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Discussion
Mail merge is often used to send out the same or similar letters to a large number of
recipients. Mail merge enables you to write one letter only and then merge the letter
with a data source, thereby creating customized, individual letters including
information specific to each recipient (such as, names, addresses and other details).
The end result is a professional-looking letter that is tailored to each recipient.
Mail merge utilizes two types of documents: a main document and a data source. The
main document (such as, a letter) contains the information common to each recipient.
The data source contains the variable information (such as, different names and
addresses). Merge fields are placed in the main document to indicate where each bit of
data from the data source should appear. When you merge the variable information
from the data source into the main document, one merged document is created for
each record in the data source, with the variable information inserted into the
corresponding merge fields.
In addition to letters, you can use mail merge to print mailing labels and addressed
envelopes or to create a directory. Mail merge can produce documents in many
formats; printed letters, files stored to disk to be printed at a later time, fax documents,
and e-mail messages.
Mail merge involves following six basic steps:
1. Select the document type.
2. Create or select the main document.
3. Create or open the data source.
4. Insert the merge fields into the main document.
5. Preview the merged document.
6. Complete the merge.
You can create mail merges easily by using the Step by Step Mail Merge Wizard that
opens the Mail Merge task pane. The Mail Merge task pane provides the most
guidance when merging documents and offers you the flexibility to review previous
steps carried out in the process.
You can also use the buttons available on the Mailings tab to merge documents.
These buttons are arranged in order of usage, from left to right. They are contextsensitive and will change depending upon where you are in the mail merge process.
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Discussion
The first step in performing a mail merge is to open the Mail Merge task pane. The
Mail Merge task pane guides you in creating, opening and modifying the main
document and the data source. The task pane provides instructions for each step in the
process. While using the task pane, you can go back to any previous step to review or
modify the mail merge.
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Procedures
1. Select the Mailings tab.
Step-by-Step
From the Student Data directory, open CANCUN1.DOCX.
Start a Mail Merge.
Note: The steps in this lesson are specific to merging an existing letter with a new
data source. With the guidance provided by the Mail Merge task pane, however, you
will be able to apply what you learn in this lesson to other circumstances, whether you
are working with a new main document, an existing data source, or any combination
of such files.
Steps
Practice Data
Click Mailings
Discussion
The Mail Merge task pane is a wizard which takes you through all the steps involved
in the mail merge process. Guidance is provided along the way, which can act as a
useful memory prompt even once you are familiar with mail merge. While you can
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perform a mail merge using the buttons available on the Mailings tab, the Mail Merge
wizard makes the process simpler and more straightforward.
If you need to leave the mail merge process part way through, Word will return you to
the appropriate step in the Mail Merge task pane when you resume the merge, making
it easy to pick up exactly where you left off.
Each step of the Mail Merge wizard prompts you to make an appropriate selection,
and provides guidance about which is most appropriate. For example, the second step
of the process prompts you to select your main document. As you click on each of the
document options, a short description is displayed to help you make a selection. The
Mail Merge wizard also prompts you take appropriate action, if necessary. In the
second step, if you click on the Start from a template option, the wizard describes
this selection as Start from a ready-to-use mail merge template... and so on, and
displays a link you can use to browse for the desired template.
Towards the bottom of the task pane, your place in the process is indicated, such as
Step 2 of 6. This is a convenient way of keeping track of where you are.
There are links under this at the bottom of the task pane which you can use to navigate
back and forth between the steps. This allows you to proceed to the next step once you
are ready, or to go back and make changes in previous steps. Word will only allow
you to proceed if valid options are selected in the current step.
When you want to resume a mail merge process that you have
not completed, open the main document. A Microsoft Office
Word message will ask you to confirm that you want to open
the document and retrieve the connected data source. Select
Yes and the main document will open. Select the Mailings tab
and open the Step by Step Mail Merge Wizard. The Mail
Merge task pane will open at the relevant step of the process.
As with other task panes, you can move, re-size and dock the
Mail Merge task pane within the document window, to suit
yourself.
Discussion
Before you can perform a mail merge, you must identify the type of main document
you want to use. The main document contains the information common to all merged
documents.
The following types of documents are available in mail merge:
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Document Type
Definition
Letters
E-mail messages
Envelopes
Labels
Directory
After you have identified the type of main document, the next step is choosing
whether to use the current document or to create a new one.
If you have selected and opened your main document, you can
carry out this step in the mail merge process by displaying the
Mailings tab and selecting the Start Mail Merge button in the
Start Mail Merge group. Select the appropriate document
type from the menu, such as Letters.
Procedures
1. Under Select document type, select the desired document type.
2. Under Step 1 of 6, select the Next: Starting document link.
3. Under Select starting document, select the desired main document.
Step-by-Step
Identify the main document.
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Steps
Practice Data
Click Letters, if
necessary
Steps
Practice Data
Discussion
The next mail merge step is to create or identify the data source. A data source is a file
that contains the information to be merged into the document, typically the recipients
of a letter or an e-mail message. The data source must contain the variable information
that will be inserted into the merge fields in the main document. A data source can be
a Word document, a spreadsheet (such as an Excel workbook), a database (such as an
Access database), or an Outlook contact list.
Before you create a data source, you must first define what information you want to
store in each record. Each individual piece of information in a record is called a field.
For example, first name, last name, street, and city are all separate fields.
It is helpful to think of the data source as an index card file, with each index card
containing one record (that is, all the information about one person, such as name,
address, telephone number, and so on). If you create a data source in Word, it is saved
as a Microsoft Office Address List (with the extension .mdb which is a file format
used in earlier versions of Access) in the My Data Sources folder.
Since the essential requirement for a mail merge is the list of recipients, Word refers
to the data source as a recipient list.
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You can also carry out this step in the mail merge process by
displaying the Mailings tab and selecting the Select
Recipients button in the Start Mail Merge group. Then,
choose the appropriate option from the menu, such as Type
New List.
Procedures
1. Under Step 2 of 6, select the Next: Select recipients link.
2. Under Select recipients, select the Type a new list option.
3. Under Type a new list, select the Create link button
Step-by-Step
Create a data source or recipient list.
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Steps
Practice Data
Click
Click
Discussion
When creating a data source, Word provides a variety of pre-defined fields. Each field
is identified by a label called a field name. You can select which of these fields you
want to include in your data source.
You should fill in as much information as possible in your data source. Later on in this
process, you can select exactly which fields you want to include in this particular mail
merge. The more complete the data source is, however, the more useful it will be for
other mail merges in the future.
Your data source can be customized by adding, deleting, or renaming fields. Word
also allows you to rearrange the order of the fields.
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Procedures
1. Select the Customize Columns button
New Address List dialog box.
2. Select
in the
3. Type the desired field name in the Type a name for your field box.
4. Select
5. Select the field you want to remove from the Field Names list.
6. Select
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7. Select
Step-by-Step
Customize the columns in a recipient list.
Steps
1. Select the Customize Columns button
in the New Address List dialog box.
The Customize Address List dialog box
opens with the first Field Name
selected.
2. Select Add.
The Add Field dialog box opens with
the insertion point in the Type a name
for your field box.
Practice Data
Click
Click
Click
Click
Click
Practice the Concept: Add another field called Qtr Sales. Remove the following
Field Names: Home Phone and Work Phone.
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Select the Country or Region field and click Rename. Change the Field Name to
Country then click OK.
Leave the Customize Address List dialog box open.
Discussion
You can rearrange the order of the fields in a recipient list. You might do this after
you have added or removed fields in the Customize Address List dialog box. You may
wish to place fields in an appropriate order for entering data, based on the list of data
from which you are working. For example, if you want to enter the last name into a
record before entering the first name, you should move the Last Name field above the
First Name field.
The order in which you enter data does not affect the order of
the data in the merged document.
Procedures
1. Select the field you want to move.
2. Select
or
as desired.
Step-by-Step
Rearrange fields in a recipient list.
Steps
Practice Data
Click Region
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Click
twice
(to below the Last Name
field)
Practice the Concept: Move the Qtr Sales field below the Country field. Move the
E-mail Address field above the Qtr Sales field.
Leave the Customize Address List dialog box open.
Discussion
After you have customized and arranged the fields in the recipient list, it is a good
idea to save your data source before you begin to enter records. When you save the
data source, it is earmarked as a mail merge data source. By default, it is saved as a
Microsoft Office Address List (with the extension .mdb which is a file format used in
earlier versions of Access).
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Procedures
1. Once you have finished customizing the recipient list fields, select
.
2. Select
Step-by-Step
Save a recipient list.
Steps
1. Once you have finished customizing
the recipient list fields, select OK.
The Customize Address List dialog box
closes. The New Address List dialog
box displays the columns arranged
according to the customization.
2. Select OK.
The New Address List dialog box
closes. The Save Address List dialog
box opens with the insertion point in
the File name box.
Practice Data
Click
Click
Type sales1
4. Select Save.
The Save Address List dialog box
closes. The Mail Merge Recipients
dialog box is displayed.
Click
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Discussion
After you have saved the recipient list, you are ready to enter the variable information
into each individual record of the data source.
You cannot enter multiple lines in a field in the Edit Data Source dialog box; you
must enter one whole record at a time.
You use the [Tab] key to move to the next field in the Edit
Data Source dialog box, and the [Shift+Tab] key combination
to move to the previous field.
When you press the [Tab] key at the end of a record, a new
record displays with the insertion point in the first field. You
can also use the New Entry button to create a new data
record.
You can also carry out this part of the mail merge process by
displaying the Mailings tab, and selecting the Edit Recipient
List button in the Start Mail Merge group.
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Procedures
1. Double-click the data source file name in the Data Source list of the
Mail Merge Recipients dialog box.
2. Type the desired information into the first field.
3. Press [Tab].
4. Enter information as desired into the remaining fields of the record.
5. To add another record, select the New Entry button
Step-by-Step
Enter records into a recipient list.
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Steps
Practice Data
Double-click
SALES1.MDB
Steps
Practice Data
Type Ms.
3. Press [Tab].
The insertion point moves to the next
field in the first record.
Press [Tab]
Click
Click
Click
Complete the first record with the information shown in the following table, leaving
the Address Line 2 field blank. Since you have created separate city, state, and ZIP
code fields, you do not need to type a comma after the city name.
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Field
Record 1
Title
Ms.
First Name
Elaine
Last Name
Livingston
Region
Mid-West
Address Line 1
Address Line 2
City
Athens
State
OH
ZIP Code
08734
Country
USA
E-mail Address
e.livingston@worldsportgoods.com
Qtr Sales
23,445
Return to the table and continue on to the next step (step 5).
Add the following two records to the data source. Do not create a new entry after
adding Record 3.
Field
Record 2
Record 3
Title
Mr.
Ms.
First Name
Frank
Jackie
Last Name
Wentworth
Livingston
Region
West Coast
East Coast
Address Line 1
Address Line 2
City
Sicklerville
New Village
State
PA
NJ
Zip Code
18888
09999
Country
USA
USA
E-mail Address
f.wentworth@worldspo
rtgoods.com
j.livingston@worldspo
rtgoods.com
Qtr Sales
28,450
32,295
Return to the table and continue on to the next step (step 7).
Notice that the file name of the saved data source now displays under Use an existing
list in the Mail Merge task pane.
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Discussion
You can sort records by any field in a data source simply by clicking the
corresponding column heading in the Mail Merge Recipients dialog box. You may
want to sort records in alphabetical order by the Last Name field or in chronological
order by the Birth Date field. Clicking the column heading once sorts the records in
ascending order; clicking it a second time changes the sort to descending order.
To sort on up to three fields, you can use the Sort link to open the Filter and Sort
dialog box. If you have several people in a data source named Smith, you can sort the
records first by the Last Name field and then by the First Name field.
The data source can also be filtered to display only specific records. The drop-down
list in any column heading displays all the values for that field as well as several filter
options. For instance, if you want to send letters to people living in New Jersey, you
can filter the records by selecting NJ from the State field. Word will then merge only
those filtered records.
You can also select one of the filter options available on any column heading dropdown list. The (Blanks) option displays all the records in which the corresponding
field is blank. The (Nonblanks) option displays all records in which the
corresponding field contains any information at all. The (All) option turns off any
filtering and displays all records. The (Advanced) option opens the Filter and Sort
dialog box, in which you can create any number of filters.
The Filter and Sort dialog box filters or sorts only those
records in which the check box is selected in the Mail Merge
Recipients dialog box.
You can also filter or sort the recipient list by displaying the
Mailings tab and selecting the Edit Recipient List button in
the Start Mail Merge group.
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Procedures
1. Select the Edit recipient list link
existing list in the Mail Merge task pane.
under Use an
2. Select the column heading of the field by which you want to sort.
3. Select the Sort link
4. Select the Sort by list
.
.
8. Select
9. Select
Step-by-Step
Sort records to be merged.
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Steps
Practice Data
Click
Steps
Practice Data
Click
Click Sort by
Click Ascending, if
necessary
8. Select OK.
The Filter and Sort dialog box closes
and the records are sorted
accordingly.
9. Select OK.
The Mail Merge Recipients dialog box
closes.
Click
Click
Field
Order
Then by
First Name
Ascending
Then by
Region
Ascending
Return to the table and continue on to the next step (step 8).
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Discussion
Before you begin inserting merge fields into the main document, you should set two
specific document display options. You should ensure that the Show field codes
instead of their values option is deselected so that the field codes are hidden (this is
the default setting). In this way, you cannot inadvertently change a field name and the
chance of error in the mail merge process is reduced. In addition, the field codes must
be hidden in order to view the resulting merged documents properly.
It is also a good idea to set the Field shading option to Always. Merge fields are
easier to recognize in the main document when they are shaded in gray.
Procedures
1. Select the Office button
3. Select Advanced.
4. Scroll down to the Show document content section.
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Step-by-Step
Set document display options for merging.
Steps
Practice Data
Click
Click
3. Select Advanced.
The Advanced page displays.
Click Advanced
Click
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Discussion
The next step in the mail merge process is to insert merge fields into the main
document.
Merge fields are inserted at the insertion point. When inserted, a merge field is
enclosed in chevrons such as, <<First Name>>. The merge field will also be shaded
if the Field shading option is set to Always on the Advanced page of the Word
Options dialog box.
Related merge fields can be grouped. Word creates groupings for the more common
main document items such as, addresses and greeting lines. These groupings include
all necessary spacing and punctuation. You can easily insert a grouped merge field by
clicking the corresponding link in the Mail Merge task pane. When you click a
grouped item link, a dialog box opens from which you can select the desired formats
and options.
Clicking the More items... link in the Mail Merge task pane opens the Insert Merge
Field dialog box, which allows you to insert an individual merge field. Once you have
inserted the merge field, you must close the dialog box before inserting another merge
field in a different document location.
If you insert an individual merge field that is not part of a grouped merge field, you
must remember to include all necessary spacing and punctuation, both before and after
the inserted merge field.
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Procedures
1. Under Step 3 of 6, select the Next: Write your letter link.
2. Position the insertion point in the main document where you want to
insert a grouped merge field.
3. Under Write your letter, select the link for the grouped merge field
you want to insert.
4. Select or deselect the desired options.
5. To preview other addresses from your recipient list, use the arrow
above the Preview box.
6. Select
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10. Select
11. Select
Step-by-Step
Insert merge fields into a document.
Steps
Practice Data
Press [Ctrl+Home], if
necessary
Click
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Click
twice
Click
Steps
Practice Data
Click
Click Region
Click
Click
Practice the Concept: Use the Greeting line... link in the Mail Merge task pane to
insert Mr. Randall, on the second line below Region. (Hint: Set the first list box to
(none).) To preview other Greeting lines from your recipient list, use the arrows
above the Preview box.
Finally, insert the Qtr Sales field after the dollar sign in the fourth line of the letter
body. Close the Insert Merge Field dialog box.
Discussion
You can preview the main document with the merged data before you actually carry
out the merge.
Previewing the merged document is a good idea because you can use the preview to
check for format and spelling errors or any unexpected results of the merge.
If you find an error in the main document, you should correct it. If you find an error in
a data record, you can correct it in the merged document; however, you should also
correct it in the data source if you plan to use it for another merge. Remember that you
can return to previous steps in the Mail Merge task pane to make any corrections to
the main document or the data source, then return to the current step in the process to
preview the merged document again.
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You can also use the Preview Results button in the Preview
Results group on the Mailings tab to view the merged
document. By clicking the Next Record or Previous Record
buttons in the Preview Results group you can preview each
merged document.
Procedures
1. Under Step 4 of 6, select the Next: Preview your letters link.
2. Under Preview your letters, select the Next Record button
preview each of the merged records.
to
Step-by-Step
Preview the merged document.
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Steps
Practice Data
Click
twice
Click
twice
Discussion
After you have previewed the merged records, you can edit the main document or the
recipient list as needed, or you can complete the merge. Editing the main document
before you merge will affect all merged letters, while editing a data source record
permanently changes the edited records.
When you complete the merge, you can merge letters directly to the printer, or you
can merge them to a new document. Selecting the Edit individual letters link
automatically merges letters into a new document, in which you can make changes to
individual letters. Changes made to individual letters in the merged document will not
be saved in the main document or in the data source. Once the changes have been
made, you can save the merged document as a separate document, or you can send the
merged document to the printer and then close it without saving.
When you select the Edit individual letters link, you can also choose which data
records you want to merge; you can merge all of the data records, the current record
only or selected records.
You can also use the Finish & Merge button in the Finish
group on the Mailings tab to complete the merge.
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When you have completed a mail merge, you can detach the
data source from the main document by selecting the Start
Mail Merge button in the Start Mail Merge group, then
choose Normal Word Document.
Procedures
1. Under Step 5 of 6, select the Next: Complete the merge link.
2. Under Merge, select the Edit individual letters link
.
3. Select the records you want to merge to a new document.
4. Select
Step-by-Step
Merge to a new document.
Steps
Practice Data
Click
Click
4. Select OK.
The Merge to New Document dialog
box closes. The records are displayed
in a new, merged document.
All, if necessary
Click
Scroll through the new document to view the merged letters. Then, close the
document without saving it.
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Discussion
Once you have previewed the merged documents, you can merge them directly to the
printer. This option lets you easily print merged documents without creating or saving
a new, merged document.
You can also use the Finish & Merge button in the Finish
group on the Mailings tab to complete the merge.
When you have completed a mail merge, you can detach the
data source from the main document by selecting the Start
Mail Merge button in the Start Mail Merge group, then
choose Normal Word Document.
Procedures
1. Under Merge, select the Print link
4. Select the desired options in the Print dialog box, then select
.
Step-by-Step
Merge to the printer.
Steps
Practice Data
Click
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Steps
Practice Data
Click
3. Select OK.
The Merge to Printer dialog box
closes and the Print dialog box opens.
4. Select the desired options in the Print
dialog box, then select OK.
The Print dialog box closes, and Word
prints the merged letters.
All, if necessary
Click
Click
Close the Mail Merge task pane. Close all open documents without saving them.
Discussion
You can use mail merge to send personalized e-mail messages to recipients in your
address list. As with a mail merged letter, the information in each message is basically
the same but the content of each message is unique. For example, each message can
address the recipient by name.
Furthermore, each mail merged e-mail message is a separate mailing where each
contact is the sole recipient of a message. This appears more professional than sending
an e-mail message to a distribution list or hiding recipients in the Bcc (blind carbon or
courtesy, copy) line of the message.
You can choose to send the message in HTML or plain text format, or as a simple email attachment. You can also choose whether to send the e-mail to all records in your
data source or selected recipients only.
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Procedures
1. Select the Mailings tab on the Ribbon.
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to
14. When you are satisfied that the e-mail message is complete, under
Step 5 of 6, select Next: Complete the merge.
15. Under Merge, select the Electronic Mail link
16. Select the desired options in the Merge to E-mail dialog box.
17. Select
Step-by-Step
From the Student Data directory, open CANCUN1.DOCX.
Use the mail merge wizard to merge to e-mail.
