Category Archives: Word 2010 English

Counting Lines in Our Document

We have written a long document, and we want to refer to a specific line in our document such as a legal document. What do we do? Well we don’t start counting lines with our fingers, that’s for sure.

Thankfully with Microsoft Word we can count automatically the lines in our document and display the line numbering at the left of each line.

In order to use the Line Numbers command we must select the Page Layout tab and then from the area of the ribbon named Page Setup we select the arrow at the right of the command Line Numbers in order for the drop down menu to appear as shown below.

01

As we can see in the image above, the option None is set as default. We also have available the following commands:

Continuous: By using this command the line numbering will be continuing as we type.

02

Restart Each Page: By using this command the line numbering will continue until we reach the end of the page and then it restarts counting on the next page.

03

Restart Each Section: If we have divided our document into sections, the line counting will end the numbering at the end of one section and start again from the beginning at the next section.

04

Suppress for Current Paragraph: By using this command the Line counting doesn’t count the current paragraph and continues counting the lines from the next paragraph.

05

From the drop down menu of the Line Numbers command, if we select the command Line Numbering Options the Page Setup window appears with the Layout tab activated as shown in the image below. At the bottom of the window we must select the button Line Numbers as shown below in order for the Line Numbers window to appear.

06

From the Line Numbers window we must activate the Add Line Numbering check box in order for the rest of commands to be activated.

Once activated, we can define with which number the line counting will start, we can define the distance that the line numbering will have from our text. We can also define on how the line numbering will count the lines, for example by five (5). Finally we have the commands Restart Each Page, Restart Each Section, Continuous, the same commands that were found on the drop down menu of the Line Numbers commands on the Page Setup tab.

07

We must keep in mind that Word numbers each line in a document except the ones in tables, footnotes, endnotes, text boxes, and headers and footers.

Below you can check out the video describing how Line Numbers work in Word:

Advertisements

Working With Templates in Office 2010

Templates are a special type of a document, where text, character, paragraph style and page formatting have been saved. All we have to do is to replace the text in the appropriate place holders. We create a Template the same way we create a document, but the difference is that we save it in a different way. This means that when we use it, we are not using the original Template but a copy of it. Templates are also available in Excel, Access and PowerPoint.

Below I will describe how we can create a New Document based on a Template available in Word 2010. The same procedure is followed with the other applications.

We select the File tab in order to move to backstage view and from the drop down menu that appears we select the command New as we can see in the image below.

01

At the right and the top part of the menu and under the area named Available Templates we have the following options:

  • Blank Document:

By selecting this command a New Blank Document based on the Normal.dotx template is created. This means that we create a new blank document that has predefined type of font, predefined margins and so on.

02

  • Blog Post:

By selecting this command, a document is created where we can type in our text that we want to publish to a Blog Post.

03

The first time that we will select this command the Register A Blog Account window appears as shown in the image below.

04

If we select the Register Now button, the New Blog Account window will appear where we have to adjust all the parameters in order to publish our posts successfully.  As we can see in the image below, even the ribbon has been adjusted in order to publish our post.

05

  • Recent Templates:

06

By selecting the Recent Templates command, all the recent templates that we have used will appear below as shown in the image below.

07

  • Sample Templates:

08

By selecting the Sample Templates, some representative samples of templates appear which we can use as shown in the image below.

09

  • My Templates:

10

By selecting the My Templates command the New window appears where we can create a new document based on same of the available templates that appear as we can see below.

11

  • New From Existing:

12

By selecting the command New From Existing, the New From Existing Document window appears, where we must navigate in order to locate the document that we want to base our new document.

13

At the bottom of the drop down menu New and in the area named Office.com Templates we can see all the available categories of templates on the Microsoft Web site.

14

Every category of templates at the Microsoft Web site contains different subcategories. All we have to do is to select the appropriate one for us. In the image below I have selected the category Stationary and then I have selected the Holiday Stationery. By selecting the template we can also preview it at the right of the screen.

15

The preview shows us how it will appear in our document. It also notifies us of the Provider, the size of the file, and even what ratings it has. Once we have decided which template we want to use, below the preview area of the template is the Download button as we can see below.

16

By selecting the Download button, the Downloading Template window appears notifying us of the process of downloading the template.

