Microsoft Word (part 3)

Working With Graphics

Inserting Images from ClipArt

Microsoft Office comes with its own clip gallery of images, sounds, and animations. It is very easy to use and you can often find the image that fits your need quickly. The clip gallery has a searchable component where you can type in keywords and quickly view images that match.

use the clip gallery follow these steps:

1. Go to Insert on the menu bar and choose Picture then click on Clip Art. 2. The Insert ClipArt dialog box will open.

3. Click on the category that best matches what you are looking for and then click choose and image. You can also type in a keyword in the searchable area at the top and hit the enter key. 4. When you find the image that you want to use click on it and click on the top icon which inserts the image onto your page. You can insert multiple image.

5. When you are done click on the X in the top right hand corner to close the Insert ClipArt dialog box. 6. Your image will be inserted on your page.

To work with wrapping ( to move your image around and have it wrap around text to suit your needs click on the arranging images from the tutorial page or click on the link within this sentence.

Inserting Images from File

You don't always have to use Microsoft's Clip Gallery. There are many other sources for your images. You can get them from clip art and photo programs, images that you take yourself with a digital camera, images that are scanned, or images that you obtain from the Internet. (make sure you have permission for their use).

To insert images from a file follow these steps:

1. Go to Insert on the menu bar and choose Picture then click on From File. 2. The Insert Picture dialog box will open. 3. Click on the drop down arrow and choose the browse to your file's location. 4. Double click on your file or click on it and click on insert. 5. Your image will be inserted on your page.

To work with wrapping ( to move your image around and have it wrap around text to suit your needs click on the arranging images from the tutorial page or click on the link within this sentence.

Moving and Deleting image

Moving Images

Once you insert your images into your document you can move them around easily as long as you have worked with the text wrapping.

To move your images on your page follow these directions:To move your images on your page follow these directions:

1. Move your mouse over the center of your image and you will get a four-way arrow. 2. Click and hold the mouse button down while you drag your image to the desired location. 3. Release the mouse button and your picture will be in the new location.

Deleting Images

You can quickly delete images that you no longer want to use in your documents. To delete images follow these steps:

1. Click on the image to select it. Handles will surround the image. 2. Hit either the backspace or the delete key and the image will delete.

	Text Wrapping
	Once feature of Word that I find many people have problems with is the text wrapping feature. When you insert an image onto your page , by default the text wrapping is set for inline. This is fine if you want your image in the exact location that it appears in and you don't want text next to it. Most of the time this is not the case. You want to be able to move it to a particular location and be able to type text next to it. In that case you need to change the text wrapping on the images.
	To do that follow these steps:
	1. Click on the image to select it. 2. Your picture toolbar should open. If it doesn't then go to View on the menu bar and down to Toolbar and click on picture. 3. Click on the text wrapping icon. It looks like a Scottie Dog.
	4. Choose the type of wrapping that is best for your document. If you want text to wrap around your images then tight or square works well.

Insert Symbol

Insert symbols or special characters

You can insert special characters, international characters, and symbols by using the Symbol command on the Insert menu. You can also insert a character or symbol by typing the character code on the numeric keypad. To quickly insert a symbol that you use frequently, assign the symbol to a shortcut key. Word automatically replaces some key combinations with symbols; for example, when you type --> the characters are replaced with an arrow.

Insert symbols not on the keyboard

1. Click where you want to insert the symbol. 2. On the Insert menu, click Symbol, and then click the Symbols tab. 3. Double-click the symbol or character you want to insert.

Insert common typographical characters

1. Click where you want to insert the character. 2. On the Insert menu, click Symbol, and then click the Special Characters tab. 3. Double-click the character you want to insert.

Type character codes to create special characters

1. Click where you want to insert the character. 2. Make sure NUM LOCK is on. 3. Hold down ALT, and then, using the numeric keypad, type 0 (zero) followed by the character code.

If you don't know the character code for a symbol or letter in a specific font, use the Symbol command on the Insert menu. On the Symbols tab, click the symbol, and then click Shortcut Key. Depending on the font you selected, a character code may appear in the Description box.

Assign a symbol to a shortcut key

1. On the Insert menu, click Symbol. 2. Click the tab with the symbol or character you want. 3. Click the symbol or character you want.

4. Click Shortcut Key. 5. In the Press new shortcut key box, type the key combination you want to use. 6. Click Assign.

Inserting File

Insert a second document into an open document

1. Click where you want to insert the second document. 2. On the Insert menu, click File. 3. In the File name box, enter the name of the file you want to insert.

Alignment

You can align your graphics quickly with the alignment buttons. To align your graphics follow these steps:

1. Select the graphic you want to align. 2. Click on the alignment button from the formatting toolbar. You can choose left aligned, center, right aligned or justified.

