickSort 1. Open the main document 2. From the Tools menu, select Letters and Mailings » Mail Merge... The Mail Merge task pane appears. 3. Under Select document type, make the appropriate selection 4. Click NEXT: STARTING DOCUMENT 5. Under Select starting document, make the appropriate selection 6. Click NEXT: SELECT RECIPIENTS 7. Under Select recipients, make the appropriate selection 8. Click EDIT RECIPIENT LIST... The Mail Merge Recipients dialog box appears 9. Click the heading you want to sort by HINT: Clicking the same heading again will reverse the order of the sort. 10. Click OK You are returned to the Mail Merge task pane. Advanced Sort 1. Open the main document 2. From the Tools menu, select Letters and Mailings » Mail Merge... The Mail Merge task pane appears. 3. Under Select document type, make the appropriate selection 4. Click NEXT: STARTING DOCUMENT 5. Under Select starting document, make the appropriate selection 6. Click NEXT: SELECT RECIPIENTS 7. Under Select recipients, make the appropriate selection 8. Click EDIT RECIPIENT LIST... The Mail Merge Recipients dialog box appears. 9. From the pull-down list located on the heading, select (Advanced...) The Query Options dialog box appears. 9. From the pull-down list located on the heading, select (Advanced...) The Query Options dialog box appears. 10. Select the Sort Records tab 11. From the Sort by pull-down list, select the appropriate option 12. To set the order in which the records will be sorted, select Ascending or Descending 13. To set up another sort order(s), from the Then by pull-down lists, select the appropriate options 14. To close the Query Options dialog box, click OK 15. Click OK You are returned to the Mail Merge task pane. Establishing a Filter By establishing a filter, you determine specific records to be merged and printed according to the criteria you select. For example, you may want to send letters only to personnel from a specific department. AutoFilter 1. Open the main document 2. From the Tools menu, select Letters and Mailings » Mail Merge Wizard... The Mail Merge task pane appears. 3. Under Select document type, make the appropriate selection 4. Click NEXT: STARTING DOCUMENT 5. Under Select starting document, make the appropriate selection 6. Click NEXT: SELECT RECIPIENTS 7. Under Select recipients, make the appropriate selection 8. Click EDIT RECIPIENT LIST... The Mail Merge Recipients dialog box appears. 9. From the pull-down list located on the heading, select the entry to use as the filter 10. Click OK Only the records meeting the selected criteria will be merged. Advanced 1. Open the main document 2. From the Tools menu, select Letters and Mailings » Mail Merge Wizard... The Mail Merge task pane appears. 3. Under Select document type, make the appropriate selection 4. Click NEXT: STARTING DOCUMENT 5. Under Select starting document, make the appropriate selection 6. Click NEXT: SELECT RECIPIENTS 7. Under Select recipients, make the appropriate selection 8. Click EDIT RECIPIENT LIST... The Mail Merge Recipients dialog box appears. 9. From the pull-down list located on the heading, select (Advanced...) The Query Options dialog box appears. 11. From the first Field pull-down list, select the field on which you want to base your filter EXAMPLE: To merge only the records of a specific job title, from the Field pull-down list, select Job Title 12. From the Comparison pull-down list, select the type of comparison EXAMPLE: To continue merging only the records of those who have a certain job title, from the Comparison pull-down list, select Equal to 13. In the Compare to text box, type the value/text to which the information should be compared EXAMPLE: To finish merging the records of those who are professors, in the Compare to text box, type Professor 14. If you want to set up other criteria for filtering, select And or Or from the pull-down list and repeat steps 11-13 as necessary 15. Click OK Only the records meeting your criteria will be merged. Creating Merged Letters One popular use of the Mail Merge feature is to create form letters. Mail Merge allows you to set up one letter (your main document). Using data from a table or external database, you can print one letter with different information for each record in the database or table. 1. Open a blank Word document 2. From the Tools menu, select Letters and Mailings » Mail Merge... The Mail Merge task pane appears. 3. Under Select document type, select Letters 4. Click NEXT: STARTING DOCUMENT 5. Under Select starting document, select Use the current document 6. Click NEXT: SELECT RECIPIENTS 7. Under Select recipients, select Use an existing list 8. To retrieve an existing recipient list, a. Under Use an existing list, click BROWSE... The Select Data Source dialog box appears. b. From the Look in pull-down list, locate and select the file you will use for your list c. Click OPEN The Mail Merge Recipients dialog box appears. 9. Select which recipient(s) you want to include in your mail merge 10. Click OK 11. Click NEXT: WRITE YOUR LETTER 12. If you have not already done so, write your letter and insert the variable fields 13. When finished, click NEXT: PREVIEW YOUR LETTERS A preview of your first recipient appears. HINT: To remove a recipient from the mail merge, under Make changes, click EXCLUDE THIS RECIPIENT 14. Click NEXT: COMPLETE THE MERGE 15. To print the letters, a. Under Merge, click PRINT... The Merge to Printer dialog box appears. b. Make the appropriate selection c. Click OK The Print dialog box appears. d. To specify the feedsource, a. Click OPTIONS... The second Print dialog box appears. b. From the Default tray pull-down list, make the appropriate selection c. Click OK e. To specify the printer, in the Printer section, from the Name pull-down list, make the appropriate selection f. Make any necessary adjustment. g. Click OK To make changes to the letters, h. Under Merge, click EDIT INDIVIDUAL LETTERS... The Merge to New Document dialog box appears. i. Make the appropriate selection j. Click OK Make the appropriate changes in the new document that appears k. Save the documents Using an Excel Database for Mail Merge In addition to the features and functions of Excel that make your database useful, you can also use the database to merge information into Word for large mailings. This means that you will not have to duplicate information you already have in your Excel database to perform a mail merge. Important The field names of your Excel database must begin in the upper-left corner of your worksheet, cell A1 (the first row and column). Navigating to your Excel data document is similar to selecting a Word data document. 