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Secretary Institute Day February 2, 2010

Secretary Institute Day February 2, 2010. Get to know your speaker….. Pati Alvarez. Secretary Test 1. at each other and tell me who you see…..? A. B. C. A: Frustrated and Anxious Secretary?. B: Tired and overloaded Secretary?. C: A Happy, stress free Secretary?. Before we start….

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Secretary Institute Day February 2, 2010

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  1. Secretary Institute DayFebruary 2, 2010

  2. Get to know your speaker…..Pati Alvarez

  3. Secretary Test 1

  4. at each other and tell me who you see…..? A. B. C.

  5. A: Frustrated and Anxious Secretary?

  6. B: Tired and overloaded Secretary?

  7. C: A Happy, stress free Secretary?

  8. Before we start… Let’s Do……….

  9. Yoga!!!!! • Yoga benefits you in the office and at home. • Lets go over some basic yoga.

  10. When we think of yoga, we think of this? Wouldn’t it be great to be this flexible?

  11. Over our training time, we will be performing a few Yoga Stretches. Since we spend all day sitting and before you know it, we are slouching at our desks. Which then becomes a bad habit for our posture, we get muscle pain and weakness.

  12. Lets start with this one. • Neck Stretching Sit upright and catch hold of the sides of the chair. Slowly stretch the chest up and lower the neck and head back in a controlled manner-making sure that you stay within your comfort zone. Hold the pose for 5-10 breaths, breathing evenly and maintaining length through the neck muscles.

  13. ….Neck Stretching Slowly straighten the spine and sit for a moment with the head absolutely straight and still, becoming aware of all the sensations in your upper body. Now You and your neck are happy…

  14. Lets jump in to our training.

  15. Overview: Microsoft Word • 1: Get to know the Ribbon • 2: Find everyday commands • 3: A new file format

  16. Up to Speed Demo

  17. Word Building Block Demo

  18. Temporarily hide the Ribbon The Ribbon makes everything nicely centralized and easy to find. At times you just want to work on your document, and you’d like more room to do that. In that case, it’s just as easy to hide the Ribbon temporarily as it is to use it.

  19. Temporarily hide the Ribbon The Ribbon makes everything nicely centralized and easy to find. Here’s how: • Double-click the active tab. The groups disappear so that you have more room. • To see all the commands again, double-click the active tab again to bring back the groups.

  20. Use the keyboard What about the old keyboard shortcuts? • Shortcuts that start with the CTRL key remain the same as in previous versions of Word. • Examples include CTRL+C for copy and CTRL+ALT+1 for Heading 1. • You can still use the old ALT+ shortcuts that accessed menus and commands in previous versions of Word. • However, because the old menus are not available, you’ll have no screen reminders of what letters to press. So you’ll need to know the key sequence by heart in order to use a shortcut.

  21. Use the keyboard Okay, keyboard people, these slides are for you. The Ribbon design comes with new shortcuts. This change brings two big advantages over previous versions of Office programs: • There are shortcuts for every single button on the Ribbon. • Shortcuts often require fewer keys.

  22. Use the keyboard The new shortcuts also have a new name: Key Tips. To use Key Tips, start by pressing ALT. Next: • Press the Key Tip for the tab you want to display. For example, press H for the Home tab. This makes all the Key Tips for that tab’s commands appear. • Press the Key Tip for the command you want.

  23. File Format New format and converting old documents to the new format.

  24. Let’s View Convert Demo

  25. Questions

  26. Guess what?

  27. YOGA Time……….

  28. Shoulder Workout Sit up tall in your chair, or if possible stand up. Stretch your arms overhead and interlock your fingers, turn the palms to the ceiling. Take a deep breathe in and on the exhale extend your side torso and take the tips of the shoulder blades into the body. Take another deep breathe and on the exhale stretch to the right, inhale come up and exhale stretch to the left.

  29. …Shoulder Workout • Lower your arms to a horizontal position. Feel that your arms are being stretched in opposite directions. Work all your muscles and continue breathing slowly and deeply.

