Microsoft Word Learn Easy

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					Table of Contents
Word Basics .................................................... 1
  Create a new document......................................................................... 2
  Cut, copy and paste ............................................................................. 12
  Format words ....................................................................................... 22
  Format paragraphs .............................................................................. 35
  Use bullets and numbering ................................................................. 47
  Adjust page settings............................................................................ 53
  Check spelling...................................................................................... 59
  View pages ........................................................................................... 63


Long Documents ........................................... 79
  Format text with styles ........................................................................ 80
  Find and replace................................................................................. 100
  Set tabs ............................................................................................... 105
  Insert breaks....................................................................................... 110
  Employ headers and footers ............................................................. 116




                                                                              TABLE OF CONTENTS              i
Special Features .........................................133
     Format pages in columns ................................................................. 134
     Employ drop caps.............................................................................. 137
     Insert pictures .................................................................................... 140
     Draw and paint ................................................................................... 151
     Employ tables .................................................................................... 162


Advanced Word............................................181
     Employ mail merge............................................................................ 182
     Employ templates .............................................................................. 204
     Print envelopes and labels ............................................................... 213
     Use the thesaurus.............................................................................. 220
     Count words....................................................................................... 223
     Insert table of contents ..................................................................... 225




ii      TABLE OF CONTENTS
Word Basics
In this section, you’ll learn how to:

  • Create a new document
  • Cut, copy and paste
  • Format words
  • Format paragraphs
  • Use bullets and numbering
  • Adjust page settings
  • Check spelling
  • View pages




                                        WORD BASICS   1
Create a new document
    Type text

    1.    Start Microsoft Word 2003.

          You should see a screen that looks like this:




2    WORD BASICS
2.   Close the Getting Started pane.




3.   In the blank document, type:

     Fax Cover Sheet

     at the top of the page.




                                       WORD BASICS   3
    4.    Press the ENTER key on your keyboard twice.

          The document should look like this:




          Tip: Pressing the ENTER key twice should add two blank lines
          between the words Fax Cover Sheet and the blinking cursor.




4    WORD BASICS
5.   Type:

     To: John Smith




6.   Press the ENTER key on your keyboard.

7.   Type:

     From: Melissa Jones

     then press ENTER.

8.   Type:

     Fax number: 888-555-1874

     then press ENTER.


                                             WORD BASICS   5
    9.    Type:

          Date: January 1, 2004

           then press ENTER.

    10.   Type:

          Total number of pages: 5

          The document should now look like this:




6    WORD BASICS
Create a folder for your document

1.   On the Menu Bar, click File, then Save.




                                               WORD BASICS   7
    2.    When the Save As window appears, create a new folder in the
          My Documents folder called Word Documents.

          Tip: To create this new folder, first select the My Documents
          folder in the Save in drop-down list.




8    WORD BASICS
Then click the     icon.




When the New Folder window appears, type:

Word Documents

in the Name box.




                                            WORD BASICS   9
          Then click the          button.

          The Word Documents folder should appear in the Save in box.




10   WORD BASICS
Save the document

1.   In the File name box, type:

     Fax Cover Sheet




2.   Click the           button.




                                   WORD BASICS   11
Cut, copy and paste
     Move text

     1.    Click at the beginning of the words

           Fax number: 888-555-1874

     2.    Holding your mouse button down, drag over the words to
           highlight them.




12    WORD BASICS
3.   Click the    icon.




     Tip: Your Standard and Formatting toolbars may share one row
     at the top of the window.

     Some buttons may be hidden:
                                           Hidden
                                           Icons




     To see all the buttons, click the Formatting toolbar’s handle (the
     light gray dotted vertical line)…




     …and drag the Formatting toolbar down so it occupies a second
     row.


                                                       WORD BASICS    13
          Now the toolbars should be stacked one above the other:




          Some menu commands also may be hidden. To make all the
          menu commands appear, click the double arrows at the bottom
          of the menu:




          To see what an icon does, rest your mouse on it for a full
          second. A yellow label will appear that tells you what it does:




14   WORD BASICS
4.   Click at the beginning of the last line on the page to place the
     cursor there.




5.   Click the    icon.




                                                        WORD BASICS     15
          Your document should now look like this:




16   WORD BASICS
Copy text

1.   On the Menu Bar, click Edit, then Select All.




2.   Click the    icon.




                                                     WORD BASICS   17
     3.    Click the   icon.




           This should create a new document.

           You should now have two Word windows open, and a new blank
           document:




18    WORD BASICS
Paste text

1.   Click the   icon.




     All the text from the document Fax Cover Sheet should appear
     in the new document:




2.   Click the   icon to save the new document.




                                                   WORD BASICS      19
     3.    Save the document as Fax Cover Sheet Copy in the Word
           Documents folder.




     4.    On the Menu Bar, click Window, then Fax Cover Sheet.




20    WORD BASICS
This should return you to the original document:




                                                   WORD BASICS   21
Format words
     Change font

     1.    Highlight the words Fax Cover Sheet.

     2.    Click the drop-down arrow next to the Font list.




     3.    When the Font list appears, click Arial.




22    WORD BASICS
     The text should look like this:




4.   Click in white space on the page to un-highlight the text.




                                                       WORD BASICS   23
     Using Fonts

     Fonts, or letter shapes, fall into two main categories: Serif and Sans
     Serif.

     Serif fonts have little “feet” at the bottom of letters, like Times New
     Roman:




     Sans Serif fonts, like Arial, don’t have “feet” at the bottom of letters:




     For the main text of a document, you may want to use a serif font.
     Their “feet” lead your eye across the page, and make long passages
     easier to read.

     You may want to use a sans serif font for headings. This makes a nice
     contrast:

     Sans Serif Heading
     The heading of this descriptive paragraph is in a sans serif font. See how
     it draws attention to this paragraph below it?




24    WORD BASICS
Change font size

1.   Highlight the words Fax Cover Sheet again.

     Then click the drop-down arrow next to the Font Size list.




2.   When the Font Size list appears, click 16.




                                                       WORD BASICS   25
     3.    Click in white space on the page to deselect the text.

           The words Fax Cover Sheet should now be larger:




     4.    Save the document.




26    WORD BASICS
Change font style

1.   Highlight the words Fax Cover Sheet, then click the    icon.




     The text should look like this:




2.   Click the    icon again to un-bold the text.

     The text should look like this:




                                                     WORD BASICS    27
     3.    Click the    icon.




           The text should now look like this:




     4.    Click the    icon again to un-italicize the text.

     5.    Click the    icon one more time.




28    WORD BASICS
6.   Click in white space on the page to de-select the text.

     The text should look like this:




                                                       WORD BASICS   29
     Change font color

     1.    Highlight the words Fax Cover Sheet.

     2.    Click the drop-down arrow next to the    icon.




     3.    When the Font Color grid appears, click Teal.




30    WORD BASICS
4.   Deselect the text.

     The text should now be teal-colored.