1. Open a blank Word document 2. From the Tools menu, select Letters and Mailings » Mail Merge... The Mail Merge task pane appears. 3. Under Select document type, select Letters 4. Click NEXT: STARTING DOCUMENT 5. Under Select starting document, select Use the current document 6. Click NEXT: SELECT RECIPIENTS 7. Under Select recipients, select Use an existing list 8. To retrieve an existing recipient list, a. Under Use an existing list, click BROWSE... The Select Data Source dialog box appears. b. From the Look in pull-down list, locate and select the Excel workbook you will use for your list c. Click OPEN The Select Table dialog box appears. 9. If your Excel workbook has multiple worksheets, select the worksheet containing your list of recipients 10. Click OK The Mail Merge Recipients dialog box appears. 11. Select the recipient(s) you want to include in your mail merge 12. Click OK 13. Click NEXT: WRITE YOUR LETTER 14. If you have not already done so, write your letter and insert the variable fields 15. When finished, click NEXT: PREVIEW YOUR LETTERS A preview of your first recipient appears. To remove a recipient from the mail merge, under Make changes, click EXCLUDE THIS RECIPIENT. 16. Click NEXT: COMPLETE THE MERGE 17. To print the letters, a. Under Merge, click PRINT... The Merge to Printer dialog box appears. b. Make the appropriate selection c. Click OK The Print dialog box appears. d. To specify the feedsource, a. Click OPTIONS... The second Print dialog box appears. b. From the Default tray pull-down list, make the appropriate selection c. Click OK e. To specify the printer, in the Printer section, from the Name pull-down list, make the appropriate selection f. Make any necessary adjustments g. Click OK To make changes to the letters, h. Under Merge, click EDIT INDIVIDUAL LETTERS... The Merge to New Document dialog box appears. i. Make the appropriate selection j. Click OK Make the appropriate changes in the new document that appear k. Save the document Retaining Decimal Formatting of Values If you are using a Microsoft Excel worksheet as a data source to perform a mail merge, some of the numeric data may not retain its formatting. Most commonly this occurs with percentages, currency values, and postal codes happens because the data appears in the native format, without the formatting that is applied to the Excel worksheet cells that hold the data. To ensure that numeric values retain their decimal formatting when merged you will be using Dynamic Data Exchange (DDE) to connect the Excel worksheet These instructions assume that you have and understanding of the Word Mail Merge process and that are choosing letter as your document type. Before you start • If your Excel workbook contains multiple worksheets, the worksheet containing the data you want to merge must be selected (active). • The field names of your Excel database must begin in the upper left corner of your worksheet, cell A1 (the first row and column). 1. Open a blank Word Document 2. From the Tools menu, select Options... The Options dialog box appears. 3. Select the General tab 4. Select Confirm conversion at Open 5. Click OK 6. From the Tools menu, select Letters and Mailings » Mail Merge... The Mail Merge task pane appears. 7. Under Select document type, select Letters 8. Click NEXT: STARTING DOCUMENT 9. Under Select Starting document, select Use the current document 10. Click NEXT: SELECT RECIPIENTS 11. Under Select recipients, select Use an existing list 12. To retrieve an existing recipient list, a. Under Use an existing list, click BROWSE... The Select Data Source dialog box appears. b. From the Look in pull-down list, locate and select the Excel workbook you will use for your list c. Click OPEN The Confirm Data Source dialog box appears. d. Select MS Excel Worksheets via DDE (*.xls) e. Click OK A Microsoft Excel dialog box appears. f. Under Named or cell range, select the cell range or worksheet that contains the data that you want to use g. Click OK The Mail Merge Recipient dialog box appears. h. Select the recipient(s) you want to include in your mail merge i. Click OK 13. Click NEXT: WRITE YOUR LETTER 14. If you have not already done so, write your letter and insert the variable fields 15. When finished, click NEXT: PREVIEW YOUR LETTERS A preview of your first recipient appears. To remove a recipient from the mail merge, under Make changes, click EXCLUDE THIS RECIPIENT. 16. Click NEXT: COMPLETE THE MERGE Creating Merged Mailing Labels Mail Merge allows you to set up mailing labels (your main document). Using data from a table or external database, you can print one label with different information for each record in the database or table. The following instructions describe how to merge a pre-existing database's values into address labels with the Mail Merge Wizard. Begin the process of creating mail merge labels by setting up your starting document. When creating labels, you have many options. You can choose the label size, text font, positioning of the information, etc. to suit the needs of your particular project. 1. Open a blank Word document 2. From the Tools menu, select Letters and Mailings » Mail Merge... The Mail Merge task pane appears. 3. Under Select document type, select Labels 4. Click NEXT: STARTING DOCUMENT 5. Under Select starting document, select Change document layout 6. Under Change document layout, click LABEL OPTIONS... The Label Options dialog box appears. 7. From the Label products pull-down list, select the product name NOTE: The most common is Avery standard. 8. From the Product number scroll box, select the product number NOTE: The most common is 5160-Address. 9. To specify the feedsource for printing, from the Tray pull-down list, make the appropriate selection 10. Click OK 11. Click NEXT: SELECT RECIPENTS 12. To retrieve an existing recipient list, a. Under Use an existing list, click BROWSE... The Select Data Source dialog box appears. b. From the Look in pull-down list, locate and select the file you will use for your list c. Click OPEN The Mail Merge Recipients dialog box appears. 13. Select which recipient(s) you want to include in your mail merge 14. Click OK 15. Click NEXT: ARRANGE YOUR LABELS 16. In the first blank label, insert the variable fields on the label 17. To have the same fields repeated for each record on the same sheet of labels, under Replicate labels, click UPDATE ALL LABELS 18. When finished, click NEXT: PREVIEW YOUR LABELS A preview of your label(s) appears. 