Word2003InPicturesS.pdf

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Word 2003In Pictures

by Sarah Fowlie

www.inpics.net


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Word 2003 In Pictures

Copyright

This book is provided under a Creative Commons license at:creativecommons.org/licenses/by-nc-nd/2.5/

You are free to download, copy, and share this electronic book with others.

However, it is illegal to sell this book, or change it in any way.

If youd like to sell or change it, just contact us at [email protected].

Trademarks and Disclaimer

Visibooks is a trademark of Visibooks, LLC. All brand and product names in this bookare trademarks or registered trademarks of their respective companies.

Visibooks makes every effort to ensure that the information in this book is accurate.However, Visibooks makes no warranty, expressed or implied, with respect to theaccuracy, quality, reliability, or freedom from error of this document or the productsdescribed in it. Visibooks makes no representation or warranty with respect to thisbooks contents, and specifically disclaims any implied warranties or fitness for anyparticular purpose. Visibooks disclaims all liability for any direct, indirect,consequential, incidental, exemplary, or special damages resulting from the use of theinformation in this document or from the use of any products described in it. Mention ofany product does not constitute an endorsement of that product by Visibooks. Dataused in examples are intended to be fictional. Any resemblance to real companies,people, or organizations is entirely coincidental.

ISBN 1597061123


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TABLE OF CONTENTS

Table of Contents

Word Basics .................................................... 1

Create a new document.........................................................................2

Cut, copy and paste .............................................................................12

Format words .......................................................................................22

Format paragraphs ..............................................................................35

Use bullets and numbering .................................................................47

Adjust page settings............................................................................53

Check spelling......................................................................................59

View pages ...........................................................................................63

Long Documents ........................................... 77

Format text with styles ........................................................................78

Find and replace...................................................................................98

Set tabs ...............................................................................................103

Insert breaks.......................................................................................108

Employ headers and footers.............................................................114


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TABLE OF CONTENTSii

Special Features .........................................127

Format pages in columns ................................................................. 128

Employ drop caps.............................................................................. 131

Insert pictures.................................................................................... 134

Draw and paint................................................................................... 145

Employ tables .................................................................................... 156

Advanced Word............................................173

Employ mail merge............................................................................ 174

Employ templates.............................................................................. 196

Print envelopes and labels ............................................................... 205

Use the thesaurus.............................................................................. 212

Count words....................................................................................... 215

Insert table of contents ..................................................................... 217


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WORD BASICS 1

Word Basics

In this section, youll learn how to:

Create a new document

Cut, copy and paste

Format words

Format paragraphs

Use bullets and numbering

Adjust page settings

Check spelling

View pages


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WORD BASICS2

Create a new document

Type text

1. Start Microsoft Word 2003.

You should see a screen that looks like this:


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WORD BASICS 3

2. Close the Getting Startedpane.

3. In the blank document, type:

Fax Cover Sheet

at the top of the page.


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WORD BASICS4

4. Press the ENTERkey on your keyboard twice.

The document should look like this:

Tip:Pressing the ENTERkey twice should add two blank linesbetween the words Fax Cover Sheetand the blinking cursor.


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5. Type:

To: John Smith

6. Press the ENTERkey on your keyboard.

7. Type:

From: Melissa Jones

then press ENTER.

8. Type:

Fax number: 888-555-1874

then press ENTER.


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9. Type:

Date: January 1, 2004

then press ENTER.

10. Type:

Total number of pages: 5

The document should now look like this:


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WORD BASICS 7

Create a folder for your document

1. On the Menu Bar, click File, then Save.


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2. When the Save Aswindow appears, create a new folder in theMy Documentsfolder called Word Documents.

Tip:To create this new folder, first select the My Documents

folder in theSave indrop-down list.


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WORD BASICS 9

Then click the icon.

When the New Folderwindow appears, type:

Word Documents

in the Namebox.


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WORD BASICS10

Then click the button.

The Word Documentsfolder should appear in the Save inbox.


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WORD BASICS 11

Save the document

1. In the File namebox, type:

Fax Cover Sheet

2. Click the button.


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WORD BASICS12

Cut, copy and paste

Move text

1. Click at the beginning of the wordsFax number: 888-555-1874

2. Holding your mouse button down, drag over the words tohighlight them.


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WORD BASICS 13

3. Click the icon.

Tip:Your Standard and Formatting toolbars may share one row

at the top of the window.

Some buttons may be hidden:

To see all the buttons, click the Formatting toolbars handle (thelight gray dotted vertical line)

and drag the Formatting toolbar down so it occupies a secondrow.

HiddenIcons


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Now the toolbars should be stacked one above the other:

Some menu commands also may be hidden. To make all the

menu commands appear, click the double arrows at the bottomof the menu:

To see what an icon does, rest your mouse on it for a full

second. A yellow label will appear that tells you what it does:


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WORD BASICS 15

4. Click at the beginning of the last line on the page to place thecursor there.

5. Click the icon.


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WORD BASICS16

Your document should now look like this:


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WORD BASICS 17

Copy text

1. On the Menu Bar, click Edit, then Select All.

2. Click the icon.


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3. Click the icon.

