Word Productivity Tools Templates, Themes, and Mail Merge @bjectives After you read this chapter, you will be able fo: Select a template from the New Document window (page 3) Uso arossme template (page 4) Create a Word template (page 6). Customize theme colors (page 11. Customize theme fonts and effects (page 12) Selecta main document (page 19). Select or create recipionts (page 20) Sort records no data source (page 20). 9. Insert merge flelas (page 22). 10, Merge a main dacument and a data source (page 23) 1. Use Bice! worksheets as a data source (page 32). 12, Use Access databases asc data source (page 33). Hands-On Exercises Bao Biiteamce 1, DESGN A DOCUMENT USING TEMPLATES (page 8) + select on rateaReumeremplete + Download aRowne Tensate ‘Operon socumen 2 Seve apoounest oxo hpi Soveor cnops mo mnono? soon dock ane Chops hol onan? sautendote USE OFFICE 2007 THEMES (page 14) + tppivariems io aDecument. + Reuse ae Cokr + Revie rome ‘Open chaps. hol fosume’ olson docx tomexecse i) Fonts» SoveaCustom heme Soret tah aren oo LSE MAIL MERGE (page 26) + Sorine Vat Merge Mocantand Conia aRecpion! et + Compl ‘Open chaps. os eovoraoox ‘vanbocunen! Como he Maiverge and View Rests to Ma Sei ths com monsoon ‘vers Wz ‘e isa ating eae ove ot chaps ho reiolabeh seuon doce and haps os Joba ston docs USE EXCEL AND ACCESS DAIA SOURCES (5098 34) Prigrmaa Mrge ing an facelOata ounce + Pom a Mal Mong pen chacs.hod-soverdoox ana ling on Acces Dots sous has hot souoo abe Sam cha no aca slson xd Span chaps ot covers one Word 2007 Eiri Mest Oo 2007, votre 2 Fet on, oy Raber. ra Mite Fl Cyt Kab, Mae Los, ni Jay Seon, Put coy aby Pon Lacon neCommunity Disaster Relief Center Micah Ward is the Director of Fundraising ot the local Community Disoster Relief Center (CDRC). He spends many hours giving speeches to local companies, organizations, and civic groups so they will be fomiicr with the efforts and activities of the Relief Center. Because the CDRC is a nonorofit organization, Micah as well as other CDRC starters must demonstrate the need, the benefit, and the success of the service they provide. They understand that promotional appearances are & marketing tool they must use wisely and often to generate the income [PUPRIEEE 26cessary to sustain the CORC. But their marketing efforts also ccHarres | Pro include print media, such as flyers and corespondence. Micah always sends a letter of appreciation to the people: who donate and support the CDRC, but his latest marketing efforts have increased the response of the community. Typically he sends ‘one or two per week, but now he Is in a position where he needs to send several dozen letters. His coworker maintains c list of the donors, thelr addresses, and their conttioution amounts in an Excel worksheet. She also created a document template of the standard donation response letter and advised Micah to set up a mail merge so that he can complete the letters quickly and efficiently. After all, his time is better spent giving speeches than typing letters Your Assignment + Read the chapter, paying special attention to sections that describe howto use templates, themes, and mal merge. Put yourself in Micab’s place and open the document template, chapS_cas: thanks.dotx, which contains the standard letter of appreciation he sends to donors The executive assistant used a dacument theme that is not appropriate for the ‘organization, so you should select a theme with more subtle coloring, Revise theme colors and fonts as needed. Use the mail merge feature to create individual letters that thank the donors for their contributions, The letter should include the donor name and contribution amount If the donor does not have an address on file, do not send a letter at this time, Donor information is stored in the Excel worksheet chap case donors.xlsx, Save ‘your work as chapS_case_thanks_solution, Juctvty Tools 2007, voure 2 Fest En, oy Rabe Grae Mae Ha Cyt Keb, Mau Loci. nd Joy Schoen, Pua Paes Ha‘Word 2007 is useful for creating very interesting and complex documents, and ust ally you format the document entirely on your own. You can jump-start the format- ting process by using professional designs provided in the form of templates. A. Atemplate ss pacilly com’ femplate is a pactially completed document that contains formatting, text, and /or pleted document containing graphics, Microsoft Word provides a variety of templates for common documents, Preformatted textor graphics and additional templates can be downloaded from Microsoft Office Online, You can ‘use Word templates to create letters, memos, reports, resumes, agendas, calendars, and brochures, as well as other documents. Each template con- Word provides a variely of templates) ins the framework of formats and text to decrease the time it for common documents, and add. \)_ tkes you to createa document, You can even develop your own fondl Templates can be downloaded templates to use when you create certain types of documents, {rom Microsoft Office Onin. Youcan I} Suh as specialized reports tse Word templates o create letters, In this lesson, you use a resume template to start a doce: memos teporis Tesuines agendas,” J ment. You save time doing so because you do not have to set aanian ond orochures ce melas ff fonts, bullets, or createa style forthe resume. You also download other documents, and use a template from Microsoft Office Online. Selecting a Template from the New Document Window Normal template she fame- ach time you create a new blank document, you use the Normal template, the work hat defines thedefault framework that defines the 1” left, right, top, and bottom margins, left horizontal ge stung. alignment, 11-point Calibri font, and other settings. When you click the Office Button and then click New, the New Document window displays with a v ‘options you can select and use, as shown in Figure 5. Glick aaa rom tempos insole on your compute (Clk w oper onsloes ona He Click aw sonple onploes ‘valle er downlod Figure 5.1 Solectng a Document fempiato When you use a template, it will display ander Blank and recent, but you ean also view other templates installed on your PC or templates you have created. Ifyou cannot find a template that meets your immediate needs, you can view templates available for download from the Microsoft Web site Document Templates | word 2007 Eiri Mast Oo 2007, votre 2 Fet on, oy Raber re Mita Fl Cy Kab, Mae Los, Jy Seo, Put soya aby Peon CacaoTIP Document Template File Extensions Document templates use the fie extension dolk or dotm (fi! contains @ macro) in \Wors 2007. Previous versions of Word use «dat as the extension for templates. When you search for a template on your computer. you must click the Riles of type arrow ‘and cfsplay Al Word Templates (dot +. dotm +.doN), Using a Resume Template By default, five resume templates are installed in Word: Equity, Median, Oriel, Origin, and Urban, which display on the following reference page. To preview the templates, click Installed Templates in the New Document dialog box, as shown in Figure 52. Each template provides a different style and when opened contains place holders for information you provide to complete the resume. A placeholder sa field of block of text used to determine the position of objects in a document. If you insert text beside a placeholder instead of replacing it, you should bbe sure to delete the placeholder before you save the document. You can also replace the placeholders Building Blocks sce document with Building Blocks. Building Blocks are document components you use frequently components used frequent'y such as disclaimers, company addresses or logos, or your name and addres. sch as disclaimers, company A placeholders a ila or block of text used to determine the position of objets in a document lick i selea For orplaes inl on you complet fhe Urbon Rane on Figure 5.2 Selecta Resume Template ccuarters | Productivity Toot 207, 2. Fe Eon, Rte Gen Mclean Stan, ie by Pr HaA curriculum vitae (CV), ike tie, displays your sil, Ssccomplishments, 2nd job Lalo nent elensec Wore 2007 contains many Bullcing Blocks, which you can view by cicking tne Insert ‘a, clicking Quick Parts and then clckng Bulding Blocks Organizer To creato your ‘own custom Bulcing Blocks. type the text (or insert the graphic) select the text (or {grophic), ck ihe inser fab, click Quick Paris, and then click Save Selection to Quick Part Gallery. IF the default resume templates do not meet your needs, you can select from ‘others on the Microsoft Web site. When you click Resumes and CVs in the New Document window, listed below Microsoft Office Online, you then select from three categories of resume templates: Basic, Job specific, and Situation specific ‘After you select a template category, you then choose a style from the long lis of choices before you transfer it to your own computer (see Figure 5.3). Some templates fae set up for resumes and some are set up fora vitae. A curriculum vitae, ot CV, is similar to a resume; it displays your skills, accomplishments, job history, or other ‘employment information, and is often used by academics, CE ioviow ate oP resume ond Cas Cia dowload teal 0 your PC Figure 5.3 Solocta Stuation Speci: Resume Template ‘To transfer the template to your own PC, click Download after you select a tem- plate from the gallery. After the template downloads, it opens in a new docament window to display placcholders and sample text as Shown in Figure 5.4. You can then begin the process of replacing placeholders with your personal information. When you save the resume, it will save as a Word dacument, not a document tem- plate, unless you change the file type to template Document Templates | word 2007 Eiri Mast Oo 2007, votre 2 Fet on, oy Raber re Mita Fl Cy Kab, Mae Los, Jy Seo, Put soya aby Peon Cacaoplace sorple ot wih (CHAPTERS 2007, voure 2 Fet En, oy Rabe Gres Mae Ha, Cyt Keb, Mau Loc. nd Joy Schoen, Pua Paes Ha ick once then yp6 vp Pachter parson! normaton Figure 5.4. The Varous Career Fela Resume Template Creating a Word Template If you create or use a particular document frequently, with only minor modifications each time, you should save the document as a template. When you create the tem- plate, you can insert placeholders forthe information you change frequent. You can create a document template that contains a company letterhead, greeting, body, and salutation, thereby requiring you to replace only the information for the recipient. Or if you havea report that you update on a regular basis, which is contained in a very structured and detailed table, you might consider making ita template as well. To save a document as a template, simply click the Oifice Button, click the Save [As arzow, and then click Word Template. The file extension is then set for you and al yyou have to do is click Save. You should, however, note the location where the tem- plate saves, You can specify @ location on your own hard drive or portable storage device, or you can specify Trusted Templates, which displays in the My Places bar in the Save As dialog box, and it will save to your hard drive. When you create and save 1 Word template