19. Click NEXT: COMPLETE THE MERGE 20. To print the labels, ; a. From the Merge section, click PRINT... The Merge to Printer dialog box appears. b. Make the appropriate selection c. Click OK To make changes to the labels, d. Under Merge, click EDIT INDIVIDUAL LABELS... The Merge to New Document dialog box appears. e. Make the appropriate selection f. Click OK Make the appropriate changes in the new document that appears. g. Save the document Creating Merged Envelopes One popular use of the Mail Merge feature is to create envelopes. Mail Merge allows you to set up one mailing envelope (your starting document). Using data from a table or external database, you can print one envelope with different information for each record in the database or table. Begin the process of creating mail merge envelopes by setting up your starting document. When creating envelopes, you have many options. You can choose the envelope size, text font, positioning of the address, etc. to suit the needs of your particular project. 1. Open a blank Word document 2. From the Tools menu, select Letters and Mailings » Mail Merge... The Mail Merge task pane appears. 3. Under Select document type, select Envelopes 4. Click NEXT: STARTING DOCUMENT 5. Under Select starting document, select Change document layout 6. Under Change document layout, click ENVELOPE OPTIONS... The Envelope Options dialog box appears. 7. Select the Envelope Options tab 8. From the Envelope size pull-down list, select your envelope size 9. To format the delivery address, a. In the Delivery address section, click FONT... The Envelope Address dialog box appears. b. Make the desired formatting choices for the delivery address c. Click OK 10. To format the return address, a. In the Return address section, click FONT... The Envelope Address dialog box appears. b. Make the desired formatting choices for the return address c. Click OK 11. Click OK 12. Click NEXT: SELECT RECIPIENTS 13. Under Select recipients, select Use an existing list 14. To retrieve an existing recipient list, a. Under Use an existing list, click BROWSE... The Select Data Source dialog box appears. b. From the Look in pull-down list, locate and select the file you will use for your list c. Click OPEN The Mail Merge Recipients dialog box appears. 15. Select which recipient(s) you want to include in your mail merge 16. Click OK 17. Click NEXT: ARRANGE YOUR ENVELOPE 18. Type text and add the appropriate fields to the envelope 19. When finished, click NEXT: PREVIEW YOUR ENVELOPES A preview of your first envelope appears. HINT: To remove a recipient from the mail merge, under Make changes, click EXCLUDE THIS RECIPIENT. 20. Click NEXT: COMPLETE THE MERGE 21. To print the envelopes, a. Under Merge, click PRINT... The Merge to Printer dialog box appears. b. Make the appropriate selection c. Click OK The Print dialog box appears. d. To specify the feedsource, a. Click OPTIONS... The second Print dialog box appears. b. Make the appropriate selection c. Click OK e. To specify the printer, in the Printer section, from the Name pull-down list, make the appropriate selection f. Make any necessary adjustments. g. Load the labels into the printer h. Click OK To make changes to the envelopes, i. Under Merge, click EDIT INDIVIDUAL ENVELOPES... The Merge to New Document dialog box appears. j. Make the appropriate selection k. Click OK Make the appropriate changes in the new document that appears. l. Save the document Creatign an Email Merger Mail Merge to email combines the personalization of form letters with the easy delivery of email. For example, advisors may send a personalized email to all of their advisees containing information regarding the date of their next visit. This email merge will only work on those computers set up with Microsoft Outlook. The starting document contains the text for the email message with field references to the data document. 1. Open a blank Word document 2. From the Tools menu, select Letters and Mailings » Mail Merge... The Mail Merge task pane appears. 3. Under Select document type, select E-mail messages 4. Click NEXT: STARTING DOCUMENT 5. Under Select starting document, select Use the current document 6. Click NEXT: SELECT RECIPIENTS 7. Under Select recipients, select Use an existing list 8. To retrieve an existing recipient list, a. Under Use an existing list, click BROWSE... The Select Data Source dialog box appears. b. From the Look in pull-down list, locate and select the file you will use for your list c. Click OPEN The Mail Merge Recipients dialog box appears. 9. Select which recipient(s) you want to include in your mail merge 10. Click OK 11. Click NEXT: WRITE YOUR E-MAIL MESSAGE 12. If you have not already done so, in your document, type your message 13. When finished, click NEXT: PREVIEW YOUR E-MAIL MESSAGES A preview of your first recipient appears. HINT: To remove a recipient from the mail merge, under Make changes, click EXCLUDE THIS RECIPIENT. 14. Click NEXT: COMPLETE THE MERGE 15. Under Merge, click ELECTRONIC MAIL... The Merge to E-mail dialog box appears. 16. From the To pull-down list, select the field that contains the email addresses 17. In the Subject line text box, type a subject 18. From the Mail format pull-down list, select the desired format for your message NOTE: To avoid being alerted on every record regarding an Outlook security measure, select HTML. 19. Under Send records, select which record(s) you want to include: All or Current Record OR To select only certain records, type in the appropriate values in the From and To text boxes 20. Click OK The email messages are now sent to your recipient(s). Miscellaneous Creating Fractions To create custom fractions such as , you can use the EQ field's fraction option. For additional control, you can use the overstrike option. The following sections will show you how to create a fraction in the format you desire: • Adding Standard Fractions • Creating Custom Fractions • Creating Custom Fractions with the Overstrike Option • Creating Additional Fractions with the Same Format Adding Standard Fractions If Word on your machine is set up to AutoFormat fractions, you can use the following instructions to create the ½, ¼, and ¾ fractions. 1. Place the insertion point where the fraction should appear NOTE: There needs to be at least one space before the insertion point. 2. Type 1/2, 1/4, or 3/4 3. Press [Space] The characters change to ½, ¼, or ¾ respectively. Setting Up AutoFormat for Fractions 1. From the Tools menu, select AutoCorrect Options… The AutoCorrect dialog box appears. 