This should create a new document.

You should now have two Word windows open, and a new blankdocument:


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Paste text

1. Click the icon.

All the text from the document Fax Cover Sheetshould appearin the new document:

2.

Click the icon to save the new document.


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3. Save the document as Fax Cover Sheet Copyin the WordDocumentsfolder.

4. On the Menu Bar, click Window, then Fax Cover Sheet.


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WORD BASICS 21

This should return you to the original document:


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Format words

Change font

1. Highlight the words Fax Cover Sheet.

2. Click the drop-down arrow next to the Font list.

3. When the Font list appears, click Arial.


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The text should look like this:

4. Click in white space on the page to un-highlight the text.


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WORD BASICS24

Using Fonts

Fonts, or letter shapes, fall into two main categories: Serif and SansSerif.

Serif fonts have little feet at the bottom of letters, like Times NewRoman:

Sans Serif fonts, like Arial, dont have feet at the bottom of letters:

For the main text of a document, you may want to use a serif font.Their feet lead your eye across the page, and make long passageseasier to read.

You may want to use a sans serif font for headings. This makes a nice

contrast:

Sans Serif HeadingThe heading of this descriptive paragraph is in a sans serif font. See how

it draws attention to this paragraph below it?


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Change font size

1. Highlight the words Fax Cover Sheetagain.

Then click the drop-down arrow next to the Font Size list.

2. When the Font Size list appears, click 16.


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3. Click in white space on the page to deselect the text.

The words Fax Cover Sheetshould now be larger:

4. Save the document.


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Change font style

1. Highlight the words Fax Cover Sheet, then click the icon.


2. Click the icon again to un-bold the text.



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3. Click the icon.

The text should now look like this:

4. Click the icon again to un-italicize the text.

5. Click the icon one more time.


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Change font color


2. Click the drop-down arrow next to the icon.

3. When the Font Color grid appears, click Teal.


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4. Deselect the text.

The text should now be teal-colored.



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Apply text effects


2. On the Menu Bar, click Format, then Font.


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3. When the Fontwindow appears, check the All Capscheckbox.



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It should now look like this:


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WORD BASICS 35

Format paragraphs

Change paragraph alignment

1. Make sure the words FAX COVER SHEETare still highlighted,then click the icon.



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2. Click the icon.

The text FAX COVER SHEETshould shift to the center of thepage.


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Indent paragraphs

1. Click at the end of the last line to place your cursor there.

2. Press ENTER twice to start a new line and create a little spacebelow the last line of text.

3. Type the phrase:

Here is the travel information you requested. Please contact me if

you have any additional questions.

4. Click the icon.


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5. Click the icon again.

The text should indent further:


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6. Click the icon.

The text should go back to its previous indent:



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Change line spacing

1. Make sure the cursor is still in the paragraph that begins

Here is the travel

Then in the Menu Bar, click Format.

2. When the menu appears, click Paragraph.


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3. When theParagraphwindow appears, click Doublein the Linespacing drop-down list.



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The paragraph should now be double-spaced:


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Apply borders

1. Click the first line, FAX COVER SHEET, to place your cursor init.

2. On the menu bar, click Format.

3. When the menu appears, click Borders and Shading.


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4. When the Borders and Shadingwindow appears, make surethe Borderstab is on top.

Then in theStylelist, click Double Line.


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5. In the Widthlist, click 1 pt.


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Use bullets and numbering

Apply bullets

1. Highlight the lines fromTo: John Smith

through

Total Number of Pages: 5

2. Click the icon.


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The lines should now look like this:

Tip:If you want to just start a new line under the same bullet,

use a soft return. Soft returns start a new line instead of a newparagraph.

To do a soft return, place your cursor at the end of a line, hold

down the SHIFTkey on your keyboard, then press ENTER.

Example:

Paragraph.

New Paragraph. It gets its own bullet.

Paragraph.

Soft-returned line beneath paragraph. Since its in the same

paragraph, it doesnt get its own bullet.


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Apply numbering

1. Click the icon.



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2. Click the icon again to change the lines back to bulleted.

Tip:Sometimes Word carries over numbering from a previous

numbered list into a new list.

To restart numbering, place the cursor in the first line of thenumbered list.

On the Menu Bar, click Format, then Bullets and Numbering.

Make sure the Numberedtab is on top, then click the Restartnumbering radio button.


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Change bullet character

1. On the Menu Bar, click Format, then Bullets and Numbering.

2. When the Bullets and Numberingwindow appears, click theDiamonds bullet.


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Adjust page settings

Set margins

1. On the Menu Bar, click File, then Page Setup.

Tip:If you cant see Page Setup, click the double down arrows

at the bottom of the Filemenu.


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2. Make sure the Marginstab is on top.