it displays when you click My templates in the New Document di- log box. Productivity ToolsResume Templates | Reference Eqully Resume ‘Oriel Resume (Origin Resume Urban Resume Document Templates | word 2007 Eiri Mast Oo 2007, votre 2 Fet on, oy Raber re Mita Fl Cy Kab, Mae Los, Jy Seo, Put soya aby Peon CacaoDesign a Document Using Templates Skls covered: 1. Soloct an Instciloc Rasumo Tompiato 2. Download a Resume Tomplato 3, avo « Documont as a Template Refer to Figure 5.5 as you complete Step 1 6. Start Word. Click the Office Button, and then click New. The New Document window displays and the Templates pane displays on the lett Click Installed Templates in the Templates pane, Serall down, and then click the Median Resume template, as shown in Figure 5.5. Click Create to open the template. The Median Resume template opens as a new document and the User Name specified in Word Options displays at the top. I your name does not asplay at the top of the resume, You can click any of af pars of the name placeholde anc then type ta replace Ihuatts yourname Click Select the Date in the template to view a down arrow control. Click the down arrow, and then click Today. Replace the address, phone number, e-mail, and Web site information with your petsonal information. Use fitional information if you prefer; delete any fields you may not want to include, such as Web site Click the Office Button and click Save As. In the File name box, ype chap8_hol_resumel_solution. Confirm the Save as type box displays Word Dociament (*siocx), and then click Save. Itne Save as type box alsplays Word Template (*.cony, 4 Word Document (:.doox) Delors you save Trio of Medion Reson Galea he Medion meer Et Chek open engl ne tow document window Figure 5.5. Select ine Mecton Resume Template ccHarrers | Productivity Tools 207, te 3. Fe Eon, Rte Gen Mee Cin Kt, a ay Stan, ie by Pr Hail eRone nea) oe Torepiace the current User Name with your own, cick ihe Office Button, cick Word ‘Options. click Popular, If nocossary. and then type your namo in the Usor name bbox in the Personallze Your Copy of Microsoft Orfce section. Refer to Figure 5. as you complete Step 2 . Click the Office Button, and then click New. In the Templates pane, scroll down in the Microsoft Office Online section and click Resumes and CVs, Click Job Specific in the center pane, click Chef resume, and then click Download. fa Mecrosof Office Genuine Advantage dlolog box ds plays, cick De net show this message again, and thon click Continue. i you ‘workin a lab environment, you may not have permission to download document femplates from Microsot! Office onine. If that is he cose, ea Steps 2 and 3, and then contnue fo the next section, A download window appears briefly, then the Chef resume template displays with placeholders and sample text. Save the document as chapS_ho1_resume2_ solution docx Be sure to save the file asa dacument (docx) and not a template (dot. Fa Microsoft Office Word alalog box displays, cick De not ‘esk me again, ond than cick OK. Click one time to select the placeholder that displays the sample text Your Nare ‘on the first line ofthe template. Type your name to replace that placeholder, Place your insertion point on the left side ofthe second line of the resume, which includes placeholders for Street Address, City, ST, and ZIP code, and then click ‘once to select the entire row, as shown in Figure 5.6. Type your local address. ‘Replace the placeholders for the phone and e-mail address with your own infor mation, Save the document. Replace pocelder ae Chek ec ol pocthodes on thine Figure 5.6 Revise the Resume Template for the Chet Postion Hands-On Exercises | Word 2007 Eiri Mest Oo 2007, votre 2 Fet on, oy Raber. ra Mite Fl Cyt Kab, Mae Los, Jy Seon, Pu coy aby Peon Laci neRefer to Figure 5.7 as you complete Step 3. ©. Click the Office Button, and then click the Save As arrow. Click Word ‘Template, ‘The Save As dialog box opens and the Save as type box displays Word Template (sits), a8 shown in Figare 5.7. When you save this dacument asa template, you can open it later and make modifications without changing the original tthe Save os type box dplays Word Document (.doce, Click the Save os type down arrow, and then scroll down and click Word Template ¢+.dotx), b. Click Save, 6. Close all documents and exit Word. TW flr onthe hard hive provided peccally Weta your Temples Spec Word Tenploe Figure 5.7 Save Chef Resume asa Template ccuarters | Productivity Tool oe Fran. Rae Gt Mata Ca rb a ay rd. Seton ty PrA document theme i 2s of coordinating fonts, colors, and pecialeffets that ive a sty {sh and professional lok, Creating and managing document sign is very time-consuming, Word Document Themes ‘To create a professional-looking document, you want to select features and styles that coordinate, but creating and managing document design is very time-consuming Word 2007 contains several document themes that enable you to focus on the content of your document instead of spending time creating a design fort. Adocument theme is a set of coordinating fonts, colors, and special effects, such as shadowing or glows, that work together to provide a stylish appearance, Document themes are available in other Office applications also, This means you can use the same theme on different types of files that are used in a project, such as a report created in Ward and a work: sheet and chart created in Excel. Im this lesson, you apply themes to a document. You also customize the theme elements and ereatea new theme. 2007 contains several document themes that enable you to focus on the content of your document Customizing Theme Colors Instead of spencing time creating a osign fori. Theme colors represent the current text and background, accent, and hyperlinks You can select a document theme from the Themes group on, the Page Layout tab. When you select a document theme, formatting occurs immedi- ately. If you wish to make changes tothe design, you can modify the theme elements individually. Theme colors include fous text and background colors, six accent colors, and two hyperlink colors, When you click Theme Colors in the Themes group on the Page Layout tab, the accent and hyperlink colors display, as shown in Figure 5.8. To create a custom color theme you can modify the colors in the current theme and then s the set with a new name. The new color theme will then display at the top of the theme color gallery. (Coton Ramer day fan) ( Recon and hyperink clos |_| Tove Apex ere (Cceed tox inca tom )_| Tose colors for you [own cure aor ‘View theme Colors Document themes | Word 2007 Eiri Mast Oo 2007, votre 2 Fet on, oy Raber. rae Mite Fl Cy Kab, Mae Los, ri Jy Seo, Pu soya aby Peon CacaoCustomizing Theme Fonts and Effects ‘Theme fonts cooisin ahead- The Theme fonts contain a coordinating heading and body text font for each different ling and body text font theme. You can view the fonts used in the theme when you click Theme Fonts in the ‘Themes group on the Page Layout tab, as shown in Figure 5. Theme fonts display at the top of the font list when you click the Font dawn arrovr on the Home tab or in the Min! toolbar. As with theme colors, you can change the fonts used in a theme, and you can create a new theme font set Eke ((Gostn Thane Fos |_| slap tJ a (Boeing fn Axe (Geapententa bre Fome) (Geko wae fone or [you ou conan thane View Theme Fonts Theme effects include lines The Theme effects include lines and fill effects, such as shadowing, glows, and aie borders. When you apply a theme, the theme effects will affect objects such as shapes, SmartArt, and borders around graphics, as shown in Figure 5.10, You cannot create your own set of theme effects, but you can choose from the builtin sets when. compiling your own document theme. CHAPTERS | Productiviy Tools 207, 2. Fe Eon, Rte Gen Mclean Stan, ie by Pr HaGawwentak|_| pod (Fires for Apex tbene) ( Peview aaa aac oo ‘ropicl eect} weireraet ‘View theme Effects Racker oiieckocortone hic You con easly delete « custom theme, a custom theme colo set, or custom theme ‘fonts. To remove these custom ses, clck Themes (or Theme Color or Theme Fonts) fon the Page Layout tab, right-click the custom set that dlsplays In the top of the ‘gallery, and then click Delele. Yau wil ee a confmation dialog bax before the se! is romoved permanent. You cannot dolete the themes, color themes. or font ‘themes that re instalod, Document Themes | Wore 2007 ili Meso Oo 2007, voure 2 Fet En, oy Rabe Crue Mae He, Cyt Keb, Mau Loci. nd Jy Seon, Pe soya aby Peon CacaoUse Office 2007 Themes Skls covered: 1. Apply a Thome to @ Document 2. Zovse Thome Color 3. Raviso Thome Fonts 4 Save a Custom Theme Refer to Figure 5.11 as you complete Step 1 . Open chaps hol_resumet_solution doce, which yous created in Step 1, Save it as chap5_ho2_theme_solution.docx. The partially completed resume displays using the Median theme. Click the Page Layout tab, and then click Themes. The gallery of themes displays and a shaded box surrounds the Median theme to Hold your mouse over the Verve theme, but do not click it, and notice how the resume features change to reflect that theme, as shown in Figure 5.11, Click Trek toapply the Trek theme to your resume, . Save the document. Resome dpays Vor Shaded bar ncken Madion tae sin voslyou cick sew tame, Hold your poiir ove te ‘Verve Heme review ‘ech ot home Figure 5.11. Select a New theme ccuarters | Productivity Toot 207, te 3. Fe Eon, Rte Gen Mee Cin Kt, a ay Stan, ie by Pr HaBf WMO Mneanenakecun skeen aes) Ifyou click the Page Layout Tab and notice Theme lt grayed oul, and thus unavel- blo, your current document is probably open in Compatiiity Modo. To uso ‘Thome, you must save your document In Word 2007 format (docx), I you save & ‘Word 2007 document in a compatible format, such as Word 97-2003, any Theme previously applied fo the document wil be removes. Refer to Figure 5.12 as you complete Step 2. (. Click the Page Layout tab, if necessary, and click Theme Colors. A colored box displays around the color swatch for Trek to indicate itis in use, You can select the colors for other builtin themes from this gallery, (Click Create New Theme Colors atthe bottom ofthe gallery. ‘The Create New Theme Color dialog box displays, as shown in Figure 5.12. Now _you can customize the colors used in the theme that is eurzently applied to your ‘document (Click the Text/Background - Dark 2 drop-down arrow and click Orange, [Accent 6 from the top row ofthe color palette ‘Click the Accent 1 drop-down arrow and click Orange, Accent 1, Lighter 60% from the filth columa, ‘Type Custom 1 in the Name box if necessary, then click Save to save this color scheme. ‘The Custom 1 color theme is automatically applied to your document. When you lick Theme Colors, Custom 1 displays at the top of the gallery witha box around it. Save the document as chapS_ho2_theme2_solution. ‘Cc ae diferent calor Name of aatited ad Figure 5.12 Rovbo theme Colors Hands-On Exercises | Word 2007 Eiri Mest Oo 2007, votre 2 Fet on, oy Raber. ra Mite Fl Cyt Kab, Mae Los, Jy Seon, Pu coy aby Peon Laci neStep 3 Refer to Figure 5.13 as you complete Step 