5.   Save the document.




                                            WORD BASICS   31
     Apply text effects

     1.    Highlight the words Fax Cover Sheet.

     2.    On the Menu Bar, click Format, then Font.




32    WORD BASICS
3.   When the Font window appears, check the All Caps checkbox.




4.   Click the         button.




                                                 WORD BASICS   33
     5.    Save the document.

           It should now look like this:




34    WORD BASICS
Format paragraphs
 Change paragraph alignment

 1.   Make sure the words FAX COVER SHEET are still highlighted,
      then click the   icon.




      The document should look like this:




                                                   WORD BASICS     35
     2.    Click the   icon.




           The text FAX COVER SHEET should shift to the center of the
           page.




36    WORD BASICS
Indent paragraphs

1.   Click at the end of the last line to place your cursor there.




2.   Press ENTER twice to start a new line and create a little space
     below the last line of text.

3.   Type the phrase:

     Here is the travel information you requested. Please contact me if
     you have any additional questions.

4.   Click the    icon.




                                                         WORD BASICS      37
           The document should now look like this:




     5.    Click the    icon again.

           The text should indent further:




38    WORD BASICS
6.   Click the    icon.




     The text should go back to its previous indent:




     7.   Save the document.




                                                       WORD BASICS   39
     Change line spacing

     1.    Make sure the cursor is still in the paragraph that begins

           Here is the travel…

           Then in the Menu Bar, click Format.




     2.    When the menu appears, click Paragraph.




40    WORD BASICS
3.   When the Paragraph window appears, click Double in the Line
     spacing drop-down list.




4.   Click the         button.




                                                  WORD BASICS   41
          The paragraph should now be double-spaced:




42   WORD BASICS
Apply borders

1.   Click the first line, FAX COVER SHEET, to place your cursor in
     it.

2.   On the menu bar, click Format.

3.   When the menu appears, click Borders and Shading.




                                                     WORD BASICS      43
     4.    When the Borders and Shading window appears, make sure
           the Borders tab is on top.

           Then in the Style list, click Double Line.




44    WORD BASICS
5.   In the Width list, click 1 ½ pt.




                                        WORD BASICS   45
     6.    Click the            button.

           The paragraph should now have a double-line border around it:




     7.    Save the document.




46    WORD BASICS
Use bullets and numbering
 Apply bullets

 1.   Highlight the lines from

      To: John Smith

      through

      Total Number of Pages: 5




 2.   Click the    icon.




                                 WORD BASICS   47
          The lines should now look like this:




          Tip: If you want to just start a new line under the same bullet,
          use a soft return. Soft returns start a new line instead of a new
          paragraph.

          To do a soft return, place your cursor at the end of a line, hold
          down the SHIFT key on your keyboard, then press ENTER.

          Example:

               • Paragraph.
               • New Paragraph. It gets its own bullet.

               • Paragraph.
                 Soft-returned line beneath paragraph. Since it’s in the same
                 paragraph, it doesn’t get its own bullet.




48   WORD BASICS
Apply numbering

1.   Click the    icon.




     The lines should now look like this:




                                            WORD BASICS   49
     2.    Click the    icon again to change the lines back to bulleted.

           Tip: Sometimes Word carries over numbering from a previous
           numbered list into a new list.




           To restart numbering, place the cursor in the first line of the
           numbered list.

           On the Menu Bar, click Format, then Bullets and Numbering.

           Make sure the Numbered tab is on top, then click the Restart
           numbering radio button.




50    WORD BASICS
Change bullet character

1.   On the Menu Bar, click Format, then Bullets and Numbering.




2.   When the Bullets and Numbering window appears, click the
     Diamonds bullet.




                                                  WORD BASICS     51
     3.    Click the            button.

           The lines should now look like this:




     4.    Save the document.




52    WORD BASICS
Adjust page settings
 Set margins

 1.   On the Menu Bar, click File, then Page Setup.




      Tip: If you can’t see Page Setup, click the double down arrows
      at the bottom of the File menu.




                                                      WORD BASICS   53
     2.    Make sure the Margins tab is on top.

           Then enter 0.75” for the Top, Bottom, Left and Right margins.




     3.    Click the          button.




54    WORD BASICS
Change orientation

1.   On the Menu Bar, click File, then Page Setup.

2.   When the Page Setup window appears, click Landscape.




     This changes the page orientation to horizontal.




                                                        WORD BASICS   55
     3.    Click Portrait.




           This will change the page orientation back to vertical.




56    WORD BASICS
Set paper size

1.   At the top of the Page Setup window, click the Paper tab.

2.   Click the drop-down arrow under Paper size, then click Legal.




                                                     WORD BASICS     57
     3.    Change paper size back to Letter.




     4.    Click the            button.

           The new .75” page margins should take effect.

     5.    Save the document.




58    WORD BASICS
Check spelling
 1.   Change the words FAX COVER SHEET at the top of the page to
      read Faxe Cover Sheet.

 2.   Click in blank white space on the page.

      A red squiggly line should appear under the word Faxe:




      Click the    icon.




                                                     WORD BASICS   59
           The Spelling and Grammar window should appear, with the
           word Faxe in the top half of the window.




     3.    Choose the correct spelling of Fax from the list of suggestions.




60    WORD BASICS
4.     Click the               button.

5.     When the Spell Check Complete window appears, click the
                   button.




AutoCorrect

You might notice that Microsoft Word automatically corrects common
spelling errors. If you type teh, it will automatically change it to the.
       6.
This feature is called AutoCorrect. You can see all of the entries for
       7.
AutoCorrect by clicking Tools, then AutoCorrect Options.
       8.
You can even add AutoCorrect entries for common typos you make.



9.     Change the words Fax Cover Sheet back to All Caps.

10.    Save the document.

       Tip: You can also right click on a word with a red squiggly line.
       A list of alternate spellings will appear in the pop up menu.




                                                           WORD BASICS      61
     Grammar check

     By default, Microsoft Word checks grammar as well as spelling.
     Grammatical errors are underlined with a green squiggly line. A
     grammar check will run when you perform a spell check.

     To correct grammar, right-click on the underlined words and choose
     alternative phrasing. Keep in mind that the grammar check is only
     75%-80% accurate.

     If you don’t want Microsoft Word to run grammar checks, when you run
     a spell check, uncheck the Check Grammar box in the Spelling and
     Grammar window.




62    WORD BASICS
View pages
 Employ different page views

 1.   At the bottom of the screen, click the   icon.




      Tip: If the icon is depressed, you are already in Print Layout
      View.




                                                        WORD BASICS    63
     2.    Click the   icon.




           Tip: Note that you no longer see the edges of the page.




64    WORD BASICS
Different page views

There are four views in Microsoft Word: Print, Normal, Web, and
Outline.

Print Layout View shows not only formatting, but the layout of the
document.