17

Once it is completed it appears in a new document ready for editing as we can see in the image below.

19

When we use a template, we are not using the actual template, but a copy of it. The original template remains intact whatever change we make on it. 

Below you can check out the video, on how to create a Template in Word 2010.

Themes

 

By formatting our document, the headings the lists and other elements in the document is a time consuming procedure. With all the options that we have available, such as type of font, colors and the different graphic elements in order to present our document in the best possible way may seem exhausting.

That is why a lot of users are satisfied with type of fonts such as Times New Roman and headings with font type Arial, just to be sure what they are doing. Thankfully, Word gives us the possibility to change the overall appearance of our document by applying a Theme.

Themes are coordinate type of fonts, colors and designs that we apply to a document in order to give it a professional look.

Difference between Themes and Templates

Themes have got to do with the appearance and the style of the document; on the other hand Templates have got to do with the content of the document. Templates contain styles, formatting, sometimes headers and footers and some text. All we have to do is to replace the text that is there with the text that we will type in. We create a template just like a document but we save it in a different way. That is because we never actually use the template but we use a copy of it actually. In my next post I will describe how to download and create custom Templates.

In order for us to apply a Theme in our document we must select the Page Layout tab and then from the area of the ribbon named Themes to select the Themes as shown in the image below.

01

Once the drop down menu appears with all the Themes we just move on top of each Theme with our mouse, and we have a live preview of what our document would look like.

Once we have decided which Theme we want we just click on it.

02

When we select a Theme we apply on our document color, font and effects on the elements of our document.

Themes consist of three parts:

  • Colors: Each theme applies a set of colors in order to format the text foreground and background. Other colors are applied for Headings Styles and other for hyperlinks.
  • Fonts: Each Theme uses two fonts, one for the main body and one for the headings.
  • Graphical Effects: Effects are applied to the graphics and other design elements in our document.

Themes can be applied in Excel, by activating the Page Layout tab, and in PowerPoint by activating the Design tab.

Below are some examples of the elements that are formatted when we select a Theme:

  • Body Text: Font, Size, Style and Color.
  • Headings: Font, Size, Style and Color.
  • Tables: Font, Borders, Line Styles And Color.
  • Charts: Font, Borders, Lines, Graphic Style and Color.
  • Graphic: Color of Border.
  • Smart Art: Font, Graphic Color.
  • Clip Art: Border and Color of Border.
  • WordArt: Color of Font, but the style remains the same.

At the bottom of the drop down menu of Themes, there are the following commands:

Reset To Theme From Template:

We can remove a theme that we have already applied by selecting this command.

Browse For Themes

At the bottom of the drop down menu of the Theme command we also have the command Browse For Themes as shown in the image below.

04

By selecting the command Browse For Themes the Choose Theme Or Themed Document dialog box appears where we must navigate in order to look for the Themes that we have saved or created on our computer. We then just select it and press the OK button.

05

Save Current Theme

At the bottom of the drop down menu Themes, the command Save Current Theme is located. If we have formatted our document and we want to save it as a Theme, we just select the corresponding command in order to save it for further use.

By selecting the command the Save Current Theme dialog box appears, with default folder location the Themes Folder, and all we have to do is to type in the name for our Theme, and then press the Save button.

06

We notice that the extension of the file is .thmx, which stands for Office Themes.

To apply a Theme that we had just saved, we must expand the drop down menu of the Themes command and from there to navigate to the category Custom as shown in the image below.

07

Below you can check out the video showing the steps in order to apply a Theme to a Word document.

How To Insert A Watermark In A Word Document

What is a Watermark though?

They are text or pictures that appear behind of the document text in a faded form. With a Watermark we can mark a document as Confidential, Draft and many more statuses. In order for us to see the Watermark we must be in Print Layout view or Full Screen Reading view.

To insert a Watermark in our document we must select the Page Layout tab and then from the area of the ribbon named Page Background we select the command Watermark as shown in the image below.

01

From the drop down menu that appears we can select one of the predefined available Watermarks, such as Confidential, Do Not Copy and many more. Once we have chosen one, it will appear in our document, which as mentioned above we can view in the Print Layout view or Full Screen Reading view

02

At the bottom of the drop menu we can select the command Custom Watermark in order for us to create our own Watermark.

