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Information Technology Rice University

Document PC 50 April 2004

Advanced Microsoft Word 2003


Microsoft Word 2003 is an extensive word processing program that allows users to create documents that they can edit, save and print. This document explains numerous advanced functions for using a word processor and using Word 2003 for the PC.

Rice University, 2004 All Rights Reserved


Document may not be resold to, used by, nor licensed to third parties without written permission from User Services, Rice University.

Table of Contents
Introduction ...............................................................................................................4 Create a Shell Document/Template...........................................................................4 Formatting .................................................................................................................4 Customizing Preferences...........................................................................................5 Options...............................................................................................................5 Toolbars .............................................................................................................6 Commands .........................................................................................................6 Keyboard Shortcuts............................................................................................7 Options ......................................................................................................................8 Spelling & Grammar Tab ..................................................................................8 Save Tab ............................................................................................................9 AutoCorrect .....................................................................................................10 AutoFormat ......................................................................................................10 AutoText ..........................................................................................................11 Styles .......................................................................................................................11 Using a Style ....................................................................................................13 Using the Toolbar for Styles ............................................................................13 Hyperlinks ...............................................................................................................14 Including Graphics in Your Text .............................................................................14 General Principles............................................................................................14 Including a graphic in a Word document.........................................................15 Graphics Considerations ..................................................................................15 Drawing Tools .................................................................................................16 Character Sets .........................................................................................................18 Technical and Specialty Character Sets...........................................................18 Foreign Language Characters ..........................................................................19 Table of Contents ....................................................................................................19 Style Method....................................................................................................19 Index Generation.....................................................................................................21 Paragraph and Line Numbering ..............................................................................22 Numbering Paragraphs with Renumber...........................................................22 Introduction To Mail Merge....................................................................................23 Mail Merge Terminology ........................................................................................23 Setting up a Merged Document...............................................................................24 Using the Wizard .............................................................................................24 Opening An Existing Main Document ............................................................31

If you have any comments or suggestions about this document, send them to problem@rice.edu via electronic mail.

Advanced Microsoft Word 2003

Using the Mail Merge Tool Bar ......................................................................32 Removing an Attached Data Source................................................................37 Summary..........................................................................................................37 Getting Help............................................................................................................38 Useful Shortcuts and Keystrokes ............................................................................38 Buttons and their Functions ....................................................................................39

Advanced Microsoft Word 2003

Introduction

Introduction
Microsoft Word is an excellent word processing program that manages lengthy documents such as research papers, books, etc. Word contains many tools that will aid the user in creating, managing, and adding the final touches to a large document such as: Use of technical symbols or foreign language characters Creation of Table of Contents and index entries Inclusion of figures, graphs, and illustrations This document discusses all of these topics, with a special emphasis on the features needed for academic and technical word processing. There are a number of things you should think about before starting on a major writing project in Word. Decisions about overall document and page structure (including font choices, footnote or endnote format, page numbering), and the need for a Table of Contents and Index entries are best made at the onset. If you are planning a project that will span several weeks or months of writing, it is also a good idea to design a strategy for making regular backups and extra copies of your work.

Create a Shell Document/Template


Select File, New, Blank Document. If you are writing a very long paper, it is more efficient to write several short papers and link them. A Template is a blank document containing only formatting instructions. Open a new document Enter the formatting instructions Do not enter any text, and then select Save As... On the pop up menu Save As Type... select Document Template Name the Template something you will remember and click Save. Then, select File, New, click on the icon of your template that you just named, and click OK to begin each part of your document Save your file immediately with a new name

Formatting

Value
Margins Line Spacing Footnote Position

Command used to change defaults


File, Page Setup Format, Paragraph Insert, Footnote

Advanced Microsoft Word 2003

Customizing Preferences

Header/Footer Tab Spacing Justification Page Numbering Paper Size Paper Orientation Font

View, Header & Footer Format, Tabs Format, Paragraph Insert, Page Numbers or View, Header & Footer File, Page Setup File, Page Setup Format, Font

Customizing Preferences
Establish your working environment. Select Tools, Customize from the menu bar.

Options
From the Options tab you can toggle a lot of the default settings for Word 2003. By deselecting the Standard and Formatting toolbars share one row you have the Standard and Formatting toolbars show up on two lines like they did in previous versions of Word. The next set of options controls how you view your menus. By deselecting Menus show recently used commands first

Word 2003 will stop rearranging your menus automatically. By deselecting Show full menus after a short delay the menus will cease to be dynamic, they will no longer change to show you all of the commands after staying on a menu for a while. By hitting the Reset my usage data button, the menus will return to their defaults, all data about which commands you use in which menus will be erased and thus the changes Word made to these menus will be lost. The remaining options in this window toggle whether or not you have large icons, how font names will be displayed, if ScreenTips will be displayed on the toolbars, and if keyboard short cuts will be included as a ScreenTip. The final pull down menu is used to control what kind, if any, of animation you want for your menus. You can decide between: slide, unfold or random.

Advanced Microsoft Word 2003

Customizing Preferences

Toolbars
Click on the Toolbars tab. From here you can select the tool bars that you would like to appear when working with a certain document. For example, if you are working specifically with Word Art, you may want the Word Art toolbar on the top of your screen to save yourself time from having to go through all the menus to achieve what you need. To turn a toolbar on, click on the checkmark box, to turn it off, click again. Another way to control which tool bars you see is by going to View, Toolbars. Click on the tool bar you want to see from this pull down list to have it added to your interface.

Commands
Click on the Commands tab. From here you can further manipulate your tool bars. By clicking on a category on the left, a list of commands under that category will appear on the right. Click on a command you want and drag it to any location on your tool bars. A new icon will appear on your toolbar which will activate this command. In addition to adding new items to your toolbar, when you are in this mode you can drag items off of your toolbar. These features are good if you find that your toolbar has become too cluttered, you only want some features of a category toolbar to appear, etc. When in this mode, you can also rearrange the tool icons on your tool bar by dragging them left or right to new positions.

Advanced Microsoft Word 2003

Customizing Preferences

Keyboard Shortcuts
Located in the lower right corner of each tab in the customize window is a Keyboard... button. By clicking on this button, a keyboard shortcut can be made for any feature of Microsoft Word. First, select the Category in which your desired command would be located. Then select the Command from the list. The current keyboard short cut, if any, will appear in the lower right. To add a new shortcut, click in the field Press new shortcut key:.and then type a sequence of keys that you would like to make your shortcut (For example: ctrl Z). As long as the short cut is acceptable (no single letters or numbers, etc.) the keys will appear in the field and the Assign button will become active. Clicking the Assign button will now make this short cut active.

Advanced Microsoft Word 2003

Options

Options
To set several other options in the Microsoft Word program, select Tools, Options. This will let you set numerous options, as well as the user info for the program.

Tab Label Save User Info Compatibility Spelling & Grammar Edit Print View

Common Options you can set Word to automatically save an autorecover document every X number of minutes you can enter your personal information which can be used for inserting your return mailing address and other personal information into the document allows you to customize options for importing files from other programs or older Microsoft Word files allows you to turn on/off check spelling or grammar as you type (those red and green underlines) allows you to set options like drag and drop editing and overtype lets you set print options like reversing print order or including things like hidden text or field codes when printing allows you to see non-printing characters, vertical ruler, scroll bars, etc.

Spelling & Grammar Tab

This tab allows control over many of the details with Words spelling and grammar checking functions. The first box under both sections allows you to toggle checking as you type. If these boxes are selected Word will insert red wavy lines for spelling errors and green wavy lines for grammar errors as you type. By deselecting these, Word will only check the document when asked. You can

Advanced Microsoft Word 2003

Options

also change what type of writing style used to check the grammar. By default, it is set to standard. However, by clicking on the pull down menu you have the additional choices of casual, formal, technical and custom. By clicking on settings, you can actually select which grammar rules you would like Word to check. If you prefer to have Word only spell check and not grammar check, then turn off (deselect) Check grammar with spelling. All changes you make here will not only affect your current document, but all others as well.

Save Tab
Perhaps the most important feature of the save tab is setting the AutoRecover save. In case your computer crashes or Word shuts down before you have a chance to save the document, Word can automatically recover your document, but only if you have the Save AutoRecover box checked. In addition to this, you can determine how many minutes are allowed between saves. You can enter your own number or hit the up and down arrows next to this box to set the amount of time. If the program or computer crashes before you have time to save, when you open Word after the crash it will ask you if you wish to load the document that it automatically saved changes to. You can click Yes and the document will be recovered up to the point of the last AutoRecovery save. The autorecovery files have an .asd extension and are located in the Microsoft Office folder. On the Save tab you can also make Word save a backup copy of your document by default. Plus, you can save the document as something other than the most current version of Word. Click the pull down menu next to Save Word files as and choose the format you would like to save this in. There is a box that you can check that will disable features not supported by Word97, this will make Word 2003 files compatible with Word 97. This is useful if you share documents with people who have an older version of Word or other programs. Note: This should only be done if you routinely share files with people with different versions of Word because this will set a default.

Advanced Microsoft Word 2003

Options

AutoCorrect
If you have noticed that Word is inexplicably changing your text without asking for it, chances are that AutoCorrect is on. Click on Tools, AutoCorrect Options. From this menu you can toggle whether you want Word to automatically capitalize for you, fix two initial capitals, capitalize the names of days and symbols to replace with other text. Exceptions to these capitalizing rules can be set as well. You can also assign text to be automatically replaced by another symbol or word.

AutoFormat
This menu can be reached the same way as the autocorrect window, clicking Tools, AutoCorrect then click on the AutoFormat As You Type tab. From here you can determine whether or not Word will replace certain phrases as you type, keep styles consistent with what youve done before, create automatic bulleted lists for you, or other formatting concerns. If you change anything in this window, you need to also change them under the Autoformat tab. AutoFormat As You Type will format things like straight quotes to smart quotes, fractions and other items like lists. You have the option of turning all of these off and waiting until you have finished typing the document to run Format, AutoFormat and let Word format everything at your discretion.

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Styles

AutoText
AutoText can be reached two ways, first you can go to Tools, AutoCorrect then click the AutoText tab.

Or you can reach this window by going to Insert, AutoText and from the pull down menu select AutoText. Once here, you edit the list of terms Word will automatically enter for you. You can add new autotext phrases, by typing them into the top blank, under Enter AutoText Entries here:. Then click the Add button. If the first few letters of this word or phrase are typed, Word will prompt you to enter in the complete word or phrase. This is useful if you use a particular word (i.e. your name, address, dept., division) or phrase (i.e. To Whom it May Concern) a lot. AutoText phrases can also be removed from this window. Select the word or phrase from the list and click the Delete button.

Styles
One of the major decisions you will make is whether or not to use Word's built-in styles (sometimes called style gallery) in your document. A Word Style is a user-defined and user-named collection of formatting settings, including font size, font type, alignment, and line spacing. Though the collection may include character-level, paragraph-level, or section-level settings, the smallest unit to which a Style definition can be applied is a paragraph. Styles can be extremely helpful in enforcing consistency in headings, subheadings, sections and other divisions in a long document. Styles also make major formatting changes in such documents much easier.

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Styles

To work with styles, open the style pane by choosing Format, Styles and Formatting.

This dialog box will allow you to work with existing styles, modify existing styles, or create new styles. If you place your cursor over a style, you will see the characteristics of that style. If you click on the arrow beside the style name, you can choose to modify the style.

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Styles

The Modify Style Menu provides several options for style changes.

Using a Style
Highlight the desired text in your document. If you have the Style pane open, choose a style from the list. Click on the name of the style you wish to apply.

Using the Toolbar for Styles


Once the style has been created, it will appear on a list of styles when you activate the Styles pulldown menu from the toolbar.

Highlight the desired text in your report. Click on the pulldown button for the Style menu to see the list of styles. Click on the name of the style you wish to use.

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Hyperlinks

Hyperlinks
Word 2003 makes it easy to include hyperlinks to sites on the World Wide Web in your documents. To make a link, simply type the word or words you want linked, highlight them, and press the Hyperlink button. Word will bring up the following box to let you specify the link location and details.

Type in the complete web address (URL) in the Address box. You can also copy and paste the URL from your web browser.

Including Graphics in Your Text


General Principles
Word allows the inclusion of graphics that have been created in a variety of other applications. Any graphic that can be copied to the clipboard can be pasted into Word. Scanned images may also be inserted into documents using appropriate software. Microsoft Word also includes a convenient drawing program, which allows the user to create and manipulate simple graphics as well as create Word Art. When a document has many graphics included in it, scrolling will be slower than normal. You can substitute your graphics with picture place holders and eliminate this problem. Choose Tools, Options, View from the menu bar. In the resulting dialog box click on the box for Picture Placeholders.

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Including Graphics in Your Text

Including a graphic in a Word document.


Select Insert, Picture, and note the options:

Select From File.... to select a picture from another source. Select From Scanner or Camera...to scan a picture straight into the document or to put a digital image straight into the document. Select New Drawing...to open the drawing tools. Select Autoshapes...to place block arrows, etc. on the page. You can also choose WordArt, Org charts, and/or invoke the Charting function from this menu.

Graphics Considerations

It is nearly impossible to include graphics inlinethe graphic must usually appear by itself on a separate line.

You can include text both before and after such a figure,

but the height of that line will remain the height of the graphic

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Including Graphics in Your Text

Use a Table cell for your graphic. Often a graphic The Great White Shark is used to illustrate a concept. The graphic and is considered one of the e2003lanation may be placed side-by-side in a most dangerous sharks. table. To resize and scale proportionally at the same time, use one of the corner handles. If you use a side handle, the graphic will not be proportionally resized.

Drawing Tools
The Drawing Toolbar is located at the bottom of the document window. If it is not visible, you may access it by selecting View, Toolbars, Drawing.

Button

Function The Draw button has a pop-up menu that allows the user to align, arrange, move and manipulate objects. The Selection Tool lets the user select and resize or move objects.

Button

Function The Rectangle tool lets the user draw rectangles, hold down the SHIFT key to make squares. The Oval tool lets the user draw ovals, hold down the SHIFT key to make perfect circles. The Text Box tool lets the user insert a block of text as a graphic which can be manipulated. The Word Art tool allows the user to create unique shapes and styles of text for use as titles and graphics.

The Free Rotate tool lets the user rotate shapes and text.

The AutoShapes tool is a pop-up menu which lets the user draw a selection of predetermined shapes, arrows and call outs.

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Including Graphics in Your Text

Button

Function The Line tool lets the user draw lines any angle they wish for 90 and 45 degree lines hold down the SHIFT key. The Arrow tool lets the user draw lines with an arrow tip on it. Hold down the SHIFT key to get 90 and 45 degree lines. The Font Color tool lets the user select from a pop-up menu, a color for the text that is written as a graphic.

Button

Function The Fill Color tool lets the user fill shapes that they have drawn, click on the little arrow in order to pick from a palette of colors. The Line color tool lets the user select from a pop-up menu, a color for the lines that are drawn with shapes, arrows, etc. The Line Style tool lets the user select a variety of line weights for the lines of shapes, arrows, etc. The Arrow Style tool lets the user select where and what type of arrows they would like drawn while using the Arrow tool. The 3-D tool lets the user make certain shapes three dimensional.

The Dash Style tool lets the user choose a variety of line types, such as dotted or dashed for Format Picture the lines that they draw. The Shadow tool lets the user place a shadow underneath a selected shape, line or text. The Insert Clip Art tool allows you to browse through the clip art available to add to the document.

Right clicking on a picture will allow you to show the Picture Toolbar. This toolbar will permit you to edit your pictures brightness and contrast as well as crop it, set the text wrap, and size. To change the size, click on the Format Picture button.

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Character Sets

Set Transparent Color Crop Color Contrast Brightness

Style
Rotate Left

Line

Text Wrapping

Compress Picture Here is an example of what is possible with the Drawing Tools and Word Art:

Character Sets
Technical and Specialty Character Sets
Another decision you should make at an early stage in creating your document is which specialty fonts, if any, you will use. The most common (and therefore most transportable) technical character font for Windows is the standard Symbol font. Numerous other specialty typefaces are available for a variety of fields from musical notation to chemical structures to non-Roman languages. If you choose to use a non-standard font you should remember that your document will no longer be as portable. In other words, others will not be able to read or print the document correctly unless they have the same specialty font. To insert a standard symbol, choose Symbol from the Insert menu.

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Table of Contents

Select the appropriate symbol and click the Insert button.

Foreign Language Characters


Windows has most Western European language diacritics and special symbols included as a part of every standard character set. The simplest way to insert a foreign language character is to select Symbol from the Insert menu and click on the Symbols tab. In the Font box, be sure to select Normal Text. Select the appropriate character and click on the Insert button.

Table of Contents
Creating a table of contents and an index are among the last finishing touches to a long document. Because both operations must calculate page number references, you should complete all operations that might change pagination before generating a table of contents or index. Planning for table of contents or index entries, however, is an ongoing part of document creation. Word allows automatic table of contents generation from the styles used during creating the document (heading 1, heading 2, etc.) You can customize the resulting table using any font or font size that you choose. Table of contents entries are supported by built-in styles, which can also be changed if you like.

Style Method
Simply use the style pulldown menu to develop a hierarchy to your document. This hierarchy will be interpreted by word into a Table of Contents. You can select which styles you would like to be included in the Table of Contents generation. Once you have created the different types of styles you would like in your document and have used them as an effective way of organizing the body, you can generate the

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Table of Contents

Table of Contents. First, place your cursor where you want the Table of Contents to be, and then start the process by selecting Insert, Reference, Index and Tables.

Choose Table of Contents tab. You can set the level of the headings used for the Table of Contents by clicking on the Options button. Then you can choose the levels you desire and click the OK button. After you are satisfied with the type of Table of Contents that you are going to create, click on the OK button, and Word will place the generated Table of Contents at the point of insertion.

Note: If you make any changes to your document, the page numbers of the Table of Contents may be incorrect. You need to regenerate the Table of Contents by highlighting the old Table of Contents and then insert a new Table of Contents from the Insert, Index and Tables function, or pressing F9 will update the Table of Contents.

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Advanced Microsoft Word 2003

Index Generation

Index Generation
To create an index after you have completed your paper, you will use the Insert, Reference, Index and Tables function. Simply decide which word you would like in your index and highlight it. Then, you need to select Insert, Reference, Index and Tables and this dialog box will appear:

Choose Index tab. You then need to mark this word as an entry to the index; click on the Mark Entry button. It will bring up the following dialog box which will let you choose whether this is the only instance in which you want to mark the word or if you would like to go through the entire document and mark all of the same word. In order to make this process a lot quicker when you are marking numerous words, you can use the short cut which is ALT-SHIFT-X.

To generate the index, simply put the cursor at the point where you would like the index inserted (often a new page) and select Insert, Index and Tables. Select the type of index format that you would like, or you can customize your own, and then click OK. Word will create an index from the words you marked and place it at the insertion point.

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Paragraph and Line Numbering

Paragraph and Line Numbering


Numbering Paragraphs with Renumber
If you have a page of items that need to be numbered for reference within the text, you may use the Format, Bullets and Numbering command. Select the group of paragraphs to be numbered, then choose the Numbered, and select the type of numbering and click OK. Remember that Word treats each carriage return as a new paragraph, so use soft carriage returns (SHIFT-ENTER) to create blank lines between equations. There is no provision for any automatic referencing of the numbered items within the body of your text.

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Advanced Microsoft Word 2003

Introduction To Mail Merge

Introduction To Mail Merge


The goal of the Microsoft Word 2003 Mail Merge is to produce multiple printed copies of a document such as a form letter, envelope or mailing labels. The Mail Merge program customizes each of these copies with specific information stored in a separate file, such as a database. Creating a merged main document such as a form letter is a simple three step process: Set up the main document; the form letter, envelope or mailing label where the separate data will be inserted in the final merge. Create a data source, either by creating a new data source within Word 2003 or using an already existing data source from the Word 2003 program or even another application. Merge the data; insert the data fields into the main document, and then complete the merge to a printer or another document.