Drawing Tools

Lines & Arrows

You can use lines and arrows in your documents. The drawing toolbar provides you with these tools. To draw lines and/or arrows follow these steps:

1. Click on the line or arrow tool from the Draw toolbar and move your mouse onto your document. Your cursor will turn to a crosshair. 2. Click and drag your line/arrow to the desired length then release the mouse button. ( If you want your arrow or line to be perfectly straight hold the control key down while you draw.

3. If you want to draw multiple lines or arrows double click the line or arrow icon from the Draw toolbar and you can draw repeated times. 4. You can change the color and thickness of your lines/arrows by using the Line Style, Arrow Style, and Line Color icons from the draw toolbar.

AutoShapes

The drawing toolbar has some wonderful AutoShapes that you can use. They are wonderful for drawing shapes and lines and even call outs to add to your documents.

The AutoShapes are made up of the following categories:

• Lines • Basic Shapes • Block Arrows • Flowchart • Stars and Banners • Callouts

To use AutoShapes follow these steps:

1. Click on the down arrow next to AutoShape on the Draw toolbar. Choose a category then click on the type of AutoShape you want to use.

2. Move your mouse to the location on your document where you want to add the shape and click and hold down the mouse button while you draw it to the size you want.

3. Release the mouse button and you shape will be drawn.

4. You can then add line or fill colors.

Shown below are the different shapes that can be found in AutoShapes.

Lines Stars & Banners Callouts Block Arrows Basic Shapes Flowchart

Text Boxes

In word you can add text boxes. In this way you are actually adding a graphic. Text can seem to float or you can show the fill and lines for the box. You can also use text boxes to create text on an image. To create a text box follow the steps below. See some samples below.

1. Click on the text box icon from the Draw toolbar.

2. Click on your document and hold down your mouse button while you draw your text box. 3. Start typing your text for the box.

4. If you want to work with the fill and line colors then right click on the border of the text box and choose format text box. You can then work with the colors and lines tab to get your text box looking like you want.

WordArt

WordArt is a neat feature in Microsoft Word. It allows you to make creative looking text. The text is actually a graphic image. You can use WordArt to embellish any of your documents. They make great titles, sidebars, and attention grabbers.

To create WordArt follow these steps:

1. Click on the WordArt icon from the Draw toolbar.

2. The WordArt Gallery will open.

3. Double click on the WordArt design you want to use.

4. Type in the text for your WordArt design and you can also choose the size and font as well.

5. Click on OK. 6. Your WordArt will be inserted onto your page.

Shadows & 3-D

You can add shadows and 3-D effects to objects you add to your documents. Many times people forget about this feature and it can be quite effective.

To create a shadow effect follow these steps:

1. Click on the any shape that you added with the drawing toolbar. 2. Click on the shadow button from the Draw toolbar. 3. Choose the type of shadow that you want by clicking on it. 4. The shadow will be added.

Examples of shadows:

Examples of 3-D effects:

Line color & Fill color

Line Color

You can quickly change the line color and thickness of your images. To add a border or line color follow these steps:

1. Right click on your image and choose Format ( AutoShape, picture, etc.) 2. The format dialog box will open. 3. Click on the down arrow next to Line color and choose a color. 4. Click on the up or down arrow next to weight to change the thickness of the line. 5. Click on OK.

Fill Color

You can quickly change the fill color and images, both images from the Clip Gallery and images that you draw with the drawing tools.

To add a fill color follow these steps:

1. Right click on your image and choose Format ( AutoShape, picture, etc.) 2. The format dialog box will open. 3. Click on the down arrow next to Fill color and choose a color.

4. Click on more colors or fill effects for other choices for fill. 5. If you click on the semitransparent box the image color will be lightened. 6. Click on OK.

Working with Word Forms

Word Forms

A Microsoft Word form is a document created in Word containing form fields, which are used to collect information from users. Form fields enable users to enter information by typing text in fields, selecting checkboxes and radio buttons, or selecting an option from a menu of choices.

When you need to create a form that will be used repeatedly, Microsoft Word forms are a good option—especially for forms used by a group. Using a Word form eliminates the need for printing or making multiple copies, or copies of a copy, which may be obsolete by the time they are used. Word forms can be completed using Word or printed as needed and completed by hand.

Using Word to complete forms is convenient and ensures that input information is legible and aligns with the question/prompt. You also eliminate the problem of trying to accommodate the text of an answer within the space given and the remaining underlining that forms the "blank" in a Word document, as shown here.

Word Document Word Form Abcdefgh Aman www eBIZ

Word forms are useful for documents such as employee performance reviews, purchasing requisitions for a school or business, or checklists. This document offers basic advice about designing and planning forms to be completed electronically.