Steps
Practice Data
Click Mailings
Page 34
Steps
Practice Data
Click
E-mail messages
Page 35
Steps
Practice Data
Click
Click
twice
Click
to close
the Merge to E-mail
dialog box without
sending the e-mails
Click Browse to open the Select Data Source dialog box. Select and open the file
SALES1.MDB from the My Data Sources folder. Click OK to close the Mail Merge
Recipients dialog box.
Return to the table and continue on to the next step (step 10).
Click Greeting line to open the Insert Greeting Line dialog box. Under Greeting line
format, select the first list and choose (none). Select the center list; scroll and choose
Joshua. Preview the greeting using the buttons above the Preview box. Then, click
OK. The GreetingLine grouped merge field is inserted in the document.
Position the insertion point at the end of the line that reads Region: and click More
items in the Mail Merge task pane. Select the Region Field from the Insert Merge
Field dialog box. Click Insert, then Close the dialog box. The Region field is inserted
in the document.
Insert the Qtr Sales field after the dollar sign in the fourth line of the message. Close
the Insert Merge Field dialog box.
Return to the table and continue on to the next step (step 12).
Complete the following options in the Merge to E-mail dialog box:
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In the To: box, ensure that the merge field containing the Email Address is selected
(Email_Address).
Enter the subject for the e-mail in the Subject line: box. Type Sales contest.
Select the desired format for the e-mail in the Mail format: box. Select HTML, if
necessary.
Under Send records, select whether to send the e-mail to some or all recipients.
Select the All option, if necessary.
Return to the table and continue on to the next step (Step 17).
Close the Mail Merge task pane. Close all open documents without saving them.
Page 37
EXERCISE
USING MAIL MERGE
Task
Use mail merge to send a letter to a list of recipients.
1. Open INTRVW1.DOCX and display the formatting marks, if
necessary.
2. Deselect the Show field codes instead of their values option and set
Field shading to Always, if necessary. (Hint: Go to Word Options
in the Office menu, then select the Advanced page.)
3. Begin the mail merge by opening the Mail Merge task pane.
4. Create a letter to send to a group of people using the current
document.
5. Create a new list of recipients. Customize the data source by
removing the following fields: Company Name, Address Line 2,
Home Phone, Work Phone, and E-mail Address.
6. Add the following fields to the data source: Appt Date and Appt
Time. Move the Appt Date field below the Last Name field then,
move the Appt Time field below the Appt Date field.
7. Save the data source as prosp1.
8. Add the following data records:
Addressee
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Appointment
Date
Appointment
Time
October 1
9:30 AM
October 3
10:00 AM
October 4
9:45 AM
9. Use the Mail Merge Recipients dialog box to sort the records in
ascending order by Last Name.
10. Insert the Address block grouped merge field on the second line
below the date. Use any recipient name format that includes the title,
and format the addresses to include the destination country or region.
11. Insert the Greeting line grouped merge field on the second line
below the Address block field. Use the Title and Last Name
format.
12. Insert the Appt Date field after the word on then, insert the Appt
Time field after the word at, in the third line of the first paragraph
below the GreetingLine field.
13. Preview the merged letters.
14. Merge all records to a new document. Review the merged document
and then, close it without saving.
15. Merge to the printer, if available.
16. Close the Mail Merge task pane.
17. Close all open documents without saving them.
Page 39
Discussion
You can use the mail merge feature to create mailing labels. Since you do not have to
use all the fields in a data source when you are merging, you can use the same data
source for both letters and mailing labels; it is not necessary to create separate data
sources for each. This also makes it easier to keep the data source up-to-date for future
mail merges.
You create labels using the following six steps:
1. Identify the main document.
2. Set up the main document.
3. Create or identify the data source.
4. Insert merge fields into the main document.
5. Preview the merged labels.
6. Perform the merge.
You can create label mail merges easily by using the Step by Step Mail Merge Wizard
that opens the Mail Merge task pane. The Mail Merge task pane provides the most
guidance and offers you the flexibility to review previous steps carried out in the
process. To create labels, you must select the Labels option for the main document in
the Mail Merge task pane.
Discussion
The first step in creating mailing labels is to create or open the main document. After
the main document has been identified, you can select which type of labels you want
to create. You can select from the range of many standard label sizes contained in
Word, or, you can create customized labels.
Page 42
Procedures
1. Select the Mailings tab on the Ribbon.
Step-by-Step
Create mailing labels.
Note: The steps in this lesson are specific to merging a new, main document with an
existing data source. With the guidance provided by the Mail Merge task pane,
however, you will be able to apply what you learn in this lesson to other
circumstances, whether you are working with an existing main document, a new data
source, or any combination of such files.
If necessary, open a new, blank document.
Steps
Practice Data
Click Mailings
Click
Labels
Page 43
Discussion
After you have indicated that you want to create labels, the next step is to set up the
main document. To set up the label main document, you must indicate which type of
labels you want to create and the printer you plan to use. It is possible that you will
have a package of label sheets from one of the label sheet suppliers. Each sheet of
labels is a certain size containing a number of labels with specific dimensions.
Procedures
1. Under Step 1 of 6, select the Next: Starting document link.
2. Under Select starting document, select the Change document
layout option.
Page 44
Step-by-Step
Select label options.
Steps
Practice Data
Click Change
document layout, if
necessary
Click
Click Tray
Click the option indicated
by your instructor
Page 45
Steps
Practice Data
Click
The blank labels meet the size and layout specifications of the selected product, as
supplied by the selected vendor.
Discussion
Once you have created the main document for mailing labels, you must create or
identify the data source. The data source contains the variable information to be
inserted into the labels (such as names and addresses). You can either open an existing
data source or create a new one.
Procedures
1. Under Step 2 of 6, select the Next: Select recipients link.
2. Under Select recipients, select the Use an existing list option.
3. Under Use an existing list, select the Browse link
4. Select the Look in list
Page 46
Step-by-Step
Attach a data source.
Steps
Practice Data
Click
Click Look in
Click CUSTDB.DOCX
Click
Page 47
Steps
Practice Data
9. Select OK.
The Mail Merge Recipients dialog box
closes.
Click
Discussion
Label merge fields are inserted directly into the main document. Set up the first label
as desired, making sure to include all the necessary punctuation and spacing. For
example, if you insert the Title and LastName fields on the first line, you should
include a space between the two merge fields.
After the first label has been set up, then use the Update all labels button to copy the
merge fields to the rest of the labels.
All labels on the page have been updated to match the first label
Page 48
Procedures
1. Under Step 3 of 6, select the Next: Arrange your labels link.
2. To insert individual fields, select the More items link
under Arrange your labels.
3. Select the field you want to insert.
4. Select
5. Select
6. Press [Enter].
7. Select the More items link
under Arrange your
labels to insert additional individual merge fields in the first label as
desired.
8. To insert an address block, select the Address block link
under Arrange your labels.
9. Select or deselect options as desired in the Insert Address Block
dialog box.
10. Select
11. Under Replicate labels, select the Update all labels button
.
Step-by-Step
Insert label merge fields.
Steps
Practice Data
Page 49
Steps
Practice Data
Click
Click ContactName
4. Select Insert.
The merge field appears in the first
label.
5. Select Close.
The Insert Merge Field dialog box
closes.
Click
Click
6. Press [Enter].
The insertion point is placed on the
next line in the first label.
Press [Enter]
Click
Click
Click Insert
recipients name in this
format to deselect it
Page 50
Click
Steps
Practice Data
Click
Select the StoreName field then, click Insert. Close the Insert Merge Field dialog
box. Then, press [Enter].
Return to the table and continue on to the next step (step 9).
Notice that Word has automatically included the Next Record field at the start of all
labels except the first. When merging the labels, this prompts Word to look at the next
record in the data source each time it reaches a new label.
Discussion
When you have set up the main document and selected the data source for your labels,
you are ready to carry out the merge.
You should preview your labels before printing so that you can make any necessary
changes. If you find typographic errors, you can correct them in the merged
document, but you must also correct them in the data source if you intend to use it
again.
When you complete the merge, you can merge the labels directly to a printer, or you
can merge them to a new document. By selecting the Edit individual labels link, you
can make changes to individual labels when they are merged to a new document.
Changes made to individual labels in the new, merged document will not be saved in
the main document or in the data source.
Once the changes have been made, you can save the merged document as a separate
document, or you can send the merged document to the printer and then close it
without saving.
Procedures
1. Under Step 4 of 6, select the Next: Preview your labels link.
2. Once you have previewed the labels, under Step 5 of 6, select the
Next: Complete the merge link.
Page 51
Step-by-Step
Merge labels to a new document.
Steps
Practice Data
Click
Click
5. Select OK.
The Merge to New Document dialog
box closes, and the selected records
are merged to a new document.
All, if necessary
Click
Scroll to view the labels. Then, close the merged labels document without saving it.
Notice that if you now wanted to print the labels, you would select the Print link
under Merge in the Mail Merge task pane. The Merge to Printer dialog box lets you
select which records you wish to print. The Print dialog box then opens when you
confirm the selection.
Close the Mail Merge task pane. Close all open documents without saving them.
Page 52
CREATING A DIRECTORY
Discussion
In addition to form letters, mailing labels, and envelopes, you can create directories,
catalogs and mailing lists by creating a mail merge directory. Unlike a letter, which
merges only one record per page, a directory merges multiple records to the same
page. The Directory feature is useful for creating any type of list or for filling in
tables.
The main document for the directory should include only the desired merge fields and
information that is to be repeated for each record. If you were to use the following
example to create a directory main document, the text Name: and Region: would
appear to the left of each merged record. To separate the records, you should include
at least one or two blank lines after the last merge field.
Name: <<Customer Name>>
Region: <<Region>>
Directory main documents can be used to merge data into a table. The main document
table should be a single row only but it can contain multiple columns. You can enter
multiple merge fields into each cell, as in the following example for a telephone list:
<<First>>
<<Last>>
<<Department>>
<<Phone>>
Table column headings and additional text can be added after the table has been
merged to a new document.
Page 53
Procedures
1. Select the Mailings tab on the Ribbon.
Step-by-Step
From the Student Data directory, open EMAILLST.DOCX.
Create a directory.
Steps
Practice Data
Click Mailings
Page 54
Click
Directory
Steps
Practice Data
Discussion
You can use a data source created in another application (such as Access, Outlook,
and Excel) in a mail merge. In this way, you can utilize existing data stored in another
application, eliminating the need to create an additional data source in Word. In order
to use a data source created in another application, the external data source must be
organized in a series of columns, either in table format, worksheet format or, as fields
separated by delimiters (such as tabs). The first row of the file should contain the field
names.
Word reads data from other data sources using the DDE (Dynamic Data Exchange)
protocol. This protocol reads data from other applications by opening the source
program.
If the source application is not installed on your system, you can use the ODBC (Open
Database Connectivity) protocol, which directly reads a data file without opening the
source application. Another method Word uses to access external data is to open a
data source through a converter. You may want to use a converter to read an Excel
workbook that contains multiple worksheets. Using this method, you can specify the
worksheet or range that contains the data you want to use.
Page 55
Procedures
1. Under Step 2 of 6, select the Next: Select recipients link.
2. Under Select recipients, select the Select from Outlook contacts
option.
3. Under Select from Outlook contacts, select the Choose Contacts
Folder link
.
4. If the Choose Profile dialog box opens, select the desired profile and
select
7. Select
12. Under Step 4 of 6, select the Next: Preview your directory link.
13. Under Step 5 of 6, select the Next: Complete the merge link.
14. Under Merge, select the To New Document link
.
15. Select the records you want to merge.
16. Select
Step-by-Step
Merge with a data source.
Note: This process merges names from your Contacts folder in Outlook. If you do
not already have a list of names in your Contacts folder, import the file named
CONTACTS.CSV from the student data folder into Outlook. Open Outlook and
select the Import and Export option on the File menu. The Import and Export
Wizard opens. Select the Import from another program or file action. You want to
import the Comma Separated Values (Windows) file named CONTACTS.CSV
into your Contacts folder. Then, close Outlook.
Steps
Practice Data
Click
Page 57
Steps
4. If the Choose Profile dialog box opens,
select the desired profile and select
OK.
The Choose Profile dialog box closes
and the Select Contacts dialog box
opens.
5. Select the desired folder.
The folder is selected.
6. Select OK.
The Select Contacts dialog box closes
and the Mail Merge Recipients dialog
box opens.
7. Select OK.
The Mail Merge Recipients dialog box
closes. The selected data source is
displayed in the Mail Merge task
pane.
Page 58
Practice Data
Click
Click Contacts, if
necessary, or the folder
indicated by your
instructor
Click
Click
Press [Ctrl+Home], if
necessary
Click
Steps
Practice Data
Click
Click
All, if necessary
Click
<<Department>>
<<Email_Address>>
You will need to close and re-open the Insert Merge Field dialog box to move to the
second and then, to the third column. You can add the comma and space between the
<<Last>> and <<First>> fields after all the merge fields have been inserted. Close
the Insert Merge Field dialog box when you are finished.
Return to the table and continue on to the next step (step 12).
To format the merged document, insert a row at the top of the table and type Name in
the first column, Department in the second column, and E-mail Address in the third
column. Then, bold the column headings.
Close the Mail Merge task pane. Close all open documents without saving them.
Page 59
EXERCISE
MERGING MAILING LABELS AND DIRECTORIES
Task
Create mail merge to mailing labels and a directory.
1. Create a new, blank Word document.
2. Open the Mail Merge task pane.
3. Create mailing labels and change the document layout.
4. Create labels for a page printer and select the Avery US Letter,
product number 5159.
5. Select the recipients from an existing list. Browse to find and open
the Access database WSGDB.ACCDB from the student data folder.
Then, select the Customers table. Close the Mail Merge Recipients
dialog box.
6. Insert merge fields to create the following label:
<<Store_Name>>
<<Address>>
<<City>>, <<State/Province>> <<Postal_Code>>
<<Country>>
7. Copy the layout of the first label to all the labels. (Hint: Use the
Update all labels button.)
8. Preview the labels.
9. Merge all records to a new document. (Hint: Use the Edit individual
labels link.)
10. Close all open documents without saving them.
11. Open DIRECTRY.DOCX.
12. Create a Directory merge using the current document.
13. Select the recipients from an existing list. Browse to find and open
the WSGDB.ACCDB from the student data folder. Then, select the
AllItems table. Close the Mail Merge Recipients dialog box.
Page 60
<<Product_Description>>
<<Product_ID>>
<<Unit_Price>>
15. Bold the Description line, including the inserted merge field.
16. Merge all records to a new document.
17. If necessary, switch to Print Layout view to view the merged
document.
18. Close all open documents without saving them.
Page 61
Discussion
Tables are frequently used to list items that need to be sorted. You can use the Sort
feature to organize information in a table. The Sort feature can sort by text, dates, and
numbers. You can sort on up to three columns and you can specify in what order the
sort should be performed.
When creating a table you plan to sort, you should place each piece of information by
which you might want to sort in its own column. If you want to sort a list of people by
their last name and, then by their first name, you should enter the first and last names
in separate columns. Alternatively, you could enter the data in one column in the
format last name, first name so that Word will sort it correctly; this would mean,
however, that you could never sort the list by the first name.
By default, all table columns are sorted at one time, since the data is usually held in
rows across all columns. You can, however, sort individual columns without sorting
the entire table.
If you create column headings in the first row of the table, you can specify the column
heading rather than the column number when you sort the table. The row containing
the column headings is referred to as the header row; it will not be sorted with the rest
of the data, but will remain at the top of the table.
You can also use the Sort feature to sort paragraphs, bulleted
or numbered lists, and other document text. First select the
text you want to sort, then select the Sort button in the
Paragraph group on the Home tab to open the Sort Text
dialog box.
Discussion
You can sort a table by any column containing text, numbers, or dates. The column
can be sorted in ascending order (A to Z) or in descending order (Z to A).
Page 64
By default, a sort is not case-sensitive. Therefore, Word does not treat uppercase or
lowercase letters differently when it executes a sort. You can, however, select the
Case sensitive option in the Sort Options dialog box to perform a case-sensitive sort.
To sort an entire table, you can position the insertion point anywhere in the table; you
do not have to select it. If, however, one or more rows are selected when you perform
a sort, only the selected rows are sorted.
Procedures
1. Position the insertion point anywhere in the table you want to sort.
2. Select the Layout contextual tab on the Ribbon.
4. Under My list has, select the desired option based on whether the
table contains a Header row.
5. Select the Sort by list
Page 65
Step-by-Step
From the Student Data directory, open TABLE2.DOCX.
Sort a table alphabetically.
Steps
Practice Data
Click Layout
Page 66
Click
Click Sort by
Click Product
Click Type
Steps
Practice Data
Click Text
Click Ascending, if
necessary
Click
Click anywhere in the document to deselect the table. Notice that the items in the table
are sorted alphabetically by the Product column.
Practice the Concept: Click anywhere in the table, and sort the table by the Features
column in ascending order. Then, sort the table again by the Product column in
ascending order.
Discussion
You can sort a table numerically by any column containing numbers. If, however, a
column contains both numbers and text (such as 1, 2, 3a, 3b, 4, 5, etc.), you should
sort by text. A text sort takes both text and numbers into account, while a numeric sort
ignores all text.
To sort an entire table, you can position the insertion point anywhere in the table. If,
however, one or more rows are selected when you perform the sort, only the selected
rows are sorted.
Procedures
1. Position the insertion point anywhere in the table you want to sort.
2. Select the Layout contextual tab on the Ribbon.
4. Under My list has, select the desired option based on whether the
table has a Header row.
Villanova UNIT Training
Page 67
Step-by-Step
Sort a table numerically.
Steps
Practice Data
Click Layout
Page 68
Click
Click Sort by
Click
Descending
Steps
Practice Data
8. Select OK.
The Sort dialog box closes and the
table is sorted numerically in the
appropriate order.
Click
Click anywhere in the document to deselect the table. Notice that the items in the table
are sorted numerically by the Retail Price column in descending order.
Practice the Concept: Click anywhere in the table then, select the Sort button in the
Data group. Select the Sort by list and choose Order Number. Notice that the
criterion in the Type box has changed to Text; this is because the Retail Price
column contains values that combine numbers and text. Click OK then, deselect the
table.
Then, sort the table again by the Retail Price column in descending order.
Discussion
You can sort a table by a column containing dates. The dates can be formatted with
any of the available date formats (such as, September 27, 2007; 9/27/07; 27-Sept-07;
and Sept-27-07).
To sort the entire table, you can position the insertion point anywhere in the table. If,
however, one or more rows are selected when you perform the sort, only the selected
rows are sorted.
Procedures
1. Position the insertion point anywhere in the table you want to sort.
2. Select the Layout contextual tab on the Ribbon.
4. Under My list has, select the desired option based on whether the
table has a Header row.
5. Select the Sort by list
Page 69
Step-by-Step
Sort a table by date.
Steps
Practice Data
Click Layout
Click Sort by
Click
8. Select OK.
The Sort dialog box closes. The table
is sorted by date in the appropriate
order.
Page 70
Click
Ascending
Click
Click anywhere in the document to deselect the text. Notice that the items in the table
are sorted by date, using the Release Date column in ascending order.
Discussion
Sometimes it is necessary to sort a table by more than one column. For example, if
you are sorting an address list by last name and the list contains two Smiths, you
might want to sort by last name and then, by first name. If you include a secondary,
ascending sort, Adam Smith will appear before Zachary Smith.
When sorting by multiple columns, you can specify different sort orders (ascending or
descending) for different columns.
Page 71
Procedures
1. Position the insertion point anywhere in the table you want to sort.
2. Select the Layout contextual tab on the Ribbon.
4. Under My list has, select the desired option based on whether the
table has a Header row.
5. Select the Sort by list
Step-by-Step
Sort a table by multiple columns.