Normal View concentrates on the text and formatting, and doesn’t
show all the formatting of a document, like columns.




The Web Layout View simulates the look of Web pages in a Web
browser.




The Outline View creates a hierarchy for long documents.




                                                        WORD BASICS   65
     Show/Hide invisible symbols

     1.    Click the     icon.




           Tip: Note that symbols representing hard returns, spaces, tab
           characters and soft returns appear.


     The Show/Hide icon

     The Show/Hide icon displays invisible formatting symbols. It can be
     very helpful for troubleshooting.

     Paragraph symbols represent hard returns.



     The dots between words represent spaces.



     Right arrows represent tab characters.



     Bent arrows represent soft returns.




     2.    Click the    icon again.

           The symbols should disappear.

66    WORD BASICS
Change the Zoom level

1.   Click the drop-down arrow next to the Zoom box.




2.   When the Percentage list appears, click 200%.




3.   At the bottom of the screen, click the   icon.




                                                      WORD BASICS   67
     4.    Click the Zoom drop-down arrow again, then click 75%.




           The screen should look like this:




68    WORD BASICS
5.   Click the Zoom drop-down arrow again, then click Page Width.




     The screen should look like this:




                                                   WORD BASICS      69
     Preview a document

     1.    Click the    icon.




           The screen should look like this:




70    WORD BASICS
2.   Click once near the top of the document.




                                                WORD BASICS   71
          The view should zoom in so the text is legible:




72   WORD BASICS
3.   Click on the page again.

     The view should zoom out:




4.   Click the     icon.




5.   Save the document.




                                 WORD BASICS   73
     Print a document

     1.    On the Menu Bar, click File, then Print.




           The Print window should appear.




74    WORD BASICS
     Notice the options available:




2.   Click the           button.

3.   Save and close the document Fax Cover Sheet.




                                                    WORD BASICS   75
Practice: Word Basics
     1.    Create a new, blank document.

     2.    Save it in the Word Documents folder that’s in the My
           Documents folder.

           Give it the file name Directions.

     3.    At the top of the page, type:

           Directions to One World Travel

     4.    Below the words Directions to One World Travel, insert a
           numbered list with these items:

           •   Head north on Main Street

           •   Turn right on 1st Avenue

           •   Go three blocks

           •   One World Travel is on the right

           •   415 1st Avenue




76    WORD BASICS
5.    Format the words Directions to One World Travel as Arial, 18
      point text, bold and centered.

6.    Give the words the special effect Small Caps.

7.    Move the words Go three blocks up one line, so they’re above
      Turn right on 1st Avenue.

      Tip: Use Cut and Paste.

8.    Increase the indent of the numbered list.

9.    Change the line spacing of the entire document to Double.

10.   Change all the page margins to 1.5".




                                                      WORD BASICS    77
     11.   Perform a spell check and correct any misspellings.

           The document should look like this:




     12.   Save and close the Directions document.




78    WORD BASICS
Long Documents
In this section, you’ll learn how to:

  • Format text with styles
  • Find and replace
  • Set tabs
  • Insert breaks
  • Employ headers and footers




                                        LONG DOCUMENTS   79
Format text with styles
     Download a document

     1.    Open a Web browser and go to:

           www.visibooks.com/books/word2003

     2.    Place the cursor over the ParisGuide.doc link, then click your
           right mouse button.

           Tip: All Word Documents have the extension .doc.

           Just like the extension .ppt identifies a file as a PowerPoint
           presentation,.doc identifies a file as a Word document.

     3.    When the menu appears, click Save Target As.




80    LONG DOCUMENTS
4.   When the Save As window appears, navigate to the Word
     Documents folder in the My Documents folder, so it appears in
     the Save in box.




5.   Click the            button.

     This will save ParisGuide.doc in the Word Documents folder.

6.   Close the browser.




                                               LONG DOCUMENTS   81
     Open an existing document

     1.    On the Standard toolbar, click the     icon.




     2.    Click the drop-down arrow in the Look in list, then click the My
           Documents folder.




82    LONG DOCUMENTS
3.   From the list of folders and files, double-click Word Documents.




     It should appear in the Look in box.

4.   Click ParisGuide.doc once to select it.

     Then click the           button.




                                                 LONG DOCUMENTS   83
     Apply styles

     1.    Click in front of the first word, Paris, to place your cursor there:




     2.    Click the drop-down arrow next to the Style list.




     3.    When the Style list appears, click Heading 1.




84    LONG DOCUMENTS
4.   Click in front of the word Overview in the second line:




5.   Click the drop-down arrow next to the Style list.




6.   In the Style list, click Heading 2.




                                                   LONG DOCUMENTS   85
     7.    Save the document in the Word Documents folder as Paris
           Guide.

           It should look like this:




86    LONG DOCUMENTS
Create new styles

1.   Scroll down about 2/3 of the way down the document.

2.   Highlight the words

     Atelier Montparnasse $$




3.   Make this text bold and italic.




                                               LONG DOCUMENTS   87
     4.    Change the font size to 14 points.




     5.    Click inside the Style box to highlight its contents




           then type:

           Hotel Name




           6.   Press the ENTER key on your keyboard.




88    LONG DOCUMENTS
7.   Click the drop-down arrow beside the Style box.

     Hotel Name should be listed among the styles.




8.   Highlight

     Esméralda $$




                                                 LONG DOCUMENTS   89
     9.    Click the drop-down arrow next to the Style box.

           When the list of styles appears, click the Hotel Name style.




           This should apply the Hotel Name style to the text.

           The text

           Esméralda $$

           should now look like this:




90    LONG DOCUMENTS
Modify a style

1.   Click in front of the word Overview to place your cursor there.




     The Heading 2 style should appear in the Style box:




2.   On the Menu Bar, click Format, then Styles and Formatting.




                                                   LONG DOCUMENTS      91
           When the Styles and Formatting pane appears, place your
           cursor on the Heading 2 style.




     3.    Click the drop-down arrow that appears next to it.




92    LONG DOCUMENTS
4.   In the drop-down list that appears, click Modify.




                                                   LONG DOCUMENTS   93
     5.    When the Modify Style window appears, click the
           button.




     6.    When the list appears, click Font.




94    LONG DOCUMENTS
7.   In the Font style box, click Italic.




8.   Click the             button twice.

     The text should now look like this:




                                            LONG DOCUMENTS   95
     9.    Close the Styles and Formatting pane by clicking its   icon.




96    LONG DOCUMENTS
Practice

 1.    In the Paris Guide document, apply the Heading 2 style to the
       text

       What to See

       Where to Eat

       and

       Where to Stay

 2.    Apply the Hotel Name style to the text

       George V $$$$

       and

       Paris Hôtel des Tuileries $$$

 3.    Format the text

       Restaurant Georges

       so it’s bold and italic.