03

Once the command Custom Watermark is selected the Printed Watermark window appears. Since we haven’t defined a watermark the No Watermark option is activated as we can see below.

04

If we want to define a picture as a Watermark we must activate the button next to the command Picture Watermark. The Select Picture buttons activates straight away, where we must select it in order for the Insert Picture dialog box to appear where we select the picture that we want to use as a Watermark. The Scale option is right underneath where we can define the scale of the image that we want to use as a Watermark. At the right there is Washout command, where we can activate it or not depending on how we want our image to appear.

05

Once we have done all the adjustments we want we can press on the Apply button to see how the Watermark will be shown and then press the OK button to return to our document.

06

In order to define text as a Watermark from the Printed Watermark dialog box we must activate the Text Watermark button.

07

Once activated we have the following options:

  • Text: By using the drop down menu at the right to select a predefined text or to type in our own text.
  • Font: We select the type of font for our Watermark.
  • Size: We select the size we want for our Watermark.
  • Color: We select the color of font for our Watermark.
  • Layout: We select the way our Watermark will appear, Diagonal or Horizontal.
  • Semitransparent: We choose if we want our Watermark to appear Semitransparent or not.

Once we have done all the adjustments we press the Apply button to see how the Watermark will be shown and once we are satisfied with the results we press the OK button to return to our document.

08

From the drop down menu of the Watermark command we also have the following options:

03

More Watermarks from Office.com: For the Office 2010 users we have this command, where by selecting this command we visit the Office.com site where we can select some of the available Watermarks in order to use.

Remove Watermark: By selecting this command we remove the watermark from our document.

Save Selection To Watermark Gallery: If we select text or an image in our document, by using this command we can save our selection in the Watermark Gallery as we can see below. The Create New Building Block window appears, where we type in the name for our Watermark and then press the OK button.

08a

In order to insert the Watermark that we have saved, in our document we must select the command Watermark and from the drop down menu to navigate to the category General and select it as shown in the image below.

09a

Below you can check out the video, showing the steps in order to insert a Watermark in a Word document.

How To Insert Page Breaks And Section Breaks

Many times we have finished typing in our document and we want to start a new page in order to continue typing. Many people in order to move to a new page start pressing the Enter button until they see a new page appear. Wrong.

That’s why Word provides us with Page Breaks and Section Breaks. We use them in order to change the  layout or format changes in a document.

To simply create a Page Break, we move our cursor to the end of the last paragraph of our document and then we select the Insert tab and from the area of the ribbon named Pages we select the command Page Break as we can see in the image below. Where the insertion point is, that is where the page ends and the next page begins.

01

A new blank page has been inserted in our document. Another quick way of inserting a page break is to press the Ctrl and Enter button.

The Page Break appears like the following image in our document:

02

We also have a couple of more breaks that we can use in our document. In order to locate all the page breaks and section breaks we must select the Page Layout tab and from the area of the ribbon named Page Setup we select the command Breaks as we can see in the image below:

03

Once the drop down menu appears, we see that we can insert a Page Break as described above. We can also insert the following:

Column Break: Assuming that we have formatted our document into columns and we want to insert a column break in order for the text following the column break to begin in the next column as we can see in the image below.

03a

Text Wrapping Break: Assuming that we have a web page with objects, this command will separate the text around the objects, such as caption text from the body text.

04

Section Breaks

From the drop down menu of the Breaks command we can also insert Section Breaks in our document. We can separate our document into chapters by using Section Breaks. Let’s see what available Section Breaks that we can use are:

03b

Next Page: This is very important when we are working with headers, footers and other page formatting. It inserts a Next Page Section Break, which means it ends one section of our document and begins a new section by adding a new page. It is very useful for different headers and footers.

06

Continuous: It works the same as the Next Page Section Break but it doesn’t begin the new section by adding a page.

07

Even Page: It inserts a section break and begins the new section on the next even-numbered page

08

Odd Page: It inserts a section break and begins the new section on the next odd-numbered page

09

The reason for using Odd and Even page breaks, is that it is very helpful when we are printing a booklet, for example we are writing a book and we want all the chapters to begin on the right hand page when someone is reading it.