• Designing Forms • Planning Forms Designing Forms Before you begin creating your form with Word, you should take some time to plan and design it. The following guidelines can help you as you plan your form. • Group similar information together (e.g., ask for city, state, and zip code rather than city, birth date, state, hometown, and zip code). • Indicate new sections of the form with headings. • Develop questions with the response in mind. The phrasing of your questions will determine whether they are best answered by typing a response, checking a box, or selecting an option from a pull-down list. The Forms Toolbar Word forms offer an easy way to gather information because they allow you to capture information either electronically or in print. This document gives basic information about the Forms toolbar and its capabilities. • Displaying/Hiding the Forms Toolbar • Toolbar Buttons Displaying/Hiding the Forms Toolbar As you work with Word to create a form, you will be applying basic Word skills and working frequently with the Forms toolbar. Displaying the Forms Toolbar 1. From the View menu, select Toolbars »Forms The Forms toolbar appears Hiding the Forms Toolbar 1. Windows: In the upper right corner of the toolbar, click the X Toolbar Buttons The Forms toolbar displays buttons you will use frequently as you create your form. Button Name Description Text Form Field Adds a text box field Check Box Form Field Adds a check box field Drop-Down Form Field Adds a drop-down field Form Field Options Accesses the Form Field Options dialog box Draw Table Draws a table at the insertion point Insert Table Inserts a table at the insertion point Insert Frame Inserts a frame Form Field Shading Turns form field shading on/off Windows only: Reset Form Fields Clears and reset all form fields Protect Form Turns form protection on/off Creating a Form Word forms are a convenient option for forms that are used regularly by multiple users. When saved as a template and stored on a shared network drive, they are accessible and can be completed using Word. Word forms can be used repeatedly and modified without making hard copies. A Word form is basically a Word document with some special features for inputting information or answering questions. These features include form fields accessed through the Forms toolbar. The actual prompt or question is text typed by you into the Word document; the location of the answers or information entered by the user are controlled by the form fields you insert. 1. From the File menu, select New... The New Document task pane appears. 2. In the New section, click BLANK DOCUMENT 3. Display the Forms toolbar NOTE: The Forms toolbar allows you to insert and customize form fields. Type the form, including form field headings and prompts and/or questions Using the buttons on the Forms toolbar, add the desired form fields Protecting a Form Protecting a form de-activates the Forms toolbar and activates the form fields, so users cannot alter the template itself (prompts/questions, headings, format) but can input information into the form fields. Unprotecting the form re-activates the Forms toolbar and de-activates the form fields so that the form writer can make changes. A form must be protected to be completed; likewise, it must be unprotected to be edited. A form may be protected with or without a password. It is not necessary to protect a form with a password if you are merely testing the form fields as you continue to create and edit the form; however, a password-protected form is less likely to be tampered with once the form is saved for users. If a password is used to protect the form, the same password will be used to unprotect the form. Similarly, if no password is used to protect the form, no password will be required to unprotect the form. NOTE: At anytime while creating or editing a form, you can test "completing" it. To do this, the form must be protected. Protecting a Form: Without a Password 1. On the Forms toolbar, click PROTECT FORM The Forms toolbar is de-activated and the form is protected. To unprotect the form: 1. On the Forms toolbar, click PROTECT FORM The Forms toolbar is activated and the form is unprotected. Protecting a Form: With a Password 1. From the Tools menu, select Protect Document... The Protect Document task pane appears. 2. In the Editing restrictions section, from the Allow only this type of editing in the document pull-down list, select Filling in forms 3. From the Start enforcement section, click YES, START ENFORCING PROTECTION The Start Enforcing Protection dialog box appears. 4. In the Enter new password (optional) text box, type a password NOTE: You will need this password to unprotect the form so choose something that you will remember, or write it down. 5. In the Re-enter password to confirm text box, type the same password 6. Click OK The document is protected. To unprotect the form: 1. From the Tools menu, select Unprotect Document OR Click PROTECT FORM The Unprotect Document dialog box appears. 2. In the Password text box, type the password 3. Click OK The document is unprotected. Saving a Form It is important to save your form in Word so that it can be retrieved for later use. You can save the form using either of two methods: saving as you work or saving when you are ready for users to complete the form. Saving Forms: As You Work As with any Word document, it is recommended that you save periodically as you work on a form. 1. From the File menu, select Save As... The Save As dialog box appears. 