Mail Merge Terminology


Mail merge To produce multiple printed copies of a document, customizing each copy with information. This process combines two files together to make one file. One of the two original files contains records (the data document) and the other contains placeholders or field names (the main document). Another term for Mail Merge but this command sends the completed forms directly to the printer instead of creating another document to hold them. List of data used to fill in the placeholders. One set of data for each desired document. By default, the data document is displayed as a table, with the top row containing the field names. Every row below contains the individual pieces of information arranged according to the column headings of the first row. A template. For instance, the main document could contain the body of a letter in which all information common to all the letters is typed. The information that changes from letter to letter is represented by field names, or placeholders. This document is created from a mail merge and contains the main document with its fields replaced by the information from the data document. It contains as many copies as records in the data document. These are names created to act as placeholders in the main document. They are listed in the header record of the data document, i. e. last name.

Print merge

Data Source

Main Document

Merged Document

Field names

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Setting up a Merged Document

Setting up a Merged Document


Using the Wizard
The Mail Merge Wizard will take you step-by-step through the process of creating merged documents. Under the Tools menu, choose Letters and Mailings, then Mail Merge Wizard. You will see the first Wizard panel.

Letters will be the default document type. Click on Next: Starting document at the bottom of the Wizard panel.

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Setting up a Merged Document

You will see the second Wizard panel. This is where you select your starting document. You may use the blank document you just opened, start from a template, or use a mail merge document you have previously created. Lets use the current document.

Click on Select recipients at the bottom of the Wizard panel.

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Setting up a Merged Document

The third Wizard panel appears, allowing you to select the source for your data. You can select an existing list, select from an Outlook file, or type a new list. Were going to use an existing recipient list, but lets see how we could create a list from scratch. Select Type a new list, and then click on the Create button. You will see the data entry form that prompts you to fill in the data fields. You may customize the form to select just the fields you want in your address list.

Close the data entry form and change your selection from Type a new list to Use an existing list, and click on the Browse button. You will see a window pointing to your data sources. This folder

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Advanced Microsoft Word 2003

Setting up a Merged Document

was created by Word 2003 under your My Documents folder, and is the place you should store your address lists.

Select addressbk.doc. This will bring up the data file and will permit modifications, sorting, and custom selections.

There are instructions at the top of the box, that tell you how to sort columns, select certain recipients, and select by city, for example. Click on OK when you are ready to proceed, and then click Next: Write your letter.

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Setting up a Merged Document

The fourth Wizard screen gives you the tools to write your letter. Click on the Address block button, and you can choose the format for the addressees name and address.

Click OK after you have made your choices, and the address block will be placed on your page. Press Enter a couple of times and click on the Greeting line button. Choose the form of the greeting you want., and click on OK.

Press Enter and start typing your letter.

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Setting up a Merged Document

You may insert additional merge fields by clicking on the More items button.

Click on Next: Preview your letters to see the merged data.

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Setting up a Merged Document

Note that you can scroll through the merged documents, add or delete recipients, and edit the text of the letter. When you are satisfied that the letters look OK, click on Next: Complete the merge.

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Setting up a Merged Document

The final page of the Wizard gives the option to print the letters, or edit individual letters. Choosing either option then gives you the choice to merge all the data file, or a range of records in the file. If you select Normal under the View menu, you will see each letter separated by a section break. If you choose View, Print Layout, you will see each letter as a separate page. In either case, the letters will be in a separate document that can be edited, saved, and/or printed.

Opening An Existing Main Document


We started the mail merge process with a blank document. If you want to use an existing main document, you must first open the document. To do this select File, Open, and then choose the appropriate document. Once you have it open, you can start the merge process.

The Wizard can be used to create envelopes and labels in a similar fashion, but lets look at using the Mail Merge tool bar as an alternate to the Wizard.

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Setting up a Merged Document

Using the Mail Merge Tool Bar


Select Tool Bars and then Mail Merge under the View menu. The Mail Merge tool bar will appear under the Formatting tool bar.

The functions that the wizard presented to us are available by clicking on the buttons on the tool bar. As you move your cursor over each button, its function will be defined. Lets use the tool bar to create envelopes. If you place your cursor over the first icon, you will see that it is called Main document setup. Click on it.

You get a selection menu that allows you to choose the type of mail merge you want to do.

Choose Envelopes and click OK. You will see the selection window that allows you to choose the size type of envelope that you want to use.

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Setting up a Merged Document

Click OK to choose the default size 10 envelope.

The return address comes from the user information that you entered at the User Information tab under Tools, Options. The default is address only; add your name or change the entire return address to suit your needs. Click down in the address portion of the envelope, and then click on the Open data source button.

You will see the same file choice window as presented by the Wizard. Again choose addressbk.doc, then click on the Insert Address Block button.

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Setting up a Merged Document

As with the Wizard, you will be able to choose the format for the name and address.

After the address block is inserted, you may add additional merge fields by clicking on the Insert Merge Fields button.

When you are ready to look at the merged data, click on the View Merged Data button.

To merge to a new document, click on the Merge to New Document button

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Setting up a Merged Document

In a similar fashion, the Mail Merge tool bar can be used to create labels. Click on the Main document setup button, and choose Labels. You will see the Label Options window.

Choose the brand and product number for the labels you are using and click OK. Mail merge shows you a page with the label layout.

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Setting up a Merged Document

Open your data source, as with envelopes, and then insert the address block. Your page now looks like this.

Click on the View merged data button.

You will see one label filled in with the first name and address in your data file. Click on the Propagate Labels button to see all the label data.

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Setting up a Merged Document

To check for errors before you create the merged document, click on the Check for Errors button.

Choose the option you want from the Checking and Reporting Errors window.

Once you have corrected all the errors, you can then proceed to print the documents. Select the File, Print menu, and the print dialog box will appear. Choose the number of copies, etc. and then click Print.

Removing an Attached Data Source


When you merge documents, Word creates an attachment between the data source and a main document. If you want the main document to revert to a regular Word document you can remove the data source to which it is attached. First open the main document from which you want to remove the data source, then click on the Main document setup button, and choose Normal Word document.

Summary
The Wizard will help you learn the order of the steps involved in creating mail merge documents, but the Mail Merge tool bar is faster once you become comfortable with the process.

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Getting Help

Getting Help
The Word 2003 program includes a useful, on-line, help assistant that sits outside of the document window. This may answer many of your questions while you are working. From the Balloon Help menu select Microsoft Word Help and one of the assistants will appear. They will guide you through the help index and hopefully answer any questions you may have about the program. If you have problems working with Word 2003 or any of the hardware, contact the Help Desk at 713.348.4357, stop by Mudd 103, or send email to problem@rice.edu.

Useful Shortcuts and Keystrokes


In order to have access to all of the Word keyboard shortcuts and special commands discussed in this document, be sure that you are in normal style.

CTRL SHIFT CTRL CTRL CTRL CTRL ALT

- ENTER - ENTER - SHIFT - SPACEBAR - SHIFT - + -= - SHIFT - Q

force page break soft carriage return (line break, but not end) non-breaking space to begin superscript style. Press CTRL - SHIFT - + again to return to normal style. to begin subscript style. Press CTRL - = again to return to normal style. to type the next character in Symbol font to mark the highlighted word for index generation

- SHIFT - X

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Buttons and their Functions

Buttons and their Functions


TABLE 1.

Button

Function New, to create a new file.

Button

Function Cut, cuts the selected text.

Button

Function Undo, undoes the last commands or keystrokes. Redo, redoes the last commands or keystrokes. Align Left, justifies the selected text to the left. Center, justifies the selected text to the center. Align Right justifies the selected text to the right. Justify, forces line justification.

Open, opens an already existing file. Save, saves the file to the selected folder or disk. Print, prints the current file to selected printer. Print Preview, allows you to see the file as it will be printed. Spelling and Grammar, checks the spelling of the document. Show/Hide, shows or hides the printing commands.

Copy, copies the selected text to the clipboard. Paste, pastes the current clipboard item into the document. Format, allows you to copy the formatting of selected text. Drawing, allows you to draw and insert graphics. Office Assistant, provides you with help and the office assistant. Insert Excel Worksheet into the document. Style, allows you to choose type style for selected text. Font, allows you to choose the font for the selected text. Font Size, changes the size of the selected text.

Columns, allows you to insert columns. Insert Table, allows you to insert a table.

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Advanced Microsoft Word 2003

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