Then enter 0.75for the Top, Bottom, Leftand Rightmargins.



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Change orientation


2. When the Page Setupwindow appears, click Landscape.

This changes the page orientation to horizontal.


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3. Click Portrait.

This will change the page orientation back to vertical.


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Set paper size

1. At the top of the Page Setupwindow, click the Papertab.

2. Click the drop-down arrow under Paper size, then click Legal.


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3. Change paper size back to Letter.


The new .75 page margins should take effect.



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Check spelling

1. Change the words FAX COVER SHEETat the top of the page toread Faxe Cover Sheet.

2. Click in blank white space on the page.

A red squiggly line should appear under the word Faxe:

Click the icon.


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The Spelling and Grammarwindow should appear, with the

word Faxein the top half of the window.

3. Choose the correct spelling of Faxfrom the list of suggestions.


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Grammar check

By default, Microsoft Word checks grammar as well as spelling.

Grammatical errors are underlined with a green squiggly line. Agrammar check will run when you perform a spell check.

To correct grammar, right-click on the underlined words and choosealternative phrasing. Keep in mind that the grammar check is only

75%-80% accurate.

If you dont want Microsoft Word to run grammar checks, when you runa spell check, uncheck the Check Grammarbox in the Spelling andGrammarwindow.


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View pages

Employ different page views

1. At the bottom of the screen, click the icon.

Tip:If the icon is depressed, you are already in Print Layout

View.


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2. Click the icon.

Tip:Note that you no longer see the edges of the page.


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Different page views

There are four views in Microsoft Word: Print, Normal, Web, andOutline.

Print Layout View shows not only formatting, but the layout of thedocument.

Normal View concentrates on the text and formatting, and doesntshow all the formatting of a document, like columns.

The Web Layout View simulates the look of Web pages in a Webbrowser.

The Outline View creates a hierarchy for long documents.


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Show/Hide invisible symbols

1. Click the icon.

Tip:Note that symbols representing hard returns, spaces, tab

characters and soft returns appear.


The symbols should disappear.

The Show/Hide icon

The Show/Hide icon displays invisible formatting symbols. It can bevery helpful for troubleshooting.

Paragraph symbols represent hard returns.

The dots between words represent spaces.

Right arrows represent tab characters.

Bent arrows represent soft returns.


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Change the Zoom level

1. Click the drop-down arrow next to the Zoombox.

2. When the Percentage list appears, click 200%.

3. At the bottom of the screen, click the icon.


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4. Click the Zoomdrop-down arrow again, then click 75%.

The screen should look like this:


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5. Click the Zoomdrop-down arrow again, then click Page Width.



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Preview a document

1. Click the icon.



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2. Click once near the top of the document.


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The view should zoom in so the text is legible:


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3. Click on the page again.

The view should zoom out:

4. Click the icon.



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Print a document

1. On the Menu Bar, click File, then Print.

ThePrintwindow should appear.


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Notice the options available:


3. Save and close the document Fax Cover Sheet.


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Format text with styles

Download a document

1. Open a Web browser and go to:www.inpics.net/books/word2003

2. Place the cursor over the ParisGuide.doclink, then click yourright mouse button.

Tip:All Word Documents have the extension .doc.

Just like the extension .pptidentifies a file as a PowerPointpresentation,.docidentifies a file as a Word document.

3. When the menu appears, click Save Target As.


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4. When the Save Aswindow appears, navigate to the WordDocumentsfolder in the My Documentsfolder, so it appears inthe Save inbox.


This will save ParisGuide.docin the Word Documentsfolder.

6. Close the browser.


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Open an existing document

1. On the Standard toolbar, click the icon.

2. Click the drop-down arrow in the Look inlist, then click the MyDocumentsfolder.


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3. From the list of folders and files, double-click Word Documents.

It should appear in the Look inbox.

4. Click ParisGuide.doconce to select it.



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Apply styles

1. Click in front of the first word, Paris, to place your cursor there:

2. Click the drop-down arrow next to the Style list.

3. When the Style list appears, click Heading 1.


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4. Click in front of the word Overviewin the second line:

5. Click the drop-down arrow next to the Style list.

6. In the Style list, click Heading 2.


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7. Save the document in the Word Documentsfolder as ParisGuide.

It should look like this:


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Create new styles

1. Scroll down about 2/3 of the way down the document.

2. Highlight the words

Atelier Montparnasse $$

3. Make this text bold and italic.


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4. Change the font size to 14points.

5. Click inside the Style box to highlight its contents

then type:

Hotel Name

6. Press the ENTER key on your keyboard.


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7. Click the drop-down arrow beside the Style box.

Hotel Nameshould be listed among the styles.

8. Highlight

Esmralda $$


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9. Click the drop-down arrow next to the Style box.

When the list of styles appears, click theHotel Namestyle.

This should apply theHotel Namestyle to the text.