2. From the Save in pull-down list, select a location for the file 3. In the File name text box, type a file name 4. Click SAVE Saving Forms: When Ready for Use In order to share the form from a central location, you should save the form as a template. When users open the template, they will receive a copy of the form to complete. Each time the template is opened, it will appear in the form in which you last saved it. 1. Protect the form 2. From the File menu, select Save As... The Save As dialog box appears. 3. From the Save in pull-down list, select a location for the form 4. From the Save as type pull-down list, select Document Template (*.dot) 5. In the File name text box, type a file name 6. Click SAVE Working with Form Fields Word forms depend on form fields to gather information from the user through any of three ways: text form fields, check box form fields, or drop-down form fields. The nature of the information to be gathered will determine the type of form field to be used. This document provides basic advice on using fields to create forms. NOTE: To use the instructions in this document, the Forms toolbar should be displayed. For more information, refer to The Forms Toolbar. • Form Field Types • Text Form Fields • Check Box Form Fields • Drop-Down Form Fields • Deleting Form Fields Form Field Types Form Field Types Examples Text Used when the response consists of unknown choices EXAMPLE: the employee name Check Box Used when the response is to select one or more choices from a series EXAMPLE: providing a list of skills and asking employee to check the ones they have knowladge of. Drop-Down Used when the employee must be from a select list of choices like his department EXAMPLE: "Tech" or "Support" etc Example: Text Form Fields Text form fields are used when the response consists of unknown choices (e.g., employee name). Adding Text Form Fields 1. Place the insertion point where you want the field to appear 2. On the Forms toolbar, click TEXT FORM FIELD The text form field appears. 3. To turn form field shading on or off, on the Forms toolbar, click FORM FIELD SHADING Customizing Text Form Fields The Text Form Field Options dialog box allows you to do all of the following: • Specify the type of text you want to enter (e.g., regular, date, number, current date or time, currency, calculation) • Specify the length of the text, the default text, and the text case (e.g., uppercase, lowercase, title case, initial case) • Execute a macro when the user enters or leaves the field NOTE: A macro groups a series of word commands and instructions in order to automate a task performed repeatedly in Word • Name the field as a bookmark • Add "help" for the field • Calculate the results of the field when the user exits the form • Disable or enable the completion of the field 1. Double click the field OR With the text form field selected, click FORM FIELD OPTIONS The Text Form Field Options dialog box appears. 2. Make the appropriate changes to the text form field 3. Click OK Check Box Form Fields Check box form fields are used when the response is to select one or more choices from a series . Adding Check Box Form Fields 1. Place the insertion point where you want the field to appear 2. Click CHECK BOX FORM FIELD The check box form field appears. 3. To turn form field shading on or off, on the Forms toolbar, click FORM FIELD SHADING Customizing Check Box Form Fields The Check Box Form Field Options dialog box allows you to do all of the following: • Specify the size of the check box and the default value • Execute a macro when the user enters or leaves the field NOTE: A macro groups a series of word commands and instructions in order to automate a task performed repeatedly in Word • Name the field as a bookmark • Create "help" for the field • Calculate the results of the field when the user exits the form • Disable or enable the completion of the field 1. Double click the field OR With the check box form field selected, click FORM FIELD OPTIONS The Check Box Form Field Options dialog box appears. 2. Make the appropriate changes to the check box form field 3. When finished, click OK Drop-Down Form Fields Drop-down form fields are used when the response must be from a specific list of choices . Adding Drop-Down Form Fields 1. Place the insertion point where you want the field to appear 2. Click DROP-DOWN FORM FIELD The drop-down form field appears. 3. Double click the field OR With the drop-down form field selected, click FORM FIELD OPTIONS The Drop-Down Form Field Options dialog box appears. 4. To add items to a drop-down list, in the Drop-down item text box, type an entry 5. Click ADD 6. Repeat steps 4-5 until all items are added 7. Click OK Customizing Drop-Down Form Fields When working with drop-down form fields, it is often necessary to modify or delete drop-down entries. When modifying a drop-down item, the entry must initially be removed from the list and then added again. 1. Double click the field OR With the drop-down form field selected, click FORM FIELD OPTIONS The Drop-Down Form Field Options dialog box appears. 2. From the Items in drop-down list scroll list, select the item to be modified 3. Click REMOVE The item appears in the Drop-down item text box. 4. To modify the item, make the desired changes and click ADD To remove the item completely, press [Delete] 5. Click OK Rearranging Entries in Drop-Down Form Fields 1. Double click the field OR With the drop-down form field selected, click FORM FIELD OPTIONS The Drop-Down Form Field Options dialog box appears. 