For all the non printing characters to appear we must activate the Show/Hide button which is located on the Home tab and in the area of the ribbon named Paragraphs we select the command Show/Hide as shown in the image below. The same way we de-activate it.

10

Functions In A Word Table

Many times we find ourselves creating a Table in Word, which represents values, and at the end of the column or row we want to illustrate the overall value of the corresponding column or row. What most people do is to start the Calculator, perform the math there, and then input the result to the corresponding cell of the table.

What happens though when the values in our table changes? Do we use the Calculator all over again?

In Word we have the advantage of creating a Formula, which will execute all the calculations in the cell of the table.

To create a formula in a table we must be sure that our cursor is in the cell that we want the result to appear.

01a

For example, the cursor is located in the last cell of the second column, and we want to sum the two cells that are located above of my cursor which involve data for Product A and Product B for the First Semester.

Since our cursor is located in the cell of the table, the Table Tools tab activates, where we select the Layout Tab. Then from the area of the ribbon named Data we select the command Formula as we can see in the image below.

02

The Formula window appears as we can see below. Word knows that our cursor is located in the last cell of the table, knows that there are values in the cells above, and assumes that we want to add the cells and that why it shows the formula =SUM(ABOVE).

03

If our cursor was located at the end of the row, it would had assumed that we want to add all the values from the left and would had shown the formula =SUM (LEFT), as we can see in the image below.

04

In the area of the Formula window named Number Format, if we expand the drop down menu at the right, we can select the sort of formatting that the result of the formula should have as shown in the image below.

05

In the area of the Formula window named Paste Function, we can define the sort of the formula that we want to use. The formulas that we can use in a Word Table are a few as we can see in the following images.

06

07

08

Since we have done all the adjustments, we press the OK button of the Formula window and the result appears straight away in the selected cell. Word inserts the field in the cell and executes the formula, in this case the sum and shows the result in the cell.

What happens though we change some values in our table?

Tables in Word may look like spreadsheets, but they don’t re-calculate the formulas when we edit the cells. We must update the fields every time we edit values in our table.

So this is what we must to in order to Update the Fields;

We must have our cursor inside the cell with the field by clicking on it, and then do a right click with our mouse in order for the shortcut menu to appear and from there to select the command Update Field as we can see in the image below. The field will be updated immediately.

09

We can also put our cursor inside the cell with the field and press the F9 button.

One way or the other the field will be updated according to the changes that have been made.

Convert Text To Table And Vice Verca In Word

Many times we have just typed in our text in a Word document and we decide that the text will be represented better in a table. Instead of creating a table and using the Cut and Paste procedure in order to move the text in the corresponding cells (time-consuming process) we can convert our text into a table simple and fast.

In the image below we see the text that has been typed and that we have decided to convert it into a table. The first thing that we should do is to select the text.

01

Once our text is selected we select the Insert Tab and from the area of the ribbon named Table we select the corresponding command in order for the drop down menu to appear. From the drop down menu we select the command Convert Text To Table which is at the bottom of the menu as we can see in the image below.

02

The Convert Text To Table window appears where we can do the following adjustments:

In the area of the window named Table Size we can define the following:

  • Number of Columns: For my example I have set the number of columns to 5.
  • Number of Rows

In the area of the window named Autofit Behavior we can define the customization of the table:

  • Fixed Column Width
  • AutoFit To Contents
  • AutoFit To Window

In the area of the window named Separate Text At we define what sort of separation is going to be used:

  • Paragraphs
  • Semicolons
  • Tabs
  • Other

03

Once we have done all the adjustments we press the OK button and our text has been converted to a table according to the adjustments that we had made.

04

Convert Table To Text

Let’s see now the opposite situation. We have created our table and inputted our data into it and we want to convert the table to text.

First we must select our table as shown in the image below.

05

The Table Tools tab appears where we must select the Layout tab and then from the area of the ribbon named Data we must select the command Convert To Text as shown at the image below.

06

Once the specific command is selected the Convert Table To Text window appears, where we can adjust our data to be separated from the following:

  • Paragraph
  • Tab (which is usually the default)
  • Semicolons
  • Other (where we define the separator that we want)

07

By pressing the OK button, our table has been converted to text according to the adjustments that we had defined.