Page 72
Steps
Practice Data
Click Layout
Steps
Practice Data
Click
Click Sort by
Click Ascending, if
necessary
Click
Click Product
Descending
Page 73
Steps
Practice Data
Click Ascending, if
necessary
Click
Click anywhere in the document to deselect the text. Notice that the items in the table
are sorted first by Retail Price in ascending order, then by Release Date in
descending order, and lastly by Product in ascending order.
Close TABLE2.DOCX.
Page 74
EXERCISE
SORTING TABLE DATA
Task
Sort data in a table.
1. Open SCHEDULE.DOCX.
2. Sort the table only by the Presenter column in ascending order.
(Hint: You may need to select (none) in the first Then by list.)
3. Click anywhere in the document to deselect the table.
4. Next, sort the table first by the Event column, then by the Location
column and finally, by the Presenter column, all in ascending order.
5. Sort the table by Start Time and then, by End Time only.
6. Close the document without saving it.
Page 75
Discussion
Tables often contain numerical information that must be calculated. For instance, your
table may contain a column of monthly sales numbers that you want to total.
You can create a mathematical formula that computes a value from numerical
information stored in a table. A formula may consist of numbers, cell references, and
mathematical symbols (called operators).
Operators include the mathematical symbols for addition (+), subtraction (-),
multiplication (*), and division (/). Parentheses ( ( ) ) are used to specify the order of
the mathematical calculations. All formulas must begin with an equal sign (=).
A cell reference is the applicable cell address. As in an Excel worksheet, a cell address
in a Word table is composed of a letter and a number, such as D3. Columns are
designated with letters, such as A, B, C, D, etc. Rows are designated with numbers,
such as 1, 2, 3, 4, etc. The cell address is the intersection of the designated row and
column. Cell D3 is the cell that intersects column D and row 3. Unfortunately, Word
does not display the column letters or the row numbers in the table.
The advantage of using a cell address in a formula instead of a typed value becomes
clear when you change the contents of the referenced cell. Instead of editing the
formula to change the value, you can simply recalculate it. In Word, however, a
formula does not recalculate automatically.
In the table below, you can calculate the total price for the Exer-Fit 100 product by
entering the formula =B2*C2 into cell D2. That formula multiplies the value in the
Quantity cell (B2) by the value in the Unit Price cell (C2).
A
Page 78
Product
2
3
Quantity
Unit Price
Total Price
Exer-Fit 100
100.00
=B2*C2
LifeStyle Stepper
175.00
=B3*C3
Procedures
1. Position the insertion point in the cell in which you want the result of
the formula to appear.
2. Select the Layout contextual tab on the Ribbon.
3. Select the Formula button
Page 79
6. Select
Step-by-Step
From the Student Data directory, open CMPORD1.DOCX.
Create a formula in a table cell.
If necessary, display the table gridlines by clicking the View Gridlines button in the
Tables group on the Layout contextual tab.
Steps
Practice Data
Click Layout
Click
Triple-click in the
Formula box
Type =c7*d7
6. Select OK.
Click
The Formula dialog box closes and the
result of the formula is displayed in the
selected cell.
Page 80
Discussion
Word provides a variety of predefined functions such as, SUM, AVERAGE, and,
COUNT to simplify the creation of formulas.
A function is followed by its arguments, which are enclosed in parentheses ( ( ) ).
Arguments can consist of numbers, cell references, a range, formulas, or other
functions. A comma (,) is used to separate multiple arguments.
A range is a group of contiguous cells. A range address is composed of the cell
address of the cell in the upper, left corner of the range, followed by a colon (:) and
the cell address of the cell in the lower, right corner of the range. For example, the
range address A1:B2 refers to the four cells in the upper, left corner of the table.
You can also use the terms ABOVE, BELOW, LEFT, or RIGHT as arguments.
These terms refer to the numerical values of adjacent cells in the specified direction.
Using a general term instead of a range address allows you to use copy and paste to
duplicate a function in another column or row. Copied and pasted functions can then
be recalculated for their destination row or column.
Some common Word functions are described in the following table:
Function
Description
AVERAGE(arg1,...,argn)
PRODUCT(arg1,...,argn)
SUM(arg1,...,argn)
Page 81
Procedures
1. Position the insertion point in the cell in which you want the result of
the formula to appear.
2. Select the Layout contextual tab on the Ribbon.
3. Select the Formula button
Step-by-Step
Use a function in a table cell.
Page 82
Steps
Practice Data
Click Layout
Steps
Practice Data
Click
Triple-click in the
Formula box
Type =
Type c8,d8
9. Select OK.
The Formula dialog box closes. The
result of the function is displayed in
the cell.
Click
Practice the Concept: In cell E9 (third cell under the Total Price heading), enter the
function =PRODUCT(LEFT) to calculate the total price of the third item.
Scroll as necessary; and create formulas to calculate the subtotal, tax (6%), and order
total in the indicated table cells:
To calculate:
cell E12
cell E13
cell E14
Page 83
Discussion
You can format the result of a formula with a specific number of decimal places, as
well as with a dollar ($) or percent sign (%).
You must format each formula in a table separately, even if the formulas use the same
format.
Make sure that your insertion point is within the field code
when you want to edit a formula; otherwise, you may
inadvertently insert a second formula.
Procedures
1. Select the formula result you want to format.
2. Select the Layout contextual tab on the Ribbon.
3. Select the Formula button
4. Select the Number format list
Step-by-Step
Format the result of a formula.
Page 84
Steps
Practice Data
Steps
Practice Data
Click Layout
Click
Click
$#,##0.00;($#,##0.00)
Click
Practice the Concept: Apply the #,##0.00 number format to cells E8 and E9. Then,
apply the $#,##0.00;($#,##0.00) number format to cells E12, E13, and E14.
Remember that each formula must be formatted individually.
Discussion
When you create a formula in a table cell, the result of the formula appears in the cell;
however, it is the formula itself that is stored in the cell as a field. You can display the
field containing the formula rather than the formula result if you choose.
Field codes are enclosed in braces ({ }).
Page 85
To toggle between the formula and its result, you can position
the insertion point anywhere in the result or field (as
applicable) and press the [Shift+F9] key combination.
Alternatively, you can right-click the result or field, then select
the Toggle Field Codes option from the shortcut menu.
Procedures
1. Select the Office button
Page 86
Step-by-Step
Display the fields codes in a document.
Steps
Practice Data
Click
Click
Click Advanced
5. Select OK.
The Word Options dialog box closes.
The formula fields are displayed in the
table cells accordingly.
Click
Notice that the formatting applied to each formula also appears in the formula field.
Then, press [Alt+F9] to view the formula results.
Practice the Concept: Click in the Subtotal field and press [Shift+F9] once to view
the formula field. Then, press [Shift+F9] again to view the formula result.
Discussion
The advantage of using formulas in a table is that they can be updated easily if the
referenced data changes. Word, however, does not recalculate formulas automatically.
To recalculate a formula, you must position the insertion point in the formula and
press the [F9] key.
In addition, Word does not indicate when a table needs to be recalculated. Therefore,
it is always a good idea to recalculate before you save or print a document.
Page 87
Procedures
1. Select the cells containing the formulas you want to update.
2. Press [F9].
Step-by-Step
Recalculate formulas in a table.
If necessary, press [Alt+F9] to view the formula results instead of the field codes.
Change the Unit Price of item TM55805 from 100.00 to 125.00, and the Quantity of
item TM55202 from 10 to 4.
Steps
Practice Data
3. Press [F9].
The formulas are recalculated.
Press [F9]
Click outside of the table to deselect the cells. Notice that all computations depending
on the changed data have been recalculated.
Close CMPORD1.DOCX.
Page 88
EXERCISE
USING FORMULAS IN TABLES
Task
Create and format formulas in a table.
1. Open SEQTRSAL.DOCX.
2. Press [Alt+F9] to display the formula results rather than the formula
fields, if necessary.
3. Use the SUM function to calculate the total sales for each item
(Gymnastics, Surfing, etc.). Format each result as a whole number
with commas (,). (Hint: You can create the formula for Gymnastics,
copy it, and paste it into each of the other cells. Then, select all cells
in the Total Sales column and press [F9] to update all the formulas.)
4. Calculate the % of Total for the second, third, and fourth quarters.
The % of Total is the total sales for an individual quarter divided by
the total sales for all quarters, multiplied by one hundred. Format the
result as a percent with two decimal places. (Hint: You can refer to
the formula in cell B9.)
5. Change the third quarter figure for Surfing from 13600 to 10600.
6. Recalculate all formulas in the table. (Hint: You can select the entire
table and press [F9].)
7. Close the document without saving it.
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Discussion
Word provides several preset number and bullet styles that you can apply to a list. If
none of the predefined bullet or numbering schemes meet your needs, you can
customize a bulleted or numbered list style.
To customize a numbered list style, you can display text or characters both before and
after a number as well as choose a different number style. You can scale numbers as
desired and modify their position and the spacing between them, as well as add
kerning. In addition, you can start numbering at a number other than 1 (the default
setting).
To customize a bulleted list style, you can change the bullet shape by changing the
symbol or using an image instead.
Many formatting options apply to both bullets and numbers. You can align bullets or
numbers to the left, right, or center of a specified mark on the horizontal ruler, as well
as align the text to a specified mark on the horizontal ruler. In addition, you can
change the amount of indent between the margin and the bullet or number, as well as
the distance between the bullet or number and the text.
You can format numbers or bullets with any available font and font style, as well as
size them as desired. You can select from a variety of colors, underline styles, and
effects.
You can also change the spacing between the margin, the bullet or number, and the
text.
After you have used or customized a numbered or bulleted list style, Word makes that
style available in the corresponding gallery; under Recently Used Number Formats,
or Recently Used Bullets and, in the associated Library. This style can then be
selected from the gallery if you wish to apply bulleting or numbering elsewhere in the
document.
If, however, you want to change the formatting of a list from a customized style back
to one of the standard styles, you only need to apply the new desired style to the list.
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Procedures
1. Select the bulleted or numbered list items you want to customize.
2. Select the Home tab, if necessary.
3. Select the right-hand part of the Bullets or Numbering button
the Paragraph group, as applicable.
in
, if necessary.
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Step-by-Step
From the Student Data directory, open PRDLIST.DOCX.
Customize a bulleted or numbered list style.
Display the rulers, if necessary, by clicking the View Ruler button at the top of the
vertical scroll bar.
Steps
Practice Data
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Click Numbering
Steps
8. Select OK.
The Define New Number Format
dialog box closes. The customized
numbered list style is applied to the
selected list items in the document.
Practice Data
Click
Practice the concept: With the list items still selected, right-click to the left of the
list. Select Adjust List Indents from the shortcut menu to open the Adjust List
Indents dialog box. Change the Number position to 0.5, the Text indent to 1, and
the Add tab stop to 1. Click OK. Notice that the spacing between the margin, the
numbering, and the text has been changed.
Click anywhere in the document to deselect the list.
Discussion
Word can automatically add bullets or numbers to each item in a multilevel list (such
as an outline with various headings and list items). Word indents each level in a
multilevel list differently. If you select a multilevel bulleted or numbering style, Word
adds different bullets or numbers to the items at each level and, in a numbered list,
restarts the numbering at each sublevel under a heading.
You can use one of several preset bulleted or numbered formats in a multilevel list, as
well as create a custom format.
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You may want to change the level of a list item, for example
by promoting or demoting it a level. To do this, select the
right-hand part of the Multilevel List button to open the
Multilevel List gallery. Select Change List Level then, select
the desired level.
Procedures
1. Select list items to which you want to add bullets or numbers.
2. Select the Home tab, if necessary.
3. Select the Multilevel List button
4. Select the desired multilevel list style from the List Library section
in the Multilevel List gallery.
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Step-by-Step
Add bullets or numbers to a multilevel list.
Scroll as necessary to view all the text under the Product Features heading.
Steps
Practice Data
Click
Discussion
Word lets you create and customize bullet and numbering styles, including styles for
multilevel lists. You can create a new style from scratch, or you can edit an existing
style and save it as a new style.
After you have used or customized a numbered or bulleted list style, Word makes that
style available in the corresponding gallery; under Recently Used Number Formats,
or Recently Used Bullets and, in the associated Library. The customized style can
then be selected from the gallery if you wish to apply the same bulleting or numbering
elsewhere in the current document, or in any other document on the same computer.
You can also use the List Styles feature to create a new style. This feature allows you
to define a style for each level of your bulleted or numbered list, with images or
Page 97
different font styles applied at any level. This is particularly useful when you want to
use a bullet or numbering style consistently across various documents, especially
where documents are edited on different computers or by different users.
You can also use the Styles task pane to modify the current
bullet or numbering style. Select the Styles launcher arrow to
open the Styles task pane then, choose the arrow next to the
text style you want to change. This displays a menu from
which, you can select Modify and the Modify Style dialog box
opens. You can change the properties and formatting of the
style as desired.
Procedures
1. Select the list items of which you want to change the bullets or
numbers.
2. Select the Home tab, if necessary.
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15. Select
16. Select
Step-by-Step
Create a new list style.
If necessary, scroll to view all the text under the Product Features heading.
Steps
Practice Data
Page 99
Steps
4. Select the Multilevel List button in
the Paragraph group.
The Multilevel List gallery opens.
Practice Data
Click
Type Features
Click
9. Select OK.
The Picture Bullet dialog box closes.
The selected picture bullet is displayed
in the Styles box and to the left of the
first level in the preview.
Click
Click
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to
Click Font
Click Wingdings
Steps
Practice Data
Click
Click
Discussion
Although the Sort feature is often associated with data in tables, it is also available to
sort text that is not contained in a table. You can use the Sort feature to sort a list of
items in ascending (A to Z) or descending (Z to A) order.
Word sorts a list based on the first characters of each item in the list, using the
paragraph mark () as the delimiter.
If you are dissatisfied with the results of a sort, you can use
the Undo button on the Quick Access Toolbar to return a list
to its original order.
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Procedures
1. Select the list items you want to sort.
2. Select the Home tab, if necessary.
3. Select the Sort button
Step-by-Step
Sort a list alphabetically.
If necessary, scroll to view the Product Features heading.
Steps
Practice Data
Page 102
Click
Click Sort by
Steps
Practice Data
6. Select Paragraphs.
The Paragraphs option is displayed in
the Sort by box.
Click Paragraphs
Click Type
Click Text
Click Ascending, if
necessary
Click
Practice the Concept: Sort the items under the Body Lean Folding Stepper heading
in ascending order by paragraphs.
Click anywhere in the document to deselect the text.
Close PRDLIST.DOCX.
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EXERCISE
WORKING WITH LISTS
Task
Apply and create number and bulleted lists in a document.
1. Open REGION6.DOCX.
2. Sort the Managers list on the first page alphabetically by last name.
3. Number each item in the list using any numbered style. Then, in the
Define New Number Format dialog box, delete the default
punctuation and type two spaces and a dash (-) after the number.
(Hint: Select the Define New Number Format option in the
Numbering Library gallery.)
4. Click anywhere outside of the list on the first page.
5. Scroll down to the Employees list and number the list. Use the 1), a),
i) style in the Multilevel List gallery.
6. Using the Employee list, create a new style called Employee. Add
any picture or symbol of your choice to the 1st and 3rd levels of the
list.
7. Close the document without saving it.
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Discussion
You can record a macro to automatically perform a series of actions whenever you
play it. This can save you time and also ensures that repetitious tasks are performed
consistently and accurately.
When you are recording or working with macros, you need to display the Developer
tab on the Ribbon. The Developer tab provides macro and template authoring tools,
and XML-related features, as well as tools that make form creation easy.
Procedures
1. Select the Office button
3. Select the check box beside Show Developer tab in the Ribbon.
4. Select
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.
Villanova UNIT Training
Step-by-Step
Display the Developer tab.
Steps
Practice Data
Click
Click
Click
RECORDING A MACRO
Discussion
A macro executes a series of previously recorded and saved actions. You can create
macros for tasks you perform frequently, especially tasks that involve a lengthy
number of steps. Since you can play a macro with relatively few steps, macros can
save you time. When you use macros to perform a series of repetitious steps, you can
be assured that the task is performed in exactly the same way each time; therefore,
macros can ensure consistency and accuracy.
Before you create a macro, it is a good idea to make sure that you know all the steps
needed to perform the desired procedure so that you can record the macro properly.
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You should assign a name to the macro that identifies what the macro will
accomplish. Although a macro name must begin with a letter, it can contain both
letters and numbers. A macro name cannot contain any spaces or symbols, but you
can use an underscore ( _ ) character to separate words.
You use the macro recorder to record a macro. While the macro recorder is running,
the Record Macro button changes into the Stop Recording button, and the Pause
Recording button also becomes active.
The macro recorder records each keystroke and menu selection, with some exceptions.
For example, if you make a typing error and press the [Backspace] key to correct it,
neither the error nor the [Backspace] command is recorded. Likewise, if you select
the Cancel button to close a dialog box, neither the command that opened the dialog
box nor the Cancel command is recorded.
When recording dialog box options, your individual keystrokes are not recorded; only
the final dialog box settings are saved. Therefore, if an option is already selected, you
do not have to record selecting it again. Conversely, you should be aware that, when
you change a dialog box setting, all the dialog box settings will be recorded. For
example, if the Strikethrough option in the Font dialog box is selected while you are
selecting a new font, both the new font and the strikethrough will be applied when you
run the macro.
In addition, mouse action is limited; you cannot use the mouse to select or move
items.
You can choose to save the macro to the Normal template (the default setting) and as
a result, make it available to all documents. If you assign the macro to a different
template, however, it will be available only to documents using that template.
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Procedures
1. Select the Developer tab on the Ribbon.
2. Select the Record Macro button
in the Code
Page 109
Step-by-Step
From the Student Data directory, open PHLIST1.DOCX.
Record a macro.
Make sure the Developer tab is available on the Ribbon.
Select all of the text below the Regional Sales Representatives heading.
Steps
Practice Data
Click Developer, if
necessary
Click
Type SortInfo
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Steps
8. Select OK.
The Record Macro dialog box closes
and the mouse pointer changes to a
cassette tape. The Stop Recording and
Pause Recording buttons are
displayed in the Code group on the
Developer tab. A button is displayed
on the status bar to indicate that a
macro is currently recording.
Practice Data
Click
Click Developer
Click
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RUNNING A MACRO
Discussion
When you run a macro, it executes each of the recorded steps. Regardless of the
document that was open when you created the macro, if it was stored in the Normal
template then the macro can run in any document. If the macro was stored in another
template, then it can run in any document based on that particular template.
Procedures
1. Select the Developer tab on the Ribbon.
3. Select the desired macro from the Macro name list box.
4. Select
Step-by-Step
From the Student Data directory, open PHLIST2.DOCX.
Run a macro.
Make sure the Developer tab is available on the Ribbon.
Select all of the text below the Regional Sales Representatives heading. We will
now sort this text by running the macro recorded in the last topic.
Steps
Practice Data
Click Developer, if
necessary
Page 112
Click
Steps
Practice Data
Click SortInfo, if
necessary
Click
Notice that the list is now sorted alphabetically by the Region column.
EDITING A MACRO
Discussion
You can edit a macro, either to correct a mistake or to change a procedure in it. To
make extensive modifications to procedures, however, you must be skilled in using
Visual Basic.
When you edit a macro, it opens in a macro editing window. You then edit the macro
text in much the same way as you would edit text in a document.
If you are not skilled in Visual Basic, you can still make useful revisions to a macro.
For example, if a macro contains a misspelled word, you can correct its spelling. If the
macro needs extensive editing, however, you might consider it easier to re-record the
procedural steps.
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You can run a macro with the Microsoft Visual Basic window
open. In addition, you do not have to save a macro in order to
run and test it.
You can arrange all the panes in the Microsoft Visual Basic
window by selecting the Window menu and either the Tile
Horizontally or Tile Vertically option.
To edit only the macro description, enter the desired text in the
Description box, press the [Tab] key, and then select the
Close button in the Macros dialog box.
