Word Project 5

1. Word Project 5 Generating Form Letters, Mailing Labels, and Directories

2. Objectives • Explain the merge process • Use the Mail Merge task pane and the Mail Merge toolbar • Use a letter template • Insert and format an AutoShape on a drawing canvas • Create and edit a data source

3. Objectives • Insert and edit merge fields in a main document • Use an IF field in a main document • Create an outline numbered list • Merge and print form letters • Sort data records

4. Objectives • Address and print mailing labels and envelopes • Merge all data records to a directory • Change page orientation • Modify table properties

5. Using a Template • Click File on the menu bar and then click New • Click the On my computer link in the Templates area in the New Document task pane • When Word displays the Templates dialog box, click the Mail Merge tab • Click the Elegant Merge Letter icon

6. Using a Template • Click the OK button in the Templates dialog box • Click the Close button in the upper-right corner of the Mail Merge task pane title bar • Click the Zoom box arrow and then click Page Width

7. Using a Template

8. Inserting a Drawing Canvas • Click the placeholder text, CLICK HERE AND TYPE COMPANY NAME, to select it • Click Insert on the menu bar and then point to Picture • Click New Drawing on the Picture submenu

9. Inserting an AutoShape • If the Drawing toolbar is not displayed on your screen, click the Drawing button on the Standard toolbar to display the Drawing toolbar • Click the AutoShapes button on the Drawing toolbar and then point to Stars and Banners on the AutoShapes menu • Click the Double Wave shape on the Stars and Banners submenu

10. Inserting an AutoShape • Position the mouse pointer in the upper-left corner of the drawing canvas • Drag the mouse to the right and downward to form a banner • Release the mouse button. Once the shape is drawn, if you need to resize it, simply drag the sizing handles

11. Inserting an AutoShape

12. Formatting an AutoShape • Position the mouse pointer inside the banner and then double-click when the mouse pointer has a four-headed arrow attached to it • When Word displays the Format AutoShape dialog box, click the Colors and Lines tab • In the Fill area, click the Color box arrow and then click Light Green • In the Line area, click the Color box arrow and then click No Line

13. Formatting an AutoShape • Click the Size tab • In the Size and rotate area, verify that the height and width values are approximately 1” and 6”, respectively • Click the OK button

14. Formatting an AutoShape

15. Typing a New Data Source • Click Tools on the menu bar and then point to Letters and Mailings • Click Mail Merge on the Letters and Mailings submenu • When Word displays the Mail Merge task pane, click Type a new list in the Select recipients area • Click the Create link in the Mail Merge task pane • Click the Customize button in the New Address List dialog box

16. Typing a New Data Source • When Word displays the Customize Address List dialog box, click Company name in the Field Names list and then click the Delete button • Click the Yes button • Repeat the previous two steps to delete the Country, Home Phone, Word Phone, and E-mail Address fields • Click the Add button • When Word displays the Add Field dialog box, type Site Type in the text box

17. Typing a New Data Source • Click the OK button • Click the Add button • Repeat the previous three steps to add the fields named, Reservation Date and Number of Nights • Click the OK button to close the Customize Address List dialog box • When the New Address List dialog box is active again, click the Title text box

18. Typing a New Data Source • Add the address in the New Address List dialog box as shown. When you are finished, click the New Entry button • Enter the remaining addresses as instructed on page WD 319

19. Saving the Data Source when Prompted by Word • When Word displays the Save Address List dialog box, type Camper List in the File name box • Save the address list in the River Run folder on your floppy disk and click the Save button • Click the OK button • Click the Close button on the Mail Merge task pane title bar • If the Mail Merge toolbar is not displayed on the screen, click Tools on the menu bar, point to Letters and Mailings, and then click Show Mail Merge Toolbar

20. Saving the Data Source when Prompted by Word

21. Editing a Field • Right-click the field, in this case, the date field • Click Edit Field on the shortcut menu • When Word displays the Field dialog box, click the desired format in the Date formats list (in this case, 16 August 2005) • Click the OK button

22. Editing a Field

23. Inserting Merge Fields in the Main Document • With the insertion point positioned at the end of the body of your letter, click the Insert Merge Fields button on the Mail Merge toolbar • When Word displays the Insert Merge Fields dialog box, click Site Type in the Fields list • Click the Insert button in the dialog box • Click the Close button in the dialog box

24. Inserting Merge Fields in the Main Document • Press the SPACEBAR. Type site for and then press the SPACEBAR • Click the Insert Merge Fields button on the Mail Merge toolbar, click Number of Nights in the Fields list, click the Insert button, and then click the Close button in the dialog box • Press the SPACEBAR and then type nights at our campground

25. Inserting Merge Fields in the Main Document

26. Inserting an IF Field in the Main Document • With the insertion point positioned as shown on the previous slide, press the SPACEBAR. Type To guarantee your reservation, we must receive a deposit of and then press the SPACEBAR • Click the Insert Word Field button on the Mail Merge toolbar • Click If…Then…Else in the list • Click the Field name box arrow. Scroll through the list of fields and then click Site_Type • Click the Compare to text box. Type tent and then press the TAB key