3. Libdenebdibeliniabieall 0. Click Theme Fonts in the Themes group of the Page Layout tab. ‘The fonts for each theme display. The fonts in use for the Tick theme are Franklin Gothic Medium and Franklin Gothic Book. 1b. Click Create New Theme Fonts at the bottom of the gallery. . Click the Body font drop-down arrow and select Franklin Gothic Demi. . Type Custom Tin the Name box, if necessary then click Save to save this font scheme, ‘The text used for specific information in your resume changes fo reflect the new font >. Click Theme Fonts and notice Custom 1 displays atthe top ofthe list with, orange shading to indicate it is in use, as shown in Figure 5.13. Click Ese to return to the document. l. Save the document. Sato Fo Temas Ely ) athe op ol he galery “Tew fn fr Body Tost) Select Custom Fonts fora Theme Step 4 Refer to Figure 5.14 as you complete Step 4 Sihaoceebabbbbiodiid) a. Click Themes on the Page Layout tab, bb Click Save Current Theme at the bottom ofthe gallery. ‘The Save Current Theme dialog box displays, as shown in Figure 5.14. By default, the new themes are saved in the Document Themes folder for the current ‘user. They are not stored in a folder with the themes that install with Word 2007, Productiviy Tools Pectoy Hest Oe 207, votre 2 Fest on, oy Raber Mite Fl Cyt Kab, Mae Los, ri Jay Soon, Pua by Prete Ha SSCc. Type Resume Theme in the File name box 4. Click Save TROUBLESHOOTING: If your lab environment does not allow you to save the ‘template to the default folder or insttucted by your teacher save the theme fle 10 your own storage mocia, ©. Close Resume_Theme.thms and exit Word. Figure 5.14. Save Custom Theme Hands-On Exercises | word 2007 xg Meso Oo 2007, voune 2 Fet En, oy Rabe Grae Mae H Cyt Keb, Maule Loc, nd Jy Seon, Pe coy aby Peon Laci neAt some point in your personal or professional life, you will need to send the same ‘message to a number of different people. For example, you will send a graduation announcement to all your family and friends, you might send a resume to several organizations, or you might need to send a leter to a group of customers informing them of an upcoming sale. In each ease, you will need to personalize either the letter or the recipients address on the letter or an envelope. You can use Microsoft Word's [Mai merge ss psocess thot mail merge feature to generate these types of dacuments easily and efficiently. Mail combines conten! fom aman merge is a process that combines content from a main docament and a data source, locument anda datasource. with the option of creating. new document. Form letters ae ters vos Mail merge is used most frequently to create a set of form letters, which are let will print or email many ters you might print or email many times, personalizing or modifying each one for times, personairingeach one ghe recipient. When you apply for a job after graduation, you might send the same for the recipient cover letter to many different companies. You could spend hours personalizing and resaving individual letters, but when you use mail merge, you can update several letters simultaneously and quickly. An example of a mail merge is illustrated in Figures 5.15, 5.16, and 5.17, in which Jane Q. Student has written a cover leter describing her professional {qualifications fora job as a chef, then menges that letter with a set of names and addresses to produce individualized letters. In this section, you learn the mail merge process by creating, ‘a main document and a recipient list. You then ereate form let- ters by combining the information from both sources, you might send the same cover iatter to many different companies. You could spend hours personalizing ‘and resaving individual letters, but when you use mall merge, you can update several letters simultaneousyy cand quick 207, 2. Fe Eon, Rte Gen Mclean Stan, ie by Pr HaThe Merged Form Letters Selecting a Main Document ‘The mail merge process uses two files as input,a main document and a data source; and by merging these two files you can create a set of individualized letters, he main document contains envelopes, e-mails, or other documents. The main document, also known asa source theinformation that stays the oF starting document, contains the information that stays the same for all recipients. same fr al reipiens ‘The main document also includes one or more merge fields that serve as placeholders Merge fetdeservecs place. {0T the variable data that will be inserted into the individual leters, as shown in folder forthe varabcdots— FgureSA5 thot wil be inserted into the ‘You can use an existing document as a main document, or you can ereate one ‘main document during the from a blank document. When you click Start Mail Merge in the Start Mail Merge sos merge group of the Mailings tab, you can choose from several types to use as your main document. Table 5.1 describes the document types and how they are typically used. ina mail merge. ‘The last option displayed when you click Start Mail Mergeis the Step-by-Step Mail ‘Awizard kes process Merge Wizard. A sizard makes a process easier by asking a series of questions, then. ‘tse by asking a series of creating a customized document structure based on your answers. In this case, the ‘questions, then eeating wizard simplifies the process of creating form letters and olher types of merge docu dlcumentsnicurehosclon nents through step-by step directions tht appear automatically on the tsk pane ‘Main Document Types To sond letters fo @ group ater personailzng each letter Jo sond o-mall messages to & gioup of people attr personaizing each message. To ptint an adress on an envelope for each person inthe: grow. To pint accross labels for each person in he group. which can then be attached to an envelope for mailing. J shigle document that contains ast of acaresses. Mot Merge | Word 2007 Exglring Meso Oo 2007, voure 2 Fet En, oy Raber Gre Mae Ha Cyt Keb, Mase Loc. nd Jy Seon, Pe soya aby Peon CacaoThe options for the current step appear in the top portion of the task pane and are self-explanatory. Click the link to the next step at the bottom of the pane to move forward in the process, or click the link to the previous step to correct any mistakes you might have made. This is a very easy-to-follow process and helps you work ‘rough the mail merge process without knowing exactly what you need to click in the Mailings tab, Lali Ducks kona If youwant fo create mating labe's or envelopes. tne Create group on the Maalings tab Includes commanas that you use to select the contect settings. You can use ‘nese options lo print ters that would not necessorly be included in a mall merge, such as a single envelope or a shoot of return adress labo. Selecting or Creating Recipients he next step in setting up a mail merge isto create or selec a st of recipients Typically thi the information you need to inset nan address block or personal ‘data source's alsingof information such asa company name. Aecpien I sometimes called ada sure, internation Conlatns nsvidual ices dota known ay fields Common ls mo data source vce vnghepecot tne elude fist nome, fast name addres iy, state, ZIP code phone number, and Afieldca single pice of data nail address. A group of fclds fora particular person or thing is called a recor. wstins wore Fgure3 16 demonstrates a sample date pure. Your das soure might come fom hreconsgnspatmiated + aieOpft Word document that contains information stored in a table a «Microsoft Access database +a Microsoft Excel worksheet + your Outlook Contacts Thekeaderrowis the fstow Te first row inthe datasources ale the Reader row and identifies the fds ine assure in the remining rows Fach adltiona ow conan fecord, and every record om thine the same felds in the same oder for example, Tile, FirstName, LastName, tndsoton Le) ieee When your source date are sored in « table in Microsoft Word, you can ensuite the ‘mall morgo will work correctly Ifyou save tho fablo by Ison @ soparate flo with no ‘blank tines above the table, The fist row of the table must contain fila names. To Use your table as arecipiont it, click Use Existing is afl you cick Select Recipients In the Start Mail Merge group on the Malings tab. Navigate fo the location where ‘ne document s saved, solect the fle, and cick Open, If you do not havea proexisting lis to use as a data Source, you can create one in Word. Click Select Recipients in the Start Mail Merge group of the Mailings tab, and then click Type New List. A New Address List dialog box displays with the most commonly used fields for a mail merge, as shown in Figure 5.18. You can enter data immediately or click Customize Columns to add, delete, or rename the fields to meet your particular needs, ccuarters | Productivity Toot 207, 2. Fe Eon, Rte Gen Mclean Stan, ie by Pr HaBasin ying he doe for Fld Gelli see hr Fle Chek o add ercher cord Cckwodivew talon) [Les ee) Figure 5.18 Create aNew Data Source Ifyou want to add new records to source file you created in Word, you can click Edit Recipient List in the Start Mail Merge group ofthe Mailings tab. When the Mail Merge Recipients dialog box displays, cick the name of the data source, and then. lick Edit, The Edit Data Source dialog box displays, Click New Entry and a blank entry displays as the last record and you can immediately populate the fields with your data (sce Figure 5.19). lek at ocode Sythe eld Type nermaton ie nk cord Chek daa cod from care at Figure 5.19 Eat Date Source in Wore Sorting Records in a Data Source Before merging the data source with the main document, you might want to rearrange the records in the data source, For example, you might want to sozt the ata source in alphabetical order by last name, or in descending order by sales, if included. If you have a large number of form leters to send, you can receive a dis- count atthe post office if you follow certain procedures. One procedure isto sort the letters by ZIP cade. You can save a lot of work hours if you sort the data source before ‘merging instead of after merging and printing. When you click Edit Recipient List on the Mailings tab to display the Mail Merge Recipients dialog box, several options offer a variety of methods to sort the source data, as shown in Figure 520 Merge | Word 2007 Exglring Meso Oo 2007, voure 2 Fet En, oy Raber Gre Mae Ha Cyt Keb, Mase Loc. nd Jy Seon, Pe soya aby Peon CacaoGlck view Fer Ta vow doplcoe corde Racor opine inthe sure doef Tenor ek ‘mi rom mete, Chek ew Son Records opine Clk ie warch re Chek sa valdaon tint for vue Figure 5.20. Retiing the Data Source Records When you click Sort or Filter, the Filter and Sort dialog box displays and enables A filter specifies criteria for you to perform more complex sorts. The Filter Records tab enables you to filter, or including econds that meet specify erteria for including records that meet certain conditions during the menge certain conditions, process. For example, you may want to filter the source data by state so only compa nies in the state of California will be used in the mail merge. The Sort Records tab enables you to specify up to three levels for sorting records, For example, you can fitst sort by