The text

Esmralda $$

should now look like this:


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Modify a style

1. Click in front of the word Overviewto place your cursor there.

The Heading 2 style should appear in the Style box:

2. On the Menu Bar, click Format, then Styles and Formatting.


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When the Styles and Formattingpane appears, place your

cursor on the Heading 2style.

3. Click the drop-down arrow that appears next to it.


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4. In the drop-down list that appears, click Modify.


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5. When the Modify Stylewindow appears, click thebutton.

6. When the list appears, clickFont.


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7. In the Font stylebox, click Italic.

8. Click the button twice.

The text should now look like this:


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Practice

1. In the Paris Guidedocument, apply the Heading 2style to thetext

What to SeeWhere to Eat

and

Where to Stay

2. Apply the Hotel Namestyle to the textGeorge V $$$$

and

Paris Htel des Tuileries $$$

3.

Format the text

Restaurant Georges

so its bold and italic.


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4. Save the formatting for

Restaurant Georges

as a style named Restaurant:

5. Apply the Restaurantstyle to the text

Caf BeaubourgTante Marguerite

and

Bistrot Cte Mer

6. Change the Restaurant style so its not italic.


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7. Save the Paris Guidedocument.

When youre done, it should look like this:


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Find and replace

Find words

1. Place the cursor at the beginning of the Paris Guidedocument.

2. On the Menu Bar, click Edit, then Find.

3. When the Find and Replacewindow appears, type:

See

in the Find whatbox.


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The word see should be highlighted:


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Replace words

1. Place the cursor at the top of the document.

2. Click Edit, then Replace.


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3. When the Find and Replacewindow appears, make sure theReplacetab is on top, then type:

Paris

in the Find whattextbox.

4. In the Replace withtextbox, type:

the City of Light


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Set tabs

1. Scroll down to the text

Where to Stay

in the document.

2. Highlight the four lines under Rates.

Notice the tab symbol in the ruler:

3. Click the icon to the left of the ruler.

It should change to a tab.


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Tip:If the ruler is not visible, click Viewon the Menu Bar, thenclick Ruler.


It should change to a tab.


It should change to the tab.


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6. Click 5 more times on the icon.

It should cycle back to the tab.

7. Place your cursor at 2 inches on the ruler, then click.

A tab should be set, with the hotel rates centered verticallyon the tab marker.


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8. Place the mouse pointer on the tab marker, then drag it tothe left 0.5 inches so it rests on 1.5.

The hotel rates should move closer to the $symbols:

9. Save the Paris Guidedocument, then close it.


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Practice

1. Open Paris Guide.

2. Highlight the four lines under Prices per entre.

3. Set a right-aligned tab at 1.5".

The page should look like this:

4. Save the Paris Guidedocument, then close it.


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The word Overviewshould move to the next page.


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Insert a section break

1. Scroll to the text

What to See

then click in front of the W.

2. On the Menu Bar, click Insert, then Break.

Section breaks

Section breaks allow you to format different parts of a document

differently.

By breaking up a document into different sections, you can applydifferent page numbers or margins to different parts of the samedocument.


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3. When the Breakwindow appears, click Next PageunderSection Break Types.


What to Seeshould move to the next page.



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Practice

1. Insert a Next Page Section Break before each of the followingheadings:

Where to Eat

Where to Stay

2. Insert a Page Break before

Sacr Coeur

and

Bistrot Cte Mer


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Employ headers and footers

Insert page numbers

1. Return to the first page of the Paris Guidedocument.

2. On the Menu Bar, click View, then Header and Footer.

A dotted-line rectangle indicates the header area.


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The Header and Footertoolbar should appear, with the

document text grayed out:

Tip:You can move the Header and Footertoolbar out of theway by clicking the toolbars Title Bar (the colored bar where itsays Header and Footer) and dragging it to a new location.


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In this case, its been dragged up to the top of the page, beneath

the other toolbars:

3. In the Header and Footertoolbar, click the icon.

The footer area should now be displayed:


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4. In the Header and Footer toolbar, click the icon.

5. On the Header and Footer toolbar, click the icon.

6. Scroll to the bottom of the page.

The page number should be visible at the bottom of the page.

Tip:If you dont see the page number, make sure you are in

Print Layout view. Headers and footers are not visible in Normalview.



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Insert headers

1. On the Menu Bar, click View, then Header and Footer.

2. In the Header area, type:

Paris Guide

3. On the Header and Footertoolbar, click the icon.

Paris Guideshould now be at the top of every page.


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Remove headers/footers from first page

1. Double-click on the header Paris Guideto view the Header area.



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3. When the Page Setupwindow appears, make sure the Layouttab is on top.

Then check the Different First Pagecheckbox.


The header should disappear from page one:


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It should take you to page 2, where the header should be visible:


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Set different headers and footers

1. Highlight the words Paris Guidein the header.

2. Type the word Overviewto replace Paris Guide.

Using different headers/footers

For long documents like manuals and proposals, you might want to

give each new section (or chapter) of the document a different headerand/or footer.