Procedures
1. Select the Developer tab on the Ribbon.
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3. Select the macro you want to edit from the Macro name list box.
4. Select the text you want to edit in the Description box.
5. Type the desired text.
6. Select
7. Select the macro text you want to edit in the Normal - NewMacros
(Code) pane.
8. Type the desired text.
9. Click the Save Normal button
in the toolbar.
Step-by-Step
Edit a macro.
Make sure the Developer tab is available on the Ribbon.
Steps
Practice Data
Click Developer, if
necessary
Click
Click SortInfo, if
necessary
Double-click region
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Steps
6. Select the Edit button.
The Macros dialog box closes and the
Microsoft Visual Basic window opens.
Practice Data
Click
Type 2
Click
Click File
11. Select Close and Return to Microsoft Click Close and Return
Word.
to Microsoft Word
The Microsoft Visual Basic window
closes and the Word document window
displays.
Select the list and then, click the Macros button in the Code group. Run the SortInfo
macro. Notice that the list is now sorted alphabetically by the second column Last
Name (referred to as Field 2 in the macro).
Close PHLIST2.DOCX.
Discussion
Even though it takes only a few steps to run a macro, it is even more convenient to run
it with a single mouse click. If you use a macro frequently, you can assign it to a
button on the Quick Access Toolbar, either for the current document or for all
documents. Thereafter, you can easily run the macro by simply clicking the button.
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Procedures
1. Select the Customize Quick Access Toolbar button
of the Quick Access Toolbar.
to the right
Page 117
4. Select Macros.
5. Select the desired macro from the Commands list box.
6. Select
7. Select
11. Select
12. Select
Step-by-Step
From the Student Data directory, open LIST2.DOCX.
Add a macro button to the Quick Access Toolbar.
Steps
1. Select the Customize Quick Access
Toolbar button to the right of the
Quick Access Toolbar.
The Customize Quick Access Toolbar
menu opens.
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Practice Data
Click
4. Select Macros.
A list of available macros is displayed
in the Commands list box.
Click Macros
Click
Normal.NewMacros.Sort
Info
from
Steps
Practice Data
Click
Click
Click
(third row,
seventh column)
Click
Click
Select the entire list including the headings, and use the customized Quick Access
Toolbar button to run the Sort Last Name macro.
Notice that the information is now sorted alphabetically in ascending order by the
second column (Last Name).
Select the Customize Quick Access Toolbar button then, choose More Commands.
Select the Reset button below the Customize list box and then, select Yes to reset the
Quick Access Toolbar to its default settings. Click OK.
Notice that the customized button has been removed from the Quick Access Toolbar.
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Discussion
A macro project is a group of macros. The macros you create are automatically added
to a macro project with the default name NewMacros. You can use the Organizer
feature to rename a macro project to better describe the macros.
Organizer can also be used to copy a macro project to another document or template.
Organizer can display the macro projects two different files, allowing you to copy
from one to the other. Organizer copies the full macro project, including all of its
macros. Organizer cannot copy an individual macro in a macro project.
If you no longer need a macro project, you can use Organizer to delete it. Organizer
deletes the entire project, however, including all the macros in it. Individual macros
can be deleted using the Macros dialog box.
If you want to copy individual macros to other templates, documents, or even other
macro projects, you can open the Microsoft Visual Basic editor and copy and paste
macro procedures as desired. You can copy and paste macro procedures with the same
methods used to copy and paste document text.
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Procedures
1. Select the Developer tab on the Ribbon.
12. Select
13. Select
Step-by-Step
Organize macro projects.
Make sure the Developer tab is available on the Ribbon.
Page 121
Steps
Practice Data
Click Developer, if
necessary
Page 122
Click
Click
Click
Click
Type SortingMacros
Click
Click SortingMacros in
the LIST2.DOCX list
box, if necessary
Click
Steps
Practice Data
Click
Click
DELETING A MACRO
Discussion
If you no longer need a macro, you can delete it. Deleting a macro removes it from the
template where it was saved; it will no longer appear in the Macro name list box in
the Macros dialog box.
Procedures
1. Select the Developer tab on the Ribbon.
3. Select the macro you want to delete from the Macro name list box.
4. Select
5. Select
6. Select
.
.
.
Page 123
Step-by-Step
Delete a macro.
Make sure the Developer tab is available on the Ribbon.
Steps
Practice Data
Click Developer, if
necessary
Click
Click SortInfo, if
necessary
Click
Click
Click
Close LIST2.DOCX.
Page 124
EXERCISE
USING MACROS
Task
Work with macros.
1. Open MACRO.DOCX.
2. Select the entire list, from the Quality Products text through the
Semi-Annual Promotions text.
3. Record a new macro. In the Record Macro dialog box, name the
macro bullet and type the following description: Creates a bulleted
list.
4. To record the macro, perform the following steps:
Display the Home tab. Apply the bullet style of your choice.
Open the Define New Multilevel List dialog box and increase the
Text indent to 0.6.
5. Complete the macro by clicking the Stop Recording button.
6. Open BULLETS.DOCX.
7. Select the list above the word Morning (from the special offers text
through the promotional items text) and run the bullet macro.
8. Add the macro to the Quick Access Toolbar. Change the display
name for the button to Bullet, and select the happy face button image
(fourth row, last column).
9. Edit the bullet macro by making the following changes:
NumberPosition = InchesToPoints (0.75)
TextPosition = InchesToPoints (1)
TabPosition = InchesToPoints (1)
10. Save the macro and then, close the Microsoft Visual Basic window.
11. Select the list of directions at the end of the document (from the
Take interstate 81... text through the parking available. text). Run
the bullet macro from the Quick Access Toolbar.
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12. Copy the NewMacros project to the MACRO document and rename
it Bullets. (Hint: Use the Close File button under the
BULLETS.DOCX (Document) list in the Organizer dialog box.
Then, use the Open File button to open MACRO.DOCX from the
student data folder. Remember to change the file type to Word
Documents.)
13. Delete the Bullets macro project in the MACRO.DOCX and close
the Organizer dialog box.
14. Delete the bullet macro and reset the Quick Access Toolbar.
15. Close all open documents without saving them.
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Discussion
To further enhance team collaboration efforts, Word includes a variety of document
protection features. While you can prevent changes to a document by adding a
password, those who know the password can make the changes they desire to any part
of the document. The Restrict Formatting and Editing task pane allows you to
impose formatting and content restrictions to the document for users, but grant
permissions to specific users who are allowed to freely edit all or parts of the
document.
Procedures
1. Select the Review tab on the Ribbon.
Page 128
in the Protect
Step-by-Step
From the Student Data directory, open CSTINF1.DOCX.
Open the Restrict Formatting and Editing task pane.
Steps
Practice Data
Click Review
Click Restrict
Formatting and Editing
Discussion
When team members work together creating and revising a large document, you may
want to apply controls over changes that can be made to that document. The Restrict
Formatting and Editing task pane lets you apply two types of restrictions to a
document: formatting and editing.
The Formatting restrictions section of the task pane provides options you can use to
select the styles a user can apply to the document. The selected styles are locked into
the document and all other styles and formatting options are unavailable. If you are
only protecting the document for formatting changes, you can enforce your
restrictions with a password. If you do not include a password, anyone can stop the
document protection; otherwise, only those with the password can remove the
protection. You should save the document to save your restriction settings.
When you open a protected document, you can also open the Restrict Formatting
and Editing task pane to view the restrictions applied to the document. If the
document is protected with restricted formatting, an Available styles link is displayed
in the task pane. Clicking the link opens the Styles task pane which, displays only the
selected styles available.
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When you want to remove protection from a document, you can select the Stop
Protection button in the Restrict Formatting and Editing task pane and enter the
password, if one was applied.
Procedures
1. Open the Restrict Formatting and Editing task pane.
2. To limit formatting, select the Limit formatting to a selection of
styles option under Formatting restrictions.
3. Select the Settings link to select the desired styles.
Page 130
Step-by-Step
Restrict document formatting.
If necessary, open the Restrict Formatting and Editing task pane.
Steps
Practice Data
Click Limit
formatting to a selection
of styles
Click Settings
Click
to
deselect all styles
Page 131
Steps
Practice Data
5. Select OK.
The Formatting Restrictions dialog
box closes. A Word message box may
open asking if you want to remove the
styles that are not allowed.
Click
Click
Click
Type password
Press [Tab]
Type password
Click
Scroll as necessary and select the Body Text Indent (recommended) and Heading 2
(recommended) styles.
Page 132
Return to the table and continue on to the next step (step 5).
Notice that many of the buttons in the Font and Paragraph groups on the Home tab
are unavailable.
Practice the Concept: Click in the Prepared by paragraph on page 1. Select the
Available styles link in the Restrict Formatting and Editing task pane and apply the
Heading 2 style. Then, select the Status paragraph and also apply the Heading 2
style. Scroll to page 2 of the document (you may need to move the Style task pane to
use the vertical scroll bar). Apply the Body Text Indent style to the paragraph under
Products Distributed by Worldwide Sporting Goods.
Select the Stop Protection button in the Restrict Formatting and Editing task pane,
type password into the Unprotect Document dialog box, and select OK.
Discussion
While you are working with other coworkers on a document, you may want to prevent
changes to the contents of the document by applying editing restrictions. These
restrictions can be selected from the Editing restrictions section of the Restrict
Formatting and Editing task pane. You can apply one of four types of restrictions
including allowing only changes made with change tracking on, allowing only
comments to be inserted, allowing only forms to be filled in or, not allowing any
changes at all.
Once you have selected the editing restrictions you can start enforcing them. You can
protect a document with or without a password.
If the editing restrictions are set to allow only tracked editing, the protected document
opens with change tracking enabled. If the document is restricted to allow only
comments or no changes, the Restrict Formatting and Editing task pane opens when
the user tries to make a change that is not allowed. The task pane contains an
explanation of your restrictions in the document. It may also include buttons to find
the next region you are allowed to edit or it may select all regions you can edit.
You can remove protection from a document by selecting the Stop Protection button
in the Restrict Formatting and Editing task pane and entering the password, if
prompted.
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Procedures
1. Open the Restrict Formatting and Editing task pane.
2. To limit editing, select the Allow only this type of editing in the
document option.
3. Select the Editing restrictions list.
4. Select the desired editing restriction.
5. Select
with the selected restrictions.
Page 134
Step-by-Step
Restrict document editing.
If necessary, open the Restrict Formatting and Editing task pane and close the
Styles task pane.
Steps
Practice Data
Click
Type password
Page 135
Steps
Practice Data
Press [Tab]
Type password
8. Select OK.
The Start Enforcing Protection dialog
box closes. Document protection is
enabled and the Restrict Formatting
and Editing task pane describes the
current permissions.
Click
Practice the Concept: Display page 1 and double-click the word Source in the third
line. Type Equipment to replace the selected text. Notice the tracked changes applied
to the text. Select the Stop Protection button in the Restrict Formatting and Editing
task pane. Type password then, select OK.
Discussion
In a collaborative document, different team members are often responsible for
different sections of the document. You may want those people to have free access to
those sections, while denying them access to other parts of the document that they are
not working on. Using document protection features, you can restrict access to regions
of a document so that only those granted permission to edit that region are allowed to
make editing changes.
When the editing restrictions are set to Comments or No changes (Read only), an
Exceptions (optional) box appears in the Restrict Formatting and Editing task
pane. You can allow anyone to freely edit a region of the document by selecting the
text you want to unprotect in the document pane and then selecting the Everyone
option in the Groups list in the task pane. You can also grant permission to other
groups listed in the list box.
To grant editing permission to individual users, select the More users link and type
the user name of someone in your domain, on another domain or, enter the persons
e-mail address. The names you add appear in an Individuals list box, which is added
to the Exceptions section. You can use the Exceptions section to select document
regions you want to unprotect and names of people to whom you want to allow free
editing of those regions.
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You may repeat the procedure for as many regions of the document you wish to allow
editing. After you have indicated all the exceptions, you can select the Yes, Start
Enforcing Protection button at the bottom of the Restrict Formatting and Editing
task pane.
When you open a protected document that includes exceptions, Restrict Formatting
and Editing task pane displays the Find Next Region I can Edit and Show All
Regions I Can Edit buttons. You can use these buttons to navigate to regions you
have permission to edit.
You can quickly select all text in the document with the same
style applied, by opening the Styles task pane from the Styles
group launcher arrow on the Home tab. Then, choose the list
arrow for the desired style and select the Select All x
Instance(s) option. After the text is selected, you can use the
Restrict Formatting and Editing task pane to apply the
exceptions.
Page 137
Procedures
1. Open the Restrict Formatting and Editing task pane.
2. Select the Allow only this type of editing in the document option
to limit editing.
3. Select the Editing restrictions list.
4. Select the Comments or No changes (Read only) option.
5. Select the More users link
Page 138
Step-by-Step
Create editing restriction exceptions.
If necessary, open the Restrict Formatting and Editing task pane and select the
Allow only this type of editing in the document option.
Scroll down to view page 2 of the document.
Steps
Practice Data
Click
5. Select OK.
The Add Users dialog box closes and
the Individuals list is displayed in the
task pane, or a Microsoft Office Word
message box opens.
6. If a Microsoft Office Word message
box opens indicating that some user
names could not be verified, select
OK.
The Microsoft Office Word message
box closes and the Individuals list
displays the verified names.
7. Select the text in which you want to
allow editing.
The text is highlighted as you drag.
Click
Click
Page 139
Steps
Practice Data
Click
Click
Type password
Press [Tab]
Type password
Page 140
Everyone
Click
As indicated by your instructor, enter the e-mail addresses or domain and user names
of two students, separating the entries with a semi-colon. For example, your entries
should look like either:
tjames@ptsls.com;jwong@ptsls.com or testcont\tjames;testcont\jwong
Return to the table and continue on to the next step (step 5).
Select the paragraph at the top of page 2, under the heading Products Distributed by
Worldwide Sporting Goods (do not include the heading). Grant everyone permission
to edit this paragraph.
Return to the table and continue on to the next step (step 14).
Practice the Concept: Select the Find Next Region I Can Edit button in the
Restrict Formatting and Editing task pane three times. The paragraphs you can edit
are highlighted in turn then, a Word message will open to indicate that Word has
finished searching the document. Select OK. Select the Show All Regions I Can Edit
button. Notice that all the regions in the document that you can edit are highlighted.
Replace the word full in the first line under Sporting Equipment to complete. Notice
that you are allowed to make the change.
Try to replace the word Products in the heading at the top of page 2 with the word
Equipment. The change is not allowed because the document is locked. Notice that
the Restrict Formatting and Editing task pane indicates that you are only allowed to
view this region of the document.
Select the Stop Protection button at the bottom of the task pane. Type password in
the Unprotect Document dialog box. Select OK. The document is unprotected.
Close CSTINF1.DOCX.
Page 141
EXERCISE
PROTECTING A DOCUMENT
Task
Create formatting and editing restrictions in a document.
1. Open PACKET.DOCX.
2. Open the Restrict Formatting and Editing task pane and limit
formatting to the recommended minimum.
3. Leave the styles that are not allowed in the document.
4. Start enforcing protection with a password of pass.
5. View the available styles. Apply the Normal formatting to the
Evening paragraph. Apply the Heading 1 style to the Directions to
the Central Valley Convention Center heading at the top of
page 2. Try centering the formatted title. Notice that you are
restricted.
6. Close the Styles task pane.
7. Stop the protection of the document. (Hint: Use the Restrict
Formatting and Editing task pane and enter the password when
prompted.) Now try centering the Directions to the Central Valley
Convention Center heading.
8. Remove the formatting limitation and apply an editing restriction
that allows no changes.
9. Create the following exceptions. Select the Morning paragraph on
page 1 and allow free editing for everyone. Also, allow everyone to
freely edit the Evening paragraph.
10. Select the Midday paragraph and allow free editing for yourself.
(Hint: After entering your user name or e-mail address in the Add
Users dialog box, remember to select your name in the Restrict
Formatting and Editing task pane.)
11. Start enforcing the protection without a password. Find the next
region you can edit and then, show all regions you can edit.
12. Go to the top of the document and change 50 in the second paragraph
to 60. Notice that you are unable to edit this section.
Page 142
13. Stop the protection. Remove the editing restrictions and select Yes
when prompted to remove the ignored exceptions. Close the Restrict
Formatting and Editing task pane.
14. Close the document without saving the changes.
Page 143
CREATING A FORM
Discussion
An online form comprises descriptive text and content controls in which data is
entered. Forms are useful because they allow users to select an entry instead of typing
it.
In previous versions of Word, content controls were known as form fields. Some of
the available content control types are: Text, both Rich Text and plain text, that let the
user enter text or numbers; Drop-Down List that offers a list of available options to
define and order; and Date Picker, which allows the person completing the form to
enter a date easily. Other field types include Legacy Tools and ActiveX controls such
as check boxes, radio buttons, spin or toggle buttons, among many others.
It is a good idea to plan how you want a form to appear before you actually create it.
When designing the form, you can define the type of information you want to enter
into each field. You may find it easier to arrange and align information on a form if
you enter the text and form fields in a table.
You should always protect an online form; otherwise, any user can change the form
text or layout. When a form is protected, a user can enter data into the form fields, but
cannot edit the form or change any text on it.
When you are creating or working with forms, you need to display the Developer tab
on the Ribbon. The Developer tab provides macro and template authoring tools, and
XML-related features, as well as tools that make form creation easy.
Page 146
Page 147
Procedures
1. Select the Office button
10. Select the desired control from the Legacy Tools gallery.
Step-by-Step
From the Student Data directory, open CUSTPR1.DOCX.
Create a form by adding content controls to a template or document.
If necessary, display the formatting marks.
Steps
Practice Data
Click
Page 148
Click
Steps
4. Select OK.
The Word Options dialog box closes
and the Developer tab is added to the
Ribbon.
Practice Data
Click
Click Developer
Click
Rich Text
content control
Click
Practice the Concept: Add Check Box Form Fields to the left of Southeast,
Central, Northwest, and Southwest. Add a Drop-Down List content control at the
end of the Type of Business line (to the right of the tab character).
Discussion
Online forms are typically used over and over again. If you save an online form as a
template, users will always work in a copy of the original form and not in the original
itself. When using a form template, a new document based on the template is created
each time a user completes the form.
Page 149
Procedures
1. Select the Office button
Page 150
7. Select
Step-by-Step
Save a form as a template.
Steps
Practice Data
Click
Click Save As
Type CUSTTEMP
Click
7. Select Save.
The Save As dialog box closes, and the
form is saved as a template.
Click
Close CUSTTEMP.DOCX.
Discussion
You will need to establish the right properties for any content controls or form fields
that you place in a document. Some properties will be obvious and compulsory, such
as the options for a Drop-Down List; others are less obvious or optional, such as the
format for dates to be displayed in a Date Picker control.
Page 151
You can also edit the default instructional text in content controls.
Page 152
Procedures
1. If necessary, display the formatting marks in the document and the
Developer tab on the Ribbon.
2. In the Controls group on the Developer tab, select
3. Select the desired content control in the document for which you
want to edit the instructional text.
4. Edit the instructional text as desired.
5. In the Controls group on the Developer tab, select
6. Select the desired content control in the document for which you
want to edit the properties.
7. In the Controls group on the Developer tab, select
Step-by-Step
Set properties for content controls.
If necessary, display the formatting marks and the Developer tab.
Steps
Practice Data
Click
Page 153
Steps
4. In the Controls group on the
Developer tab, select Design Mode.
The Design Mode button highlighting
is removed to indicate that the mode is
disabled. Changes to instructional text
are saved. Content controls in the
document change to their normal
appearance.
Practice Data
Click
Click
Click
Click the Add button and type Retail in the Display Name box in the Add Choice
dialog box. Select OK. Notice that Retail has been added to the Drop-Down List
Properties list in the Content Control Properties dialog box.
In the same way, add Wholesale and Distributor to the Drop-Down List Properties
list.