state, further sort by city within state, and finally sort by ast name within city (See Figure 520), ‘Choore Aaceding Sena for) | Seesending sae for Dave sos by ste ar) (st falde | |_ each sort cree dat sar by ey JP ‘aa song by Hoe and hon Cy, dav by at name (Che eet al ot iro Figute 5.21. sox Source Data Inserting Merge Fields When you write your leter or set up your e-mail in preparation for a mail merge, you insert a merge field in the main document, The merge field is a placeholder that Specifies where information from the data source will display in the main document, Because it corresponds with a field in the data source, matching the two fields guar antees that the right data will be inserted into the main document when you. com plete the merge. View Figure 5.16 again to view the merge fields that correspond to the fields in the source document in Figure 5.15, The merge fields display in the main document within angle brackets, for exam: ple > > >. These entries are nat typed explicitly ccuarters | Productivity Toot 207, 2. Fe Eon, Rte Gen Mclean Stan, ie by Pr Habut are entered automatically when you select one of the source data fclds that dis- play when you click Insert Merge Field from the Write & Insert Fields group of the Mailings tab. (Gee Figure 522) (Cicktoviow wait (Bes wat pay nr Tocaon th nego Insert Merge Fields into the Main Document Merging a Main Document and a Data Source After you ereate the main document and identify the source data, you are ready to merge them. The merge process examines each record in the data source, and when a match is found, it replaces the merge field im the main document with the informa: tion from the data source. A copy of the main document is created for each record in the data source, thus creating individual form letters. Figure 5.17 displays the mail merge results—three personalized cover letters. ‘To complete the merge, click Finish & Merge in the Finish group on the Mailings tab, Three options display when you click Finish & Merge: Edit Individual Documents, Print Documents, and Send E-mail Messages, To create a new document that contains the results ofthe merge, you should select Fdit Individual Documents ‘This enables you to preview each page of the merged documents prior to printing. If you select Print Documents, you will have the opportunity to specify which pages to print; however, you cannot preview the document prior to printing, To conserve paper, You should choose Flt Individual Documents and use Print Preview before you print, The ast option, Send E-mail Messages, enables you to make selections and complete the e-mail information prior to sending, as shown in Figure 523, Mot Merge | Word 2007 Exglring Meso Oo 2007, voure 2 Fet En, oy Raber Gre Mae Ha Cyt Keb, Mase Loc. nd Jy Seon, Pe soya aby Peon Cacao- (Cickand slea souce dia) ( Ck wha he forma) (Gieraitjercfenal) [Tinstoremailodar ) (of te merge rvs a ail nda) (each mwaed)_| recone om Cickwoserd onal} SSS Semen Merge to E-Mail Dialog Box ‘The same data source can be used to create multiple sets of form letters. You could, for example, create a marketing campaign in which you send an initial letter to the entire lst, and then send follow-up letters at periodic intervals tothe same mailing list, Alternatively, you could filter the original mailing list to include only a subset of names, sich as the individuals who responded to the initial letter. You could also create a different set of documents, such as envelopes and /or email messages. | you want to generate alist from the source data, you can use a Directory mail merge. Select Diteclory as your source dacument type and Word will merge all the source data onto the same page instead of merging each record onto a separate page. The mail merge feature is exciting, yet abit complex. Use the following reference page to acquaint yourself with the commands on the Mailings tab, Once you si cessfully complete a mail merge, you'll enjoy finding ways to use it over and over! CHAPTERS | Productiviy Tools 2007, voure 2 Fet En, oy Rabe Gres Mae Ha, Cyt Keb, Mau Loc. nd Joy Schoen, Pua Paes Ha| Reference Labes: Stan Mol Merge. a Select Recipients Fait Recipient List Highlight Merge Fleiss ‘Adiatess lock Greetng Line Insert Merge Feta Rules Motch Fields FI) B)| 21) 21) &| Upaate Labes Proview Resulls 1) FAI Fast Record Provious Record Goto Record Nox Record Last Record Find Recipient ‘Auto Check for Erors Finsh & Merge Description ‘Opens the Envelopes and Labals clog box. Lots you nsort recipient fan relum accross nvormation ‘Opens the Envelopes and Labo's coiog box. Lots you Inst aaoss for abos and soloct fo print a fl page of he samo labo! orc sino label Enables you fo choose the type of main document, such as letters or envelopes, fo create, Enabes you to use Mal Merge Wizara, Enables you fo select Ihe dala source fle that you want fo open ond use with the main document or opens & Now Adoress List cictog box fo create a data source. ‘Opens the Mall Merge Recipients dialog box Lels you sor or select records fo Include In a merge. Also lets you acc, edit, and delete the data source records. ‘Shacies the fel in the man document so you can quickly see ‘where the merged information wil csplay. ‘Opens the insert Adress Block dialog box Lels you choote the for ‘mats forthe insice across, ‘Opens the Greeting Line dlatag box Lets you choove the level of for malty forthe salutation, ‘Opens the insert Merge Field dialog box. Lots you select and insert felt in the main document. Displays decsion-making crtera to increase your options fr fitting recoras, ‘Opens the Maich Fields dialog box. Lets you selec ets fromn ‘another data source. such as an Access Satabase table, 19 match with required feldsn Wora ‘Copies the merge fields rom the fst label fo the other labo. Displays the data for the data source inthe respective feldsin tne main document so that you can vetty contect placement Displays tne frst merged record. Works with the View Morged Data button, Displays ine previous merged record Works with the View Merged Data button Lets you enter the number of a specific recors to go to. Displays the next merged record, Works with the View Merged Oala: button, Displays ne last merged record. Works wth tne View Merged Data button, ‘Opens the Find Entry cloiog box Lets you find data in a particular foie or nal fois Helps you check for errors and report those eros during tne merge process Enables you fo choose how to dsplay oF process the resus of he mal morge. Mat Merge iri Mest Oo 2007, vous 2 Fet on, oy Rabe Grae Mite Fi Cy Kab, Mae Los, ny Sewon, Pu soya aby Peon CacaoUse Mail Merge Skis covered: 1. Stat the Mall Moigo Process and Create @ Recipient Us 2. Complete the Main Document 3. Complete the Mall Merge and View Resul 4 Ute Mail Merge Wizars to Create Mating Labes Refer to Figure 5.24 as you complete Step (Open chap. ho3_coverddock and save it as chap5_ho3_cover_solution, The document contains a cover letter that you will mail with your resume Click the Mailings tab, click Start Mail Merge in the Start Mail Merge group, and then click Letters, Click Select Recipients in the Start Mail Merge group on the Mailings tab, and then click Type New List. The New Address List dialog box displays and you can now type in the informa tion you'll use to complete the mail merge. Press Tab to move to the next field after you fil in information, Type the following information in the first record: Field Name Value Tie Mi Fist Nome Michael os Nome Scroggins (Company Name Choramain’s ‘Aaciess uno 1181 South Cannon Pareway ‘Aaaress Line 2 iy New Orleans state A 2° Code 70128 Click New Entry and type the following information in the second record! ve Mi Eciwera ost Namo Matinows ‘Company Name Caspers ‘Aggies ine 4969 Fugate Road ‘Aactass Lino 2 iy state 2P Code ccuarters | Productivity Toot 207, te 3. Fe Eon, Rte Gen Mee Cin Kt, a ay Stan, ie by Pr Ha{Click New Entry and type the following information inthe third record vou Mr Hoary shea ‘Company Name arbor House Seafood ‘Adaress Une 1 10 Front soot Adaress une 2 ety New Ofteans stato wv 2P Code mone (Click the 21P Code down arrow, and then click Sort Ascending, ‘The recipient listis sorted by ZIP code, as shown in Figure 5.24 lick OK ‘The Save Address List dialog box appears, where you can enter a name for your list and save it Navigate to the location where you save your work. Type chap5_ho3 recipients in the File name box, and then click Save, The recipient lis is now a Microsoft Access database fie, Chek w Sonal corde bythe 2P Code Fels (chek lose receiet Figure 5.24. Sor the Recipiont ist by 2P Code Refer to Figure 525 as you complete Step 2, 6G. Select the line that displays the text Insert Date Here, and then type the current date, Press the right arrow key two times to move the insertion point two lines below the date bb. Click Address Block in the Write & Insert Fields group on the Mailings tab The Insert Address Block dialog box displays. In the Preview window, the first address in the recipient list displays Cc. Click Next in the Preview section of the Insert Address Block dialog box. Hands-On Exercises | Word 2007 Eiri Mest Oo 2007, votre 2 Fet on, oy Raber. ra Mite Fl Cyt Kab, Mae Los, Jy Seon, Pu coy aby Peon Laci ne‘The entry for Mr. Edward Matthews displays in the Preview section of the dialog box. Click OK to close the Insert Address Block dialog box: ‘The AddressBlock field displays in the document. Click one time on the let side ofthe colon in the salutation line Dear :, and then click Insert Merge Field (do not click the icon above the words) in the Write & Insert group on the Mailings tab. Click Tile, press the Spacebar, click Insert Merge Field again, and click Last_Name. ‘The merge fields display the recipient's title and last name in the salutation lin. TROUBLESHOOTING: You can cick the Insert Merge Field feon to display the Inset Merge Feld ciolog box and inser the merge ‘leds. If you insert the merge fled from ths clog box you must inert the space between tite and last name: Coffer you close this dialog box. Click to place the insertion point on the immediate right side ofthe word Restaurant in the frst line ofthe first paragraph. Type a comma after the word, and then press the spacebar one time to insert a space. J. Click Insert Merge Field on the Write & Insert Fields group of the Mailings tab, and then click Company_Name. ‘The placcholder for the company name displays on the right side of the word Restaurant in the first sentence 3. Type a comma after the Company Name field as shown in Figure 5.25. Press the spacebar one time to insert a space. 