If a section break has been inserted at the beginning of each new

chapter, you can create different headers and footers for each chapter.


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It should take you to page 3.

The Header area on page 3 should indicate Section 2.

Section 2 is the What to Seesection of the document, but its

header still says Overview.

4. On the Header and Footer toolbar, click the icon to turn it off.


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5. Change Overviewto What to See.


7. Save the Paris Guidedocument and close it.


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Practice

1. Open Paris Guide.

2. Return to the Header/Footer view.

3. Go to Section 3, Where to Eat.

4. Change the Header for Section 3 to read Where to Eat.

5. Change the Header for Section 4 to read Where to Stay.

Go to Print Preview and observe the headers and footers.

Each section should have the correct header.


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6. Save and close the document.


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Format pages in columns

1. Using your browser, go to:

www.inpics.net/books/word2003

2. Download Newsletter.docand save it in the Word Documentsfolder in the My Documentsfolder.

3. Open Newsletter.docin Word.

4. Highlight the text from the first headline

Travel prices hit rock bottom

to the end of the document.


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5. On the Menu Bar, click Format, then Columns.

6. When the Columns window appears, click the Twooption.


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7. Make sure Selected Textappears in the Apply Tobox.


Tip:If you dont highlight text first, columns will be applied to the

entire document.


8. Save it in the Word Documentsfolder.


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Employ drop caps

1. Click in the first paragraph:

Airlines are dropping prices

2. On the Menu Bar, click Format, then Drop Cap.


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3. When the Drop Capwindow appears, click Droppedin thePosition section.

4. Choose Tahomafrom the Fontlist.


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The paragraph should now begin with a dropped capital letter:


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Insert pictures

1. Click at the beginning of the text

Your Guide to Worldwide Travel

2. On the Menu Bar, click Insert, Picture, then Clip Art.


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3. When the Clip Artpane appears, type:

travel

in the Search forbox, then click the button.


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4. Scroll down to the picture of the globe and the suitcase.

Then place your cursor on it.

When the down-facing arrow appears, click it.


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5. When the drop-down menu appears, click Insert.

6. Close the Clip Artpane.


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Move and resize pictures

1. Click and drag the picture to the top of the second column.


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Tip:Resizing from a corner handle ensures the picture will

resize proportionally.

If you use the middle handles to resize, the picture will be

stretched horizontally or vertically, and will be out of proportion:

If you accidentally distort the picture, just select the picture, then

click the icon on the Picturetoolbar. This returns the pictureback to its original size.


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Wrap text around pictures

1. On the Picturetoolbar, click the icon.

Tip:If you dont see the Picturetoolbar, click View on the Menu

Bar, then Toolbars, then Picture.

2. When the drop-down menu appears, click Square.


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Tip:If the picture disappears

scroll down to the bottom of the first column and the pictureshould be there.

Then just click and drag the picture back to the top of the secondcolumn.



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Draw and paint

Draw shapes

1. Place the cursor at the top of the document and click theicon.

The Drawing toolbar should appear at the bottom of the window.


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SPECIAL FEATURES146

2. Click the icon.

A drawing canvas should appear at the top of the page.

Tip:A drawing canvas automatically appears when you click onany of the drawing tools. The canvas allows you to move andresize multiple shapes together.

You can specify whether you want to use the drawing canvas:

On the Menu Bar, click Tools, then Options.

When the Optionswindow appears, click the Generaltab. Thenyou can check or uncheck the Automatically create drawingcanvas when inserting AutoShapescheck box.


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3. In the upper left corner of the page, outside of the drawingcanvas, click and drag diagonally to draw a rectangle about 1inch wide by inch tall.

Tip:Make sure you draw the rectangle outside of the drawing

canvas.

4. On your keyboard, press the DELETE key to delete therectangle.

5. Click the icon on the Drawing toolbar again.


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SPECIAL FEATURES148

6. On your keyboard, hold down the SHIFTkey.

Then click and drag to draw a square in the upper left corner of

the page outside of the drawing canvas.

Tip:Holding theSHIFTkey down when drawing creates a

square, a circle or other proportional shape.

7. Delete the square.

8. On the Drawing toolbar, click the icon.


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9. When the menu appears, click Stars and Banners, then clickthe first star.

10. Click and drag in the upper left corner of the page (outside thedrawing canvas) to draw a 1.5 inch star.


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Change shape color

1. On the Drawing toolbar, click the arrow next to the icon.

2. When the color grid appears, clickYellow.



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Add text to a shape

1. On the Drawing toolbar, click the icon.

2. Click in the middle of the star.


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SPECIAL FEATURES152

3. In the text box, type:

Paris from $299!

4. Click and drag the right resize handle about a inch to the right.


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This should make the star wider and all of the text visible.