Return to the table and continue on to the next step (step 8).
Close CUSTPR1.DOCX.
Page 154
Discussion
The Legacy Forms option makes available a few form fields that work in ways
familiar to users of previous versions of Word. However, the new Rich Text or plain
Text content controls are more functional than the Legacy Forms Text Form Field,
and so on. Generally, you would use the new content controls where possible and only
use the Legacy form fields when you must maintain the integrity of an older
document.
Legacy form fields will not be active until the form has been protected or saved as a
template. For example, once the form has been protected or saved as a template, you
can check or uncheck a Legacy Forms Check Box Form Field by either clicking the
check box or pressing the [Spacebar] key.
You can choose whether Legacy form fields are shaded gray or not.
ActiveX Controls use programming behind-the-scenes to provide a variety of further
controls including, for example, the Option Button (or radio button). If you are
familiar with Visual Basic, you can further refine the behavior of these controls.
Page 155
Procedures
1. Display the Developer tab on the Ribbon.
2. Select the Legacy Tools button
4. Position the insertion point in the document where you want to insert
an ActiveX Control.
5. Select the Legacy Tools button
6. Select the desired item from the ActiveX Controls section of the
Legacy Tools gallery.
7. Select the Properties button
8. Select the default text in the field adjacent to the Caption field in the
Properties task pane.
9. Type the required caption.
10. Close the Properties task pane.
Step-by-Step
From the Student Data directory, open CUSTPR2.DOCX.
Use Legacy Tools and ActiveX Controls.
If necessary, display the formatting marks in the document and the Developer tab on
the Ribbon.
Page 156
Steps
Practice Data
Click
Steps
Practice Data
Click
Click Caption
Type Football
Click
Practice the concept: Add a new paragraph under Football, and press [Tab]. Insert
an Option Button with the caption Baseball. Repeat this for an option captioned
Gymnastics. You can leave the Properties task pane open while working in the
document.
PROTECTING A FORM
Discussion
You can add protection to an online form to prevent someone from deleting or
changing it. The Protect Document feature lets you control editing and formatting
restrictions on individual content controls or the entire form. You can also choose to
protect your form with a password.
When a form is protected, you can enter data into the form fields, but cannot edit the
form or change any text on it.
Page 157
Page 158
Procedures
1. Select the Developer tab from the Ribbon.
Step-by-Step
Protect a form.
Steps
Practice Data
Click Developer
Page 159
Steps
Practice Data
Click Restrict
Formatting and Editing
Click
Type Pr0t3ct70rm
Press [Tab]
Type Pr0t3ct70rm
Page 160
Click
Steps
Practice Data
Click
Discussion
You can only enter data into a form that has been protected, or has been created from
a template. The types of content controls will determine what kind of data you can
enter. For example, you can enter any alpha, numeric or symbol character from your
keyboard into a Text content control, but can only select or deselect a Check Box or
Option Button (to signify yes or no).
Once completed, you can save the form, save it as a new document, or print it, as
desired.
A completed form
Page 161
Procedures
1. Enter data as appropriate into the available content controls and form
fields.
2. Save or print the completed form.
Step-by-Step
Input data into a form.
The insertion point will already be placed in the first content control.
Steps
Practice Data
Type Blue Sky Group in the Company Name box. Click in the Northwest check
box. Select Distributor as the Type of Business. Click the Baseball option as the
Specialty.
Return to the table and continue on to the next step (step 2).
Select Save As from the Office menu, and save the form with the file name
CUSTPRST.DOCX.
Close CUSTPR2.DOCX and CUSTPRST.DOCX.
Discussion
If you no longer need a form template, you can delete it. Deleting a template not only
removes the file from disk, but it also removes the template name from the list of
available templates.
Page 162
Procedures
1. Select the Office button
2. Select New.
3. Select My templates from the Templates section in the left-hand
pane of the dialog box.
4. Right-click the template you want to delete.
5. Select Delete.
6. Select
Page 163
7. Select
Step-by-Step
Delete a form template.
Steps
Practice Data
Click
2. Select New.
The New Document dialog box opens.
Click New
Click My Templates
Right-click
CUSTTEMP.DOTX
5. Select Delete.
The Delete File warning box opens
asking you to confirm the deletion.
Click Delete
6. Select Yes.
The Delete File warning box closes,
and the template is deleted.
Click
7. Select Cancel.
The New dialog box closes.
Click
PRINTING A FORM
Discussion
You can print a completed form with all the content controls filled in or, you can print
a blank form. For example, you may want to print a blank, uncompleted form if you
are creating printed forms that will be filled in manually.
You can choose from several print options when you want to print a form.
Page 164
Procedures
1. Select the Office button
2. Select Print.
3. To set options for hidden text and calculated fields in the form, select
.
4. Select the desired Printing options.
5. Select
6. Select
Step-by-Step
From the Student Data directory, open CUSTPR3.DOCX.
Print a completed form.
Steps
Practice Data
Click
2. Select Print.
The Print dialog box opens.
Click Print
Page 165
Steps
Practice Data
Click
Return to the table and continue on to the next step (step 5).
Close CUSTPR3.DOCX.
Page 166
EXERCISE
USING FORMS
Task
Create a form and a template.
1. Open CUSTORD.DOCX.
2. Display the paragraph markings in the document and the Developer
tab on the Ribbon.
3. Add a Rich Text content control to the right of the tab on the
Customer Name line.
4. Enable the Design Mode.
5. Edit the Click here to enter text to Type in the company name.
6. Add a Drop-Down List control at the end of the Account Rep line.
7. Edit Choose an item to Click here.
8. Disable the Design Mode.
9. Add the following names to the Drop-Down List control in the
Content Control Properties dialog box:
James W. Williams
Sandra B. Davies
Alan F. Harris
Helen W. Green
George S. Potter
10. Using the Legacy Tools gallery, add a Check Box Form Field and a
space to the left of each of the selections on the Shipper line.
11. Add a Drop-Down List control at the end of the Product line. Edit
the text to Select product.
12. Add the following products to the Drop-Down List control in the
Content Control Properties dialog box:
Life-Fit Treadmill
Treadmaster Treadmill
Life-Fit Exercise Bike
Exer-Fit Stepper
13. Add a Date Picker content control to the right of the tab on the
Delivery Date line.
14. Disable the Design Mode.
Page 167
15. Using the Legacy Tools gallery, remove the shading from the Check
Box Form Fields.
16. Protect the document by setting an editing restriction that allows
people to fill in the form only.
17. Enforce protection of the form using a suitable password.
18. Close the Restrict Formatting and Editing task pane.
19. Save the form as a template named CUSTORD1.DOTX to the
Templates folder. (Hint: use the Save as type list to select Word
Template (*dotx) and click the Templates folder under Favorite
Links before saving the template.)
20. Fill in the form as follows:
Customer Name: Johnsons Leisure Center
Account Rep:
Alan F. Harris
Shipper:
FedEx
Product:
Exer-Fit Stepper
Delivery Date:
a date of your choice
21. Close the CUSTORD1.DOTX without saving changes.
22. Delete the CUSTORD1.DOTX template from the New dialog box.
(Hint: open the Office menu and select New. Then, choose My
Templates to open the New dialog box. Right-click on the
CUSTORD1.DOTX to open the shortcut menu then, select and
confirm the appropriate action.)
23. Close all open dialog boxes and any documents without saving
changes.
Page 168
Discussion
Many long documents (such as manuals, reports, books, and theses) include a table of
contents to help readers find information. A table of contents lists the topics and
subtopics in the document and usually includes the starting page number of each.
(Page numbers are not always included in shorter documents.)
A table of contents also makes it easier to navigate a long document on screen. Each
heading in the table of contents is a hyperlink to the actual source text in the
document. Holding [Ctrl] as you click any heading automatically takes you to that
heading in the document.
Developing a table of contents entails defining the topics and subtopics you want to
include, specifying its appearance, and finally, compiling the table of contents itself.
Creating a table of contents manually can be a very time-consuming process.
The Table of Contents feature, however, makes creating a table of contents quick and
easy, because it formats and generates the table of contents automatically. Word 2007
provides a gallery with many Table of Contents styles from which you can choose.
Word generates a table of contents from topics and subtopics to which heading styles,
outline levels, or user-defined styles have been applied. You can also mark the text
you want to include in the table of contents and then generate the table of contents
from the marked text.
Generally, a table of contents appears at the beginning of a long document. If you
create a new section for a table of contents, you can format it differently from the rest
of the document. You can use a different type of page number (Roman numerals as
opposed to Arabic numbers, for example), set different margins, and/or modify its
headers and footers.
Page 170
Discussion
The most efficient way to create a table of contents is to apply the built-in heading
styles, Heading 1 through Heading 9, to the topics and subtopics in a document. Each
of these heading styles is recognized by Word as a table of contents entry.
When you build a table of contents based on document styles, Word automatically
selects the complete text of each heading and inserts it into the table of contents, along
with the page on which it appears, if applicable. You can align page numbers to the
right margin and include a tab leader, if desired. A tab leader is a series of characters
(usually periods) that appear between the last character in the table of contents entry
and the page number, as shown in the following example:
Introduction....1
You can specify the number of levels you want the table of contents to display;
although the default is three, you can select up to nine levels.
Word provides several different table of contents formats from which you can choose.
Each format displays the various table of contents levels with different indentations
and/or font styles. Word uses a TOC style to format each level in a table of contents.
For example, first level headings in a table of contents use the TOC 1 style, second
level headings use the TOC 2 style, etc. You can design your own table of contents
formats by modifying the predefined TOC styles.
Page 171
Procedures
1. Position the insertion point in the document where you want the table
of contents to be inserted.
2. Select the References tab on the Ribbon.
3. Select
Step-by-Step
From the Student Data directory, open PACK13.DOCX.
Generate a table of contents.
Steps
Practice Data
Press [Ctrl+Home], if
necessary
Click References
Page 172
Steps
Practice Data
Point to the Benefits of Worldwide Sporting Goods heading in the table of contents
and hold [Ctrl]; notice that the mouse pointer changes into a pointing hand. Click the
Benefits of Worldwide Sporting Goods heading; Word goes to the corresponding
document text.
Discussion
If you are not satisfied with the table of contents or, simply wish to remove it, Word
lets you delete a table of contents easily.
Page 173
Procedures
1. Select the References tab on the Ribbon.
2. Select
Step-by-Step
Remove a table of contents.
Steps
Practice Data
Click References
Close PACK13.DOCX.
Discussion
If you have applied user-defined styles to document headings, you can generate a
table of contents based on the user-defined styles instead of the built-in heading styles.
If you have applied both user-defined and built-in styles, you can use both to generate
a table of contents.
The Table of Contents Options dialog box lists all styles (both built-in and userdefined) in use in the current document and a table of contents level number is
automatically assigned to each built-in style. You can assign the desired table of
Page 174
contents level number to any available style, as well as exclude any styles you do not
want to use.
You can assign the same table of contents level to more than
one style.
Procedures
1. Position the insertion point where you want the table of contents to
be inserted.
2. Select the References tab on the Ribbon.
3. Select
Page 175
9. Select the number in the box to the right of a style you want to
remove from the table of contents.
10. Press [Delete].
11. Select
12. Select
Step-by-Step
From the Student Data directory, open PACK14.DOCX.
Use custom styles to generate a table of contents.
Go to page 3 and click in the Product Features heading. Display the Styles task pane
by clicking the launcher arrow in the Styles group on the Home tab. Notice that the
user-defined Features style has been applied to the heading. Close the Styles task
pane and return to the top of the document.
Steps
Practice Data
Click [Ctrl+Home], if
necessary
Click References
Page 176
Click
Click Insert Table of
Contents
5. Select Options.
The Table of Contents Options dialog
box opens.
Click
Click
Styles, if
necessary to select it
Steps
Practice Data
Type 3
Double-click in the
Heading 3 box
Press [Delete]
Click
Click
Discussion
Once you have finished defining a table of contents, Word generates it and places it in
the document at the insertion point. Although you usually see the table of contents
text, it is actually stored in a {TOC} field. You can view the {TOC} field code instead
of the table of contents text. This option is helpful because displaying the field code
takes up less space on the screen.
Although you will not usually want to view the {TOC} field code, you can use a
keystroke or a shortcut menu command to toggle the display between the field code
and the table of contents text.
Page 177
Procedures
1. Position the insertion point at the beginning of the table of contents
or anywhere in the {TOC} field code, if displayed.
2. Press [Shift+F9].
Page 178
Step-by-Step
View the {TOC} field code.
Steps
Practice Data
2. Press [Shift+F9].
The {TOC} field code is displayed.
Press [Shift+F9]
Discussion
Once a table of contents has been generated, additional editing changes can make it
incorrect or incomplete. For instance, if you insert manual page breaks or add or
delete enough text to affect the page breaks, the page numbers in a table of contents
may become incorrect. Adding, deleting, or rewording headings can also make the
table of contents incorrect.
After you have made changes to a document, you can quickly update the existing table
of contents, rather than having to create and format a new one. You can choose to
update the entire table or only the page numbers.
Page 179
Procedures
1. Select the References tab on the Ribbon.
2. Select Update Table button
Contents group.
in the Table of
Step-by-Step
Update a table of contents.
Position the insertion point in the blank line above the Worldwide Sporting Goods...
text on the CUSTOMER INFORMATION page (page 2) and press [Ctrl+Enter] to
insert a page break. Press [Ctrl+Home] to move to the top of the document.
Steps
Practice Data
Click References
Click
4. Select OK.
The Update Table of Contents dialog
box closes and the page numbers in
the table of contents are updated.
Click
Notice that the page numbers in the table of contents have changed, beginning with
the PRODUCTS DISTRIBUTED BY WORLDWIDE SPORTING GOODS line.
Close PACK14.DOCX.
Page 180
Discussion
If you have not applied heading styles to a document, you can create a table of
contents by marking the text you want to appear in the table of contents. To mark a
table of contents entry, you can insert a {TC} field, which stores the text and the
desired table of contents level. You can choose from up to nine levels by which to
mark the entry. Word then uses the {TC} fields to generate the table of contents.
As soon as you mark text for a table of contents, Word displays the formatting marks,
including the {TC} field codes, which are hidden text.
Page 181
You can use the Add Text button in the Table of Contents
group to mark selected text entries. The number of levels from
which you can select will be dependent on the levels that you
specify in the Table of Contents dialog box. You can use the
spin box Show levels to display the number of levels you
require.
Procedures
1. Select the text you want to include in the table of contents.
2. Press [Alt+Shift+O].
3. Enter the desired table of contents level in the Level spin box.
4. Select
Step-by-Step
From the Student Data directory, open PACK15.DOCX.
Insert {TC} field codes.
If necessary, use the status bar to go to section 2 in the document.
Page 182
Steps
Practice Data
2. Press [Alt+Shift+O].
The Mark Table of Contents Entry
dialog box opens with the selected text
in the Entry box.
Press [Alt+Shift+O]
Steps
Practice Data
Click Level
4. Select Mark.
The {TC} field code is inserted and the
formatting marks are displayed in the
document.
5. Select Close.
The Mark Table of Contents Entry
dialog box closes.
to 2
Click
Click
Practice the Concept: Mark the following table of contents entries, all found in
section 2. You can mark the first entry and leave the dialog box open to create
additional entries. When you select text in the document and then, click in the Mark
Table of Contents Entry dialog box, the selected text will appear in the Entry box.
Heading in text
Sporting Equipment
Clothing
Close the Mark Table of Contents Entry dialog box and hide the formatting marks.
USING TC FIELDS
Discussion
If the document contains {TC} fields, you can build a table of contents based on them.
To generate a table of contents from {TC} fields, the Table entry fields option in the
Table of Contents Options dialog box must be selected.
Page 183
You can select both the Styles and Table entry fields options
in the Table of Contents Options dialog box to build a table of
contents based on both styles and {TC} fields.
Procedures
1. Position the insertion point in the document where you want the table
of contents to appear.
2. Select the References tab on the Ribbon.
3. Select
Page 184
8. Select
9. Select
Step-by-Step
Use {TC} fields to generate a table of contents.
Steps
Practice Data
Press [Ctrl+Home], if
necessary
Click References
Click
Click
it
8. Select OK.
The Table of Contents Options dialog
box closes.
9. Select OK.
The Table of Contents dialog box
closes and the table of contents is
inserted in the document.
Styles to deselect
Click
Click
Close PACK15.DOCX.
Villanova UNIT Training
Page 185
Discussion
You can apply outline levels to text in your document and use those outline levels to
generate your table of contents. Outline levels can be used by themselves to generate a
table of contents, or they can be mixed with {TC} field codes and built-in heading
styles.
You can also change the document view to Outline using the
appropriate View Shortcuts button on the status bar.
Procedures
1. Select the text you want to include in the table of contents.
2. Select the View tab on the Ribbon.
3. Select
Page 186
9. Select
17. Select
18. Select
Step-by-Step
From the Student Data directory, open OUTTOC.DOCX.
Use outline levels to generate a table of contents.
Go to page 3.
Steps
Practice Data
Click View
Page 187
Steps
3. Select the Outline button in the
Document Views group.
The document view changes to outline
and the Outlining tab is displayed on
the Ribbon.
Practice Data
Click
Click Level 3
Press [Ctrl+Home]
Click References
list
Page 188
Click Formats
Click Classic
Steps
Practice Data
Click
Click
Click
Return to the table and continue on to the next step (step 7).
Use the Shortcut Views buttons on the status bar to return to Print Layout view.
Notice that the table of contents has been applied with the specified entries, levels and
formatting.
Close OUTTOC.DOCX.
Page 189
EXERCISE
CREATING A TABLE OF CONTENTS
Task
Create and update a table of contents.
1. Open MANUAL6.DOCX.
2. Position the insertion point at the start of the document.
3. Create a table of contents using the Distinctive format and 3 levels.
Then, generate the table of contents.
4. View the {TOC} field code then, redisplay the table of contents text.
5. Open WORDPROC.DOCX.
6. Select and copy the entire WORDPROC.DOCX document.
7. Switch to MANUAL6.DOCX. Scroll as necessary, position the
insertion point on the line above the Naming New Documents
heading and paste the copied text.
8. Update the entire table of contents, not just the page numbers.
9. Use the status bar to go to section 2 and mark the Restrictions and
Limitations text (below the first paragraph on Word Processing
Guidelines) as a table of contents entry, level 3.
10. Using the Add Text button, mark the Typical Features text on the
same page, as level 3.
11. Generate a new table of contents using styles, outline levels, and
{TC} fields. (Hint: Select the existing table of contents before you
open the Table of Contents Options dialog box and replace the
existing table of contents, if prompted.)
12. Close both documents without saving them.
Page 190
Page 191
USING AN INDEX
Discussion
An index is an alphabetical listing of subjects included in a document, book, or report,
including the page numbers on which the references can be found.
An index usually appears at the end of the document. Word can create an index with
up to three levels, which means that each index entry can have one level of subtopics
and each subtopic in the second level can have one additional level of subtopics. In
addition, you can create cross-references to other index entries. A cross-reference
refers the reader to a different topic.
To create an index, you mark the text you want to include in the index, define the
index format and then, generate it. In Word, you can mark index entries manually or
you can create a concordance file that lists all the text you want included in the index.
Word then uses the concordance file to mark the index entries. Once you have marked
the index entries and defined the format of the index, Word can generate the index.
A generated index
Page 194
Discussion
Selecting a word or phrase you want to use as an index entry is called marking an
index entry. Most people prefer to mark index entries after a document has been
completed because Word can mark multiple occurrences of the same text. When Word
marks all occurrences of index text, it marks only the first occurrence of the text in
each paragraph.
You can mark main index entries, subentries, and third-level entries, as well as define
cross-references. When you mark text as an index entry, Word adds a special {XE}
field code that includes the marked main entry and any cross-reference information
that you choose to include.
You can format the page numbers in an index as bold or italic. If you choose no
format, the numbers are formatted in the same way as the index entries.