1. Save the chaps. fo3_cover solution document. (Clete warts fetter doco a ald r company rome eoeeeyreepnp we te Insert Merge Feld into Body of letter Productiviy Tools Fezorny Mest ice 2007, voure 2 Fel En, oy Rabe True Mito H Cyt Kut, Mase Lodi, nd Joy Seon Pa So endBy oe} Refer to Figure 526 as you complete Step 3. COMTI. Click preview Results in the Preview Results - lick Preview Results in the Preview Results group on the Mailings tab. Click WSN SSI Next Record to preview the letter addressed to Mr. Edward Matthews. ‘You can navigate from record to record or specify a record to preview using the First Record, Previous Record, Go To Record, Next Record, and Last Record naviga- tional commands in the Preview Results group on the Mailings tab, >. Click Preview Results to return to the letter and view the mail merge fields. ‘The Preview Results command is a toggle switch that alternates between the source and a preview of the merged documents, sh & Merge in the Finish group on the Mailings tab, and then click idwal Documents, Click OK to merge all reconds with the letter. ‘The letter merges with the recipients and displays in a completely new document, as shown in Figure 526, The new document contains three pages, one for each letter. Press CTRL4S to display the Save As dialog box, then type ‘chap5_ho3_coverletters_ solution in the File name box, Click Save, Save and close all documents [sete tore retiree ‘Marge feds replaced with) ( elomaton from doe source ‘Nobel pages | marge document View the Merged Documents Step 4 Refer to Figure 527 as you complete Step 4 PIA GMIE] a. Press CTRLSN to display anew document Save the document as ‘hapsio3_mergelabels_solution docx, Click the Mailings tab, click Start Mail “Merge, and then lick Step by Step Mail Merge Wizard ‘The Mail Merge task pane displays Han-on crt | vemClick Labels in the Select dacument type section of the Mail Merge task pane, and then click Next: Starting dacument atthe bottom of the task pane. Click Label options in the Change document layout section ofthe task pane. The Label Options dialog box displays, Click the Label vendors drop-down arrow and click Avery AM/AS, Click C2651 ‘om the Produt nismber list, Click OK. Click Next: Select recipients at the bot tom of the task pane, Click Use an existing list, if necessary, in Step 3 of 6 of the Mail Merge Wizard. Click Browse in the Use an existing ist section ofthe task pane, and then navi gate to the location where you saved the recipient lst, chapSfo3_recipients.m, ‘m Step 1. Click the file, and then click Open. ‘The Mail Merge Recipients dialog box displays with three records Click the Last Name drop down arrow. Click Sort Ascending, Click OK to scleet all recipients and close the dialog box. The document displays the Next Record code throughout the document to indi cate the labels are ready, Click Next: Arrange your labels in the bottom of the Mail Merge task pane. Click Address block in the Arrange your labels section of the task pane. The Insert Address Block dialog box displays. Click to remove the check mark beside Insert company name in the Specify address elements section ofthe Insert Address Block dialog box. Click OK. Click Update all labels in the Replicate labels section of the task pane. The Address Block field displays on each label, as shown in Figure 5.27. The default font size for the document is so large the addresses will not display cor rectly on the labels. You will reduce the size ofthe font to allow the address infor mation to Bt Press CTRIL+A to sclect all the label fields. Click the Home tab, and then click the Font Size down arrow and select 10 i the adress block i too large to ft on the label. select a smaller font, such as 9 oF 8 In Step 4of 6 click Next: Preview your labels in the Mail Merge task pane. In Step 5 of 6, click Next: Complete the merge. In Step 6 of 6, click Edit individual labels in the Merge section ofthe task pane, Click OK in the Merge to New Document dialog box. ‘Anew document displays with three labels atthe top of the page. Press CTRLSS to display the Save As dialog box. Save the document as chap3_ho3_labels_ solution. Close the file. Save and close chap a3_mergelabels_ solution. ccuarters | Productivity Toot 207, te 3. Fe Eon, Rte Gen Mee Cin Kt, a ay Stan, ie by Pr Ha(Cie sles spec Fld tom respon disbone [Gicke inn adden) _| {bloc elo abl [Pedr Bod fad erin rome, aden 2, | oe, ond 2 code Chek odd addr) {block remaining bas Arranging Labels Before Merge Hands-On Exercises igor Meso Oo 2007, voure 2 Fet En, oy Raber Grae Mae Ha Cyt Keb, Mau Lockey. nd Schoen, Pe a coy aby Peon Laci neEven though you can create and use data sources created in Word, there isa very {good probability you vill also need to perform a mail merge with a data source that ‘was created and saved in a different Office application such as Database and spreadsheet applica: Microsoft Access or Microsoft Excel, The database and spread- tions are designed to organize large sheet applications are designed to organize large amounts ‘amounts of Information, s0 they are information, so they are perfect candidates to hold the source perfect candidates to hold the source JJ data you want to use in a mail merge. data you want fo use in a mall merge, Tn this section, you perform a mail merge with extemal data sources. You complete a mail merge with an Excel worksheet, and, then you complete a mail menge with an Access database que Using Excel Worksheets as a Data Source In the previous hands-on exercise, you created a data source in Word to store infor ‘mation that you use in a mail merge. That is an adequate way of storing a few records, but You might also save the information in a Microsoft Excel worksheet. An Excel worksheet is comparable to a giant table in Word; i ean contain hundteds of rows and columns of data. Many companies have large amounts of information stored in a worksheet, which makes it a good candidate as a data source in a mail ‘merge and prevents you irom having to retype any data you might want to use in a merge. As long as the worksheet data has a header row, you can use it as a data source in a mail merge. Look at Figure 5.28 and notice how the worksheet displays data suitable for use in a mail merge. ade om 8) ieee imine =, > Das stable rw ream Sr, ing meil marge Be” Ekle samne Weeste Figure 5.28 Use an Excel Worishoot as a Data Source: To merge a Word document with data stored in Excel, click Select Recipients in the Start Mail Merge group on the Mailings tab, and then click Use Existing List When the Select Data Source dialog box opens, browse to the location where the Excel worksheet is stored, click the file name, and then click Open, Excel worksheets have the extension asx (or xls ifan older version), so you might need to change the type of file in the Files of type box at the bottom of the window. ccuarters | Productivity Toot 207, 2. Fe Eon, Rte Gen Mclean Stan, ie by Pr HaA database tables colisson ‘of related records that contain fields to onganize data. ate wal for we Using Access Databases as a Data Source Microsoft Access is a database program, and databases are designed to store large amounts of data. Information in a database is stored in tables. A database table is a collection of related records that contain fields to organize data, Access also includes features that enable you to query the database tables so you can extract and view only data that meet your search criteria, Figure 5.29 provides a look ata database file Because database files can contain so muca data, itis advisable to use the query fea- ture to narrow down the data to only that which will be needed in the mail merge Filtering the data from the database is much moze efficient and easier than sorting, and deleting unwanted pages in a Word documen Tied name aenesrh weo Sig tage Doge Ea LIED oe Figure 5.29 Use on Access Database as « Date Source ‘The process of selecting recipients from a database for use in a mail merge is the same as in Excel. However, when you merge a Word document with an Access data- base, you can select to use a table or a query as the source of your data. If 2 database includes queries, the query names will display in the Select Table dialog box along with any tables it contains, as shown in Figure 5.30, When you select to use the query as a Gata source, only records that meet the query criteria will be available for your mail ‘merge. This can be beneficial if you are certain all the data you need is extracted by that «query, but stcan limit your data and omit necessary records if the query is too restrictive. Figure 5.30. Select tom Tabie ana Guetie In the Select Table Dialog Box Access database files have the extension acedb (or mdb if an older version). A database uses field names to classify the data it contains, which makes it very com- patible for a mail merge. However, the Access file you use as adata source might not tse the same field names as Word expects; for example, a database may use LNAME. asa field name instead of LastName, In this situation, you can tse the Match Fields command to create a link between the Word document fields and the Access data- base fields. After you select the recipient list for your mail merge, click Match Fields todisplay a lis of fields that Word often uses and drop-down lists ofthe fields found in the data source, You can then click the lists and select a database field that matches the required fields im Word External Data Sources | Word 2007 Eiri Mast Oo 2007, votre 2 Fet on, oy Raber. re Mita Fl Cy Kab, Mae Los, ry Seeo, Pt soya aby Peon CacaoUse Excel and Access Data Sources Skis covered: 1. Perform a Mail Merge Using an Bxce! Dale Source 2. Perform @ Mall Merge Using an Access Data Source Refer to Figure 5:31 as you complete Step Open chap5._hot_coverddocs and save it as chap5_hof.excover_ solution, The document contains a cover letter that you will mail with your resume Click the Mailings tab, click Start Mail Merge in the Start Mail Merge group, and then click Letters, Click Select Recipients, and then click Use Existing List, The Select Data Source dialog box displays. You will navigate to the location where your data files are stored, as shown in Figure 531 Click chap§_hof_source.xlsx, and then click Open. When the Select Table dia- log box displays, click OK. Replace the text Insert Date Here with today's date, Then press the down arrow two times to move the insertion point down two lines. Click Insert Merge Field to display the gallery of ficlds. Click Fist_Name, press the spacebar, then click Insert Merge Field again and click Last. Name. Press Enter to move the insertion point to the next Line. On the next line, use the method used in the previous step to insert ‘Address_Line_1. On the following lin, insert the City, State, and Z1P_Code fields, After completing steps F and G, you will have a complete address for the recipi tent ofthe letter at the top of the document, Be sure to insert spaces or commas in appropriate places between the merge fields you insert Place your insertion point onthe left side ofthe colon, following the salutation Dear, and then click Insert Merge Field. Click Title, press the spacebar, click Insert Merge Field again, and then select Last_Name, Click Finish & Merge, and then click Edit Individual Documents. Click From, and then type 1 in the first box and 2 in the second box. Click OK. You create a new document that contains letters for only the first two individuals in the recipient lis. Save the file as chap5_hof_exletters_solution.docx, Close the document, Save and close chap5_ho#_excover_solution ccuarters | Productivity Toot 207, te 3. Fe Eon, Rte Gen Mee Cin