How To Make Word Warn Us When We Save, Print Or Send A File With Tracked Revisions

If we have used the Tracking Changes option for our Word documents, a lot of us probably made the mistake of sending out our document that still show our revisions in our file, visible to anyone who knows how to turn on the option to display the revisions and the changes.

A solution would be to use the Document Inspector, where I had mentioned about the possibility that Word offers us to check our document for hidden data and personal information that might be in the document.

What happens though when we forget to use the Document Inspector; and we want to be warned every time that some information is still hidden.

The solution is to activate an option in Word, in order to be warned every time we want to Print, Save or even Send our document by e-mail using Word.

To activate it we must select the tab File and then from Backstage view and then to select the category Options. From the Word Options window that appears we select the category Trust Center and then from the bottom right area of the window to select the command Trust Center Settings.

06

From the Trust Center Settings window that appears we select from the left of the window the category Privacy Settings. Then from the area of the window named Document Specific Settings we activate the command button left from the command Warn Before Printing, Saving Or Sending A File That Contains Tracked Changes Or Comments.

07

Once activated, we press OK to all the open windows in order to return to our document.

Let’s see how Word warns us in case there are some revisions or comments in our document. Whether we select to save, print, or send our document by e-mail using Word options the following windows will appear:

Save:

08

Print:

09

Send:

10

Then we must use Document Inspector in order to remove all the personal information that we think is necessary.

Mail Merge With The Use Of The Ribbon

As mentioned in my previous post, in order to start the Mail Merge we must create the main document. We create a new blank document and we type in the content of the main document leaving five empty spaces in the beginning of the document and then select the Mailings Tab as we can see in the image below.

24a

In the area of the ribbon named Start Mail Merge, we press the Start Mail Merge button and from the drop down menu we select the command Letters.

24

By selecting the command Letters the current document that we have created is defined as our main document. The next step is to connect it with a Data Source File. In order to do that, we must select the command Select Recipients. From the drop down menu that appears we select the command Use Existing List (seeing that we already have our Data Source file, procedure described in my previous post) as we can see in the image below.

25

By selecting the command Use Existing List, the Select Data Source window appears where we must navigate to find our file in order to select it, and once found to select the OK button. We have now connected the Main Document with our Data Source File.

25a

If we want to edit or modify our Data Source file we should select the Edit Recipient List from the ribbon. The Edit Recipient List appears where we can modify; edit the file which has been described in my previous post.

26

Once we have modified or edited our Data Source file, the next step is to add the Merge Fields that we want to be appeared in our document. That’s why we locate the area of the ribbon named Write & Insert Fields as shown in the image below.

27

By selecting the Insert Merge Field button, all the fields that we have created previously are shown in the drop down menu, where we just select the ones that we want. Every time we select one the field is inserted in our document.

28

Once we have inserted all our Merge Fields in our document, we can preview our letters with the merge fields, by pressing the left and right arrows in the area of the window named Preview Results.

30

By pressing the single left or right arrow, we move in between our records one by one. By pressing the left arrow with the line, we move on to our first record and pressing the right we move to the last.

Once we have previewed our letters and we are happy with the results, there is nothing left to do but to complete the merge, either in a new document or to the printer. From the area of the ribbon named Finish we select the command Finish & Merge as shown below. As we can see in the image below if we select the command Edit Individual Documents, the merging will be completed in a new document. If we select the command Print Documents, the merged document will be sent to the printer.

29

If we had chosen the command Send E-Mail Messages, the Merge To E-Mail Messages window would appear, where we would have to do all the adjustments that we wanted for our E-mail messages. The only thing necessary is that in our Data Source File, we must have inputted the e-mail addresses of the recipients in orderf for them to recieve them.

32

Besides the Merge Fields that have been described, we can also add either an Address Block or either a Greeting Line.

Address Block:

Contains information about the name and the address of the data source file.

27

By selecting it the Insert Address Block window appears, with all the available types of blocks. We just select the Address Block that we want, and at the right we can preview it in order to see if that is the one we want to insert to our document. If yes, we just select the OK button. The Address Block merge field has been inserted into our document.

28a

Greeting Line

By selecting Greeting Line, we can choose of one of the greeting styles that are available. We select one of the available ones, or we can type in our own and then press the OK button. The Greeting Line merge field has been inserted into our document.