2. From the Items in the drop-down list scroll list, select the item to be moved 3. To move the item up or down in the list, click UP or DOWN as necessary 4. Click OK Additional Drop-Down Form Field Options The Drop-Down Form Field Options dialog box also allows you to do the following: • Execute a macro when the user enters or leaves the field • Name the field as a bookmark • Create "help" for the field • Calculate the results of the field when the user exits • Disable or enable the completion of the field Using Word Forms Word forms are an efficient way to gather information because they allow you to input data electronically, then save as a file, send as an attachment, or print as a hard copy. This document gives basic instructions for completing, saving, and printing forms. • Completing Forms • Saving Completed Forms • Printing Completed Forms Completing Forms To complete a Word form, complete the following steps: 1. From the File menu, select Open... The Open dialog box appears. 2. Using the Look in pull-down list, navigate to and select the desired form 3. Click OPEN The form is opened. 4. Using the keyboard or the mouse to navigate within the document, complete the form To... Press... Move to the next field [ Tab ] Move to the previous field [ Shift ] + [ Tab ] Complete a drop-down field [ Alt ] + [ Arrow] 5. Proceed with saving or printing the form Saving Completed Forms To keep an electronic file for your records or to forward the completed form as an attachment, you can save the form results. 1. From the File menu, select Save As... The Save As dialog box appears. 2. From the Save in pull-down list, select a location for the file 3. In the File name text box, type the desired filename 4. Click SAVEThe form is saved. Printing Completed Forms Depending on your needs, you might want to keep a hard copy for your own records. 1. From the File menu, select Print... The Print dialog box appears. 2. Select the desired print options 3. Click OK The form is printed. Labels and Envelopes Labels This document has been prepared as a guide to working with labels and to building awareness of some special issues related to printing labels. Labels can be used in a variety of ways to make work easier. Applying labels to envelopes, diskettes, and videocassettes can save you a lot of time and make organizing your work easier. Options for Creating Labels Microsoft Word offers three ways of creating labels: • Creating an Entire Page of the Same Label This is useful when you need many labels with the same information (e.g., return address). • Creating a Page of Custom/Unique Labels This may be helpful when you want to use mailing labels for names which are not already typed into Microsoft Word. • Creating Custom/Unique Labels Using Mail Merge This allows you to print unique labels based on a mailing list. This is especially helpful if you already have the names in a Word data file. Access to Envelopes and Labels Feature The Envelopes and Labels feature is central to the label program and will be accessed often. If you wish, a button can be added to your toolbar, allowing access to the Envelopes and Labels dialog box. For instructions on how to add the button to your toolbar, refer to Additional Options for Creating Envelopes. Purchasing Your Labels Labels are available for almost every need. Avery, one of the manufacturers of labels, provides labels for envelopes, diskettes, shipping, return addresses, binder dividers, and name badges. Many of the labels come in white, clear, and colors. You may want to select the label that best meets your need. When purchasing labels that you will be printing with your printer, make sure that they are designed for the type of printer (laser, ink-jet, or dot matrix) you have. Tips for Printing Your Labels While your printer may be capable of printing labels, it may not be good for your printer. Labels can peel off during the printing process and stick to various parts of the printer. The following tips can help minimize the risk of these problems: • Store your labels according to the manufacturer's instructions • Manually feed the labels into the printer to prevent paper jams • When printing several pages of labels, print them in small batches • Print a master page of regular white paper on your printer and then use your copy machine to transfer the information to the label Using Pre-defined Label Sizes Microsoft Word offers many pre-defined label sizes and styles for you to choose from. A frequent choice is the Avery Standard 5160 Address Label. Label options, accessed through the Envelopes and Labels dialog box, allow you the availability to select from various Label products and from many numerous product numbers. This means that it is very likely you will find a pre-defined label to suit your needs. When creating labels, always verify, from the Envelopes and Labels dialog box appears below, that the label size or style is the one you want. Creating Labels This document has been prepared as a guide to working with labels and to building awareness of some special issues related to printing labels. Labels can be used in a variety of ways to make work easier. Applying labels to envelopes, diskettes, and videocassettes can save you time and make organizing your work easier. The Envelopes and Labels feature is used to create your labels. With the Envelopes and Labels feature, you can specify the size of the label and text to appear on each label (if appropriate), and modify the appearance of the label. Microsoft Word offers three ways of creating labels: • Creating an Entire Page of the Same Label This is useful when you need many labels with the same information (e.g., return address). • Creating a Page of Custom/Unique Labels This may be helpful when you want to use mailing labels for names which are not already typed into Microsoft Word. • Creating Custom/Unique Labels Using Mail Merge This allows you to print unique labels based on a mailing list. This is especially helpful if you already have the names in a Word data file. Access to Envelopes and Labels Feature The Envelopes and Labels feature is central to the label program and will be accessed often. If you wish, a button can be added to your toolbar, allowing access to the Envelopes