Kt, a ay Stan, ie by Pr HaChek te Excl warlhon We Source dea om bo ord tony deren yes ls Figure 5.31 Use aWorkshest as a Data Source Refer to Figure 5:32 as you complete Step 2. b. (Open chap hol_coverdocs and save it as chapS_hod_accover_solution, (Click the Mailings tab, click Start Mail Merge inthe Start Mail Merge group, and then click Letters. - Click Select Recipients, and then click Use Existing List. ‘The Select Data Source dialog box displays, You will navigate to the location, ‘where your datafile are stored, Click chap fto4_source.acedb, and then click Open. When the Select Table dia- log box displays, click Address Query, and then click OK, ‘The Access database file contains a table of data, but it also includes queries that are created to extract specific information from the tables, You can use either the tables or the queries as your data source. In previous exercises, you used the tables, but in this exercise, you use a query. Iryouciick he Names query or Office. Adaros.Listfoble in the Select Table aiaiog box by mistake, you can repeat steps C and D to select the Address Query. You can use the Office Adress Uist table for the merge. but ‘you wil have rote flds fo selec from than you have in the Adctess Query. (Click Match Fields in the Write & Insert Fields group. ‘The Match Fields dialog box displays, as shown in Figure 5.32, (Click the Courtesy Title drop-down arrow and select Pre. Click OK. ‘The Greeting Line and Address Block fields use the courtesy tile, but it will not display unless you match the field from the Access database to your Word fields, Replace the text Insert Date Here with today's date. Then press the down arrow two times to move the insertion point down two lines, Click Address Block on the Mailings to display the Insert Address Block dialog, box, and then click OK to insert the merge fields for the address into the letter, Using the Address Block is faster than inserting each field individually Hands-On Exercises | Word 2007 Eiri Mest Oo 2007, votre 2 Fet on, oy Raber. ra Mite Fl Cyt Kab, Mae Los, Jy Seon, Pu coy aby Peon Laci ne( Cc iw galery) frame eid { eEo the line eo Move your insertion point tothe left side ofthe salutation Dear :, and then click Greeting Line from the Write & Insert Fields group. Click OK to keep the fault settings and insert a greeting that includes the recipient name. Press| Delete six times to remove the Dear: greeting, which is no longer needed. Click Finish & Merge, and then click Fait Individual Documents. Click Current Record, and then click OK to create a new document that contains a letter for only the frst individual inthe recipient list. Save the letter as chapS_hod acletter_solution.docx, and then close the docu- ‘ment. Save chap5_hol_ecover_solution and close the document. (Ceo rar ge Fat degen) Insert Merge lds rom an Access Database Query Productiviy Tools Ferny Mest ie 207, voure 2 Fest tn, oy Raber Crue Mao Hl Cyt Keb, Mau Lockey, nd Joy Schoen, Peed Pate Ha So endSummary 1. Select a fempiate from the New Document window. Each time you create a new blank docu ‘ment, you use the Normal template, the framework that defines the 1" left right, top, and ‘bottom margins, left horizontal alignment, Il-point Calibr font, and other settings. When ‘you use a template, it will display under Blank and recent, but you can also view other tem- plates installed on your PC oF templates you have created. 2, Use a resume template. By default, five resume templates ae installed in Word: Equity, Median, (Orie, Origin, and Urban. A placcholder isa field or block of text used to determine the posi- tion of objects in a document. If you inset text beside a placeholder instead of replacing it, ‘you should be sure to delete the placeholder before you save the document. You can also replace the placeholders with Building Blocks. Building Blocks are document components [you use frequently such as disclaimers, company addresses or logos, or Your name and ‘address. A curicalum vita, or CV, is similar ta resume; it displays your skills, accomplish- ‘ments, jb history or other employment information, and soften used by academics. 3. Croato a Word template. Ifyou create or use particular document frequently, with only minor ‘modifications each time, you should save the document as a template. When You create the template, you can insert placeholders for te information you change frequently To save a Word document as a template, simply click the Office Button, click the Save As arow, and then click Word Template 4, Customize theme colors. You can select a locument theme from the Themes graup on the Page [Layout tab, When you selecta dacument theme, formatting occurs immediately. Theme colors represent the curent text and background, accent, and hyperlinks. To ceate a custom color theme, you can modify the colors in the current theme and then save the set with anew name. 5. Customize theme fonts and effect. The Theme Fons coninin a coordinating hedng and body ext, font foreach diferent tame, Theme fonts dapay a the op of te font ist when you cick the ant doy mono thn Honan rin a Mi four Ph There fletcher nd felis, sch oy shadowing glows, and borders You cannot reste yor orn set of heme ee eee 6, Select a main document. The mail merge process uses two filesasinput, a main document and a data source; by merging these two files, you can create a set of individualized letters, ‘envelopes, emails, or other documents. The main document, also known asa souree or start- ing docament, contains the information that stays the same forall eipients. When you click ‘Start Mail Merge in the Start Mail Merge group ofthe Mailings tab, you can choose from sev- ‘era types, suchas Letters, Envelopes, or Labels, to use as your main document. Awizard makes a process easier by asking a series of questions, and then creating a template based on {your answers. I you want to create individual envelopes or ashest of mailing labels, which fare not part ofa mail merge process the Create group on the Mailings ta includes com- ‘mands that you use to select the correct settings 7. Select or create recipionts. recipient list, sometimes called a datasource, contains individual ‘pieces of data known as fields, Common feds in a datasource inchude frst name, ast name, ‘address city, state, Z1P code, phone number, and email address. A group of fields fora partics- lar person or thing is called a record. Ifyou want to add new records toa souree fle you created Jn Word, you can click Et Recipient List in the Start Mal Merge group of the Mailings tab. 8. Sot records in a data source. Before merging the data source with the main decument, you might ‘want to rearrange the records inthe datasource. When you click Edit Recipient Liston the Mailings tab, several options display that offer a variety of methods to sort the source data, When you click Sort or Filter, the Filter and Sort dialog box displays and enables you to per- form more complex sorts. The Filter Records ab enables you filler oF specify criteria for including records that meet certain conditions during the menge process. The Sort Records tab ‘enables You to specify up to three levels for sorting records, 9. Insort merge folds. When you write your letter or setup your e-mail in preparation for a mail ‘merge, you insert a merge field in the main document. The merge field isa placcholder that species where information from the datasource will display inthe main document. The ‘merge fields display inthe main document within angle brackets. Because it corresponds with fed in the data source, matching the two feds guarantees that the righ data will be inserted into the main dacument when You complete the merge. ‘continued en Nex! Page summary Meas Oe 2007, voure 2 Fet En, oy Rabe Grae Mae H, Cyt Keb, Mau Lock. nd Joy Schone, Pt coy abby Pon Lact ne10. Merge a main document and data source. The merge proces examines each record in the data source, and when a match s found, it replaces the merge field in the main document withthe {information rom the datasource. A copy ofthe main document is created for each record in the datasource, thus creating individual form letters. To complete the menge, click Finish & ‘Merge in the Finish group on the Mailings tab. Thrce options display when you click Finish & ‘Merge: Edit Individual Document, Print Documents, and Send F-mall Messages 11, Use Excel worksheets as a dato source. An Excel worksheet is comparable toa giant table in ‘Word; ican contain hundreds of rows and columns of data. Many companies have large amounts of information stored in a worksheet, which makes ta good candidate asa data Source ina mail merge and prevents you from having to retype any data you might want to use ina merge. As long as the workshect has a header row, ou can use tas adata source ina ‘mail merge. 12 Use Access databoses as o data source. Microsoft Access isa database program, andl databases ‘are designed to store large amounts of data, Information in database is stored in tables and that makes them good data sources fora mail merge, Access also includes features that ‘enable you to query the database tables so you can extract and view only data that meet ‘your search criteria, Filtering the data from the database is much more efficient and easier than sorting and deleting unwanted pages in a Word document after a mail meng. Key Terms Building Blocks Curriculum vitae (CV) Data source Databace table Document theme Field Filter Productiviy Tools Pecrny Hest Oe 207, votre 2 Fest son, oy Raber rau Mite Fu Cyt Kab, Mae Los, ni Jy Seon, Pua by Prete Ha ‘capers zo woven a.com me1. When you generate a new data source during the sail merge process, wha type of fle do you create when it saves? G@) Document (dood (©) Worksheet (x50) (©) Database (ma) G) Rich text (8 What term refers toa group of data for one person? @ Feld ©) Record (©) Main document (@) Data source ). During a mail merge process, what operation can yous perform on a datasource so only data that meet Specific criteria, such a a particular city, are included. inthe merge? @ Sor (©) Propagate (©) Delete @ Filter When you click Edit Individual Documents on the Mail Merge task pane, and then click OK, the merged document (@) Overwrites the main document (©) Isautomatially printed (0) Issaved to a new document file (@ Appears ina new document window When you use mail merge to create address labels, shat option do you click to copy the address field from the frst label to the rest of the labels before performing the merge? (@) Copy and paste ©) Updateall labels (©) Fait recipient ist @) Sort and filter Which ofthe following best describes the documents that are associated with a mail merge? (@) Themain documents typically saved, but not necessarily printed. (©) Thenamesand addresses are typically saved, but not necessarily printed (©) Theindividual form letters are printed, but not necessarily saved. (4) Themain document is not saved and always printed 1. Which ofthe following is not an example of why mail merge ia good tool? @) Youeam print mailing labels for Christmas cards (©) Your business sends personalized letters to all (©) You use the same basic document every day. (@) Each month you email a mecting announcement toevery member of your professional organization. Ifyou use a document every day that contains your company letterhead, which productivity tool would best ft your need? (@) Mail merge () Building blocks (© Document themes (@) Document templates 2. Which of the following is nota way you can obtain a document template? (@) Select it from the Styles gallery (©) Download from Microsoft Office Online (© Installed on your computer (@) Create a document yourvelfand save it asa template ‘What file extension is given toa template? (@) dete ©) docx © xlsx (@) acca Whats another name fr the text or fields that isplay ina document template so you will know there to insert your own information? @ Fag (@) Extension ow () Placeholder Multiple Choice | Wore 2007 Eiri Mest Oo 2007, votre 2 Fet on, oy Raber. rae Mite Fd Cyt Kab, Mae Los, ny Seon, Pu coy abby Pon Lact neContinued, 12, Ifyou open a curriculum vitae template, what type of document are you creating? () Acalend (©) Ajob history or resume (©) Acoverleter (@) Alesson plan ‘Why would you use a document theme? (2) So you can restrict the use of color in the document () To merge information from a data source into a dlocament (©) Toadd a stylish and professional appearance (€) So you can preserve the format of a document CHAPTERS | Productivity Tools 2007, voure 2 Fest En, oy Rabe Crue: Mae Ha, Cyt Keb, Mau Loci. nd Joy Schoen, Pushed Panes Ha 14, Which theme clement are you unable to customize and save? (@) Theme Etfect (&) Theme Font (0) Theme Color (€) Document Theme ‘What feature makes a process easier by asking a eres of questions, then creating a document based fon your answers? (@) Themes (©) Wieard (©) Template (@) MergePractice Exercises ‘You are the manager of the Jacksonville Cty Theatre and each month you mail tickets to patrons who have placed orders over the phone or online. You know that it sto time constming 69 copy And paste the patrons’ names and addresses from your Excel worksheet into the cover letter you. Send with the fckets, so you decide to create a mail merge document that you can quickly update land send each month, You also decide to take advantage of the new Themes in Word 2007 and apply one to your lester, (Open chap)_pet_theutve and save it as chapS_pel_theatre solution, >. Click the Page Layout tab, click Themes, and then click Opulent. Click Theme Colors, and then click Create New Theme Colors, Click the Accent 1 drop-down arrow and click Purple, Accent 2, Lighter 60% in the sixth column. Type ‘Theatre Colors in the Name box, replacing any text that currendy displays, Click Save. Click Themes in the Page Layout tab, and then click Save Current Theme. Type Theatre Theme in the File name box, and then click Save, Click the Mailings tab, click Start Mail Merge in the Start Mail Merge group, and then lick Letters Click Select Recipients, and then click Use Existing List, Navigate tothe location where data files ae stored, select chapS_pel_patrons.xlsx, and then click Open, Click (OK wien the Select Table dialog box displays. Click to move the insertion point two lines below the date. Click Address Block, and then click OK to insert the patron's address atthe top ofthe letter. Move the insertion point to the left side ofthe comma in the salutation line Doar, and then click Insert Merge Field. Click Fname, press Spacebar, click Insert Merge Field, and then click Iname Click to place the insertion point between the two spaces on the right side of the word ‘of im the last sentence ofthe second paragraph, Click Insert Merge Field, and then click Show. IF you find aiffcut to determine where to place the cursos lek Snow Hide 4 on the Home tab fo asplay formatting marks such os spaces. Move the insertion point tothe end ofthe last sentence of the second paragraph, just before the ending period. Click Insert Merge Field, and then click Date. Compare your letter to Figure 533. Click Finish & Merge in the Finish group on the Mailings tab, Click Bait Individual Documents, click From, type 1 in the first box, type 34 n the second box, and then lick OK. There were four records atthe end ofthe lst that did not contain addresses Yous do not want to print those Teters, Save the new document as chapS_pel_ticketletter solution. Save clpSpet_theatre_ Solution and then lose all documents contriuedion New! Page Practice Exercises | Word 2007 igri Mest Oo 2007, votre 2 Fest Eon, oy Raber. rae Mite Fd Cyt Kab, Mae Los, ny Seeonn, Pu coy abby Pon Lact ne(Gettisond trans fas) et te ae iphone mero SEpeitenssomaem (Ten Show and Dow | Felden isin Prepare a Form Letter for Mal Merge Pe OD a ee eR! Patron Form Letter ‘After you create the form letters you want to mail patrons ofthe Jacksonville City Theatre, you realize you did not want to send letters to all the patrons, only those who purchased tickets for the production that s held in January. You remember that you can take steps fo restrict the source data Eo that yous merge only selected records with your source document and proceed to make those changes tothe documents you created in Practice Exercise 1 8. Open chap5_pel_theatre solution. If a Microsoft Office Word dialog box displays a message and asks if you want to continue, dick Yes. Save the document as ‘hap5 pe2_theatre-solution. CClick the Mailings tab, and then click Edit Recipient List to display the Mail Merge Recipients dialog box Click Filter to display the Filter and Sort dialog box. Click the Filter Records tb, if necessary Click the Field drop-down arrow and click Show. Click the Comparison ‘drop-down arrow and click Contains. In the Compare to box, type Moon, as shown in Figure 5.34, and then click OK. Click OK again to close the Mail Merge Recipients dialog box, Click Preview Results on the Mailings tab, and then click Last Record to determine how many pages your merge will create Ifthe filter is set correctly, our merge Will create 12 letters (Click Finish & Merge, click Edit Individual Documents, and then lick OK. Save the new document as chap5_pe2_moonletter solution, Close the document. Save changes to chapS_pe2_thattre solution, and then close the document ‘continued on Nex! Page Productiviy Tools Pecony Hest Oe 207, votre 2 Fest on, oy Raber Gra Mee Fd Cyt Kab, Mae Los, Jy Seon, Pua by Prete Ha ‘capers zo woven a.com meSalecton cea lek sepdown anow view ell dsl data oe, Cid oview comparison potent Figure 5.34 FateraDotasource ‘As a mortgage broker, you need to send a fax and other documents to a customer who will com- plete closing on her new home this week. Instead of formatting a new blank document asa fax, {you decide to choose a fax template to save time. After starting the document with the fax tem Plate, you quickly replace placeholders with text and type a short paragraph, b Click the Office Button, click New, click Installed Templates, click Origin Fax, and then click Create. If necessary, replace the name of the sender with your name, To make that change, select the sender name, and then type your name to eplace it. Use the following table as a guide to replace the placeholders with information about the sender, id Name val Phone: (479) 556-5555 Fox (a19) 556-5656 ‘Company Name: Bronson Abstract Click the Office Button, click the Save As arrow, and then click Word Template. Type chap5_pe3_faxtemplate_ solution in the File name box, and then click Save- Notice the file name in the Title Bar reflects the template extension (see Figure 5.35). You can now tse the template for any faxes you send inthe future c. Use the following table as a guide to replace the placeholders with information about the recipient ofthe fax Field Name Value 10 ‘Avana Bel Phone! (479) 588-1284 Fox (419) 585-9876 Company Name: Reed Educational Suppies Click the Pick a date drop-down arrow, and then lick Today. Select the Type Comments placeholder, poss Delete, and then type the following para- graph: Alana, the following pages contain the preliminary closing papers for your loan. Please bring a cashier's check in the amount of $50,000 with you when you come tothe closing next week. Please call me if you have any questions. Click the Office Button, click the Save As arrow, click Word Document, and then ‘name the document chapS_pe3_fax solution. Close the document, ccortinued en Nex! Page Practice Exercises | Word 2007 igri Mest Oo 2007, votre 2 Fest Eon, oy Raber. rae Mite Fd Cyt Kab, Mae Los, ny Seeonn, Pu coy abby Pon Lact neTemples ve he dob enesion Apes oR MIORMIE oarc acos nene sane ee eS Ss ee >Fax Phcbolian conse vans ander formation = mae Replace wi "neta renercet acplrormation aT Figure 5.35. Create a Document Template fora Fax You are a realestate agent who develops close relationships with your customers and works dil _genlly to insure a positive home-buying experience for each family. Providing lists of homes for sale is only the first of many value-added services you offer. You also arm your clients with a Home Inapection Checklist that contains the addresses of houses they plan to view so they will be able to take notes during their walk-through of the home. You download the checklist from “Microsoft Office Online, and then update the template so itis ready fora maul menge with alist of addresses a, Click the Office Button, click New, click Lists rom the Microsoft Office Online section of the New Document window, click Buyer's home inspection checklist, andl then ‘lick Download, Ifthe Microsoft Office Genuine Advantage dialog box displays, click ‘Do not show this message again, and then click Continue Click the Mailings tab, click Select Recipients, click Use Existing List, navigate tothe location where you store datafile, click chap5pot_homesacea, and then click Open Position the insertion point inthe cell that intersects the fist row and second column, lick Address Block, and then click OK. Click the Layout tab, and then click the Table Row Height spin arrow until 6" displays. The additional space enables the whole address to display in the cll Postion the insertion point in the cel opposite the Listing agent's name and type Lisa Prince. In the thd row, type Lisa@homestyou.com inthe cell for e-mail address, Click the Insert tab, click Header, and then click Edit Header. Click Next Section click to select the Adis ofthe house Geld that displays on the right side, and then press Delete to remove the field. Click the Mailings tb, click Address Block, and then click OK. Double-click anywhere outside of the header to close the header CClick the Office Button, click the Save As arrow, click Word Template, and then save the file as chapS pel checklist. If necessary, click OK to the Microsoft Office Word continued on New Page CHAPTERS | Productivity Tools 207, wt 2. Fe on, yt Gon Mele Cin Kt, ta ay Stan, ie by Pr Hadialog box that alerts you tothe fact you are saving it with the newer version of Word, You have crated a dactament template that can be used each time you want to provide a customer witha list of homes to view, Click Edit Recipient List, and then click the Data Source checkbox to remove all recipients from the merge, a5 