28b

Check For Errors

We can also check for errors the Mail Merge in order to be notified if we have any mistakes that we have made in order to avoid them. We just select the Auto Check For Errors command before we complete the Mail Merge to a New Document or to the Printer.

30

The Checking And Reporting Window appears where we select the sort of Check Error we want to run.

31

How To Use The Mail Merge Step By Step Wizard

Many businesses and organizations communicate with their clients through letters, commercial notes that are sent to all the clients through a distribution list. For example, SystemPlus could send a letter to all the members of their distribution list in order to advertise their new educational services.

Word offers us the possibility to create group letters that have the standard body of message and different personal information for each recipient.

This function is named Mail Merge. The Mail Merge function uses the following two elements:

The Main Document, which is consisted of all the text and all the other objects that we want to be repeated in every letter or document in order to be created.

The Data Source, which contains all the recipients’ personal information, meaning the elements that will be changing in every letter or label. For example, the name, address, the post code and etc.

All the information that considers a certain recipient is named a Data Record. In every record, isolated information in the data source, for example the name or surname are named field.

00

The steps that we should follow in order to create collective letters with the Mail Merge function are the following:

  • To create or open the Main Document.
  • To create or open the Data Source file.
  • To select the fields that will be contained in the letters.
  • To merge the data source file with the contents of the letter, in order to create the unique letter for each recipient.

Creating the Main Document

As mentioned above, in order to start the Mail Merge Function, we should create a New Blank Document. We create the blank document and then we type in the content of the main document leaving five empty lines in the beginning of the document.

June 29th, 2011

IT Consulting

SystemPlus is a Gold Certified Partner of Microsoft and is responsible for installation, customization and maintenance of computerized equipment and networks as well as the automation of processes using technology.

Since we have typed our text, we choose the Mailings Tab and from the area of the ribbon named Start Mail Merge we select the command Start Mail Merge and from the drop down menu we select the command Step by Step Mail Merge Wizard.

01

Once selected the Mail Merge task pane appears at the right of our screen. We select the sort of main document we are going to use, which in our case is Letters. At the bottom of the task pane we notice that we are at the First Step of the wizard which is name Select Document Type. From the moment that we have selected what sort of document we are going to use we select the to move on to the second step of the Wizard which is named Next: Starting Document as we can see in the image below.

02

Now, that we are at the Second Step of the Wizard, we have to define which document we are going to use as our Main Document.

03

Since we have already typed our document, we make sure that the check box is on at the left of the command Use Current Document. If we hadn’t opened our document, but we had created it before and saved it on our computer, we would have to select the check box next to the command Start From Existing Document, and then from the Open window we would had to navigate in order to find the appropriate document. One way or the other, once we have the Main Document opened, we should move on to the Third Step of the Wizard which is named Next: Select Recipients.

Typing A New List

Once we have the Main Document ready, the next step is to create our Data Source File. In a few words, to create all the elements that will be shown in our letter. The Data Source can either be saved in an Access database, a Word document, or even an Excel file.

The data that considers a certain recipient of a data source is one source record.

The first line is named Heading Line, and the different information for each recipient is named field. This is an example of a data source consisting three records.

Surname

Name

Address1

City

State

E-mail

Mobile

Rouvas

Sakis

Axarnon 13

Athens

Attiki

sakis@systemplus.gr

694111111

Vissi

Anna

Metamorfoseos 35

Athens

Attiki

anna@systemplus.gr

634111111

Hatzimixalis

Michael

Pentelis 25

Athens

Attiki

michael@systemplus.gr

695555555

The steps that we have to follow in order to create our data source are the following: In the third step of the wizard, in the area Select Recipients we activate the check box next to the command Type A New List. A new command appears in the area of the wizard which is named Create and is found in the area Type A New List, as we can see in the image below.

05

By selecting the Create command, the New Address List window appears as shown below.

06

If we want, we could adjust the Heading Lines that we want to appear in our list. For example, we could define that we don’t want the field Title to appear. In order to do that we must select the command Customize Columns, where the Customize Address List window appears as we can see below.

07

We then select the name of the field that we want to remove and we press the Delete button. We could also rename a field by selecting the appropriate button. Whatever changes we do to this data source affects only the current file. Meaning that the next time we create a new data source all the fields will be available.