As soon as you mark text for an index entry, Word displays the formatting marks,
including the {XE} field codes, which are hidden text. You can use options available
on the Display page in the Word Options dialog box to view only the hidden text, if
desired.
You can open the Mark Index Entry dialog box by pressing
[Alt+Shift+X].
Page 195
The Mark Index Entry dialog box remains open until you
select Close. Therefore, you can continue to select index
entries by selecting the desired text in the document. Simply
click in the dialog box, select the desired options and then,
select Mark.
Procedures
1. Select the text you want to mark as an index entry.
2. Select the References tab on the Ribbon.
3. Select
4. Select
or
as desired.
Step-by-Step
From the Student Data directory, open PACK16.DOCX.
Create main entries for an index.
If necessary, go to the top of the document.
Page 196
Steps
Practice Data
Click References
Steps
3. Select the Mark Entry button in the
Index group.
The Mark Index Entry dialog box
opens with the selected text in the
Main entry box.
4. Select Mark or Mark All as desired.
The {XE} field code that marks the
index entry is inserted into the
document and the formatting marks
are displayed.
5. Select Close.
The Mark Index Entry dialog box
closes.
Practice Data
Click
Click
Click
Practice the Concept: Mark Clothing on page 1 as a main index entry. Leave the
Mark Index Entry dialog box open.
Mark the following index entries by selecting each entry, clicking in the Mark Index
Entry dialog box to activate it, and selecting the appropriate Mark command.
Mark the Supplies and Memorabilia headings on page 1 as main index entries. Select
the word Features (in the Product Features heading) on page 2 and select the Mark
All button to mark all occurrences of the word in the document.
Close the Mark Index Entry dialog box.
Hide the formatting marks.
Discussion
You can create one or more subentries for a main index entry, as well as subentries for
the subentries, up to a total of three index levels. For example, the main entry
Clothing could have the second-level subentries Children, Men, and Women. The
Children subentry could have the additional third-level subentries of Infant and
Adolescent.
You can use the Subentry box in the Mark Index Entry dialog box to create a secondlevel subentry. To create a third-level subentry, you must type the second-level
subentry followed by a colon (:) and the text of the third-level subentry.
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Procedures
1. Select the text you want to mark as the main index entry.
2. Select
or
as desired.
7. Select
Step-by-Step
Create index subentries.
If necessary, go to the top of the document and display the References tab on the
Ribbon.
Steps
Practice Data
Click
Press [Tab]
Type Equipment
Click
Page 199
Click to the right of the existing main index entry after each of the following three
headings: Clothing, Supplies, and Memorabilia. Create index subentries; typing
Products Distributed as the main entry for each and the corresponding heading as the
subentry.
Return to the table and continue on to the next step (step 8).
Notice that each subentry appears in a separate {XE} field and includes the main
entry.
Discussion
In addition to selecting text to mark as index entries, you can type index entries for
terms or phrases that do not actually appear in the document, but are implied or
understood. For example, the word backpack in a document about camping
equipment might be indexed by both pack and backpack.
An {XE} field code appears in the document for each index entry you create.
Procedures
1. Position the insertion point where you want to insert an index entry.
2. Select
4. Select
or
5. Select
as desired.
Step-by-Step
Type an index entry.
If necessary, go to the top of the document and display the References tab on the
Ribbon.
Page 200
Steps
Practice Data
Click
Type Apparel
Click
Click
Discussion
You can cross-reference one index entry to another. Generally, when you create a
cross-reference, you create a reference from each index entry to the other. For
example, if you cross-reference the Clothing index entry to the Bathing Suits index
entry, the Bathing Suits index entry would also be cross-referenced to the Clothing
index entry.
You can also create a cross-reference for a word that does not even appear in the
document. For example, a document about camping equipment might contain the
word backpack, but not the word pack. The index, however, could include entries for
both pack and backpack, cross-referenced to each other.
By default, Word inserts the italicized word See at the beginning of a cross-reference,
but you can remove or change it as desired. If you prefer, you could use the phrase
See also or Refer to instead of the word See.
Once the cross-reference has been entered into the Mark Index Entry dialog box or
into the document, you can apply formatting to it.
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In the index, cross-references appear at the end of the page listings. For example, the
main entry for Clothing might appear as:
Clothing, 1, 5, 6, 9. See Bathing Suits
Procedures
1. Select the text you want to cross-reference.
2. Select
Page 202
Step-by-Step
Cross-reference index entries.
If necessary, go to the top of the document and display the References tab on the
Ribbon.
Steps
Practice Data
Click
Click
Type Returns
6. Select Mark.
The {XE} field code is placed at the
insertion point in the document.
7. Select Close
The Mark Index Entry dialog box
closes.
Cross-reference
Click
Click
Practice the Concept: On page 4, select the Returns heading and create a crossreference to the limited warranty text; italicize the cross-reference entry. You can
italicize the text in the Mark Index Entry dialog box or, in the document.
Page 203
GENERATING AN INDEX
Discussion
After you have marked all desired index entries, you can format and compile the
index.
You can create one of two types of indexes: indented or run-in. An indented index
lists each index level on a separate line and applies the Index 1, Index 2, and Index 3
styles as appropriate; Index 2 subentries are indented below Index 1 main entries, and
Index 3 subentries are indented below Index 2 subentries. A run-in index lists all
subentries on the same line as the main entry and uses only the Index 1 style.
You can choose one of several built-in index formats. If none of the built-in index
formats meets your needs, you can design a custom index format by modifying one of
the built-in index formats. In addition, you can specify how many columns you want
the index to have as well as how you want the page numbers to appear.
When Word generates an index, it appears at the insertion point. Normally, indexes
appear at the end of a document.
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Procedures
1. Position the insertion point where you want the index to be placed in
the document.
2. Select the Insert Index button
Step-by-Step
Generate an index.
If necessary, display the References tab on the Ribbon.
Steps
Practice Data
Press [Ctrl+End]
Click
Click Indented, if
necessary
Page 205
Steps
Practice Data
Click Columns
necessary
Click Formats
to 2, if
Click
Hide the formatting marks and switch to Print Layout view to view the index, if
necessary.
Discussion
Although an index usually appears as text, it is actually stored in an {INDEX} field.
You can view the {INDEX} field code instead of the index text. This option is helpful
because displaying the field code takes up less space on the screen. You can use a
keystroke or a shortcut menu command to toggle between the {INDEX} field code
and the index text.
Page 206
To display or hide the {INDEX} field code, you can rightclick the index text or the field code, as appropriate, and select
Toggle Field Codes from the shortcut menu.
Villanova UNIT Training
Procedures
1. Position the insertion point anywhere in the index text.
2. Press [Shift+F9].
Step-by-Step
View the {INDEX} field code.
If necessary, go to the end of the document.
Steps
Practice Data
2. Press [Shift+F9].
The {INDEX} field code appears.
Press [Shift+F9]
UPDATING AN INDEX
Discussion
Once you have inserted an index into a document, changes made to the document can
make the index incorrect or incomplete. For example, if you insert manual page
breaks or add or delete enough text to affect the page breaks, the page numbers in the
index may become incorrect. Adding or deleting index entries can also make an index
incorrect.
You can quickly update an existing index without having to recreate and format a new
one.
Page 207
Procedures
1. Position the insertion point in the index.
2. Select the Update Index button
on the References tab.
Step-by-Step
Update an index.
Position the insertion point before the Service Features heading on page 2 and press
[Ctrl+Enter] to insert a page break. Then, go to the end of the document and scroll to
view all of the index.
Steps
Practice Data
Click
Notice that the page numbers in the index change to reflect the inserted page break.
Close PACK16.DOCX.
Page 208
EXERCISE
CREATING AN INDEX
Task
Create index entries, generate and update an index.
1. Open INDEX6.DOCX.
2. Mark the Creating a Document heading as a main index entry.
3. Mark the Naming the Document heading as a subentry of Creating
a Document.
4. Go to page 3, mark the Modify Document Defaults text at the top of
the page as a main index entry. Do not include the text Screen.
5. On page 3, mark the Allow Widows and Orphans, Automatic Page
Breaks, and Backup Before Edit Document headings as subentries
of the text Modify Document Defaults. Mark them as main index
entries as well.
6. Position the insertion point in the line above the Backup Before
Edit Document heading and enter a main index entry of Saving a
File Copy. Cross-reference the Saving a File Copy entry to Backup
Before Edit Document and then, mark the entry.
7. Close the Mark Index Entry dialog box.
8. Press [Ctrl+End] to go to the end of the document.
9. Generate a Modern, two column index at the insertion point. Right
align the page numbers and select a tab leader of your choice.
10. View the {INDEX} field code and then, view the index text again.
11. Go to page 1 and select the word filename in the first paragraph
below the Naming the Document heading. Mark all occurrences of
filename as a main index entry.
12. Press [Ctrl+End] to go to the end of the document, then update the
index.
13. Close the document without saving it.
Page 209
Page 210
INSERTING A CAPTION
Discussion
If you have created a document that contains images as well as text, you may want to
add captions to those images in order to describe or explain them. A caption is text
linked specifically to an image which, is separate from the main text of the document.
They are often used to provide extra information and to help the reader correctly
identify or interpret the image.
If you have used a lot of images, or if you are creating a more formal style of
document, then you will also want to number the captioned images so that you can
better organize and present them. Word 2007 provides an easy way to do all of this
through the Captions feature.
You can also caption tables, equations, and other items using the same method.
Inserting a caption
Page 212
Procedures
1. Select the item to which you want to add a caption.
2. Select the References tab on the Ribbon.
Step-by-Step
From the Student Data directory, open CAPTION.DOCX.
Insert a caption.
Steps
Practice Data
Click References
Select
Page 213
Steps
Practice Data
5. Select OK.
The caption is created and inserted
below the image.
Click
Practice the Concept: Scroll down and select the second image on the page. Then,
select the Insert Caption button. Note that Word has automatically assigned the label
Figure 2. Type : Baseball is always a winner., then click OK.
Discussion
If you have a number of captioned items in your document, you might find it useful to
include a Table of Figures so that readers can easily locate them. Captioned items can
include figures (images), tables, and equations.
The Table of Figures feature provides a list of those items, along with page numbers.
In effect it functions as a table of contents that looks only at a very specific type of
content. It relies on the information already provided through the Captions dialog box.
Page 214
Procedures
1. Position the insertion point where you want to insert the Table of
Figures.
2. Select the References tab.
3. Select the Insert Table of Figures button
the Captions group.
4. Select
in
Step-by-Step
Insert a Table of Figures.
To create a paragraph in which to insert the Table of Figures, click just before the
Worldwide Sporting Goods title, and press [Enter].
Steps
Practice Data
Press [Ctrl+Home], if
necessary
Click References
Page 215
Steps
Practice Data
Select
4. Select OK.
The Table of Figures is inserted in the
document.
Click
Discussion
Once you have inserted a Table of Figures in your document, it provides a list of the
captioned items. The page numbers, caption labels and information drawn from the
actual captions are also included by default. If your document is a dynamic one,
however, new captioned items may be inserted, the existing captions may be edited,
and, the page numbering will often change.
Word 2007 enables you to update a Table of Figures quickly to reflect any changes.
Depending on the situation, you may choose to update either the page numbers only or
the entire table.
Page 216
Procedures
1. Position the insertion point anywhere within the Table of Figures to
select it.
2. Select the References tab.
3. Select the Update Table button
group.
in the Captions
4. Select the desired option to update the entire table or only the page
numbers.
5. Select
Step-by-Step
Update a Table of Figures.
Make two changes to the document before updating the Table of Figures. Position the
insertion point at the beginning of the heading Worldwide Sporting Goods then,
create a page break by pressing [Ctrl+Enter]. Then, click in the caption box below
Figure 1. Place the insertion point at the end of the caption for Figure 1 and type the
following text to the end of the first caption: in professional and amateur circles.
Scroll up to the top of the document.
Steps
Practice Data
Click References
Select
Click
Page 217
Steps
Practice Data
5. Select OK.
The Table of Figures is updated.
Click
The Table of Figures has been updated to reflect the edited caption for Figure 1 and
the revised page numbering.
INSERTING A CROSS-REFERENCE
Discussion
Cross-referencing lets you insert a reference to another item in your document, such
as a specific page, a heading, a subheading, a figure or, a table. The reference works
as a hyperlink, so that a reader viewing the document electronically can go to the item
referred to directly. The hyperlink in the reference will automatically update if the
item is moved within the document or the page numbering changes.
Page 218
Procedures
1. Position the insertion point where you want to insert the crossreference.
2. Select the References tab on the Ribbon.
3. Select the Cross-reference button
group.
in the Captions
10. Select
11. Type appropriate text as desired either before or after the inserted
cross-reference.
Step-by-Step
Insert a cross-reference.
Scroll down to page 3 of the document.
Steps
Practice Data
Click References
Select
Page 219
Steps
Practice Data
Click Bookmark
Click Advertising, if
necessary
9. Select Insert.
The cross-reference is inserted in the
document as a page number.
10. Select Close.
The Cross-reference dialog box closes.
11. Type appropriate text before and/or
after the cross-reference.
The cross-reference is presented as
desired.
to
Click
Click
Type - see page before the
reference link
Point to the cross-reference. Press [Ctrl] and click at the same time to follow the link.
Close CAPTION.DOCX.
Page 220
EXERCISE
CREATING CAPTIONS
Task
Insert captions, tables of figures and a cross-reference.
1. Open CAPTIONEX.DOCX.
2. Select the first image on the right of page 1.
3. Add a caption and type - Meet world renowned figure skaters in
the Caption box.
4. Change the Numbering format to uppercase letters and then, click
OK.
5. Insert the caption.
6. Select the second image on the left of page 1. Insert the caption:
- Meet top flight footballers.
7. Select the table on page 2 then, change the Caption label to read
Table 1. Then, insert the caption text: - Sales by region for 2007.
(Hint: Click the Label list in the Caption dialog box, select Table to
change the label. Click in the caption box and type the caption text.)
8. Insert the caption.
9
10. Select the table on page 3 and insert the caption: Table 2 - Our new
line in treadmills. (Hint: Click the Label list in the Caption dialog
box, select Table to change the label. Click in the caption box and
type the caption text.)
11. Insert two Tables of Figures (one each for figures and tables) below
the Equipment Showcase heading on page 1. (Hint: Use the
Caption label list under General in the Table of Figures dialog box
to select Figure and then, the Table label to insert the Tables of
Figures.)
12. Insert a new paragraph just before the tables of figures. Type the
heading: Figures and Tables and bold the text.
Page 221
13. Insert a page break just before the heading To our valued customers
on page 1 and then, update the page numbers for both of the tables of
figures.
14. Scroll down to page 2. Place the insertion point after new product
lines at the end of the first sentence in the second paragraph of text.
15. Insert a Cross-reference to Table 2. (Hint: Select Table from the
Reference Type list and then, choose the desired option in the For
which caption box. Then, select Page number from the Insert
reference to list.)
16. Type - for example, see page before the cross-reference entry in the
document.
17. Use the cross-reference entry to go to Table 2.
18. Close the document without saving it.
Page 222
INSERTING CITATIONS
Discussion
A bibliography is a list of sources, that you consulted or cited in creating the
document. It is usually placed at the end of a document. In Word 2007, you can
automatically generate a bibliography based on the source information that you
provide for the document.
Each time that you create a new source, the source information is saved on your
computer, so that you can find and use any source you have created.
If you choose a GOST or ISO 690 style for your sources and
a citation is not unique, append an alphabetic character to the
year. For example, a citation would appear as [Pasteur,
1848a].
Page 224
Procedures
1. Select the References tab on the Ribbon.
2. Select the Style list in the Citations & Bibliography group.
3. Select the style that you want to use for the citation and source.
4. Place the insertion point at the end of the sentence or phrase in the
document that you want to cite.
5. Select
Step-by-Step
From the Student Data directory, open TELEWORKING.DOCX.
Insert citations.
Page 225
Steps
Practice Data
Click References
Click
Walley, James
Villanova UNIT Training
Socket to em now
Computer Users Journal
2006
40
Title:
Journal Name:
Year:
Pages:
Return to the table and continue on to the next step (step 11).
MANAGING SOURCES
Discussion
The list of sources that you consult or cite can become quite long, At times, you might
want to search for a source that you cited in the current document, or another
document, using the Manage Sources feature.
Page 227
Procedures
1. Display the References tab on the Ribbon.
2. Select
Step-by-Step
Manage sources.
If necessary, display the References tab on the Ribbon.
Steps
1. Select the Manage Sources button in
the Citations and Bibliography
group.
The Source Manager dialog box
opens.
2. To find a specific source, type a search
term (e.g. Title, Author name,
publication name or, year) for the
source in the Search box.
The Current List narrows dynamically
to match your search term.
3. Select Close.
The Source Manager dialog box
closes.
Page 228
Practice Data
Click
Type Computer
Click
Discussion
You may decide that you want to change the style of your citations and bibliography,
after you have entered them in your document. Word 2007 makes it easy to change
styles, for example, from Chicago to ISO 690 Numerical Reference.
When you change the style of the citation, the style of the
bibliography is updated automatically to reflect the changes
you have made.
Procedures
1. Display the References tab on the Ribbon.
2. Place the insertion point in one of the citations you want to change.
Page 229
Step-by-Step
Edit a citation and bibliography style.
If necessary, display the References tab on the Ribbon.
Steps
Practice Data
Notice that all the citations on page 1 of the document have changed to style ISO 690
- Numerical reference because they were all based on the original style; GOST Name Sort.
INSERTING A BIBLIOGRAPHY
Discussion
You can create a bibliography after you insert one or more sources in a document.
You can use a placeholder citation, if you do not have all of the information to hand
that you need about a source to create a complete citation. You can complete the
source information later. Placeholder citations, however, do not appear in the
bibliography.
Page 230
Procedures
1. Position the insertion point where you want the bibliography to be
inserted in the document.
2. If necessary, display the References tab on the Ribbon.
3. Select
4. Select your desired bibliography format, you can choose from BuiltIn styles in the Bibliography gallery or select Insert Bibliography.
Page 231
Step-by-Step
Insert a bibliography.
If necessary, display the References tab on the Ribbon.
Steps
Practice Data
Click [Ctrl+End]
Click
Notice that the Built-In bibliography style inserts a heading. The first citation
displays a numeric placeholder only because no information has been included in the
Source Manager.
Close TELEWORKING.DOCX.
Page 232
EXERCISE
CREATING CITATIONS AND BIBLIOGRAPHY
Task
Create citations and a bibliography.
1. Open COMPUTING.DOCX.
2. Insert a new citation at the end of the first quotation, using the
Chicago style and inserting the following information:
Type of Source: Journal article
Author: Watson, Thomas
Title: The Future of Computing
Journal Name: IBM Journal
Year: 1940
Pages: 35
3. Copy the source Heathcote, PM; Advanced Computing (2000)
from the Current List to the Master List.
(Hint: open the Source Manager dialog box then, select the source
and use the Copy button to add the source to the Master List.)
4. Change the style of the citations and bibliography from Chicago to
ISO 690 - Numerical Reference.
5. Insert a bibliography at the end of the document using the
Bibliography style from the Bibliography gallery.
6. Close the document without saving it.
Page 233
MARKING CITATIONS
Discussion
A Table of Authorities is a standard way of declaring what authorities you have cited
in your document and where they appear.
To create a Table of Authorities, you must first mark the citations that you want to
include. The Mark Citation dialog box allows you to mark selected text in a document
and assign it to a category. Word provides several categories, including Cases,
Statutes, Other Authorities, Rules, Treatises, Regulations, and Constitutional
Provisions. You can also add your own categories to the list.
It may be helpful to review a printed copy of the legal document when marking
citations for a Table of Authorities so that you can determine which text you should
use for long and short citations. You should select long citations for marking and then
select the Mark All button; Word then marks the long citation and all associated short
citations. Alternatively, you can select the Mark button to mark only the current
selection.