shown in Figure 5.36. Click Find recipient, type GA in the Find box, click the drop-down arrow for This Field and click State, and then click Find Next. Click Cancel to close the Find Entry dialog box. The home with the address 5288 Piper Gin is highlighted because i isthe frst item to meet the criteria. Click the data source check box beside that entry and then click OK, Click Finish & Merge in the Mailings tab click Fait Individual Documents, and then lick OK. The new document contains a nine-page checklist for the house on 3288 Piper Gin, The header of pages to through nine displays the address in the upper sight comer. i. Save the file as chap5_pes_inspection_solution.docx. Save and close all documents ( Chek oor mark feral corde ("Cheko ince ti) record in merge J (( Click to view Find | (cary tay oe Cxeato a Document Template for a Fax Practice Exerclses py Mest 77 ora 9a Fae ma, ee a, Ona it te ey ty oe,”‘The Regional Science Fair will occur on the campus of Missouri State University in the spring, and students from schools across the southwest portion ofthe state compete in areas such as physics, chemistry, environment, meteorology, and astronomy. As the Volunteer Coordinator, you must ‘maintain alist of people who will donate their time tothe event. You decide to send a reminder to ‘each volunteer so they will be sure to arrive at their designated time 1 Open the chp milf_rominder document and save tas chapS.mid1_reminder solution, bs, Use the reminder as the main document ina mail merge Use chap il_fimesxsx as your data source. Insert fields for name, start time, and ‘end time in the appropriate lcations inthe reminder document Proview the merge results, then edit the recipient list, Sort the source data 50 that it sorts the Time I field in ascending order Filter the source data so that any record that contains a Time Out later than 9:00 PM. ‘will not be included inthe merge Menge the documents and display the results in a new file. Save the merged reminders as chapS_mid1_mergedreminder_solution.docx Save and close all documents Atthe end of every year, your family compiles a newsletter that summarizes the important events from the past 12 months. This year, you found the variety of templates that Otfce 2007 provides and offers as downloads from Microsoft Office Online. You decide to make your correspondence very efficent this yearby using a template for the newsletter and using mail merge to insert the addresses of your family and friends. (Open a new document, and then browse the newsletter templates available from ‘Microsoft Office Online, elect the Family Christmas newsletter Scroll to the bottom of the newsletter and replace the return address with your own. Save the newsletter as a Word template named chap5_mid2_newsletter_solution.dotx. Run the Step-by-Step Mail Merge Wizard and use the template as a starting document ‘Type anew list to use as a source, Enter the information from the table below into your ackires list: Field Name | Value Value Fst Name Ronay Brion Scott Lost Nome smith Tuner Lows ‘Aadress ine 1 | 9018.National | 109 Lombarast. | 858 Justice Alva iy Las Cruces Sanfrancisco | Norman state NM cA ok 2P Code 5001 ai 73070 continued on Next Page CHAPTERS | Productivity Tools 207, wt 2. Fe on, yt Gon Mele Cin Kt, ta ay Stan, ie by Pr HaSave the source data fleas chap5_mid2_addresses Go tothe bottom of the newsletter and replace the friend’s name and address withthe source data fields Complete the Mail Merge Wizard steps, and then display the results ina new file. Save she new document containing the newsletters as chapS_mid2_letters_solution docx. Save and close all documents Because you leamed about the themes that Word 2007 provides, you decide that you need to use them more often and also create your very ovn custom theme. You download a letter that incor- pporates a theme already, and then you make modifications and save the custom theme for use in ature documents (pen a new document, and then browse the installed templates. Find the Median Letter template, and then use it to create a new document. The template has a few ficlds defined and might display information you store in the Windows options, such ‘as your name and organization. Save the fleas chapS_mid3_theme_solution If ecessary type your name at the top of the dacument, Insert today’s date. Display the Theme gallery and select the Module theme, Display the Theme Colors gallery. Create a new Color Theme. Change the Tet/Background ~ Dark 2 color to Rose, ‘Accent 3, which is located on the top ofthe seventh column. Change the Accent I color to Gold, Accent 1, Lighter 60% and change Accent? to Green, Accent 4 Save the new color theme as ehap5mid3_color. (Create a new Font Theme. Change the Heading font to Times New Roman and change ‘he Body font to Microsoft San Serif Save the Font theme as chapS_mid3_font. Because you are making many changes, save the Current Document Theme as chap5.mid3_theme. Save and close the document. MictLovel Exercises | Word 2007 igri Mest Oo 2007, votre 2 Fest on, oy Raber. rae Mite Fi Cyt Kab, Mae Loc, Jy Seon, Put coy abby Pon Lact neExercise You work asthe Business Manager for the loca Sports Mesicine Cline Bach eck your office masa letter of reminder o patients who are schule fr treatment or consultation the following tne fn the past theleters sere very pain and simple However, Bemus you nono use Word 2007, you decide Yo mprove the lok of the letters and inplement nil merge with the patient database > you cam produce the letter quickly and neural. Create « Word Template You will create a new letter and add the appropriate infor- mation that reminds patients of thei appointments. You willselect your document style by using one ofthe installed templates. Once you create the file, you personalize the document and save it as a document template so that you «an use it for other types of correspondence. . Create a new document using the Urban Merge Letter template Save the file as a Word template named chapS_cap_ appl merge.dotx. “Modify the Sender Company information and address {nthe upperright comer of the dacument. Change the ‘ame of the organization to Sports Medicine Clinic, and change the address to 997 Foster Lane, Pittsburgh, PA.15697, Replace the body of the template with the following paragraph: Please remember that you have an appointment at the Sports Medicine Clinic on at. If you have paperwork to fll out, please arrive at our bffice 15 minutes prior to your appointment time stated above. Thank yout Remove any building blocks that you do not use in the letter. Do not remove the Address Block or Greeting Line, Save the template Apply a Theme to the Letter After you set up the template, you decide to change the color scheme that the template ases. You will use the ‘Themes feature and modify the themes when necessary to achieve a professional look fr the ete. CHAPTERS | Productivity Tools 2007, voure 2 Fest En, oy Rabe Crue: Mae Ha, Cyt Keb, Mau Loci. nd Joy Schoen, Pushed Panes Ha Change the theme to Foundry so the colors do not overpower the document Create a new Theme color and name it chapS_eap_ color. This color scheme should use Light Gree, Accent 2 fas the Accent I color. It should also modify Accent 2 to ‘use Gr, Accent 1. ‘Modify the ‘Theme Fonts so that the Heading font is ‘Arial Black. The Body font should be Arial Rounded (MT. Save the Font Theme as chapS_cap_font. 4d. Save the Theme as chaps. cap theme ‘Set Up « Mall Merge ‘Once your document has the basic element in place, such a themes and text, you can begin the mail merge proces, |& Start the mail merge process by using this template as your main source document. Select your source data from chapS_cap_patients acc ‘When you select the file, click the Patients table, Insert the fields for day, date, and time in the first sentence Pick the date, and preview the results of a merge to ‘make sure all fields display properly [dit the recipient istand add your name, address, and ‘date for an appointment. If file or network security does not enable you to modify the source datafile, copy the file to your ovwn disk and redirect the mail merge to use the file from the new location If you can- snot copy the file, omit this step. Sort the recipient list by appointment date, and then Appointment time, Do not print letters for people who ddo not have a scheduled appointment, Merge the documents into a new document, and then save it as chapS_cap_appt solutiondocx. If a Mail -Merge dialog box displays indicating Word found locked fields during the update, click OK to clea the dialog box Save and close all documentsCases Use he rbrie following the case a a uide fo ealuate your work ul keep in nd tha your instructor may impose addtional grading c- teria or sea diferent standard to judge your work. SO een asia nies ema eto eae Formate the employee Employee information diplays Employee format ere el ce dng yout ooleaichestabe” but ould improve upon wrap howard ‘You want to create a monthly calendar forthe current yeat, However, you do not want to mantally ere ate and populate 12 tables, one for each month, typing in dates within cell. You know there are many Calendar templates on the Microsoft Oifce Online site and decide to find one there, Find and download the Calendar Wizard, and after you complete the steps you can type in important dates suchas birth days and anniversaries. Save the calendar as chapS_mc2_calendar solution docx, RESEARCH CASE >) ‘jects ouch a ip ator Some lp art or pictures sem to Nobackground or theme x ee ee ee They enhance and add ieee eee el ee eee Sndeandingsnmatin inch ower one eee ee act eee insite The hyoutis visually phasing The layout showssome structure, The layout iscatered and tnd contrbutesto the overall picement of date imager, contsing Pacernent of rewsge purpose ofacalendsr. and/or space edintacing, date images and/or white sor daca nm Mini Cases | Word 2007 xl Meso Oo 2007, voure 2 Fet En, oy Rabe Crue Mae Ha, Cyt Keb, Maule Loc, nd Jy Seon, Pe coy abby Pon Lact nePEELS BM Your find is experiencing high levels of anxiety beeause she cannot complete a mail merge Aas ‘operation to ext abl oe her een invitations. She has uae the mall menge fete pre ‘ously however sehen you open the labels cilagbox appesrs and incites ther io nk From that main document tothe data source (addres is), You decide to troubleshoot the oper= DISASTER RECOVERY tion by frst opening the file chapS_me3_invlabels, t see how it was set up to use the ‘Addresses in chaps. me3_addzacedb, and then determine if you can find the reason why it does not work. Ifyou can solve the problem, rename and save the original filet chapS_me3 invlabels solution. Problem solving Succeuflly determined wurce Saved he problem thst, ‘id not determine wourc of share mags ras Fred fea om othe an Ea teioeEares cates ‘The abesare formatted sothey Thelnboldsplayalladdress__Theaddres is formated in Alply propery and willock information, But are nt rch away the information| eat when pine Formatted opt cree anno i completly on elute CHAPTERS | Productivity Tools 207, wt 2. Fe on, yt Gon Mele Cin Kt, ta ay Stan, ie by Pr Ha