27. Inserting an IF Field in the Main Document • Type $11.00 and then press the TAB key • Type $23.50 as the false text • Click the OK button

28. Creating an Outline Numbered List • Scroll down to display the insertion point in the document window • Click the Style box arrow on the Formatting toolbar and then click Clear Formatting • Click Format on the menu bar • Click Bullets and Numbering on the Format menu • When Word displays the Bullets and Numbering dialog box, click the Outline Numbered tab

29. Creating an Outline Numbered List • Click the desired number or bullet style in the list • Click the OK button • Type your outline text, pressing the ENTER key to move to the next item, the TAB key to demote the current list item, or the SHIFT+TAB key combination to promote the current list item

30. Creating an Outline Numbered List

31. Merging the Form Letters to the Printer • Click the Merge to Printer button on the Mail Merge toolbar • When Word displays the Merge to Printer dialog box, if necessary, click All to select it • Click the OK button • When Word displays the Print dialog box, click the OK button • If Word displays a message about locked fields, click the OK button whenever the dialog box appears

32. Merging the Form Letters to the Printer

33. Sorting the Data Records in a Data Source • Click the Mail Merge Recipients button on the Mail Merge toolbar • When Word displays the Mail Merge Recipients dialog box, scroll to the right until the ZIP Code field shows in the dialog box • Position the mouse pointer on the ZIP Code field name

34. Sorting the Data Records in a Data Source • Click the ZIP Code field name • Scroll to the right to display the ZIP Code field again • Click the OK button in the Mail Merge Recipients dialog box

35. Sorting the Data Records in a Data Source

36. Addressing and Printing Mailing Labels Using an Existing Data Source • Open a new blank document • Click Tools on the menu bar, point to Letters and Mailings, and then click Mail Merge • When Word displays the Mail Merge task pane, click Labels in the Select document type area • Click the Next: Starting document link • In the Mail Merge task pane, click the Label options link

37. Addressing and Printing Mailing Labels Using an Existing Data Source • When Word displays the Label Options dialog box, click the desired Avery product number in the Product number list • Click the OK button in the Label Options dialog box • In the Mail Merge task pane, click the Next: Select recipients link to display the next step of the mail merge process • In the Select recipients area, click Use an existing list • Locate the file, Camper List, in the Campground folder of your data disk and click the Open button

38. Addressing and Printing Mailing Labels Using an Existing Data Source • Click the OK button in the Mail Merge Recipients dialog box • At the bottom of the Mail Merge task pane, click the Next: Arrange your labels link • In the Mail Merge task pane, in the Arrange your labels area, click the Address block link • Click the OK button • Point to the down arrow at the bottom of the Mail Merge task pane to scroll to the bottom of the task pane

39. Addressing and Printing Mailing Labels Using an Existing Data Source • Click the Update all labels button • Click the Next: Preview your labels link at the bottom of the Mail Merge task pane • Click the Next: Complete the merge link at the bottom of the Mail Merge task pane • In the Mail Merge task pane, in the Merge area, click the Print link • Insert a sheet of blank mailing labels into the printer

40. Addressing and Printing Mailing Labels Using an Existing Data Source • When Word displays the Merge to Printer dialog box, click All • Click the OK button • When the Print dialog box is displayed, click the OK button • Retrieve the mailing labels from the printer • Click the Close button at the right edge of the Mail Merge task pane

41. Addressing and Printing Mailing Labels Using an Existing Data Source

42. Merging to a Directory • Click the New Blank Document button on the Standard toolbar • Display the Mail Merge toolbar if it is not displayed • Click the Main document setup button on the Mail Merge toolbar • When Word displays the Main Document Type dialog box, click Directory • Click the OK Button

43. Merging to a Directory • Click the Open Data Source button on the Mail Merge toolbar • Open the Camper list file in the Campground folder on the data disk • Click the Insert Merge Fields button on the Mail Merge toolbar

44. Merging to a Directory • When Word displays the Insert Merge Field dialog box, click Title in the Fields list and then click the Insert button • Click the Close button in the dialog box • Press the ENTER key • Repeat the previous four steps for each remaining field in the Fields list

45. Merging to a Directory

46. Changing Page Orientation • Click File on the menu bar and then click Page Setup • When Word displays the Page Setup dialog box, click the Margins tab • Click Landscape in the Orientation area • Click the OK button • Click the Zoom box arrow on the Standard toolbar and then click Page Width

47. Changing Page Orientation

48. Modifying Table Properties • Point in the table and then click the table move handle in the upper-left corner of the table to select the table • Right-click somewhere in the table • Click Table Properties on the shortcut menu • When Word displays the Table Properties dialog box, click the Table tab • Click Center in the Alignment area

49. Modifying Table Properties • Click the Options button • When Word displays the Table Options dialog box, click the Top box up arrow until 0.05” is displayed in the Top box • Place a check mark in the Allow spacing between cells check box and then click the up arrow until 0.05” is displayed in this box also • Click the OK button in both dialog boxes

50. Modifying Table Properties