5. Center the text in the textbox.

The star should look like this:


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It should now look like this:


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SPECIAL FEATURES156

Employ tables

Insert a table

1. Click in the blank line above the textVacation Planning Tips For Bargain Shoppers

2. On the Menu Bar, click Table, Insert, then Table.


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3. When the Insert Tablewindow appears, enter3for the columnsand 3for the rows.




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7. Type this information in the table cells:

Paris London

Boston $299 $259

Chicago $379 $299


Tables vs. tabs

If you just want to line up a couple of items, tabs work well. For largesets of information, tables work better.

Tables also provide more formatting options for borders and shading.


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SPECIAL FEATURES160

Add rows and columns

1. Make sure the cursor is in the last cell of the table, then pressthe TABkey on your keyboard.

This should insert a new row in the table.

2. In the new row, type:

3. Place your cursor above the word London.

When the cursor turns into an arrow , click.

This should highlight the last column of the table:

Los Angeles $299 $359


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4. On the Menu Bar, click Table, Insert, then Columns to theRight.

5. When the new column appears, type:

Paris London Rome

Boston $299 $259 $319

Chicago $379 $299 $399

Los Angeles $299 $359 $399

6. Click to the left of the first cell in the table, with your cursor anarrow: .

This should highlight the entire first row.


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SPECIAL FEATURES162

7. On the Menu Bar, click Table, Insert, then Rows Above.

8. In the first cell of the table, type:

Bargain Airfares


The table should look like this:


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Merge cells

1. Click in the first cell of the first row, then drag across to the lastcell.

This should highlight the first row.

2. On the Menu Bar, click Table, then Merge Cells.


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SPECIAL FEATURES164

3. Bold and center the text in the first row.

Tip:Formatting text in a table works the same way as in the rest

of a document.

By clicking on icons in the toolbars, you can apply bullets andother formats to text contained in table cells.


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SPECIAL FEATURES166

2. On the Menu Bar, click Table, AutoFit, then AutoFit toContents.

The table should now look like this:


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Apply borders and shading

1. Highlight the entire first row of the table.

2. On the Menu Bar, click Format, then Borders and Shading.


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3. When the Borders and Shadingwindow appears, click theShadingtab.

Then click Lavenderin the last row of the color grid.


4. Right-click on the table.


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5. When the menu appears, click Borders and Shading.


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SPECIAL FEATURES170

6. When the Borders and Shadingwindow appears, make surethe Borders tab is on top.

Then click Nonefor the Setting.



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8. Save and close the document.


9. Print Preview the document.

Youll see the tables border lines disappear.

10. Close the Print Preview window.


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ADVANCED WORD 173

Advanced WordIn this section, youll learn how to:

Employ mail merge

Employ templates

Print envelopes and labels

Use the thesaurus

Count words

Insert a Table of Contents


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ADVANCED WORD174

Employ mail merge

Mail merges

Mail merges take information from an outside data source, and mergeit with a Word document. Its a great way to create form letters orlabels with very little work.

For instance, you might use a mail merge to plug different names and

addresses into the same basic form letter, creating a custom-addressed letter for hundreds of people.

The mail merge might get names and addresses from a MicrosoftAccess database.

It could get them from Word document, with all the names andaddresses stored in a table.

It could get them from a Microsoft Outlook address book, or even a

Microsoft Excel spreadsheet.


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ADVANCED WORD 175

Set up the mail merge

1. Go to:


and download Addresses.docto the Word Documentsfolderon your computer.

2. On the Standard toolbar, click the icon.

3. On the Menu Bar, click Tools, Letters and Mailings, then MailMerge.


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ADVANCED WORD176

4. In the Mail Mergepane, make sure Letters is selected.


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ADVANCED WORD 177

Then click Next: Starting document.

5. Make sure Use the current documentis selected.


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ADVANCED WORD178

Then click Next: Select recipients.


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ADVANCED WORD 179

6. Make sure Use an existing listis selected.

Then click Browse.


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ADVANCED WORD180

7. When the Select Data Sourcewindow appears, double-clickAddresses.docin the Word Documentsfolder.


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ADVANCED WORD 181

8. When the Mail Merge Recipientswindow appears, click thebutton.


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ADVANCED WORD182

Tip:Addresses.docis the data source for your form letter. It is

a Microsoft Word document with all the names and addresses foryour form letter arranged in a table.

If you want to use an Access database as your data source,change the file type to Microsoft Access when you click OpenData Source.

Afternavigating to your file, you will be asked what table or queryin the database you want to use.


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ADVANCED WORD 183

9. In the Mail Mergepane, click Next: Write your letter.


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ADVANCED WORD184

Set up the form letter

1. At the top of the blank document, type:

June 14, 2004

2. Press theENTERkey on your keyboard four times.


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ADVANCED WORD 185

3. In the Mail Mergepane, click Address block.


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ADVANCED WORD186

4. When the Insert Address Blockwindow appears, click JoshuaRandall Jr.in the recipients name format list.


6. PressENTERtwice.


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ADVANCED WORD 187

7. In the Mail Mergepane, click Greeting line.


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ADVANCED WORD188

8. When the Greeting Linewindow appears, clickJoshuain theGreeting line formatname list.



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ADVANCED WORD 189

10. Press ENTERtwice, then type:

Enclosed is the itinerary for your upcoming trip. Bon voyage!