In our example, we delete the fields Title, Company, Address2, ZIP Code, Home Phone. One by one, we select the fields and press the Delete button.

Once we have finished we press the OK button, in order to type in all the information in the appropriate fields.

We type in the following information:

16

To move in between the different fields, we just type in the surname Rouvas in the first field and then we press the Tab button, in order to move to the Name field and type in the name Sakis. We follow the same procedure until we have typed in all the information that is needed.

Once we have finished typing in all the information, the moment we press the OK button the Save Address List window appears, where we must type in the file name we want to use and save it in the suggested folder which is named My Data Sources. The Data Source file can be saved in any folder that we want.

Once we have save the Data Source file, the Mail Merge Recipients window appears as shown in the image below.

08

In the Mail Merge Recipients window, all the information that is included in our Data Source file appears. The tick mark at the left informs us that these records will be included in the Mail Merge. In order to exclude a record we just deactivate the tick mark by clicking on it. With the links that we find at the bottom of the window we can Sort, Filter, Find Duplicates, to find a recipient and to validate the address. If we want to edit the Data Source file or to add a new record, we must select the Data Source file at the left of the window, and once selected the Edit command will be activated.

Using An Existing List

If we already had a file that has data, that we could use as a Data Source file for the Mail Merge the steps that we would had to follow would be the same as described above. Meaning to create our Main Document, and when we reached the Third Step of the Wizard we should activate the Use An Existing List button and then to select the Browse button in order to navigate and find the file that contains the data and open it.

09

Adding Recipient Information

Once we have created the Main Document, we have created the Data Source file, we should now let Word now in which part of our document we want to add the Merge Fields. The fields that contain the personal information for each recipient. This can be done the following way:

When we create the Data Source file, we were in the Third Step of the wizard, and now we must select to move on to the Fourth Step of the wizard which is name Next: Write Your Letter, as shown in the image below.

10

We put our insertion point in the part of the document that we want to insert the first Merge Field at the left of our document. Then from the task pane Wizard we select the command More Items. The Insert Merge Field window appears where we select the field that we want, in our example Name and we press the Insert button.

11

The name of the Merge Fields appears in our document in between quotation marks. With the same way we insert all the other fields and once finished we press the Close button. In order to add empty space or paragraphs between the Merge Fields, we must close the Insert Merge Field window every time in order to return to the document. We add all the Merge Fields in order to look as shown below.

June 29th, 2011

«Name» «Last Name»

«Address1»

«City», «State»

IT Consulting

SystemPlus is a Gold Certified Partner of Microsoft and is responsible for installation, customization and maintenance of computerized equipment and networks as well as the automation of processes using technology.

Once we have inserted all the Merge Fields in our document, from the task pane Wizard, we select the command Next: Preview Your Letters to move on to the fifth step of the wizard, where we can preview in our document the recipients that we had selected. We can also exclude a recipient by selecting the appropriate button. By pressing the double arrowed buttons, we move on to the next recipients in order to see all the information. Once we have previewed our document, we press the Next: Complete The Merge button to move on to the last step of the Wizard.

12

Once we have done all the steps for the Mail Merge, we have edited our recipients we are ready to complete the Mail Merge. By Mail Merge, we merge our Main Document with the Data Source file in order to create one letter for each recipient. After we complete the procedure we would be able to see our new merged document or to send it for printing straight away.

13

In order to see the results of the merging into a new document, we must select the Edit Individual Letters command. Once pressed the Merge To New Document window appears, where we can choose to merge all the records from the Data Source file, only the Current record, or to specify which records we want.

14

By pressing the OK button, Word creates a new document with the name Letter1. In our example our document will be consisted of 10 pages, on for each recipient. Every page that will be created will have different information in the merged fields, but the rest of the document will be exactly the same for all the recipients. In this point we can edit or modify some parts of the new document for some recipients and then print it or save it.

If we wanted to send the results of the merging to the printer, we would have pressed the Print button. With this way, we would have printed the results of the merging to the printer. In this case the Merge To Printer window would appear.

15

Here we can choose to print all the records from the Data Source file, only the Current record, or to specify which records we want.

In my next post I will describe how to use the Mail Merge function by using the ribbon.

%d bloggers like this: