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Exploring Microsoft
Office Word 2007
Chapter 5
Productivity Tools
Robert Grauer, Keith Mulbery, Michelle Hulett
Copyright
Copyright
В© 2008
В© 2008
Pearson
Prentice-Hall.
Prentice Hall.
All
All
rights
rights Generation
Committed
to
Shaping
the
Next
Copyright В© 2008 Pearson
Prentice Hall. All rights reserved.
reserved.
reserved.
of IT Experts.
1
Objectives
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Use a template
Create a template
Customize theme colors, fonts and effects
Produce a merge document
Select a main document
Select or create recipients for a data source
Sort records in a data source
Use Excel or Access for a data source
Copyright В© 2008 Pearson Prentice Hall. All rights reserved.
2
Document Templates
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Templates are partially completed
documents containing preformatted text
and/or graphics
Copyright В© 2008 Pearson Prentice Hall. All rights reserved.
3
Why Use a Template
Pre-designed
elements
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Templates are pre-designed
Templates may contain required information
Templates require the user to save the
document as a new file preserving the
original design and information for future use
Copyright В© 2008 Pearson Prentice Hall. All rights reserved.
4
The Normal Template
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Defines the default look of a Word document
Is used when a blank document is selected
Copyright В© 2008 Pearson Prentice Hall. All rights reserved.
5
Select a Template
Installed
templates
Example
Template
types
available at
Microsoft
Office Online
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Click the Office Button and then click New
The New Document window displays
available Templates
Copyright В© 2008 Pearson Prentice Hall. All rights reserved.
6
Templates at Microsoft Office Online
Search for
more
templates
online
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More templates are available at
www.office.microsoft.com
Copyright В© 2008 Pearson Prentice Hall. All rights reserved.
7
Template Extensions
.dotx
.dotm
.dot
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.dotx is the template extension
.dotm is the extension for templates
containing macros
.dot is the template extension for pre-2007
versions of Word
Copyright В© 2008 Pearson Prentice Hall. All rights reserved.
8
Using a Resume Template
Placeholders
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Replace placeholders with appropriate text
Copyright В© 2008 Pearson Prentice Hall. All rights reserved.
9
Creating a Template
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Create templates when a particular document
will be used frequently with minor
modifications
Example: Company letterhead with greeting,
body and salutation
Copyright В© 2008 Pearson Prentice Hall. All rights reserved.
10
Save a File as a Template
Folder on
your hard
drive for your
templates
Choose Word
Template to
save file as a
template
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Choose Word template in Save as type drop
down menu to save a file as a template
Copyright В© 2008 Pearson Prentice Hall. All rights reserved.
11
Document Themes
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Themes improve a document’s design by
quickly providing special effects for a stylish
and professional look
Copyright В© 2008 Pearson Prentice Hall. All rights reserved.
12
Theme Colors
Choose a
new theme
color scheme
Design one of
your own
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Theme colors represent the current text and
background, accent and hyperlink colors
Click Create New Theme Colors to design
your own color palate
Copyright В© 2008 Pearson Prentice Hall. All rights reserved.
13
Customizing Theme Colors
Choose four
Text/Background
colors
Sample area to
view color
interaction
Choose six
Accent colors
Choose
Hyperlink and
Followed
Hyperlink colors
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In the Create New Theme Colors dialog box,
choose the new theme colors
Copyright В© 2008 Pearson Prentice Hall. All rights reserved.
14
Theme Fonts
Custom font
group
Built-in font
groups
Create New
Theme Fonts
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Theme fonts consist of heading and body text
fonts
Copyright В© 2008 Pearson Prentice Hall. All rights reserved.
15
Theme Effects
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Theme Effects include lines and fill effects,
such as shadowing, glows and borders
Effects apply to objects
Theme Effects are built in and cannot be
created
Copyright В© 2008 Pearson Prentice Hall. All rights reserved.
16
Saving Themes
Save Current
Theme
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Save custom themes as Office Theme
(*.thmx) in the Document Themes folder
Copyright В© 2008 Pearson Prentice Hall. All rights reserved.
17
Themes and Compatibility Mode
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If the Theme group is grayed out and
unavailable, the current document is probably
open in Compatibility Mode
Document must be saved in Word 2007
format (.docx)
Copyright В© 2008 Pearson Prentice Hall. All rights reserved.