and Labels dialog box. For instructions on how to add the button to your toolbar, refer to Additional Options for Creating Envelopes. Purchasing Your Labels Labels are available for almost every need. Avery, one of the manufacturers of labels, provides labels for envelopes, diskettes, shipping, return addresses, binder dividers, and name badges. Many of the labels come in white, clear, and colors. You may want to select the label that best meets your need. When purchasing labels that you will be printing with your printer, make sure that they are designed for the type of printer (laser, ink-jet, or dot matrix) you have. Tips for Printing Your Labels While your printer may be capable of printing labels, it may not be good for your printer. Labels can peel off during the printing process and stick to various parts of the printer. The following tips can help minimize the risk of these problems: • Store your labels according to the manufacturer's instructions • Manually feed the labels into the printer to prevent paper jams • When printing several pages of labels, print them in small batches • Print a master page of regular white paper on your printer and then use your copy machine to transfer the information to the label • Creating Labels: An Entire Page of the Same Label • Creating Labels: A Page of Custom/Unique Labels Creating Labels: An Entire Page of the Same Label 1. Open a blank Word document 2. From the Tools menu, select Envelopes and Labels... The Envelopes and Labels dialog box appears. 3. Select the Labels tab 4. If the label size you want is not displayed, a. Click OPTIONS... The Label Options dialog box appears. b. From the Label products pull-down list, select the product name c. From the Product number scroll list, select the product number d. Click OK 5. In the Address text box, type the text for the labels 6. To adjust the Font, a. Select the text that you want to change b. Pointing to the selected text, click the right mouse button » select Font... The Font dialog box appears. c. Select the Font tab d. Make the appropriate changes e. Click OK 7. Before printing, to specify the feedsource, a. Click OPTIONS... The Label Options dialog box appears. b. In the Printer information section, from the Tray pull-down list, make the appropriate selection c. Click OK 8. Load the labels into the printer 9. To print without using the Print dialog box, click PRINT To access the Print dialog box, a. Click NEW DOCUMENT A new document appears with a table and your label in each cell. Each cell of the table represents one label. b. From the File menu, select Print... The Print dialog box appears. c. Make any necessary adjustments d. Click OK Creating Labels: A Page of Custom/Unique Labels 1. Open a blank Word document 2. From the Tools menu, select Letters and Mailings » Envelopes and Labels... The Envelopes and Labels dialog box appears. 3. Select the Labels tab 4. If the label size you want is not displayed, a. Click OPTIONS... The Label Options dialog box appears. b. From the Label products pull-down list, select the product name c. From the Product number scroll list, select the product number d. Click OK 5. Before printing, to specify the feedsource, a. Click OPTIONS... The Label Options dialog box appears. b. In the Printer information section, from the Tray pull-down list, make the appropriate selection c. Click OK 6. Click NEW DOCUMENT A blank document appears with a table. Each cell of the table represents one label. To move between labels use the [Tab] key. 7. Type each label's contents 8. Make formatting changes as you would with any Word document| 9. To print Labels a. From the File menu, select Print... The Print dialog box appears. b. To specify the printer, in the Printer section, from the Name pull-down list, make the appropriate selection c. Make any necessary adjustments 10. Load the labels into the printer 11. Click OK Creating Custom/Unique Labels Using Mail Merge Another way to create labels using Microsoft Word is by using Mail Merge. 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. Customizing Labels If Microsoft Word does not have a pre-defined label size that meets your needs, you can create a custom label. Using the Label Options dialog box, you can modify the top margin, side (left) margin, label height and width, vertical pitch (space from top of first label to the top of the next label), horizontal pitch (space from left of first label to the left edge of the next label), number across, and number down. You can also delete your custom labels when you no longer need them. Creating Custom Labels By creating your own custom labels, you will get exactly what you need. The following instructions will show you how to modify the shape, size, and style of your labels. 1. From the Tools menu, select Letters and Mailings » Envelopes and Labels... The Envelopes and Labels dialog box appears. 2. Select the Labels tab 3. Click OPTIONS... The Label Options dialog box appears. 4. From the Label products pull-down list, select a product name 5. From the Product number scroll list, select the label with the specifications that most closely match your desired label 6. Click NEW LABEL... The New Custom laser dialog box appears. 7. In the Label name text box, type a name for your label 8. Make the appropriate modifications to the label definition NOTE: As you make changes to the label definition, the Preview updates to reflect those changes. 