                                                  LONG DOCUMENTS   97
     4.    Save the formatting for

           Restaurant Georges

           as a style named Restaurant:




     5.    Apply the Restaurant style to the text

           Café Beaubourg

           Tante Marguerite

           and

           Bistrot Côte Mer

     6.    Change the Restaurant style so it’s not italic.




98    LONG DOCUMENTS
7.   Save the Paris Guide document.

     When you’re done, it should look like this:




                                                   LONG DOCUMENTS   99
Find and replace
      Find words

      1.    Place the cursor at the beginning of the Paris Guide document.

      2.    On the Menu Bar, click Edit, then Find.




      3.    When the Find and Replace window appears, type:

            See

            in the Find what box.




100    LONG DOCUMENTS
4.   Click the         button.

5.   Click the         button.

     The word see should be highlighted:




                                           LONG DOCUMENTS   101
      Replace words

      1.    Place the cursor at the top of the document.

      2.    Click Edit, then Replace.




102    LONG DOCUMENTS
3.   When the Find and Replace window appears, make sure the
     Replace tab is on top, then type:

     Paris

     in the Find what textbox.




4.   In the Replace with textbox, type:

     the City of Light




                                             LONG DOCUMENTS    103
      5.    Click the           button.

            The first instance of Paris is highlighted.




      6.    Click the           button twice.

            Painters try to capture the beauty of Paris…

            is the next text found.




      7.    Click the            button.

            The word Paris should be replaced by the City of Light.

            8.   Click the            button.

            9.   Save the Paris Guide document.


104    LONG DOCUMENTS
Set tabs
 1.   Scroll down to the text

      Where to Stay

      in the document.

 2.   Highlight the four lines under Rates.




      Notice the tab symbol in the ruler:




 3.   Click the    icon to the left of the ruler.




      It should change to a      tab.




                                                    LONG DOCUMENTS   105
            Tip: If the ruler is not visible, click View on the Menu Bar, then
            click Ruler.




      4.    Click the    icon again.

            It should change to a       tab.




      5.    Click the     icon again.

            It should change to the       tab.




106    LONG DOCUMENTS
6.   Click 5 more times on the      icon.

     It should cycle back to the    tab.

7.   Place your cursor at 2 inches on the ruler, then click.




     A     tab should be set, with the hotel rates centered vertically
     on the tab marker.




                                                    LONG DOCUMENTS       107
      8.    Place the mouse pointer on the          tab marker, then drag it to
            the left 0.5 inches so it rests on 1.5.




            The hotel rates should move closer to the $ symbols:




      9.    Save the Paris Guide document, then close it.




108    LONG DOCUMENTS
Practice

 1.    Open Paris Guide.

 2.    Highlight the four lines under Prices per entrée.

 3.    Set a right-aligned tab at 1.5".

       The page should look like this:




 4.    Save the Paris Guide document, then close it.




                                                      LONG DOCUMENTS   109
Insert breaks
      Insert a page break

      1.    Open Paris Guide.

      2.    On the first page of the document, click in front of the word
            Overview to place your cursor there.

      3.    On the Menu Bar, click Insert, then Break.




      4.    When the Break window appears, make sure Page Break is
            selected.




110    LONG DOCUMENTS
5.   Click the         button.

     The word Overview should move to the next page.




                                              LONG DOCUMENTS   111
      Insert a section break

      Section breaks

      Section breaks allow you to format different parts of a document
      differently.

      By breaking up a document into different sections, you can apply
      different page numbers or margins to different parts of the same
      document.



      1.    Scroll to the text

            What to See

            then click in front of the W.

      2.    On the Menu Bar, click Insert, then Break.




112    LONG DOCUMENTS
3.   When the Break window appears, click Next Page under
     Section Break Types.




4.   Click the            button.

     What to See should move to the next page.




5.   Save the document.




                                                 LONG DOCUMENTS   113
Practice

      1.    Insert a Next Page Section Break before each of the following
            headings:

            Where to Eat

            Where to Stay

      2.    Insert a Page Break before

            Sacré Coeur

            and

            Bistrot Côte Mer




114    LONG DOCUMENTS
3.   Save the document.

     It should look like this:




                                 LONG DOCUMENTS   115
Employ headers and footers
      Insert page numbers

      1.    Return to the first page of the Paris Guide document.

      2.    On the Menu Bar, click View, then Header and Footer.




            A dotted-line rectangle indicates the header area.




116    LONG DOCUMENTS
The Header and Footer toolbar should appear, with the
document text grayed out:




Tip: You can move the Header and Footer toolbar out of the
way by clicking the toolbar’s Title Bar (the colored bar where it
says Header and Footer) and dragging it to a new location.




                                               LONG DOCUMENTS       117
            In this case, it’s been dragged up to the top of the page, beneath
            the other toolbars:




      3.    In the Header and Footer toolbar, click the     icon.




            The footer area should now be displayed:




118    LONG DOCUMENTS
4.   In the Header and Footer toolbar, click the    icon.




5.   On the Header and Footer toolbar, click the      icon.




6.   Scroll to the bottom of the page.

     The page number should be visible at the bottom of the page.




     Tip: If you don’t see the page number, make sure you are in
     Print Layout view. Headers and footers are not visible in Normal
     view.

7.   Save the document.



                                                   LONG DOCUMENTS   119
      Insert headers

      1.    On the Menu Bar, click View, then Header and Footer.

      2.    In the Header area, type:

            Paris Guide




      3.    On the Header and Footer toolbar, click the       icon.

            Paris Guide should now be at the top of every page.




120    LONG DOCUMENTS
Remove headers/footers from first page

1.   Double-click on the header Paris Guide to view the Header area.




2.   On the Menu Bar, click File, then Page Setup.




                                                 LONG DOCUMENTS   121
      3.    When the Page Setup window appears, make sure the Layout
            tab is on top.

            Then check the Different First Page checkbox.




      4.    Click the          button.

            The header should disappear from page one:




122    LONG DOCUMENTS
5.   On the Header and Footer toolbar, click the      icon.




     It should take you to page 2, where the header should be visible:




                                                   LONG DOCUMENTS   123
      Set different headers and footers

      Using different headers/footers

      For long documents like manuals and proposals, you might want to
      give each new section (or chapter) of the document a different header
      and/or footer.

      If a section break has been inserted at the beginning of each new
      chapter, you can create different headers and footers for each chapter.




      1.    Highlight the words Paris Guide in the header.




      2.    Type the word Overview to replace Paris Guide.




124    LONG DOCUMENTS
3.   On the Header and Footer toolbar, click the      icon.

     It should take you to page 3.

     The Header area on page 3 should indicate Section 2.




     Section 2 is the What to See section of the document, but its
     header still says Overview.

4.   On the Header and Footer toolbar, click the     icon to turn it off.




                                                   LONG DOCUMENTS     125
      5.    Change Overview to What to See.