11. Press ENTERtwice, then type:

Best Regards,


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ADVANCED WORD190

12. Press ENTERfour times, then type:

Joe Addler



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ADVANCED WORD 191

Perform the merge

1. In the Mail Mergepane, click Next: Preview your letters.



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ADVANCED WORD192

2. Click Next: Complete the merge.


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ADVANCED WORD 193

3. Click Edit individual letters

4. When the Merge to New Documentwindow appears, click thebutton.

Make sure Allis selected.

It should create a 5-page document with a different form letter on

each page.


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ADVANCED WORD194

5. Save the document as Itinerary Lettersin the WordDocumentsfolder.

6. Close the document.

7. Close the Mail Mergepane.

Then close the document without saving changes.


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ADVANCED WORD 195

Practice

1. Start a new document.

2. Create a mail merge letter using Addresses.docas the datasource.

3. Insert the date at the top of the letter.

4. Insert the address block.

5. Insert the greeting line.

6. For the text of the letter type:

Thank you for your interest in our summer European tours. Ive

enclosed an invitation to our Escape from it All party. Youll be

able to learn more about our tours at this party. I hope to see you

there.

Sincerely,

Joe Addler

7. Preview the merge document.

8. Complete the mail merge.

9. Save the merged letters as a document named Party Lettersinthe Word Documentsfolder.



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ADVANCED WORD196

Employ templates

1. On the Menu Bar, click File, then New.

2. In the New Documentpane, under Templates, click On mycomputer.

Templates

Templates are documents in which all the formatting and layout hasalready been done. When you create a new document using atemplate, all you do is plug in your information.

For instance, when writing a letter, you can start with the Letter

template. Just plug in the name and address of the recipient, the bodytext, and your letter is ready.


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ADVANCED WORD 197

3. When the Templateswindow appears, click the Letters &Faxestab.

4. Click Elegant Letter.



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ADVANCED WORD198

6. When a new document opens, click the text

[Click here and type company name]

7. Type:

ONE WORLD TRAVEL


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ADVANCED WORD 199

8. Click the text

[Click here and type recipients address]

9. Type:

Sandy Williams1235 South StreetPhiladelphia, PA 12345


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ADVANCED WORD200

10. Click the text

[Click here and type your name]

11. Type:

Joe Addler


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ADVANCED WORD 201

12. Highlight the text

[Click here and type job title]

13. Press theDELETEkey on your keyboard.


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ADVANCED WORD202

14. Replace the text

Dear Sir or Madamwith

Dear Sandy

15. Highlight the paragraph that begins

Type your letter here.


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ADVANCED WORD 203

16. Type:

Thank you for your interest in our 10-day Italian Wine and OliveTour. I have enclosed a pamphlet that details the tour.

17. Save the document in the Word Documentsfolder asSandyLetter.



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ADVANCED WORD204

Practice

1. Create a new document using the Professional Fax template.

2. Type One World Travelfor the Company Name.

3. Type 123 Main Streetfor the return address.

4. Enter the following information for sending the fax:

To: Mary AugustFax: 202-555-1345

Phone: 202-555-1344

Re: Flight Confirmation

From: Joe Addler

No. of Pages: 1

5. Replace the Comments section with the following text:

You are confirmed for flight 345 to London on AmericanAirlines. You will depart from Dulles on 3/4/04 at 4:44pm.

Bon Voyage!

6. Save the document in the Word Documentsfolder as AugustFax Sheet.



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ADVANCED WORD 205

Print envelopes and labels

Print envelopes

1. Open the document Sandy Letter.

2. On the Menu Bar, click Tools, Letters and Mailings, thenEnvelopes and Labels.

3. When the Envelopes and Labelswindow appears, make surethe Envelopestab is on top.

4. Click in the Delivery Addressbox, then type:

Sandy Williams1235 South StreetPhiladelphia, PA 12345


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ADVANCED WORD206

5. Click in the Return addressbox and type:

One World Travel123 Main StreetHampstead, MD 21704

The window should look like this:


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ADVANCED WORD 207


Tip:If this window appears, click the button:

7. On the Standard toolbar, click the icon to Print Preview theenvelope.

Tip:The Envelopes and Labelswindow should show you

which way to load the envelope into your printer.


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ADVANCED WORD208

8. Click the button to exit Print Preview.


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ADVANCED WORD 209

Print labels

1. In the Menu Bar, click Tools, Letters and Mailings, thenEnvelopes and Labels.

2. When the Envelopes and Labelswindow appears, click theLabelstab.


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ADVANCED WORD210


4. Click 5160in the list of labels, then click the button.


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ADVANCED WORD 211

Tip:Microsoft Word has the settings for many different label

sizes. It uses the number assigned by Avery, a common brand oflabels.

Other brands of labels will often list the Avery label number.


6. Save the document as Sandy Labelsin the Word Documentsfolder.



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ADVANCED WORD212

Use the thesaurus

1. Make sure the document Sandy Letteris open.

2. Click the wordpamphlet.

3. On the Menu Bar, click Tools, Language, then Thesaurus.


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ADVANCED WORD214


6. Save and close Sandy Letter.


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ADVANCED WORD 215

Count words

1. Open your browser and go to:


2. Download ParisGuideFinished.docand save it in the WordDocumentsfolder.

3. Open ParisGuideFinished.doc.

4. Save it as Paris Guide Advancedin the Word Documentsfolder.

5. On the Menu Bar, click Tools, then Word Count.


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ADVANCED WORD216

When the Word Countwindow appears, it should show 1,055

words.

6. Close the Word Countwindow.


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ADVANCED WORD 217

Insert table of contents

1. Go to page 2 of the document Paris Guide Advanced.

2. Insert a page break in front of the word Overview.

3. Go back one page to the blank page.

4. Click at the top of the blank page to put your cursor there.

Table of contents

Microsoft Word will generate a table of contents based on text that isformatted using the Heading styles.

You must use Styles to generate a table of contents.


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ADVANCED WORD218

5. On the Menu Bar, click Insert, Reference, then Index andTables.


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ADVANCED WORD 219

6. When the Index and Tableswindow appears, click the Table ofContents tab.

7. Click the button to accept the default settings.


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ADVANCED WORD220

The page should look like this:

8. Save and close Paris Guide Advanced.


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GLOSSARY 221

Glossary

Accessories

Additional programs, such as WordPad, included with the Windowsoperating system.

BulletA symbol used at the beginning of each line in a list of items. Bulleted lists

can be used to outline points in a document.

CellThe rectangular-like space between 2 horizontal and 2 vertical lines of atable.

Clipboard

A place in computer memory where information thats been cut or copied istemporarily stored.

Column

A vertical set of cells in a table.

Copy

A command that duplicates selected text or graphics. It sends theinformation to the Clipboard so you can put it somewhere else.

CutA command that removes selected text or graphics. It sends the information

to the Clipboard so you can put it somewhere else.

Data Source

A file that contains the information you wish to insert into a mail mergedocument. Data source files can be tables saved as Word documents,

Microsoft Excel files, Microsoft Access files, or contacts in MicrosoftOutlook.


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GLOSSARY222

Drawing Canvas

An area in which you can draw shapes. The shapes in the drawing canvascan be moved and resized as a group.

Drop CapA large initial letter at the beginning of a paragraph. The top of the letter is

aligned with the top of the text in the line, and the rest of the text in theparagraph flows around the large initial letter.

FooterAn area in the bottom margin of each page of a document where you can

insert text, numbers, or graphics that print on each page, such as pagenumbers.

Formatting toolbarA row of icons that contains commands for formatting text.

Hard Return

A command that ends the current line of text and starts a new paragraph.

Header

An area in the top margin of each page of a document where you can inserttext, numbers, or graphics that print at the top each page, such as a chapter

heading.

Indent

Moves the text of a paragraph either further away, or closer to either the leftor right margin.

Line SpacingThe amount of space between the lines of text in a paragraph. Double

spacing creates a blank line of space between each line of text in theparagraph.

Mail Merge

A process that takes information from an outside data source, such as anaddress list, and combines it with a Word document, such as a letter tocreate and merge form letters and mailing lists.


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GLOSSARY 223

Menu Bar

A horizontal bar across the top of the Word window that contains writtencommands.

Page Break

A break that ends the current page and starts a new page.

Page MarginsThe blank space between the edge of the page and where the text begins.You can set different amounts of space for the top, bottom, left and right

sides of the page.

Page OrientationThe horizontal or vertical layout of text on a page.

Paste

A command that places text or graphics from the Clipboard into adocument.

Row

A horizontal set of cells in a table.

Section BreakA break that ends the current section and begins a new section. Sectionsallow you to vary the layout of a document.

Section

A portion of the document bounded by section breaks. You can vary thelayout of each portion, i.e. with different page numbering, different columns,or different headers or footers.

Soft Return

A break that ends the current line of text and starts a new line. You can usea soft return to start a new line in a bulleted or numbered list without

creating a new bullet or number.


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GLOSSARY224

Standard Toolbar

A row of icons that contains frequently-used commands such as saving,copying, and pasting text.

StyleA set of formatting characteristics you apply to text. Styles help format long

documents without repetitive formatting. Styles also help keep formattingconsistent throughout the document.

TableA display of columns and rows that can contain text and/or graphics in the

cells.

TabA marker that allows you to line up text at the left, right, center, or against adecimal character.

Templates

A document in which all formatting and layout has already been done. Youcan just add the necessary text to the document. There are templates forletters, faxes, and even reports.


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