Word stores the marked citation text in a {TA} field. As soon as you mark text for a
Table of Authorities, Word displays the formatting marks in the document, including
the {TA} field codes.
Page 236
The Mark Citation dialog box remains open until you select
Close. Therefore, you can continue to mark citations by
selecting the desired text in the document and then, selecting
Mark or Mark All as desired.
You can use the Word shortcut keys or buttons on the Ribbon
to format text in the Selected text box.
Procedures
1. Select the text you want to mark as a citation.
2. Select the References tab on the Ribbon.
or
as desired.
Step-by-Step
From the Student Data directory, open CASE9.DOCX.
Mark citations in a document.
Go to the second page (page 1 of section 2) of the document.
Page 237
Steps
Practice Data
Click References
Click
Type 12 U.S.C.
Click Category
Click Statutes
Click
Click
Close CASE9.DOCX.
Page 238
Discussion
A Table of Authorities is generally placed at the beginning of a legal document and
often uses Roman numerals for page numbers. If you want to format a Table of
Authorities differently from the rest of the document, you must insert it in a separate
section.
After you have marked all citations in a document, you can define the format of the
Table of Authorities and then, generate it. Word provides several built-in styles for
tables of authorities. If none of the built-in styles meets your needs, you can design a
custom format by modifying the various built-in styles.
In addition, you can keep the original formatting of citations as they appear in the
document, select the categories you want to include in the Table, and select a tab
leader (a series of characters that extends between the Table of Authority entries and
the corresponding page numbers).
You can also select the passim option on the Table of Authorities page in the Index
and Tables dialog box, which replaces five or more references to the same authority
with the word passim.
Page 239
Procedures
1. Position the insertion point in the document where you want the
Table of Authorities to be inserted.
2. Select the References tab on the Ribbon.
3. Select the Insert Table of Authorities button
Authorities group.
in the Table of
Step-by-Step
From the Student Data directory, open CASE9U1.DOCX.
Create a Table of Authorities.
If necessary, go to the top of the document.
Page 240
Steps
Practice Data
Steps
Practice Data
Click References
Click
Click Formats
Click Formal
Click
option)
(second
Click
Page 241
Discussion
If you add or delete citations after you have inserted a Table of Authorities, you must
build a new Table of Authorities to replace the existing one. Although the options
selected for the existing Table of Authorities remain in effect, you can change any of
those options as desired.
If, however, the changes made to the document affect only the page numbering, you
do not need to build a new Table of Authorities. Instead, you can update just the page
numbers in the existing Table of Authorities.
Procedures
1. Select the References tab on the Ribbon.
2. Select the Insert Table of Authorities button
Authorities group.
in the Table of
.
.
Step-by-Step
Update a Table of Authorities.
Go to page 4 of the document. Mark the Pennsylvania Rule of Appellate Procedure
302(a) text in the second paragraph below argument B as a long citation in the Rules
category; type Pa. R.A.P. 302(a) as the short citation. Then, close the Mark Citation
dialog box and hide the formatting marks.
Page 242
It does not matter where the insertion point is within the document. You do not need
to select the existing Table of Authorities.
Steps
Practice Data
Click References
Click
5. Select OK.
Click
The Table of Authorities dialog box
closes. The existing Table of
Authorities Cases section in the
document is selected. A Microsoft
Office Word message box opens asking
if you want to replace the selected
Table of Authorities category.
6. Select Yes.
The Microsoft Office Word message
box closes. An updated Table of
Authorities is placed in the document.
Click
Practice the Concept: Go to the second page (page 1 in section 2) of the document.
Press [Ctrl+Enter] to insert a page break before the text PROCEDURAL
HISTORY. Then, scroll up to the existing Tables of Authorities and select all three of
them.
Click the Update Table of Authorities button in the Table of Authorities group. The
page numbers of all the citations are updated.
Close CASE9U1.DOCX.
Page 243
EXERCISE
CREATING A TABLE OF AUTHORITIES
Task
Mark citations, create and build a table of authorities.
If possible, print the document to determine which text contains citations.
1. Open BRIEF9.DOCX.
2. Select the References tab and open the Mark Citation dialog box for
a Table of Authorities.
3. Select the Next Citation button to find the first citation in the
document.
4. Select the text; Iorfida v. Mary Robert Realty Co. and mark it as a
citation in the Cases category, using Iorfida as the short citation.
(Hint: after selecting the text in the document, click on the Mark
Citation dialog box to insert the selected text.)
5. Find the next citation; Zack v. Borough of Saxonburg, (you may
need to scroll up in the document to view the citation which, is also
on page 4 of the document). Mark all citations of it in the Cases
category, using Zack as the short citation.
6. Find the next citation. Mark all occurrences of Yurechko v.
Allegheny County in the Cases category, using Yurechko as the
short citation.
7. Mark all citations of the last citation in the document (Bush v. Atlas
Automobile Finance Corp.) in the Cases category, using Bush as
the short citation. Then, close the Mark Citations dialog box and hide
the paragraph formatting marks.
8. Go to the top of the document and position the insertion point on the
second line below the TABLE OF AUTHORITIES text.
9. Insert a Table of Authorities using the Simple format and the Cases
category.
10. View the {TOA} field code; then display the Table of Authorities
text again.
11. Go to page 3 of the document and insert a page break on the line
above the ARGUMENT heading.
Page 244
12. Select the Table of Authorities and update it to reflect the change in
page numbers.
13. Close the document without saving it.
Page 245
Discussion
When you are working in a long document, it can be helpful to mark specific locations
in the document so that you can go back to those locations at a later time. You can use
bookmarks to mark a location in a document or to mark selected text, graphics, tables,
and other objects.
Bookmarks can also be used to create cross-references or mark a range of pages for an
index entry.
CREATING BOOKMARKS
Discussion
When you create a bookmark, you must give it a unique name. A bookmark name
must begin with a letter and can be up to 40 characters long. Only letters, numbers,
and the underscore ( _ ) character can be used in a bookmark name; it cannot contain
any spaces or punctuation.
When you create a bookmark, it is added to the list of existing bookmarks for that
document.
Creating a bookmark
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Procedures
1. Select the item to which you want to add a bookmark.
2. Select the Insert tab on the Ribbon.
3. Select the Bookmark button
Step-by-Step
From the Student Data directory, open PACK17.DOCX.
Create a bookmark.
Go to page 5 of the document.
Steps
Practice Data
Click Insert
Page 249
Steps
Practice Data
Click
Type fitness
Click
Practice the Concept: Go to page 4, select the Minimum Order text and create a
bookmark named order.
Go to page 3, select the Advertising Agreement text and create a bookmark named
advertising. Click anywhere in the document to deselect the text.
VIEWING BOOKMARKS
Discussion
Word marks a bookmark by inserting hidden text in the document at the location of
the bookmark. At times, you may need to view the bookmarks in a document. You
can view bookmarks by selecting the Show bookmarks option on the Advanced page
in the Word Options dialog box.
Text that has been selected for a bookmark is enclosed in gray, square brackets ( [ ] ).
If a bookmark marks a location rather than text or an object, the bookmark is
displayed as a bold I-beam.
Procedures
1. Select the Office button
2. Select
.
at the bottom of the Office menu.
3. Select Advanced.
Page 250
Step-by-Step
View bookmarks.
Steps
Practice Data
Click
Click
3. Select Advanced.
The Advanced options are displayed
on the right-hand side of the dialog
box.
Click Advanced
Click Show
bookmarks
5. Select OK.
The Word Options dialog box closes
and the bookmarks are displayed in
the document.
Click
GOING TO A BOOKMARK
Discussion
One reason to create bookmarks is to mark specific locations in a document so that
you can go back to those locations at a later time. You can use a bookmark to quickly
move to bookmarked text or a bookmarked location.
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Bookmarks can be sorted in the Bookmark dialog box by name or by location in the
document.
You can also use the Go To page in the Find and Replace
dialog box to go to a bookmark. On the Go To page, select
Bookmark in the Go to what list box. Then, select the desired
bookmark from the Enter bookmark name list.
To open the Find and Replace dialog box, you can click the
Find button in the Editing group on the Home tab and select
the Go To page. Alternatively, if page numbers are displayed
on the status bar, you can click the page number area to open
the dialog box at the Go To page.
Procedures
1. Select the Insert tab on the Ribbon.
2. Select the Bookmark button
3. Select the desired bookmark from the Bookmark name list box.
4. Select
5. Select
Step-by-Step
Go to a bookmark.
If necessary, go to the top of the document. Press [Ctrl+Home].
Page 252
Steps
Practice Data
Click
Steps
Practice Data
Click order
4. Select Go To.
The bookmarked text is selected in the
document.
5. Select Close.
The Bookmark dialog box closes.
Click
Click
Practice the Concept: Open the Bookmark dialog box, go to the fitness bookmark,
and then to the advertising bookmark without closing the Bookmark dialog box.
Then, close the Bookmark dialog box.
CROSS-REFERENCING TO A BOOKMARK
Discussion
You can use bookmarks to identify and go to specific locations in a document.
A cross-reference is used to refer to other text, an object, or a location in a document.
A cross-referenced location usually provides additional information related to the text
or object to which the cross-reference is attached. In a printed document, the reader
must go to a cross-referenced location manually in order to see the additional
information. A cross-reference is hyperlinked by default so that a reader, viewing an
electronic version of the document, can click the cross-reference to go directly to the
cross-referenced location.
Before you can cross-reference a bookmark, you must first define it. When you crossreference a bookmark, you must indicate whether you want to insert the crossreference to the actual bookmarked text, the page number on which the bookmark is
found, or the paragraph number in which the bookmark is located. If you crossreference to a page or paragraph number and select the Include above/below option,
Word includes the appropriate word (above or below) in the cross-reference.
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Cross-referencing to a bookmark
Procedures
1. Position the insertion point where you want to create a crossreference.
2. Type introductory text for the cross-reference in the document, if
desired.
3. Select the Insert tab on the Ribbon.
4. Select the Cross-reference button
group.
in the Links
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12. Select
Step-by-Step
Cross-reference to a bookmark.
If necessary, go to the top of the document. Press [Ctrl+Home].
Steps
Practice Data
Click
6. Select Bookmark.
Bookmark is displayed in the
Reference type box and all bookmarks
defined in the document are displayed
in the For which bookmark list box.
Click Bookmark
Click Insert as
hyperlink, if necessary
Page 255
Steps
Practice Data
Click fitness
Click
Click
DELETING A BOOKMARK
Discussion
If you no longer need a bookmark, you can delete it, either directly in the document or
from the Bookmark dialog box.
If you delete a bookmark in the document, you must delete the gray, square brackets
( [ ] ) and their contents, thereby deleting the selected text or object of the bookmark
as well as the bookmark itself. You can delete a bookmark without deleting the
bookmarked item text by selecting the Delete button in the Bookmark dialog box.
After you have deleted a bookmark, you can use the same bookmark name to mark
another item.
Procedures
1. Select the Insert tab on the Ribbon.
2. Select the Bookmark button
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4. Select
5. Select
Step-by-Step
Delete a bookmark.
Steps
Practice Data
Click
Click advertising
4. Select Delete.
The bookmark is deleted from the
Bookmark name list box and removed
from the document.
5. Select Close.
The Bookmark dialog box closes.
Click
Click
Close PACK17.DOCX.
Page 257
EXERCISE
USING BOOKMARKS
Task
Define and use bookmarks.
1. Open INVITE61.DOCX.
2. Create bookmarks for the following items:
Item
Page
Bookmark Name
directions
seminars
EXERCISE BIKES
bikes
ROWING MACHINES
rowers
STEPPERS
steppers
TREADMILLS
treadmills
Page 258
Page 259
USING NOTES
Discussion
You can use footnotes and endnotes to annotate text with additional information (such
as the source of the text, a definition, or a further explanation). Footnotes and
endnotes comprise two linked parts; a note reference mark in the document text and
its related note text. Footnotes usually appear at the bottom of the page while endnotes
usually appear in a group at the end of the document.
Although you would normally use either footnotes or endnotes in a document, you can
use both in the same document.
INSERTING NOTES
Discussion
Word automatically numbers both footnotes and endnotes. Consequently, Word
renumbers existing notes when you add or delete a note. Footnotes and endnotes,
however, are numbered independently of each other.
Footnote text always appears on the same page as the corresponding note reference
mark. Therefore, if changes made to document text move a footnote reference mark to
the following page, the footnote text also moves to the following page.
You can insert footnotes and endnotes in either Draft, Outline, Web Layout or Print
Layout views. When you insert a footnote in Web Layout, Outline or Draft views,
the note reference mark appears at the insertion point in the document and the
Footnotes pane opens in the document window. After you have typed the note text
into the Footnotes pane, you can leave the pane open and return to work in the
document. In this way, you can view the document footnotes at the same time as the
document text.
If you prefer to work in Print Layout view, you do not use the Footnotes pane.
Instead, the insertion point moves to the footnote area at the bottom of the current
page as soon as you insert a footnote, so that you can type the footnote text.
If you want to insert an endnote, an Endnotes pane opens when you work in Outline
or Draft views. To insert an endnote in Print Layout or Web Layout view, the
insertion point will automatically go to the end of the document, or to the end of the
current document section depending on the selected endnote options, so that you may
type the endnote text. After you have typed the footnote or endnote, you can doubleclick the note reference mark to return to the corresponding note reference mark in the
document text.
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Procedures
1. Switch to Draft view.
2. Position the insertion point in the text to which you want to add a
note.
3. Select the References tab on the Ribbon.
4. Select the launcher arrow in the Footnotes group.
5. Under Location, select the desired type of note.
6. Select the Format options, as desired.
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7. Select
Step-by-Step
From the Student Data directory, open PACK18.DOCX.
Insert a note.
Switch to Draft view using the View Shortcuts button on the status bar.
Steps
Practice Data
Click References
Click
group
Click Footnotes, if
necessary
Click Numbering
Click Continuous
7. Select Insert.
The Footnote and Endnote dialog box
closes. The note reference mark is
placed at the insertion point and the
Footnotes pane opens.
Page 264
in the Footnotes
Click
Steps
Practice Data
Click
Practice the Concept: Go to page 3 and click at the end of the Item 2 Initial
advertising budget. Open the Footnote and Endnote dialog box to insert the
following endnote: This agreement will be reviewed after six months to determine
whether adjustments are necessary..
Go to page 6 and click at the end of the Exercise Bikes heading. Open the Footnote
and Endnote dialog box to insert the following footnote: Manufacturers extended
warranty is 60 days.. Then, close the Footnotes pane.
Preview the document by pointing to Print in the Office menu and then, clicking
Print Preview. Scroll the document to view the footnotes at the bottom of pages 1
and 6 and the endnote on page 7. Then, close Print Preview.
Discussion
After footnotes and/or endnotes have been added, you can modify their placement and
appearance. Although footnotes usually appear at the bottom of the page, they can
also appear directly beneath the note reference mark in the document text. Endnotes
can appear at the end of the document or at the end of the document section in which
the note reference mark appears.
Footnote and endnote reference marks can appear as numbers, letters, Roman
numerals, or symbols. You can also create custom note reference marks. If you use
both footnotes and endnotes in the same document, you should select different
numbering formats for each.
You can select a different starting number for footnotes and endnotes, which is useful
if your document is to be added to another document. Footnote and endnote
numbering can be continuous throughout a document, or it can restart at each section.
Footnote numbering can also be set to restart for each page.
Page 265
Procedures
1. Select the References tab on the Ribbon.
2. Select the launcher arrow in the Footnotes group.
3. Under Location, select the desired type of note.
4. Select the corresponding notes list.
5. Select the desired option.
6. Select the Number format list.
7. Select the desired number format.
8. Enter the number with which you want to start numbering in the
Start at box, if desired.
9. Select the Numbering list, if desired.
10. Select the desired option.
11. Select
Step-by-Step
Set note options.
Page 266
Steps
Practice Data
Click References, if
necessary
Click
group
Click Endnotes, if
necessary
Click Endnotes
in the Footnotes
Steps
Practice Data
Click A, B, C,
9. Select Apply.
The Footnote and Endnote dialog box
closes and the note options are saved.
Click
Go to page 3 in the document. Notice that the endnote at the end of the Item 2
paragraph uses the letter A as the note reference mark.
VIEWING NOTES
Discussion
You can view the notes in a document in one of two ways. In Draft view, you can
open either the Footnotes or Endnotes panes to see all the footnotes or all the
endnotes in the document, respectively. In Print Layout view, notes appear in their
printed location. For example, footnotes appear at the bottom of the page in which the
corresponding note reference mark is located and endnotes appear at the end of the
document (or at the end of the section in which the corresponding note reference mark
is located, if applicable).
Pointing to a note reference mark displays the note text in a ScreenTip. There are
different methods you can use to move back and forth between a note reference mark
and its note text, depending upon the view. Regardless of the view, double-clicking a
note reference mark in the document will take you to its note text.
Page 267
Procedures
1. Switch to Draft view.
2. Point to the note reference mark in the document text to view the
note text in a ScreenTip.
3. Double-click the note reference mark in the document text to open
the Footnotes or Endnotes pane.
4. Click any note text in the Footnotes or Endnotes pane to view the
corresponding reference mark in the document.
5. Switch to Print Layout view.
6. Double-click any note reference mark in the document text.
7. Double-click any note reference mark in the note area.
Page 268
Step-by-Step
View notes in Draft and Print Layout views.
Go to page 1 and if necessary, switch to Draft view using the View Shortcuts buttons
on the status bar.
Steps
Practice Data
Click in the
2 Manufacturers
extended warranty is 60
days
Click
on the right-hand
side of the status bar
Switch to Draft view. Select the Show Notes button in the Footnotes group to open
the View Footnotes dialog box. Then, select the View footnote area option, if
necessary and click OK. Notice that the Footnotes pane opens. In footnote 2, change
60 days to 90 days and then, close the Footnotes pane. Point to the footnote 2 note
reference mark in the document to view the changed note text in the ScreenTip.
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BROWSING NOTES
Discussion
You can use the Go To feature to move quickly to a note. You can go to a specific
note, or you can browse through all document footnotes or endnotes.
The Select Browse Object button lets you open the Find and Replace dialog box as
well as browse by field, endnote, footnote, comment, section, page, edits, heading,
graphic, or table. If you choose to browse by footnote or endnote, you can view each
footnote or endnote in the document, one at a time.
When you select an object other than Browse by Page from the Select Browse
Object menu, the names of the Previous and Next buttons change accordingly and
the arrows on the buttons turn blue.
As soon as you select the object by which you want to browse, Word immediately
takes you to the next occurrence of that object in the current document. For example,
as soon as you select the Browse by Footnote button from the Select Browse Object
menu, the insertion point appears to the left of the next footnote in the document, if
one exists.
You can also select the Go To button from the Select Browse Object menu to open
the Find and Replace dialog box on the Go To page. On the Go To page, you can
enter the number of the specific footnote or endnote you want to view, or you can type
a plus (+) or minus (-) sign to view either the next or previous note accordingly. You
can also type a number after the plus or minus sign to move forward or backward a
specific number of notes.
You can click the page area on the left end of the status bar to
open the Find and Replace dialog box on the Go To page.
Alternatively, you can open the Find and Replace dialog box
by selecting the Find or Replace buttons in the Editing group
on the Home tab.
Procedures
1. Select the Select Browse Object button
or the Browse by
Endnote button
Page 270
, as desired.
3. Select either the Previous button or the Next button on the vertical
scroll bar, as desired.
Step-by-Step
Browse notes.
If necessary, go to the top of the document and close the Footnotes pane.
Steps
Practice Data
Click
Object
Select Browse
Click
Browse by
Footnote
Click
Next Footnote
Click the Select Browse Object button and select the Browse by Page button. Notice
that the Previous and Next buttons return to black.
Discussion
You can move or copy a note from one location in a document to another by moving
or copying the note reference mark. You can use the Cut, Copy, and Paste buttons in
the Clipboard group on the Home tab to move or copy a note reference mark. You
can also drag a note reference mark as desired to move or copy the note.