      6.    On the Header and Footer toolbar, click the   icon.

      7.    Save the Paris Guide document and close it.




126    LONG DOCUMENTS
Practice

 1.    Open Paris Guide.

 2.    Return to the Header/Footer view.

 3.    Go to Section 3, Where to Eat.

 4.    Change the Header for Section 3 to read Where to Eat.

 5.    Change the Header for Section 4 to read Where to Stay.

       Go to Print Preview and observe the headers and footers.

       Each section should have the correct header.




                                                  LONG DOCUMENTS   127
      6.    Save and close the document.




128    LONG DOCUMENTS
Practice: Long Documents
1.   Using your browser, go to:

     www.visibooks.com/books/word2003

2.   Download Constitution.doc to the Word Documents folder in
     the My Documents folder.

3.   Open Constitution.doc.

4.   Apply the Heading 1 style to the text

     THE UNITED STATES CONSTITUTION

5.   Apply the Heading 2 style to the text:

     Article I

     Article II

     Article III




                                              LONG DOCUMENTS   129
      6.    Format the text

            Section 1

            so it’s bold, italic, and in the Arial font.




      7.    Save the formatting as a style named Section.

      8.    Apply the Section style to the text in each of the 9 Sections in
            Article I.

      9.    Change the Section style so it’s not italic.




130    LONG DOCUMENTS
10.   Find the number

      25

      and replace it with the words

      twenty-five

      throughout the document.

11.   Insert a Next Page Section Break before Article II, Article III,
      and Article IV.

12.   Add page numbers to all of the pages.

13.   Save and close the file.

14.   Open Constitution.doc.

15.   Apply the Heading 2 style to the text:

      Article IV

      Article V

      Article VI

      Article VII

16.   Apply the Section style to text in each of the 4 sections in Article
      II.

17.   Insert a Next Page Section Break before Article V, Article VI,
      and Article VII.


                                                     LONG DOCUMENTS      131
      18.   Create a different header for each section so the article number
            appears in the header.

      19.   When you’re finished, the document should look like this:




      20.   Save the document in the Word Documents folder, then close
            it.




132    LONG DOCUMENTS
Special Features
In this section, you’ll learn how to:

  • Format pages in columns
  • Employ drop caps
  • Insert pictures
  • Draw and paint
  • Employ tables




                                        SPECIAL FEATURES   133
Format pages in columns
      1.    Using your browser, go to:

            www.visibooks.com/books/word2003

      2.    Download Newsletter.doc and save it in the Word Documents
            folder in the My Documents folder.

      3.    Open Newsletter.doc in Word.

      4.    Highlight the text from the first headline

            Travel prices hit rock bottom

            to the end of the document.




134    SPECIAL FEATURES
5.   On the Menu Bar, click Format, then Columns.




6.   When the Columns window appears, click the Two option.




                                              SPECIAL FEATURES   135
      7.    Make sure Selected Text appears in the Apply To box.

            Then click the             button.

            Tip: If you don’t highlight text first, columns will be applied to the
            entire document.

            The document should now look like this:




      8.    Save it in the Word Documents folder.




136    SPECIAL FEATURES
Employ drop caps
 1.   Click in the first paragraph:

      Airlines are dropping prices…




 2.   On the Menu Bar, click Format, then Drop Cap.




                                               SPECIAL FEATURES   137
      3.    When the Drop Cap window appears, click Dropped in the
            Position section.




      4.    Choose Tahoma from the Font list.




138    SPECIAL FEATURES
5.   Click the          button.

     The paragraph should now begin with a dropped capital letter:




                                                 SPECIAL FEATURES    139
Insert pictures
      1.    Click at the beginning of the text

            Your Guide to Worldwide Travel

      2.    On the Menu Bar, click Insert, Picture, then Clip Art.




140    SPECIAL FEATURES
3.   When the Clip Art pane appears, type:

     travel

     in the Search for box, then click the   button.




                                               SPECIAL FEATURES   141
      4.    Scroll down to the picture of the globe and the suitcase.




            Then place your cursor on it.

            When the down-facing arrow appears, click it.




142    SPECIAL FEATURES
5.   When the drop-down menu appears, click Insert.




6.   Close the Clip Art pane.




                                              SPECIAL FEATURES   143
           The document should now look like this:




144   SPECIAL FEATURES
Move and resize pictures

1.   Click and drag the picture to the top of the second column.




                                                  SPECIAL FEATURES   145
      2.    Click and drag the resize handle up and to the right about an
            inch.




            This should make the picture larger:




146    SPECIAL FEATURES
Tip: Resizing from a corner handle ensures the picture will
resize proportionally.

If you use the middle handles to resize, the picture will be
stretched horizontally or vertically, and will be out of proportion:




If you accidentally distort the picture, just select the picture, then
click the     icon on the Picture toolbar. This returns the picture
back to its original size.




                                                SPECIAL FEATURES    147
      Wrap text around pictures

      1.    On the Picture toolbar, click the   icon.




            Tip: If you don’t see the Picture toolbar, click View on the Menu
            Bar, then Toolbars, then Picture.

      2.    When the drop-down menu appears, click Square.




148    SPECIAL FEATURES
The document should now look like this:




                                          SPECIAL FEATURES   149
            Tip: If the picture disappears…




            …scroll down to the bottom of the first column and the picture
            should be there.

            Then just click and drag the picture back to the top of the second
            column.

      3.    Save the document.




150    SPECIAL FEATURES
Draw and paint
 Draw shapes

 1.   Place the cursor at the top of the document and click the
      icon.




      The Drawing toolbar should appear at the bottom of the window.




                                                   SPECIAL FEATURES   151
      2.    Click the     icon.




            A drawing canvas should appear at the top of the page.




            Tip: A drawing canvas automatically appears when you click on
            any of the drawing tools. The canvas allows you to move and
            resize multiple shapes together.

            You can specify whether you want to use the drawing canvas:

            On the Menu Bar, click Tools, then Options.

            When the Options window appears, click the General tab. Then
            you can check or uncheck the Automatically create drawing
            canvas when inserting AutoShapes check box.




152    SPECIAL FEATURES
3.   In the upper left corner of the page, outside of the drawing
     canvas, click and drag diagonally to draw a rectangle about 1
     inch wide by ½ inch tall.




     Tip: Make sure you draw the rectangle outside of the drawing
     canvas.

4.   On your keyboard, press the DELETE key to delete the
     rectangle.

5.   Click the   icon on the Drawing toolbar again.




                                                 SPECIAL FEATURES    153
      6.    On your keyboard, hold down the SHIFT key.

            Then click and drag to draw a square in the upper left corner of
            the page outside of the drawing canvas.




            Tip: Holding the SHIFT key down when drawing creates a
            square, a circle or other proportional shape.

      7.    Delete the square.

      8.    On the Drawing toolbar, click the               icon.




154    SPECIAL FEATURES
9.    When the menu appears, click Stars and Banners, then click
      the first star.




10.   Click and drag in the upper left corner of the page (outside the
      drawing canvas) to draw a 1.5 inch star.




                                                    SPECIAL FEATURES     155
      Change shape color

      1.    On the Drawing toolbar, click the arrow next to the   icon.




      2.    When the color grid appears, click Yellow.




            The document should now look like this:




156    SPECIAL FEATURES
Add text to a shape

1.   On the Drawing toolbar, click the   icon.




2.   Click in the middle of the star.




                                                 SPECIAL FEATURES   157
      3.    In the text box, type:

            Paris from $299!




      4.    Click and drag the right resize handle about a ¼ inch to the right.




158    SPECIAL FEATURES
     This should make the star wider and all of the text visible.




5.   Center the text in the textbox.

     The star should look like this:




                                                   SPECIAL FEATURES   159
      6.    Change the font in the text box to Tahoma.




            If necessary, click the star and drag it to the top of the page so
            it’s not blocking any of the text.




160    SPECIAL FEATURES
7.   Save the document.

     It should now look like this:




                                     SPECIAL FEATURES   161
Employ tables
      Insert a table

      1.     Click in the blank line above the text

             Vacation Planning Tips For Bargain Shoppers




      2.     On the Menu Bar, click Table, Insert, then Table.




162     SPECIAL FEATURES
3.   When the Insert Table window appears, enter 3 for the columns
     and 3 for the rows.




4.   Click the          button.

     The document should now look like this:




                                               SPECIAL FEATURES   163
      5.    Press the TAB key on your keyboard to move the cursor to the
            second cell of the table.

      6.    Type:

            Paris




164    SPECIAL FEATURES
7.     Type this information in the table cells:

                     Paris London
          Boston     $299 $259
          Chicago    $379 $299

       The document should now look like this:




Tables vs. tabs

If you just want to line up a couple of items, tabs work well. For large
sets of information, tables work better.

Tables also provide more formatting options for borders and shading.




                                                      SPECIAL FEATURES     165
      Add rows and columns

      1.    Make sure the cursor is in the last cell of the table, then press
            the TAB key on your keyboard.

            This should insert a new row in the table.

      2.    In the new row, type:

                   Los Angeles $299           $359




      3.    Place your cursor above the word London.

            When the cursor turns into an arrow      , click.




            This should highlight the last column of the table:




166    SPECIAL FEATURES
4.   On the Menu Bar, click Table, Insert, then Columns to the
     Right.




5.   When the new column appears, type:

                        Paris      London       Rome
        Boston          $299       $259         $319
        Chicago         $379       $299         $399
        Los Angeles     $299       $359         $399

6.   Click to the left of the first cell in the table, with your cursor an
     arrow: .




     This should highlight the entire first row.




                                                       SPECIAL FEATURES      167
      7.    On the Menu Bar, click Table, Insert, then Rows Above.




      8.    In the first cell of the table, type:

            Bargain Airfares

      9.    Save the document.

            The table should look like this:




168    SPECIAL FEATURES
Merge cells

1.   Click in the first cell of the first row, then drag across to the last
     cell.

     This should highlight the first row.




2.   On the Menu Bar, click Table, then Merge Cells.




                                                       SPECIAL FEATURES   169
      3.    Bold and center the text in the first row.




            Tip: Formatting text in a table works the same way as in the rest
            of a document.

            By clicking on icons in the toolbars, you can apply bullets and
            other formats to text contained in table cells.




170    SPECIAL FEATURES
Change column width

1.   Place the cursor between the first and second columns.




     Click and drag the column divider to the right.




     The first column should get wider, while the second column gets
     narrower.




                                                   SPECIAL FEATURES   171
      2.    On the Menu Bar, click Table, AutoFit, then AutoFit to
            Contents.




            The table should now look like this:




172    SPECIAL FEATURES
Apply borders and shading

1.   Highlight the entire first row of the table.

2.   On the Menu Bar, click Format, then Borders and Shading.




                                                    SPECIAL FEATURES   173
      3.    When the Borders and Shading window appears, click the
            Shading tab.

            Then click Lavender in the last row of the color grid.




            Then click the              button.

      4.    Right-click on the table.




174    SPECIAL FEATURES
5.   When the menu appears, click Borders and Shading.




                                             SPECIAL FEATURES   175
      6.    When the Borders and Shading window appears, make sure
            the Borders tab is on top.

            Then click None for the Setting.




      7.    Click the          button.




176    SPECIAL FEATURES
8.    Save and close the document.

      It should look like this:




9.    Print Preview the document.

      You’ll see the table’s border lines disappear.

10.   Close the Print Preview window.




                                                       SPECIAL FEATURES   177
Practice: Special Features
      1.    Using your browser, go to:

            www.visibooks.com/books/word2003

      2.    Download PartyInvitation.doc to the Word Documents folder
            in the My Documents folder on your computer.

      3.    Open PartyInvitation.doc.

      4.    Save the document as Invitation in the Word Documents
            folder.

      5.    Insert a piece of clipart at the top of the document and align it to
            the right.

            Tip: Search for the word “party” to pick your clipart.

      6.    Resize the clipart to approximately 3" in width.

      7.    On the line above

            We’re located at…

            insert a 2 column, 6 row table.




178    SPECIAL FEATURES
8.    Enter the following text into the table:

       Agenda
       5-6pm       Mingle
       6-6:30pm    Tours to Italy
       6:30-7pm    Tours to France
       7-7:30pm    Tours to Spain
       7:30-8      Questions and Answers

9.    Merge the cells in the first row, then bold and center the word
      Agenda.

10.   Apply Pale Blue shading to the first row.

11.   Resize the table’s column widths to AutoFit their contents.

12.   Apply a Drop Cap to the letter C in

      Come join us…




                                                    SPECIAL FEATURES    179
      13.   Save the document Invitation.

            It should look something like this:




      14.   Close the document.




180    SPECIAL FEATURES
Advanced Word
In this section, you’ll learn how to:

  • Employ mail merge
  • Employ templates
  • Print envelopes and labels
  • Use the thesaurus
  • Count words
  • Insert a Table of Contents




                                        ADVANCED WORD   181
Employ mail merge

      Mail merges

      Mail merges take information from an outside data source, and merge
      it with a Word document. It’s a great way to create form letters or
      labels with very little work.

      For instance, you might use a mail merge to plug different names and
      addresses into the same basic form letter, creating a custom-
      addressed letter for hundreds of people.

      The mail merge might get names and addresses from a Microsoft
      Access database.

      It could get them from Word document, with all the names and
      addresses stored in a table.

      It could get them from a Microsoft Outlook address book, or even a
      Microsoft Excel spreadsheet.




182    ADVANCED WORD
Set up the mail merge

1.   Go to:

     www.visibooks.com/books/word2003

     and download Addresses.doc to the Word Documents folder
     on your computer.

2.   On the Standard toolbar, click the   icon.




3.   On the Menu Bar, click Tools, Letters and Mailings, then Mail
     Merge.




                                                  ADVANCED WORD   183
      4.   In the Mail Merge pane, make sure Letters is selected.