9. When satisfied with your changes, click OK Your new label now appears in the Product number scroll list. 10. Click OK 11. Continue creating your labels as described in Working with Labels Changing Label Alignment When creating labels, the vertical cell alignment defaults to Centered. If all labels have the same number of lines, it looks okay. However, if the labels have varying numbers of lines, they may look odd. To fix this, use the following instructions: 1. Select the appropriate labels 2. On the Tables and Borders toolbar, click the next to CELL ALIGNMENT » select the desired alignment option Deleting Custom Labels If you no longer need your custom label, you can easily delete it. NOTE: You may delete only the custom labels you created in the New Custom laser dialog box. Other labels provided by Word cannot be deleted. 1. From the Tools menu, select Letters and Mailings » Envelopes and Labels... The Envelopes and Labels dialog box appears. 2. Select the Labels tab 3. Click OPTIONS... The Label Options dialog box appears. 4. From the Label products pull-down list, select the product name 5. From the Product number scroll list, select the custom label to be deleted 6. Click DELETEA confirmation dialog box appears. 7. Click YESYour custom label disappears from the Product number scroll box. 8. Click OK 9. To close the Envelopes and Labels dialog box, click CANCEL Working with Envelopes This document illustrates how to work with envelopes and build awareness of some special issues related to printing envelopes. • Things to Consider • Selecting Envelope Size • Generating Envelopes Things to Consider Computer-printed envelopes can be used to help you convey a professional image with your correspondences. Word offers two ways to create envelopes: • Creating an envelope for each address This may be helpful when you want to print envelopes for mailing but the names are not already typed into Microsoft Word. • Creating custom envelopes using Mail Merge This allows you to print unique envelopes based on a mailing list. This is especially helpful if you already have the names in a Microsoft Word data file. Purchasing Your Envelopes Envelopes are available in a variety of sizes. The most popular size for business correspondence is the Number 10 envelope (4 1/8 X 9 1/2 ). Word also supports several other envelope sizes and provides the option to specify your own envelope size. Tips for Printing Your Envelopes Generally, envelopes are inserted into your printer using the manual feed. However, refer to your printer documentation, if available, for specific instructions. Instructions or guidelines may also appear on the printer itself. Selecting Envelope Size The Envelopes and Labels dialog box is a large part of creating envelopes and will be used often. If you wish, a button can be added to your toolbar, allowing faster access to the Envelopes and Labels dialog box. For instructions on how to add the button to your toolbar, refer to Additional Options for Creating Envelopes. Pre-defined Envelope Sizes Microsoft Word offers many pre-defined envelope sizes for you to choose from. A frequent choice is the Number 10 envelope (4 1/8 X 9 1/2 ), which is the standard business size. When creating envelopes, always verify, from the Envelopes and Labels dialog box, that the envelope size is the one you want. 1. From the Tools menu, select Letters and Mailings » Envelopes and Labels... The Envelopes and Labels dialog box appears. 2. Select the Envelopes tab 3. Click OPTIONS... The Envelope Options dialog box appears. 4. From the Envelope size pull-down list, select the correct size for the envelope you will be using NOTE: If the size you will be using is not listed, refer to Custom Envelope Sizes. 5. Click OK You return to the Envelopes and Labels dialog box. 6. Continue with Generating Envelopes Custom Envelope Sizes 1. From the Tools menu, select Letters and Mailings » Envelopes and Labels... The Envelopes and Labels dialog box appears. 2. Select the Envelopes tab 3. Click OPTIONS... 4. From the Envelope size pull-down list, select Custom size... The Envelope size dialog box appears. 5. In the Width text box, type, or use the nudge buttons, for the desired dimension 6. In the Height text box, type, or use the nudge buttons, for the desired dimension 7. Click OK This returns you to the Envelope Options dialog box. 8. Click OK This returns you to the Envelopes and Labels dialog box. 9. Continue with Generating Envelopes Generating Envelopes The Envelopes and Labels feature can be used to easily generate envelopes. With the Envelopes and Labels feature, you can specify the size of the envelope, the return address (if any), and the address for the envelope. The formatting of the envelope can be adjusted in the Envelope Options dialog box. For instruction on formatting envelopes, refer to Using Envelope Options. Generating a Single Envelope: Directly to the Printer 1. From the Tools menu, select Letters and Mailings » Envelopes and Labels... The Envelopes and Labels dialog box will appear. 2. Select the Envelopes tab 3. In the Delivery address scroll box, type the address for the person the envelope will be going to 4. In the Return address scroll box, type or verify the return address If it is not correct, make the appropriate changes. NOTE: You will have the option to save your current return address as the default return address upon printing or adding the address to your document. 5. If you do not want a return address, select Omit 6. Insert your envelope into the printer based on your printer's requirements 7. Click PRINT NOTE: Depending on your printer, you may be prompted to manually feed the envelopes. Generating a Single Envelope: As Part of a Word Document 1. Open the Word document that will contain the envelope 2. If the address is already typed, select the information 3. From the Tools menu, select Letters and Mailings » Envelopes and Labels... The Envelopes and Labels dialog box will appear. 