  30. ……Shoulder Workout • Take your hands behind your back and interlock the fingers, stretching the shoulders back, opening the chest. Take several breaths. Make sure that your head stays in the mid-line and that your eye gaze is on the horizon.

  31. LAST STEP…DONE AT YOUR OFFICE…Stand by the wall, extend your right arm and place the palm on the wall with the fingers up. On an exhale, turn your chest away, taking the shoulder blade into the torso.

  32. Back to our training

  33. Mail Merge • How it works and understanding it. • Set up your recipient list for mass mailing, etc. • View Mail Merge Demo 1,2,3,4

  34. Mail Merge 1 Demo

  35. Mail Merge 2 Demo

  36. Mail Merge 3 Demo

  37. Mail Merge 4 Demo

  38. How it works In any mail merge, you’ll deal with three different elements. Understanding these elements will help you get the mail merge results you want and expect. The main document that you start with. Recipient information, such as each person’s name and address that you want to merge with the main document. The finished documents, which include the information in the main document plus each recipient’s unique information.

  39. Main document The main document is your starting point. The main document can be a letter, envelope, e-mail, or even a coupon. It contains the elements shown here. Content that is identical in each copy, such as the main body text of a form letter. You only have to type this text once, regardless of how many letters you intend to print. Placeholders for each recipient’s information. For example, in a form letter, the address block and greeting name would be unique in each copy.

  40. Recipient information In a mail merge, the recipient’s information, which is unique in each merged copy, fills in for the placeholders that you added to the main document. Recipient information might be: Addresses on envelopes or labels; names in the greeting line of a form letter; salary amounts in e-mail messages that you send to your employees; personal notes about favorite products in postcards that you mail to your best customers; or numbers on redeemable coupons.

  41. Recipient information Recipient information must be kept in a data source. “Data source” is an umbrella term that covers a whole category of files you work with all the time. For example, your Microsoft Office Outlook® contacts list is a data source.

  42. Recipient information The recipient information is usually listed in columns and rows, as shown in the table in the picture. The data source file must be structured in a way that makes it possible to link specific information with the placeholders in the main document.

  43. Finished set of documents When you finish a mail merge, you get what’s pictured here. • The set of individual finished documents, which you can print (for example, letters, labels, envelopes, or coupons) or which you can transmit electronically during the merge process (for example, e-mail messages).

  44. Finished set of documents When you finish a mail merge, you get what’s pictured here. • The main document. This is the document you used as a starting point, which remains a separate document. It is not automatically saved after the merge.

  45. How to set up your recipient list

  46. Set up your recipient list You know what the basic elements of a mail merge are. Now you’ll learn how to set up your main document and connect it to the recipient list. The recipient list, along with the placeholders that you add to your Word document or envelope, is the heart and soul of mail merge. They work together to get unique information into the final individually merged copies.

  47. More about the recipient list A recipient list can be any file that organizes recipient information into columns and rows. You can create it using lots of different programs, such as Excel, Access, or Outlook. The columns in a list represent a category or type of information. Each column is identified by a column heading. For example, in a customer list you might have columns for Name, Last Name, and Street Address.

  48. More about the recipient list A recipient list can be any file that organizes recipient information into columns and rows. You can create it using lots of different programs, such as Excel, Access, or Outlook. Each row in a list represents one recipient’s complete information. In the customer list, for example, one row contains all the information about one customer: the customer’s name, address, and so on.

  49. More about the recipient list It’s these columns and rows that make it possible to get unique recipient information into documents during a mail merge. From the main document, you connect to the list and then you can add any column heading as a placeholder into the main document. (Officially, these placeholders are called fields. More on fields in a moment.)

  50. More about the recipient list It’s these columns and rows that make it possible to get unique recipient information into documents during a mail merge. When the mail merge is complete, there will be a finished document for each person that contains information from the entries in one row of the recipient list.

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