184    ADVANCED WORD
     Then click Next: Starting document.




5.   Make sure Use the current document is selected.




                                               ADVANCED WORD   185
          Then click Next: Select recipients.




186   ADVANCED WORD
6.   Make sure Use an existing list is selected.

     Then click Browse.




                                                   ADVANCED WORD   187
      7.   When the Select Data Source window appears, double-click
           Addresses.doc in the Word Documents folder.




188    ADVANCED WORD
8.   When the Mail Merge Recipients window appears, click the
              button.




                                               ADVANCED WORD    189
          Tip: Addresses.doc is the data source for your form letter. It is
          a Microsoft Word document with all the names and addresses for
          your form letter arranged in a table.




          If you want to use an Access database as your data source,
          change the file type to Microsoft Access when you click Open
          Data Source.

          After navigating to your file, you will be asked what table or query
          in the database you want to use.




190   ADVANCED WORD
9.   In the Mail Merge pane, click Next: Write your letter.




                                                  ADVANCED WORD   191
      Set up the form letter

      1.   At the top of the blank document, type:

           June 14, 2004




      2.   Press the ENTER key on your keyboard four times.




192    ADVANCED WORD
3.   In the Mail Merge pane, click Address block.




                                                ADVANCED WORD   193
      4.   When the Insert Address Block window appears, click Joshua
           Randall Jr. in the recipient’s name format list.




      5.   Click the         button.

      6.   Press ENTER twice.




194    ADVANCED WORD
7.   In the Mail Merge pane, click Greeting line.




                                                    ADVANCED WORD   195
      8.   When the Greeting Line window appears, click Joshua in the
           Greeting line format name list.




      9.   Click the         button.




196    ADVANCED WORD
10.   Press ENTER twice, then type:

      Enclosed is the itinerary for your upcoming trip. Bon voyage!

      The document should now look like this:




11.   Press ENTER twice, then type:

      Best Regards,




                                                     ADVANCED WORD    197
      12.   Press ENTER four times, then type:

            Joe Addler

            The document should look like this:




198    ADVANCED WORD
Perform the merge

1.   In the Mail Merge pane, click Next: Preview your letters.




     The document should look like this:




                                                  ADVANCED WORD   199
      2.   Click Next: Complete the merge.




200    ADVANCED WORD
3.   Click Edit individual letters…




4.   When the Merge to New Document window appears, click the
                button.

     Make sure All is selected.




     It should create a 5-page document with a different form letter on
     each page.




                                                   ADVANCED WORD    201
      5.   Save the document as Itinerary Letters in the Word
           Documents folder.

      6.   Close the document.

      7.   Close the Mail Merge pane.




           Then close the document without saving changes.




202    ADVANCED WORD
Practice

 1.    Start a new document.

 2.    Create a mail merge letter using Addresses.doc as the data
       source.

 3.    Insert the date at the top of the letter.

 4.    Insert the address block.

 5.    Insert the greeting line.

 6.    For the text of the letter type:

       Thank you for your interest in our summer European tours. I’ve
       enclosed an invitation to our Escape from it All party. You’ll be
       able to learn more about our tours at this party. I hope to see you
       there.

       Sincerely,

       Joe Addler

 7.    Preview the merge document.

 8.    Complete the mail merge.

 9.    Save the merged letters as a document named Party Letters in
       the Word Documents folder.

 10.   Close the document.



                                                        ADVANCED WORD    203
Employ templates
      Templates

      Templates are documents in which all the formatting and layout has
      already been done. When you create a new document using a
      template, all you do is plug in your information.

      For instance, when writing a letter, you can start with the Letter
      template. Just plug in the name and address of the recipient, the body
      text, and your letter is ready.



      1.    On the Menu Bar, click File, then New.

      2.    In the New Document pane, under Templates, click On my
            computer.




204    ADVANCED WORD
3.   When the Templates window appears, click the Letters &
     Faxes tab.

4.   Click Elegant Letter.




5.   Click the          button.




                                               ADVANCED WORD   205
      6.   When a new document opens, click the text

           [Click here and type company name]




      7.   Type:

           ONE WORLD TRAVEL




206    ADVANCED WORD
8.   Click the text

     [Click here and type recipient’s address]




9.   Type:

     Sandy Williams
     1235 South Street
     Philadelphia, PA 12345




                                                 ADVANCED WORD   207
      10.   Click the text

            [Click here and type your name]




      11.   Type:

            Joe Addler




208    ADVANCED WORD
12.   Highlight the text

      [Click here and type job title]




13.   Press the DELETE key on your keyboard.




                                               ADVANCED WORD   209
      14.   Replace the text

            Dear Sir or Madam

            with

            Dear Sandy




      15.   Highlight the paragraph that begins

            Type your letter here.




210    ADVANCED WORD
16.   Type:

      Thank you for your interest in our 10-day Italian Wine and Olive
      Tour. I have enclosed a pamphlet that details the tour.




17.   Save the document in the Word Documents folder as Sandy
      Letter.

18.   Close the document.




                                                      ADVANCED WORD      211
Practice

      1.   Create a new document using the Professional Fax template.

      2.   Type One World Travel for the Company Name.

      3.   Type 123 Main Street for the return address.

      4.   Enter the following information for sending the fax:

           To: Mary August
           Fax: 202-555-1345
           Phone: 202-555-1344

           Re: Flight Confirmation

           From: Joe Addler

           No. of Pages: 1

      5.   Replace the Comments section with the following text:

           You are confirmed for flight 345 to London on American
           Airlines. You will depart from Dulles on 3/4/04 at 4:44pm.

           Bon Voyage!

      6.   Save the document in the Word Documents folder as August
           Fax Sheet.

      7.   Close the document.




212    ADVANCED WORD
Print envelopes and labels
 Print envelopes

 1.   Open the document Sandy Letter.

 2.   On the Menu Bar, click Tools, Letters and Mailings, then
      Envelopes and Labels.




 3.   When the Envelopes and Labels window appears, make sure
      the Envelopes tab is on top.

 4.   Click in the Delivery Address box, then type:

      Sandy Williams
      1235 South Street
      Philadelphia, PA 12345




                                                      ADVANCED WORD   213
      5.   Click in the Return address box and type:

           One World Travel
           123 Main Street
           Hampstead, MD 21704

           The window should look like this:




214    ADVANCED WORD
6.   Click the                  button.




     Tip: If this window appears, click the           button:




7.   On the Standard toolbar, click the       icon to Print Preview the
     envelope.




     Tip: The Envelopes and Labels window should show you
     which way to load the envelope into your printer.



                                                      ADVANCED WORD       215
      8.   Click the   button to exit Print Preview.




216    ADVANCED WORD
Print labels

1.   In the Menu Bar, click Tools, Letters and Mailings, then
     Envelopes and Labels.




2.   When the Envelopes and Labels window appears, click the
     Labels tab.




                                                  ADVANCED WORD   217
      3.   Click the                    button.




      4.   Click 5160 in the list of labels, then click the   button.




218    ADVANCED WORD
     Tip: Microsoft Word has the settings for many different label
     sizes. It uses the number assigned by Avery, a common brand of
     labels.

     Other brands of labels will often list the Avery label number.

5.   Click the                  button.




6.   Save the document as Sandy Labels in the Word Documents
     folder.

7.   Close the document.




                                                    ADVANCED WORD     219
Use the thesaurus
      1.   Make sure the document Sandy Letter is open.

      2.   Click the word pamphlet.




      3.   On the Menu Bar, click Tools, Language, then Thesaurus.




220    ADVANCED WORD
4.   When the Thesaurus window appears in the Research pane,
     click the drop-down arrow beside brochure.




5.   When the list appears, click Insert.




                                             ADVANCED WORD     221
           The document should now look like this:




      6.   Save and close Sandy Letter.




222    ADVANCED WORD
Count words
 1.   Open your browser and go to:

      www.visibooks.com/books/word2003

 2.   Download ParisGuideFinished.doc and save it in the Word
      Documents folder.

 3.   Open ParisGuideFinished.doc.

 4.   Save it as Paris Guide Advanced in the Word Documents
      folder.

 5.   On the Menu Bar, click Tools, then Word Count.




                                                ADVANCED WORD   223
           When the Word Count window appears, it should show 1,055
           words.




      6.   Close the Word Count window.




224    ADVANCED WORD
Insert table of contents
  Table of contents

  Microsoft Word will generate a table of contents based on text that is
  formatted using the Heading styles.

  You must use Styles to generate a table of contents.



 1.      Go to page 2 of the document Paris Guide Advanced.

 2.      Insert a page break in front of the word Overview.




 3.      Go back one page to the blank page.

 4.      Click at the top of the blank page to put your cursor there.



                                                         ADVANCED WORD     225
      5.   On the Menu Bar, click Insert, Reference, then Index and
           Tables.




226    ADVANCED WORD
6.   When the Index and Tables window appears, click the Table of
     Contents tab.




7.   Click the         button to accept the default settings.




                                                  ADVANCED WORD   227
           The page should look like this:




      8.   Save and close Paris Guide Advanced.




228    ADVANCED WORD
Practice: Advanced Word
1.   If you haven’t already downloaded Addresses.doc, go to:

     www.visibooks.com/books/word2003

     and download Addresses.doc to the Word Documents folder.

2.   Create a new document using the Contemporary Letter template.

3.   Enter One World Travel for the Company Name.

4.   For the Company Address, type:

     123 Main Street
     Hampstead, MD 21074

5.   For the Slogan, type:

     We take all the work out of your vacation.

6.   For the text of the letter, type:

     Thank you for your interest in our fall Paris tours. I’ve enclosed an
     itinerary for the tour. I’ll call you next week to answer any questions
     you may have.

7.   Type Joe Addler as the sender of the letter, and delete the title
     placeholder.

8.   Create a mail merge letter using Addresses.doc as the data
     source.

                                                       ADVANCED WORD     229
      9.    Select the recipient address placeholder, and insert the address
            block.

      10.   Select Sir or Madam, and insert the greeting line.

      11.   Preview the merge document.

      12.   Complete the mail merge.

      13.   Save the merged letters in the Word Documents folder as Paris
            Tour Letters.doc.

      14.   Create an envelope for the letter to Robert Beal.

      15.   Save and close the document.




230    ADVANCED WORD
Glossary
Accessories
Additional programs, such as WordPad, included with the Windows
operating system.

Bullet
A symbol used at the beginning of each line in a list of items. Bulleted lists
can be used to outline points in a document.

Cell
The rectangular-like space between 2 horizontal and 2 vertical lines of a
table.

Clipboard
A place in computer memory where information that’s been cut or copied is
temporarily stored.

Column
A vertical set of cells in a table.

Copy
A command that duplicates selected text or graphics. It sends the
information to the Clipboard so you can put it somewhere else.

Cut
A command that removes selected text or graphics. It sends the information
to the Clipboard so you can put it somewhere else.

Data Source
A file that contains the information you wish to insert into a mail merge
document. Data source files can be tables saved as Word documents,
Microsoft Excel files, Microsoft Access files, or contacts in Microsoft
Outlook.




                                                                 GLOSSARY    231
Drawing Canvas
An area in which you can draw shapes. The shapes in the drawing canvas
can be moved and resized as a group.

Drop Cap
A large initial letter at the beginning of a paragraph. The top of the letter is
aligned with the top of the text in the line, and the rest of the text in the
paragraph flows around the large initial letter.

Footer
An area in the bottom margin of each page of a document where you can
insert text, numbers, or graphics that print on each page, such as page
numbers.

Formatting toolbar
A row of icons that contains commands for formatting text.

Hard Return
A command that ends the current line of text and starts a new paragraph.

Header
An area in the top margin of each page of a document where you can insert
text, numbers, or graphics that print at the top each page, such as a chapter
heading.

Indent
Moves the text of a paragraph either further away, or closer to either the left
or right margin.

Line Spacing
The amount of space between the lines of text in a paragraph. Double
spacing creates a blank line of space between each line of text in the
paragraph.

Mail Merge
A process that takes information from an outside data source, such as an
address list, and combines it with a Word document, such as a letter to
create and merge form letters and mailing lists.

232   GLOSSARY
Menu Bar
A horizontal bar across the top of the Word window that contains written
commands.

Page Break
A break that ends the current page and starts a new page.

Page Margins
The blank space between the edge of the page and where the text begins.
You can set different amounts of space for the top, bottom, left and right
sides of the page.

Page Orientation
The horizontal or vertical layout of text on a page.

Paste
A command that places text or graphics from the Clipboard into a
document.

Row
A horizontal set of cells in a table.

Section Break
A break that ends the current section and begins a new section. Sections
allow you to vary the layout of a document.

Section
A portion of the document bounded by section breaks. You can vary the
layout of each portion, i.e. with different page numbering, different columns,
or different headers or footers.

Soft Return
A break that ends the current line of text and starts a new line. You can use
a soft return to start a new line in a bulleted or numbered list without
creating a new bullet or number.




                                                                GLOSSARY   233
Standard Toolbar
A row of icons that contains frequently-used commands such as saving,
copying, and pasting text.

Style
A set of formatting characteristics you apply to text. Styles help format long
documents without repetitive formatting. Styles also help keep formatting
consistent throughout the document.

Table
A display of columns and rows that can contain text and/or graphics in the
cells.

Tab
A marker that allows you to line up text at the left, right, center, or against a
decimal character.

Templates
A document in which all formatting and layout has already been done. You
can just add the necessary text to the document. There are templates for
letters, faxes, and even reports.




234   GLOSSARY
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