4. Select the Envelopes tab NOTE: If the envelope size that you are using is not selected, refer to Selecting Envelope Size. 5. Verify that the correct addresses appear in the Delivery address and Return address scroll boxes 6. Click ADD TO DOCUMENT Your envelope appears on the screen. It is now a separate section at the beginning of the document from which it was created. 7. To print, a. Place your insertion point within the envelope b. From the File menu, select Print... c. To print only your envelope, in the Print dialog box, from the Page Range options, select Current page The default setting in Page Range option is All and will print both your envelope and the document associated with it. d. Insert your envelope into the printer based on your printer's requirements e. Click OK Creating Envelopes Using Mail Merge Another way to generate envelopes using Microsoft Word is by using mail merge. 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. Additional Options Microsoft Word offers additional options for working with envelopes. To access this information, refer to Additional Options for Creating Envelopes. Additional Options for Creating Envelopes Labels and envelopes are two ways that you can expand the functionality of Microsoft Word and your printer. This document offers some additional options for working with envelopes. • Accessing the Envelopes and Labels Dialog Box • Adding the Envelopes and Labels Button to the Toolbar • Using Envelope Options • Updating the Return Address • Adding a Graphic to an Envelope • Using the Text Box Accessing the Envelopes and Labels Dialog Box To access the Envelopes and Labels dialog box from the menu, follow this simple step: 1. From the Tools menu, select Letters and Mailings » Envelopes and Labels... The Envelopes and Labels dialog box appears. Adding the Envelopes and Labels Button to the Toolbar If you create envelopes frequently with Word, it may be a good idea to add the ENVELOPES AND LABELS button to any toolbar. This will give you easier access to the Envelopes and Labels dialog box. 1. From the Tools menu, select Customize... The Customize dialog box appears. 2. Select the Commands tab 3. From the Categories scroll box, select Tools 4. From the Commands scroll box, select Envelopes and Labels... 5. Click and drag ENVELOPES AND LABELS to the position on the desired toolbar 6. Click CLOSE Using the Envelopes and Labels Button 1. To access the Envelopes and Labels dialog box, from the toolbar, click ENVELOPES AND LABELS Using Envelope Options You can change the font type, font size, and the position of the delivery and return addresses on the envelope with the Font and Envelopes and Labels dialog boxes. Adjusting the Font: Font Dialog Box You can adjust the font of the envelopes similar to adjusting the font within a Word document. The following instructions assume that the content of the envelope has already been typed. 1. Within the Envelopes and Labels dialog box, select the text of the address that you want to change 2. Right click the selected text » select Font... OR Press [Ctrl] + [D] The Font dialog box appears. 3. Make the appropriate changes 4. Click OK Adjusting the Font: Envelope Options Dialog Box 1. Access the Envelopes and Labels dialog box OR Click ENVELOPES AND LABELS The Envelopes and Labels dialog box appears. 2. Select the Envelopes tab 3. Click OPTIONS... The Envelope Options dialog box appears. 4. Select the Envelope Options tab 5. For the address you want to format, click FONT... The Envelope Address dialog box appears. 6. Make the desired adjustments to the font 7. Click OK 8. Repeat steps 5-7 for the other address 9. Click OK Adjusting the Position of the Address If the address is printing too far to the left or right of the envelope, you can adjust the position through the Envelopes Options dialog box. 1. Access the Envelopes and Labels dialog box OR Click ENVELOPES AND LABELS The Envelopes and Labels dialog box appears. 2. Select the Envelopes tab 3. Click OPTIONS... The Envelope Options dialog box appears. 4. To adjust the position of the delivery address, use the From left or From top nudge buttons as appropriate 5. To adjust the position of the return address, use the From left or From top nudge buttons as appropriate 6. Click OK Updating the Return Address The return address reflects the information entered in the User information dialog box. Temporary adjustments can be made in the Labels and Envelopes dialog box. To make a more permanent adjustment, you can update the User information dialog box. Both options are described here. Updating the Return Address: Envelopes and Labels Dialog Box NOTE: Using this method to change the address affects only the current document. 1. Access the Envelopes and Labels dialog box OR Click ENVELOPES AND LABELS The Envelopes and Labels dialog box appears. 2. Select the Envelopes tab 3. Make the appropriate adjustments in the Return address text box 4. Click CHANGE DOCUMENT NOTE: If the envelope has not already been added to the document, CHANGE DOCUMENT will appear as ADD TO DOCUMENT. Adding a Graphic to an Envelope You can add a graphic to your envelope similar to the way you add a graphic to a Word document. Before you can add the graphic, the envelope must first be inserted into the Word document. Once the envelope is in the document, you can use the Insert Picture or Insert Clip Art command to add the graphic. You can apply typical modifications to the graphic (e.g., resize). For more information on inserting Clip Art. Using the Text Box When Word creates an envelope and adds it to a Word document, the positioning of the delivery address is controlled by a text box. Text boxes are used to give the user additional control over the placement of text within the document. Text boxes can be adjusted and resized similar to graphics. You will be able to tell if text is within a text box by the border that appears around it.