2. Select the AutoFormat As You Type tab 3. Select Fractions (1/2) with fraction character (½) NOTE: An option is active if it has a checkmark before it. 4. Click OK Creating Custom Fractions To create a custom fraction such as , follow the instructions below: 1. Place the insertion point where the fraction should appear NOTE: There needs to be at least one space before the insertion point. 2. From the Insert menu, select Field... The Field dialog box appears. 3. From the Categories list, select Equations and Formulas 4. From the Field names scroll box, select Eq 5. Click FIELD CODES The dialog box refreshes to show advanced field properties. 6. Click OPTIONS... The Field Options dialog box appears. 7. From the Switches scroll box, select \F(,) NOTE: This is the fraction option. 8. Click ADD TO FIELD In the Field codes text box, the following will appear: EQ \F(,). 9. In the Field codes text box, a. Place your insertion point before the comma b. Type 2 (the numerator) The formula should appear as follows: EQ \F(2,). 10. In the Field codes text box, a. Place your insertion point after the comma b. Type x (the denominator) The formula should appear as follows: EQ \F(2,x). 11. To return to the Field dialog box, click OK 12. To return to your document, click OK The fraction appears. Creating Custom Fractions with the Overstrike Option If you cannot create the fraction that you want using the fraction option described in the Custom Fractions section, you can use the overstrike option. Once you have created the fraction, you can fine-tune the formatting. With this method, you have more control over the finished results. NOTE: Fractions created with the overstrike option will appear much smaller than those created with the fraction option. 1. Place an insertion point where the fraction should appear NOTE: There needs to be at least one space before the insertion point. 2. From the Insert menu, select Field… The Field dialog box appears. 3. From the Categories list, select Equations and Formulas 4. From the Field names scroll box, select Eq 5. Click FIELD CODES 6. Click OPTIONS... The Field Options dialog box appears. 7. From the Switches scroll box, select \O( ) NOTE: This is the overstrike option. 8. Click ADD TO FIELD 9. In the Field codes text box, a. Within the parentheses, place your insertion point b. Type the characters that you want to be in the fraction WARNING: The numerator, denominator, and dash must be separated by commas. For example, to create , the Field codes text box would look like: EQ \O(2,-,x). 10. To return to the Field dialog box, click OK 11. To return to your document, click OK Fine-Tuning the Formatting 1. Click within the field of the fraction 2. Press [Shift]+[F9] The code that created the result will be displayed. 3. Highlight the numerator NOTE: The numerator is the number on the top of the equation, for example in 2/x, 2 is the numerator. 4. From the Format menu, select Font... 5. Adjust the font so it is smaller and superscript 6. Click OK 7. Highlight the denominator NOTE: The denominator is the number on the bottom of the equation, for example in 2/x, x is the denominator. 8. From the Format menu, select Font... The Font dialog box appears. 9. Adjust the font so it is smaller and subscript 10. Click OK 11. View the updated result by pressing [Shift]+[F9] Creating Additional Fractions with the Same Format If you have several fractions that are essentially the same, you can create the fraction without repeating the process described above. To do this: 1. Create a fraction that is formatted correctly 2. Select the code or results If you do not see the code, press [Shift]+[F9]. 3. To copy the code, from the Edit menu, select Copy 4. Place your insertion point where you want the next fraction to appear 5. To paste the fraction, from the Edit menu, select Paste 6. Select the code or results If you do not see the code, press [Shift]+[F9]. 7. To make adjustments to the content, highlight the numerator or the denominator 8. Type the appropriate values 9. To view results of the field, press [Shift]+[F9] Working with the Equation Editor While creating your Word document, you may need to use mathematical expressions. There are times when you may need to write fractions, summations, or insert symbols into your document. The Equation Editor lets you easily choose from a toolbar containing math symbols or templates you may need. This document explains the Equation Editor and how it can be used to create equations. About the Equation Editor The Equation Editor lets you insert symbols and build complex equations. Once you open the Equation Editor, a screen appears where you can manage and edit your math equations. The Equation Editor includes a toolbar that has many math symbols (e.g., greater than or less than sign, infinity, equal sign) and templates (e.g., fractions, summations, integrals). Once inserted into your Word document, the math symbols or templates act as objects and can be managed similarly. After inserting a symbol or template, a box appears surrounding the equation. If you want to edit your equation, double click on the box. This opens the Equation Editor, where you can format your equation appropriately. Once you click the mouse outside of the box, the Equation Editor will disappear. Opening the Equation Editor The Equation toolbar has two different rows. The top row includes access to more than 150 different math symbols you can insert, and the bottom row accesses about 120 different templates. When you click a symbol or template button, an options palette appears. From the palette you can select the appropriate symbol or template, inserting it onto the work area in the Equation Editor. To open the Equation Editor and access the Equation toolbar: 1. In Word, place the insertion point where you want the math symbol or template to appear 2. From the Insert menu, select Object... The Object dialog box appears. 3. From the Object type scroll box, select Microsoft Equation 4. Click OK The Equation Editor and Equation toolbar appear. Using the Equation Editor After opening the Equation Editor, you are ready to select a symbol or template. Symbols are single characters (e.g., logic symbols, set theory symbols, Greek letters). Templates are symbols that include spaces in which you can type numbers (e.g., fractions, summations, integrals). Once you select a symbol or template it appears in the work area in the Equation Editor. From this, you can modify your symbols or, if you choose to insert a template, you can create an equation. 1. Open the Equation Editor 2. From the Equation toolbar, click the appropriate button A palette of options appears. 3. From the palette, click the appropriate symbol or template that you want to insert The selected symbol or template is inserted into the document. 4. Continue with Creating Equations Creating Equations After choosing a symbol or template from the Equation toolbar, you are ready to make it an equation by typing numbers or letters in the appropriate text boxes. Once the template appears in the work area of the Equation Editor, an insertion point automatically appears in one of the outlined text boxes. These text boxes are where you will type in the information for your equation. If you do not wish to start where the insertion point is automatically placed, press [Tab] until you reach the appropriate text box. NOTE: When working with Macintosh, you must create your equation inside of the Equation dialog box. Once you insert it into your Word document by closing the dialog box, you can not add numbers or letters to it. 1. Insert a symbol or template 2. Within the outline text boxes, type the appropriate information HINT: To navigate between text boxes, press [Tab] The equation is complete. 3. To close the Equation Editor, click outside of it Working with Columns Columns can help to separate sections of your document and make them look more inviting to read. The length of a line of text inside the columns is shortened, therefore making it easier to read. Columns are a good way to separate sections of your document on one page. For example, when creating a newsletter or bulletin, columns will give a more professional look. The following instructions show you how to create, modify, and delete columns in your document. About Columns By creating columns, you are creating a separate section in your document. Therefore, any formatting changes such as margins, indents, or headers and footers that you make to the column text affect only the section, not the entire document. You can create columns before or after you start typing. You can create columns on your entire document or on selected text only. How you accomplish this depends on your starting point: • If you choose to impose columns before you start typing, the text that you type will flow into columns until you choose to end the section. • If you set your insertion point within your text, Word will impose columns in the entire document. • If you have selected specific text, Word will apply columns to only that text. Creating Columns You can create columns which span a single page or the entire document. Using the toolbar to create columns is quick and easy, whereas the Columns dialog box offers more options for modification. To accurately view columns: 1. From the View menu, select Print Layout Toolbar Option Adding columns using the toolbar option is an easy way to put columns into your document. If COLUMNS is hidden from the Standard toolbar, click TOOLBAR OPTIONS on the Standard toolbar to locate it and add it to the toolbar. 1. Place your insertion point in the document where you want the columns OR Select the text to be placed in columns. NOTE: For more information, refer to About Columns. 2. From the Standard toolbar, click COLUMNS A submenu appears. 3. To select the number of columns, drag across the number desired 4. Click on desired number of columns Dialog Box Option Using the Columns dialog box gives you more options for modifying columns than using the toolbar option. With the dialog box, you can adjust the width and spacing of columns. Also, the dialog box allows you to create up to 45 columns depending on the size of your paper; however, standard paper allows only 12 columns. 1. Select the text to be formatted into columns OR Place insertion point within text in document. 2. From the Format menu, select Columns... The Columns dialog box appears. 3. To select the number of columns, in the Number of columns text box, type or use the nudge buttons for the appropriate number OR Under Presets, select the appropriate option NOTE: Options One, Two, and Three will give you columns with equal width. Options Left and Right will give you two columns with unequal width. 4. From the Apply to pull-down list, select the desired option NOTE: Your choices will depend upon whether you selected the text or placed your insertion point in the text to create columns. 5. Click OK Modifying Columns There are several different options you can use to modify your columns to make them appear exactly how you want them. The following section provides instructions on how to adjust column width, add lines, insert column breaks, and level column endings. Adjusting Column Width: Ruler Option 1. If necessary, from the View menu, select Print Layout Word will not allow you to use this option if Equal column width is selected in the Column dialog box. In order to use rulers for width adjustment you must be in Print Layout view. 2. Place the insertion point in any column of text 3. Move the insertion point over any margin boundary on the ruler so that it turns into a double arrow 4. Click and drag the column boundary for the appropriate column width NOTE: The width will be adjusted for the two columns on either side of the column boundary. Adjusting Column Width: Column Dialog Box Option 1. Place insertion point within any column of text 2. From the Format menu, select Columns... The Columns dialog box appears. 4. Under Width and spacing, type values for the column attributes you want to change or use the nudge buttons for the appropriate value. NOTE: The Width will alter the width of the column and the Spacing will alter the space between the columns. 5. Click OK Adding Lines Adding lines between columns adds creativity and design to your document. You may want to add lines to your column if your are following a style similar to that of a newsletter or bulletin. This feature automatically adds lines between all columns. 1. Place the insertion point within the column text 2. From the Format menu, select Columns... The Columns dialog box appears. 3. Select Line between 4. Click OK Inserting Column Breaks Insert a column break when you want to force the end of a column and the beginning of another. 1. Place the insertion point at the point in the text where you want the column to break 2. From the Insert menu, select Break... The Break dialog box appears. 