Since notes are numbered automatically, Word renumbers notes as needed whenever
you move or copy a note reference mark.
Page 271
Procedures
1. In the document, select the note reference mark you want to move or
copy.
2. Select the Cut button
copy the note.
to
3. Position the insertion point where you want to insert the note
reference mark.
4. Select the top part of the Paste button
Step-by-Step
Move and copy notes.
If necessary, go to page 6. Display the Home tab, if necessary.
Steps
Practice Data
Click
Page 272
Copy
Click
DELETING A NOTE
Discussion
If you want to delete a note, you must delete the note reference mark in the document
text. You cannot delete a note by deleting the footnote or endnote text, either in the
note panes in Draft view or in the note area in Print Layout view. The note text is
automatically removed when you delete the note reference mark.
Since notes are automatically numbered, Word renumbers any remaining notes
whenever you delete a note reference mark.
Procedures
1. In the document, select the note reference mark you want to delete.
2. Press [Delete].
Step-by-Step
Delete a note.
Page 273
If necessary, go to page 2.
Steps
Practice Data
3. Press [Delete].
The note reference mark is deleted and
the footnote text is removed. The
remaining notes are renumbered
accordingly.
Press [Delete]
Switch to Draft view, if necessary. Click the Show Notes button in the Footnotes
group on the References tab. View the footnote area in the Footnotes pane to verify
the deletion and then close the Footnotes pane.
Close PACK18.DOCX.
Page 274
EXERCISE
USING FOOTNOTES AND ENDNOTES
Task
Use footnotes and endnotes.
1. Open INVITE62.DOCX.
2. Switch to Draft view and go to the top of the document, if necessary.
3. Position the insertion point at the end of the second paragraph, after
the product training text.
4. Insert a footnote using the 1, 2, 3, number format. Type the
following footnote text: Sponsored by Fit-for-Life Sports..
5. Go to page 3 and position the insertion point above the table, to the
right of the MORNING SEMINARS text.
6. Insert an endnote; select the i, ii, iii, number format and apply the
changes to the whole document. Then, type the following endnote
text: Morning workshops only are included in the half-day
admission..
7. Switch to Print Layout view and scroll the document as needed to
view the footnotes and endnotes.
8. Switch to Draft view and then, open the Footnotes pane to view all
the footnotes in the document. Go to the reference mark in the
document for footnote 4.
9. Copy footnote 4 (Recommended by the AMA.), go to page 3, and
paste the footnote in the second row of the table, fourth column, after
the Product Demonstration: Life-Fit: the next generation of
Treadmills text. Press [Esc] to hide the Paste Options button.
(Notice in the Footnotes pane that Word automatically renumbers
the footnotes.)
10. Switch to the Endnotes pane. Then, close it.
11. Use the Select Browse Object button to select the Browse by
Footnote button. Go to footnote 3 and delete it.
12. Return the Select Browse Object menu to the Browse by Page
button.
13. Close the document without saving it.
Page 275
Page 276
Discussion
It is often easier to manage a long document by working in smaller, separate
documents. You can then use the Master Document feature to display and manage
each of the separate documents in one combined document. Each document linked to
a master document is called a subdocument. Subdocuments appear as outline levels in
Outline view.
A master document can be created in Outline view from either a new or an existing
document. You can insert one or more existing files as subdocuments. You can also
use the Create Subdocument button to create a new subdocument without leaving
the master document; Word will create and save the new document, using its first
level heading as the file name.
Master documents allow you to view document flow, rearrange files as needed, and
generate both a table of contents and an index for the entire document, including all
subdocuments. You can also expand or collapse the master document to display or
hide the subdocument text.
The subdocuments are linked to the master document. The subdocument source file is
automatically updated whenever any changes are made to it within the master
document. The master document is updated as well whenever changes are made to
any of its subdocument files.
The Outlining tab provides buttons used to create, insert, and manage the master
document and its subdocuments.
Procedures
1. Select the View tab on the Ribbon.
Page 278
Step-by-Step
From the Student Data directory, open MASTER.DOCX.
Use a master document.
If necessary, display the formatting marks.
Steps
Practice Data
Click View
Click
INSERTING SUBDOCUMENTS
Discussion
Files inserted into a master document are called subdocuments. Subdocuments are
linked to their source files. Therefore, changes made to a source file are automatically
updated to the master document.
When you insert a subdocument into a master document, the subdocument text
appears in Outline view. You can then use buttons available on the Outlining tab to
collapse and expand the subdocument.
Word inserts a Next Page section break before each subdocument you insert and a
Continuous section break after it.
If the master document and the subdocuments contain duplicate style names with
different formatting, the subdocument text adopts the master document formatting
when inserted into the master document. For example, if the Heading 2 style is leftaligned in the subdocument but centered in the master document, all subdocument text
formatted with the Heading 2 style will be centered in the master document.
Page 279
Procedures
1. Switch to Outline view.
2. Position the insertion point in the document where you want to insert
a subdocument.
in the Master
5. Select the Look in list or the Favorite Links list in the Insert
Subdocument dialog box.
6. Select the drive where the file you want to insert is stored.
7. Open the folder where the file you want to insert is stored.
8. Select the file you want to insert.
9. Select the left part of the Open button
10. If a Word message box opens, asking if you want to rename a style
found in both the subdocument you wish to insert and the master
document, select
Step-by-Step
Insert subdocuments into a master document.
If necessary, switch to Outline view and display the Outlining tab.
Page 280
Steps
Practice Data
Press [Ctrl+End]
Click
Click
PRODUCT6.DOCX
Click
Click
Page 281
At the top of the document, select and right-click the Error! No table of contents
entries found. {TOC} field code. Update the table of contents by selecting Update
Field from the shortcut menu. Display the formatted table of contents in Print Layout
view using the View Shortcuts button on the status bar. Then, switch back to Outline
view.
Click the Show Level list in the Outline Tools group on the Outlining tab to display
only level 2 and above. Then, display all the outline levels again.
Save the file to the student data folder as Master2.docx.
COLLAPSING/EXPANDING SUBDOCUMENTS
Discussion
You can expand and collapse the subdocuments in a master document. Collapsing
subdocuments allows you to view the overall structure of the master document,
including the source of each subdocument.
When you collapse a subdocument, a {HYPERLINK} field code appears with the
path and filename of the source file. In addition, Subdocument and Lock icons
appear in the margin to the left of the field code.
To view the subdocument text again, you must expand the subdocument.
Collapsed subdocuments
Page 282
Procedures
1. Switch to Outline view.
in the
in the
Step-by-Step
Collapse and expand subdocuments in a master document.
If necessary, switch to Outline view and display the Outlining tab.
Press [Alt+F9] to display the {TOC} field code instead of the table of contents text.
Steps
1. Click the Expand Subdocuments
button in the Master Document
group.
The text for all inserted subdocuments
is displayed.
2. Click the Collapse Subdocuments
button in the Master Document
group.
The inserted subdocuments are
displayed as hyperlinks with the path
and filename of the source file.
Practice Data
Click
Click
Page 283
UNLINKING SUBDOCUMENTS
Discussion
You can unlink a subdocument from the master document. This copies the text of the
subdocument into the master document and removes the link to the subdocument.
From then on, any edits to the contents of the unlinked subdocument will no longer be
reflected in the master document. Similarly, the text now contained in the master
document can be edited without having any effect on the unlinked subdocument.
Procedures
1. Switch to Outline view.
2. Select
text.
Step-by-Step
Unlink a subdocument.
Switch to Outline view, if necessary. Then, expand the subdocuments.
Page 284
Steps
Practice Data
Click
Discussion
You can split a subdocument from within the master document. This automatically
creates a second subdocument. The contents of the original subdocument are split
appropriately, with the relevant content cut from the original and pasted into the new
subdocument.
You can also merge two or more subdocuments (or parts of a split subdocument) into
one. This copies the text from the second subdocument into the first subdocument, and
unlinks the second subdocument from the master document. However, the second
subdocument is not automatically deleted, and remains as an independent, unlinked
file.
Procedures
1. Switch to Outline view.
2. Select
text.
3. Place the insertion point in the subdocument at the point where you
want to split the subdocument.
4. Select the Split button
Page 285
Step-by-Step
Split and merge a subdocument.
Switch to Outline view, if necessary, then select the Expand Subdocuments button
to display the text of all subdocuments.
Steps
Practice Data
Click
Click
The new file created when the subdocument was split still exists, containing the
content from the start of the split to the end of the original subdocument. However, it
is no longer linked to the master document and can be deleted safely.
Page 286
LOCKING SUBDOCUMENTS
Discussion
While working in the master document, you can lock one or more subdocuments so
that they cannot be edited by you or another person. If you open a locked
subdocument, it will be made available in Read-Only mode.
This setting, however, cannot be saved. Therefore, it does not protect the
subdocuments from changes once you have closed the master document.
Procedures
1. Switch to Outline view.
2. Select
text.
in the Master
Step-by-Step
Lock a subdocument.
Switch to Outline view, if necessary. Then, select the Expand Subdocuments button
to display the text of all subdocuments.
Page 287
Steps
Practice Data
Click
OPENING SUBDOCUMENTS
Discussion
If a subdocument source file is open at the same time as the master document, the
subdocument is locked in the master document. You can view a locked subdocument
in the master document, but you cannot make changes to it.
When a subdocument is locked, a locked icon appears in the margin to the left of the
subdocument.
You can edit a subdocument in its source file or the master document. Since a
subdocument is linked to its source file, changes made to it in the master document
are updated to the source file and vice versa.
You can also open a collapsed subdocument by doubleclicking the subdocument icon to the left of the hyperlink. If
you prefer, you can open a collapsed subdocument by rightclicking its field code to open the shortcut menu then,
selecting Open Hyperlink.
Procedures
1. Switch to Outline view.
2. Double-click the subdocument icon
you want to open.
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Step-by-Step
Open a subdocument.
Switch to Outline view, if necessary. Then, select the Expand Subdocuments button
to display the text of all subdocuments. All documents should be unlocked.
Open PRODUCT6.DOCX and view the Products Distributed by Worldwide
Sporting Goods heading. This is the same heading text that is displayed in the master
document. Then, close PRODUCT6.DOCX.
In MASTER2a.DOCX, type , Inc. at the end of the Products Distributed by
Worldwide Sporting Goods heading at the top of the first subdocument.
Steps
Practice Data
Notice that the text , Inc. has been updated to the source file, PRODUCT6.DOCX.
With PRODUCT6.DOCX still open, switch back to MASTER2a.DOCX. Notice
that the locked icon now appears below the subdocument icon to the left of the
expanded subdocument.
Switch back to PRODUCT6.DOCX, select the Worldwide Sporting Goods text in
the first sentence of the first paragraph under the Products Distributed by
Worldwide Sporting Goods, Inc. heading and bold it. Then, save
PRODUCT6.DOCX.
With PRODUCT6.DOCX still open, switch back to MASTER2a.DOCX. Notice
that the bolding is automatically updated to the master document. While the
subdocument is open, you can only edit the contents within the separate subdocument
file but the editing changes are incorporated in the master document.
While you are in MASTER2a.DOCX, try to bold the next instance of the Worldwide
Sporting Goods text. You are unable to edit the subdocument because the file is open
and it is locked to prevent editing in the master document. Close
PRODUCT6.DOCX. Now the subdocument is unlocked and you are able to edit the
subdocument in the master document.
Close MASTER2.DOCX.
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EXERCISE
CREATING MASTER DOCUMENTS
Task
Create a master document.
1. Create a new, blank document.
2. Switch to Outline view and insert the following subdocuments:
INVITE.DOCX, DIRECTN.DOCX, and LIST.DOCX.
3. Delete the Next Page section break at the top of the document.
(Hint: Press [Ctrl+Home] to go to the top of the document. Display
the formatting marks and then, select and delete the Next Page
section break. Turn off the formatting marks.)
4. Save the file to the student data folder as SHOWCASE_L3.DOCX.
5. Collapse, then expand the subdocuments.
6. In the master document, go to the DIRECTIONS TO THE
SHOWCASE subdocument and change three to four in step 4.
7. Open the DIRECTN.DOCX subdocument; notice that the text in
step 4 has been updated.
8. Switch back to the SHOWCASE_L3.DOCX and go to the top of
the document.
9. Place the insertion point before the word Morning in the first
subdocument and insert a split.
10. Lock the new subdocument and then, use the subdocument icon to
open the document.
11. Close all open documents without saving them.
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Discussion
When you begin a new document, the font, font size, and font style used in the
document are based on the Normal style. If you prefer to create new documents using
different font attributes, you can change the default settings, including the default
style. When you change the default font attributes in the Normal template
(Normal.dotm) Word changes the font attributes for any styles based on the Normal
template. The changes, however, affect only the styles in that template.
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You can also make changes to the Normal style by rightclicking on the Normal style in the Styles group on the Home
tab. This action opens a shortcut menu. You can select Modify
to open the Modify Style dialog box. After making the desired
changes, you can choose the option to make this style
applicable to New documents based on this template.
You can open and use the Styles task pane to select the
Normal list and choose Modify to open the Modify Style
dialog box.
When you select the Default button in the Font dialog box,
Word uses all the attributes, such as font style, font color, and
effects, as default settings for the Normal template.
Procedures
1. Create a new, blank document.
2. Select the launcher arrow in the Font group on the Home tab.
3. Select or change the desired font attributes.
4. Select
5. Select
.
.
Step-by-Step
Change the default font attributes.
If necessary, create a new, blank document.
Steps
Practice Data
Click
3. Select Default.
A Microsoft Office Word message box
opens asking you to confirm that you
want the change to affect all new
documents based on the Normal
template.
4. Select Yes.
The Microsoft Office Word message
box and the Font dialog box close. The
new default font attributes are saved to
the Normal template.
Click
Click
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Notice that 10 appears in the Font Size list box in the Font group.
Practice the Concept: Re-open the Font dialog box and return the default font size to
12.
Discussion
When you create a new document, the margins, paper size, paper source, and page
layout settings have already been defined. If you want to use different page settings
for all new documents based on the Normal template (Normal.dotm), you can
change the default page settings.
Changes to the page settings are made in the Page Setup dialog box.
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When you select the Default button in the Page setup dialog
box, Word uses all the attributes for margins, paper and layout
as default settings for the Normal template.
Procedures
1. Create a new, blank document.
2. Select the Page Layout tab on the Ribbon.
3. Select the launcher arrow in the Page Setup group.
4. Select the desired tab in the Page Setup dialog box.
5. Select the desired default settings.
6. Select
7. Select
.
.
Step-by-Step
Change the default page settings.
If necessary, create a new, blank document and switch to Print Layout view.
Notice the size of the left margin. Select the View Ruler button above the vertical
scroll bar, if desired.
Steps
Practice Data
Click
in the Page
Setup group
Click Left
to 1.5"
to increase
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Steps
5. Select Default.
A Microsoft Office Word message box
opens asking you to confirm that you
want the change to affect all new
documents based on the Normal
template.
6. Select Yes.
The Microsoft Word message box and
the Page Setup dialog box close. The
new default page settings are saved to
the Normal template.
Practice Data
Click
Click
Notice that the left margin of the current document has increased to 1.5 inches.
Practice the Concept: Re-open the Page Setup dialog box and return the default left
margin to 1".
Discussion
Word Options lets you set personal preferences for a wide variety of features and
settings in Word 2007. Two entirely new options are the Trust Center and
Resources. The Trust Center lets you choose how to keep your documents safe and
your computer healthy. Resources provides easy access to online support and helps
you to maintain your Office 2007 programs.
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Procedures
1. Select the Office button
3. Select a category from the left-hand side of the Word Options dialog
box.
4. Select the options you wish to change.
5. Select
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Step-by-Step
Change options in Word.
On the Home tab, point to the launcher arrow in the Font group to see
how the ScreenTip appears.
Steps
Practice Data
Click
4. Select OK.
The Word Options dialog box closes
and the change is applied.
Click
Follow the instructions
shown below the table
before continuing on to
the next step
Click
Discussion
When you want to save a Word document you can choose where to save it by using
the Save As dialog box. Some Word features, such as templates or a database file for a
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mail merge are saved in specific locations or folders on your computer. Word uses a
number default file locations for different file types.
If you have a large number of folders on your computer or a complex folder structure
to navigate, you can modify the default file location to save you time and organize
your files to suit your requirements.
You can use the File Locations dialog box to view and, if desired, modify the default
file locations.
You can change the default folder for templates, Clip Art,
Tools, Startup files and AutoRecover files.
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Procedures
1. Select the Office button
2. Select
.
.
6. Select the File type for which you want to change the location.
7. Select
8. Select the double arrow at the left of the Address bar at the top of
the dialog box.
9. Select the desired drive.
10. Select the folder that you want to designate as the new default
location.
11. Select the left-hand part of the OK button
selection.
12. Select
to save the
Step-by-Step
Modify the default file location.
Steps
Practice Data
Click
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Click
Click Advanced
Steps
Practice Data
Click
Click Documents, if
necessary
Click
Click
Click
to close
the dialog box without
saving the change
Click
to close
the dialog box without
saving changes
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Discussion
The Quick Access Toolbar has three commands by default; Save, Undo and Redo.
However, you may find that there are other commands that you use frequently and
wish to add to the Quick Access Toolbar. You may want to remove some commands
that you find less useful.
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You can also quickly add any button that you see on the
Ribbon to the Quick Access Toolbar. A menu is displayed
by right-clicking on the button you want to add. By choosing
Add to Quick Access Toolbar from the menu, you can add
the selected button to the Quick Access Toolbar.
Procedures
1. Select More arrow
Step-by-Step
Customize the Quick Access Toolbar.
Steps
Practice Data
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EXERCISE
CUSTOMIZING WORD PREFERENCES
Task
Customize Word preferences.
1. If necessary, create a new, blank document.
2. Note the current default font type in the Font dialog box. Then,
change the font type of the Normal template to Tahoma. Return to
the default font type.
3. If necessary, switch to Print Layout view and display the rulers in
the document window. Change the default top margin to 1.5". Then,
return the default top margin to 1".
4. Add the Open, Save and Quick Print commands to the Quick
Access Toolbar.
5. Use the Separator and then, add the Page Setup and Show All
commands to the Quick Access Toolbar.
6. Modify the Documents default folder to another designated folder in
the Advanced category, without saving the changes.
7. Change the Save AutoRecover information to every five minutes in
the Save category. Then, reset AutoRecover to its original ten minute
setting.
8. Activate the Hide spelling errors in this document only option in
the Proofing category.
9. Select the Print background colors and images option in the
Display category.
10. Change the Color scheme to Silver in the Popular category. Then,
reset the Color scheme to its original Blue setting.
11. Close the document without saving it.
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INDEX
Bibliography
inserting, 230, 231, 232
Bookmarks
creating, 248, 249
cross-referencing to, 253, 254, 255
deleting, 256, 257
going to, 251, 252
introduction, 248
viewing, 250, 251
Captions
inserting, 212, 213
inserting a table of figures, 214, 215
updating a table of figures, 216, 217
Citations
editing styles, 229, 230
inserting, 224, 225
managing sources, 227, 228
Cross-reference
inserting in a document, 218, 219
Developer tab
displaying, 106, 107
Documents
protecting, 128, 129
Endnotes
browsing, 270, 271
copying or moving, 271, 272
deleting, 273, 274
inserting, 262, 263, 264
setting options, 265, 266
using, 262
viewing, 267, 268, 269
Footnotes
browsing, 270, 271
copying or moving, 271, 272
deleting, 273
inserting, 262, 263, 264
setting options, 265, 266
using, 262
viewing, 267, 268, 269
Forms
ActiveX Controls, 155, 156
creating, 146, 148
deleting a form template, 162, 163, 164
entering data, 161, 162
inserting content controls, 146, 148
Legacy Tools, 155, 156
Villanova UNIT Training
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