18
Mail Merge
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Mail Merge combines content from a Word
document and information from a data source
resulting in personalized documents for
multiple recipients
Copyright В© 2008 Pearson Prentice Hall. All rights reserved.
19
Mailings Ribbon
Start Mail Merge
With main
document open
Specialty
merge
documents
Choose and edit the
data source
(recipients)
Area for inserting
fields into the main
document
Preview
Results
Merge the data
and the
document
Match Fields if
necessary
Copyright В© 2008 Pearson Prentice Hall. All rights reserved.
20
Mail Merge: The Main Document
Fields will be
replaced by
information in
records
A field in the
body of the
document
The same
content for each
document
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The main document (source document)
contains Fields where record information is
linked and ultimately integrated
The body of the document is written here
Copyright В© 2008 Pearson Prentice Hall. All rights reserved.
21
Mail Merge: Data Source
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A Record consists of related fields grouped
by rows
A Field Name is the column heading
A Field is a single piece of data from a record
to be used in a source document
Copyright В© 2008 Pearson Prentice Hall. All rights reserved.
22
Mail Merge: Link a Data Source
Select Recipients
links a data source
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Select Recipients to link the data source to
the main document
Copyright В© 2008 Pearson Prentice Hall. All rights reserved.
23
Mail Merge: Excel as Data Source
Choose Select
Recipients then
choose Use
Existing. Then
browse to the
Excel Workbook
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Header row
If the Worksheet has a header row, it may be
used as a data source
Copyright В© 2008 Pearson Prentice Hall. All rights reserved.
24
Mail Merge: Access as Data Source
Choose Select
Recipients then
choose Use Existing
List. Then browse to
the Access database
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Choose the table or
query to be used
When using an Access Database choose the
correct table or query to be used
Copyright В© 2008 Pearson Prentice Hall. All rights reserved.
25
Mail Merge: Match Fields
Match Fields command
Word fields
Foreign fields
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If your external data source (Excel or Access)
contains field names different from Word, use
the Match Fields command to create links
between the fields
Copyright В© 2008 Pearson Prentice Hall. All rights reserved.
26
Mail Merge: Add New Records
New Entry
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Add more records to the data source
Add new record under the final record
on the table
The blue arrow shows the active record
Copyright В© 2008 Pearson Prentice Hall. All rights reserved.
27
Mail Merge: Edit Records
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Edit records by making changes to the active
record
Be sure spelling and capitalization are correct
Copyright В© 2008 Pearson Prentice Hall. All rights reserved.
28
Mail Merge: Selecting Recipients
Click Edit
Recipient
List
Use the checkboxes
to add or remove
recipients from the
merge
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Choose only the recipients who should
receive the merged document
Copyright В© 2008 Pearson Prentice Hall. All rights reserved.
29
Mail Merge: Sort Records
Sort and Filter
links
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Use the Filter and Sort dialog box to sort
records into desirable orders before merging
to save time later
Copyright В© 2008 Pearson Prentice Hall. All rights reserved.
30
Mail Merge: Using a Filter
Filter tab
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Specify criteria to choose only certain types
of records for a merge
Copyright В© 2008 Pearson Prentice Hall. All rights reserved.
31
Merge Fields
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Fields placed in the main document are
replaced with corresponding data from the
data source when merged
Copyright В© 2008 Pearson Prentice Hall. All rights reserved.
32
Mail Merge: Inserting Merge Fields
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With the main document open add fields from
the data source using the Insert Merge Fields
button
Available fields are shown
Copyright В© 2008 Pearson Prentice Hall. All rights reserved.
33
Merging a Main Document and a
Data Source
Select Finish &
Merge to complete
the merge
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Once the main document and the data
source are merged, a separate document for
each record is produced
Copyright В© 2008 Pearson Prentice Hall. All rights reserved.
34
Mail Merge to E-mail
Choose field for
Email addresses
Choose the Mail
format
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Under Finish &
Merge you may
merge to email
Mail merges are used to send personalized
e-mail
Copyright В© 2008 Pearson Prentice Hall. All rights reserved.
35
Printing Mailing Labels or Envelopes
Choose
Envelopes
or Labels
Follow the
Wizard
This is step
4 of 6
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Produce envelopes and labels using Mail
Merge
Copyright В© 2008 Pearson Prentice Hall. All rights reserved.
36
Questions?
Copyright В© 2008 Pearson Prentice Hall. All rights reserved.
37
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