3. Under Break types, select Column break 4. Click OK Balancing Column Endings When using columns, often the text in the last column is of uneven length with the previous column. Inserting a continuous column break will balance the column lengths, giving your document a finished, professional look. WARNING: These instructions may have inconsistent results if you have any of the following Paragraph options selected: Widow/Orphan control, Keep lines together, Keep with next. 1. Place the insertion point after the last character in the last column 2. From the Insert menu, select Break... 3. Under Section break types, select Continuous 4. Click OK Deleting Columns You can choose to delete all columns in a document or only a section of columns. You can either use the Standard toolbar, which is a quicker way to delete your columns, or you can use the Columns dialog box. Toolbar Option To delete all columns in a document: 1. From the Edit menu, select Select All 2. From the Standard toolbar, click COLUMNS The Columns pull-down list appears. 3. From the pull-down list, drag to select a single column 4. Click with one column selected To delete columns from a section in a document: 1. Place the insertion point in the column which you want deleted 2. From the Standard toolbar, click COLUMNS The Columns pull-down list appears. 3. From the pull down list, drag to select a single column 4. Click on selected number of columns Dialog Box Option To delete all columns in a document: 1. From the Edit menu, select Select All 2. From the Format menu, select Columns... The Columns dialog box appears. 3. Under Presets, select One 4. Click OK To delete columns from a section in a document: 1. Place the insertion point in the column which you want deleted 2. From the Format menu, select Columns... The Columns dialog box appears. 3. Under Presets, select One 4. Click OK Creating Headers and Footers You can create headers and footers in your Word document so that information such as the author's name, document title, or page numbers will appear in the top and/or bottom margin of your document. You can create a header and footer that appears the same on every page, or you can customize the pages with different headers and footers. The Header and Footer Toolbar The Header and Footer toolbar contains buttons for functions that you will use frequently when working with headers and footers in your document. The buttons are described here. Button Function Inserts AutoText , a time-saving entry composed of an abbreviation and an associated phrase. Inserts the page number, inserts the number of pages, and formats page numbers Inserts the date and time Displays the Page Setup dialog box and shows or hides document text Makes the header or footer the same as the previous section Switches between header and footer, shows previous header or footer, and shows next header or footer Closes Header and Footer view Creating a Universal Header and Footer If you want the same header and footer to appear on every page, create a universal header and footer. By using the buttons located on the Header and Footer toolbar, you can insert the page number, date, or time into the header and/or footer. 1. Place the insertion point anywhere within the document 2. From the View menu, select Header and Footer The Header and Footer toolbar appears. 3. In the Header, type and format the desired information 4. Click SWITCH BETWEEN HEADER AND FOOTER 5. In the Footer, type and format the desired information 6. To close the Header and Footer toolbar and return to your document, click CLOSE Creating a Different First Page Header and Footer You can create a first page header and footer containing different information than the header and footer in the rest of the document. 1. Place the insertion point on the first page of the document 2. From the View menu, select Header and Footer The Header and Footer toolbar appears. 3. Click PAGE SETUP The Page Setup dialog box appears. 4. Select the Layout tab 5. Under Headers and footers, select Different first page 6. Click OK 7. In the First Page Header, type and format the desired information 8. Click SWITCH BETWEEN HEADER AND FOOTER 9. In the First Page Footer, type and format the desired information 10. To create the header and footer for the rest of the document, click SHOW NEXT 11. In the Header, type and format the desired information 12. Click SWITCH BETWEEN HEADER AND FOOTER 13. In the Footer, type and format the desired information 14. To close the Header and Footer toolbar and return to your document, click CLOSE Creating Odd and Even Page Headers and Footers If you need to align information differently or include different information on the odd and even page headers and footers, you can create odd and even page headers and footers. You can also create a different first page as well as odd/even page headers and footers within the same document. 1. Place the insertion point on the first page of the document 2. From the View menu, select Header and Footer The Header and Footer toolbar appears. 3. Click PAGE SETUP The Page Setup dialog box appears. 4. Select the Layout tab 5. Under Headers and footers, select Different odd and even 6. Create a different first page header and footer 7. Click OK 8. In the Odd Page Header, type and format the desired information 9. Click SWITCH BETWEEN HEADER AND FOOTER 10. In the Odd Page Footer, type and format the desired information 10. In the Odd Page Footer, type and format the desired information 11. Click SHOW NEXT 12. In the Even Page Header, type and format the desired information 13. Click SWITCH BETWEEN HEADER AND FOOTER 14. In the Even Page Footer, type and format the desired information 15. To close the Header and Footer toolbar and return to your document, click CLOSE Inserting AutoText into Headers and Footers With the Insert AutoText command in Word, you can quickly and easily add elements such as the filename, the author's name, and the save date to headers and footers without having to go through numerous menu options. 1. From the View menu, select Header and Footer The Header and Footer toolbar appears. 2. Place the insertion point in the header or footer area where you want to insert AutoText 3. On the Header and Footer toolbar, click INSERT AUTOTEXT » select the desired AutoText option 4. To close the Header and Footer toolbar and return to your document, click CLOSE Adding Watermarks A watermark is an image or text that appears behind the main text of the document. It is usually a lighter shade than the text, so you can read the document easily. Text Watermarks are often used to categorize or to show the purpose of a document with words such as DRAFT. Picture Watermarks add visual attention and a professional look with the use of imagery such as logos. Add Watermarks to Document You can insert clip art, pictures, or text as watermarks in your print documents. For example, you might want the word Confidential to appear on all pages of your document to remind readers that the material is not to be read by everyone. Picture Watermarks 1. Open the desired document 2. From the Format menu, select Background » Printed Watermark... The Printed Watermark dialog box appears. 3. Select Picture watermark 4. Click SELECT PICTURE... The Insert Picture dialog box appears. 5. Using the Look in pull-down list, locate and select the desired image file 6. Click INSERT 7. To change the size of the image, from the Scale pull-down list, select the desired size (percentage) 8. To make the image less vivid, select Washout NOTE: Selecting the Washout option makes text overlapping the watermark more readable. 9. Click OK The watermark appears on all pages of your document. Text Watermarks 1. Open the desired document 2. From the Format menu, select Background » Printed Watermark... The Printed Watermark dialog box appears. 3. Select Text watermark 4. In the Text text box, type the desired watermark text OR From the Text pull-down list, select the desired watermark text 5. From the Font, Size, and Color pull-down lists, make the appropriate selections 6. To make the text of the watermark semitransparent, select Semitransparent NOTE: Selecting the Semitransparent option makes text overlapping the watermark more readable. 7. For Layout, select Diagonal or Horizontal 8. Click OK The watermark appears on all pages of your document. Removing Watermarks 1. Open the document from which you want to remove the watermark 2. From the Format menu, select Background » Printed Watermark... The Printed Watermark dialog box appears. 3. Select No watermark 4. Click OK The watermark is removed from the document. Adding Line Numbers These instructions explain how to add line numbering to your Word document. You can add line numbering to the entire document or individual sections. To insert Line Number in your document follow these steps: 1. Place the insertion point within the document to which you want to add line numbering HINT: To add numbering to only one section of a document, place the insertion point within the desired section 2. From the File menu, select Page Setup... The Page Setup dialog box appears. 3. Select the Layout tab 4. Click LINE NUMBERS... The Line Numbers dialog box appears. 5. Select Add line numbering 6. To start line numbering at a number other than one, in the Start at text box, type or use the nudge buttons to select a starting number 7. To adjust the amount of spacing between line numbers and text, in the From text text box, type (in inches) or use the nudge buttons to select a spacing value 8. To number only multiples of a selected page number, in the Count by text box, type or use the nudge buttons to select a number by which to count EXAMPLE: To number every fifth line, in the Count by text box, type 5 9. To restart numbering on each page, select Restart each page To restart numbering in each section, select Restart each section To use continuous numbering, select Continuous 10. Click OK 11. Click OK The lines numbers are added. Creating Web Pages Hyperlink A hyperlink is a connection between two web pages on the Internet. Hyperlinks can be produced from text or graphics and both methods will be discussed here. Follow these steps to create links to other web sites and pages within your site: 1. Type the text you want to appear on the page as a link or add the graphic that will be a link. 2. Highlight the text or graphic and click the Edit Hyperlink button on the standard toolbar or press CTRL+K. 3. From the Edit Hyperlink dialog box, change the Text to display if necessary. 4. Type the file or Web page name in the appropriate box or select from list. 5. Click OK to create the link. Saving Web Pages Pages on the web must be saved in a format called HTML (Hypertext Markup Language) that is readable by web browsers. Word will convert your document to HTML using the Save as Web Page feature. 1. Select File|Save as Web Page from the menu bar. 2. Click the Change Title button to add a title to the web page. 3. Type the File name in the box provided. 4. Be sure the Save as type is set to Web Page. 5. Click Save. Creating a Web Page from a Template Word features several layout templates that you can add your own content to. Create a web page from a template by following these steps: 1. Select File|New... from the menu bar. 2. Click the Web Pages tab on the New dialog box. 3. Highlight one of the templates listed and click OK. 4. The template will now appear in the main window. Replace the placeholding text with your own text by highlighting it and typing. Replace photos and images by deleting them and adding new images. 5. Save the page by selecting File|Save as Web Page from the menu bar. Web Page Themes The Visual Theme feature from the Web Page Wizard can be accessed for any web page. To add a theme to a blank page or existing page, select Format|Theme... from the menu bar. Choose a theme from the list and click OK. The page content will remain blank unless a background image is part of the theme that was selected. The style listings, default font, and bullet images have been changed to reflect the new theme. To change the theme of the page, simply select Format|Theme... from the menu bar again and choose a different theme. Preview the Web Page The page may look slightly different when converted to HTML and viewed on the web. Before publishing your web page, be sure to use Word's web preview feature Select File|Web Page Preview to open the page in a web browser. Disadvantages of Using Word as a Web Publisher Word offers the option of saving a document as a web page. When you use the Save as Web Page feature, in addition to bringing in a lot of extraneous code, it may also have the following implications: • Increased file size and download time • Excess coding (code bloat) • Difficulty editing the document due to the excess code added to the page • Some coding is supported only by Internet Explorer • May result in duplicate image files • Image filenames are generic (e.g., image1.gif; image2.gif) • Changing web page filename can break the links to the images and other files • Improper file and folder names (including spaces) • No alternate text added for accessibility by those with visual problems • May cause Netscape to crash Example: a one-page syllabus in table format created in Word Source File Size Lines of Code Word Document 38k n/a Word: Save as Web 29k 542 Word: Save as Filtered Web 17k 374 Created in FrontPage 9k 188 Moving Content from Word to a Web Editor When converting a Word document to HTML, we recommend that you transfer the content, but not the formatting. You can do this in one of two ways: • Using copy and paste, past the text from Word into Notepad. Copy the text from Notepad to your web editor. This option is a sure way to remove background code from Word. • Using copy and paste, past the text from Word into your web editor using a Paste as Text or Normal option if available. This option pastes the content only. How to learn more with Help Using Help in MS Word Word Help Options Microsoft Word provides a variety of online help to assist you in learning how to use the program's features. Click Help on the Menu Bar to see (and access) what is available. The Office Assistant (Microsoft Word Help) Quick access to information can be obtaining using a Help feature called "The Office Assistant". Click the Microsoft Word Help button — a question mark (?) — on the toolbar at the top of the window, or click Help on the Menu Bar and choose Show the Office Assistant. The "Office Assistant" will appear — as a paperclip (or some other icon) — with a dialog bubble where you can pose questions. Simply type the question (or word or phrase) in the space provided, click the Search button to get a list of possible topics, and then click the topic desired. Unless you turn this feature off by hiding or disabling the assistant, the "Office Assistant" automatically pops up on your screen whenever it thinks you may need some help with what you're doing. In this case, the dialog bubble will ask if you need help with the task the "Office Assistant" thinks you are trying to accomplish. To hide or disable the Office Assistant, please see Office Assistant Options below. You can close the dialog bubble but leave the Office Assistant on the screen by clicking the Close button. To end your Office Assistant session, click the Close button [X] in the upper right-hand corner of the little Office Assistant window. Office Assistant Options: • If the Office Assistant is hidden or disabled, then on the main menu bar click Help. Choose Show the Office Assistant. • When the Office Assistant is active, you may temporarily hide the assistant by right clicking on it and choosing Hide from the pop-up menu. • If you would like to disable the Office Assistant (so that it doesn't automatically pop up while you're working), then follow these steps: 1. Right click on the Office Assistant while it is active. 2. Choose Options. 3. Click on the Options tab if it is not already highlighted. 4. Uncheck Use the Office Assistant by clicking on the box to the left of it. 5. Click OK at the bottom of the screen. Microsoft Word Help If you disable the Office Assistant (as described above), you can take additional advantage of the Microsoft Word Help feature. By clicking on the Microsoft Word Help button or by going to Help on the main menu and then clicking on Microsoft Word Help, you will be able to look at a list of Contents, use the Answer Wizard, or access an Index of alphabetized topics. To use any of these features, simply click the appropriate tab. Double click on the topic that you are interested in or type the topic or question when prompted. On the right-hand side of the help screen, you will see your topic in more detail. If you would like to print the information for later use, simply click on the Print button at the top of the screen. Once you have obtained the information you need, click on the Close [X] button in the upper right-hand corner to close Help. What's This When you choose What's This? from the Help menu, the mouse pointer changes to an arrow with a question mark next to it. Point to any menu item or feature button to get a brief description of what it does and how to use it. When you've read the information, click anywhere in the document portion of the Word "workplace" to continue. You can also use What's This? to display the formatting characteristics of a paragraph or character. Click What's This? on the Help menu and then click on a character in the paragraph you want to check. A dialog "bubble" will describe paragraph and font characteristics. When you finish checking the text, tap the ESC key. Office on the Web The Office on the Web menu option takes you to the Word page of the Microsoft Office Update website. Browse the site for helpful information about Word and answers to questions you may have. You need Internet connectivity and a Web browser in order to make use of this feature. Keyboard Shortcuts Microsoft Word Shortcut Keys Keyboard shortcuts can save time and the effort of switching from the keyboard to the mouse to execute simple commands. Print this list of Word keyboard shortcuts and keep it by your computer for a quick reference. Note: A plus sign indicates that the keys need to be pressed at the same time. Action Keystroke Document actions Open a file CTRL+O New file CTRL+N Close a file CTRL+W Save As F12 Save CTRL+S or SHIFT+F12 Print Preview CTRL+F2 Print CTRL+P Show/Hide paragraph symbols CTRL+* Spelling and grammar F7 Help F1 Find CTRL+F Replace CTRL+H Go To CTRL+G Cursor movement Select all - entire document CTRL+A Select from cursor to beginning of line SHIFT+Home Select from cursor to end of line SHIFT+END Go to beginning of line HOME Go to end of line END Go to beginning of document CTRL+Home Go to end of document CTRL+End Formatting Cut CTRL+X Copy CTRL+C Paste CTRL+V Undo CTRL+Z Redo CTRL+Y Format painter CTRL+SHIFT+C Left alignment CTRL+L Center alignment CTRL+E Right alignment CTRL+R Justified CTRL+J Delete previous word CTRL+Backspace Apply bulleted list CTRL+SHIFT+L Indent CTRL+M Page break CTRL+Enter Text Style Font face CTRL+SHIFT+F Font size CTRL+SHIFT+P Bold CTRL+B Italics CTRL+I Underline CTRL+U Double underline CTRL+SHIFT+D Word underline CTRL+SHIFT+W All caps CTRL+SHIFT+A Change case SHIFT+F3 Subscript CTRL+= Superscript CTRL+SHIFT+= Make web hyperlink CTRL+K Tables Go to next cell Tab Go to previous cell SHIFT+Tab Go to beginning of column ALT+PageUp Highlight to beginning of column ALT+SHIFT+PageUp Go to end of column ALT+PageDown Highlight to end of column ALT+SHIFT+PageDown Go to beginning of row ALT+Home Highlight to beginning of row ALT+SHIFT+Home Go to end of row ALT+End Highlight to end of row ALT+SHIFT+End Column break CTRL+SHIFT+Enter Miscellaneous Copyright symbol - © ALT+CTRL+C Date field ALT+SHIFT+D Go to footnotes ALT+CTRL+F Show/Hide ¶ CTRL+SHIFT+8 Thesaurus SHIFT+F7 ==============> COURSE COMPLETE <==============