Microsoft Word 2010 Lesson 10. Learning Objectives 1 Understand and Use Mail Merge 2 Select and Edit...
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Microsoft Word 2010 Lesson 10. Learning Objectives 1 Understand and Use Mail Merge 2 Select and Edit a main document 3 Create a source document 4 Preview,
Learning Objectives 1 Understand and Use Mail Merge 2 Select
and Edit a main document 3 Create a source document 4 Preview,
Complete, and Compare Merges 5 Manage tracked changes Students will
be able to do the following on completion of this lesson.
Slide 3
What is Mail Merge? Mail merge provides the ability to send a
single document to a list of people without recreating the document
for each recipient. MERGE combine elements of at least two
documents into one. Examples: A set of labels or envelopes - The
return address is the same on all the labels or envelopes, but the
destination address is unique on each one. A set of form letters,
e-mail messages, or faxes - The basic content is the same in all
the letters, messages, or faxes, but each contains information that
is specific to the individual recipient, such as name, address, or
some other piece of personal data.
Slide 4
Elements of a Mail Merge Main Document Ex. The document that
contains the text and graphics that remain the same for each
version of the merged document; for example, the return address and
body of a form letter. Data Source Digitized data in spreadsheet
(Excel) or database (Access) format MERGED DOCUMENT MERGED DOCUMENT
The document that is created by merging the data from the data
source into the main document
Slide 5
Parts of a Main Document Selected from an existing document or
a new document may be created
Slide 6
Parts of a Data Source Fields & Records Recipients can be
from an existing list or an Access, Outlook, Excel, or text file.
Can merge all or only select specific records
Slide 7
Mailings Ribbon Define each command
Slide 8
Various Documents and situations where mail merge may be most
productive. The mail merge feature essentially takes two parts a
main document and a data source and merges them, so that you can
achieve customized documents without the hassle of typing each one
individually. Mail merge can be used to create any type of printed
document, as well as electronically distributed documents and
faxes. The possibilities for what can be created with mail merge
are virtually limitless. Here are some examples: Catalogs
Inventories Invoices Labels Envelopes And, of course, letters When
used wisely, mail merge will greatly improve your
productivity.
Slide 9
Mail Merging Merged documents may be previewed prior to merging
to determine if further edits are required. The main document and
the data source should saved separately for easier merging and for
future use or another project. Once edits are made, complete the
merge.
Slide 10
Merging Document Versions Documents viewed by different
versions may be merged into a singular document preserving the
changes and comments made by each viewer. Word 2010 includes an
intuitive way of comparing two documents, though synchronous
scrolling option is always present to view two documents
side-by-side with synced scrolling. The build-in Compare feature
offers you in-depth analysis of two documents which are being
compared.
Slide 11
Once documents are compared four panels will appear. The
changes that have been made will be itemized on the left side. Each
change must be accepted or rejected. The opportunity to review
changes will be exhausted if Accept/Reject ALL changes in Document
is selected. Be sure to review all changes before doing so.
Slide 12
Discussion Why would it be important to be able to display the
original and revised document?
Slide 13
Managing Tracked Changes Track changes are more efficient than
proofing a document hard copy by marking the changes as you make
them in a document. After tracking changes the document must be
viewed in Print Layout View. Track Changes feature allows MS Word
to keep track of the changes you make in a document. It is also
known as redline, or redlining. Its real usage can be seen when,
two or more persons need to edit the document. In that case, you
would like to know which changes have been made to it or which
content is deleted, inserted, or formatted.
Slide 14
Review, and from Track Change click Change Tracking
Options
Slide 15
Under Markup, you can change the marks which will show for;
Insertions, Deletions, Changed lines, and Comments. You can also
associate different colors with each of them. Under Moves, enable
Track Moves options to make Word track movement of content,
customize the way Word shows any recent movements, you can observe
it, if content of the document is Moved From and Moved to
somewhere, by selecting different colors. From Table cell
highlighting, you can observe changes, if someone insert cells and
delete cells in the table, select different colors for respective
actions. If you want to track changes for formatting, enable Track
formatting option from Formatting, select type of formatting you
want to observe and select a color to distinguish formatting change
from other track changes. Under Balloons, choose different options
for noticing any changes to Print & Web layout. If you want to
force orientation of the page, select Force Landscape as shown in
the screenshot.
Slide 16
Tracking Changes Text Changes Formatting Changes Vertical Lines
Contrasting Color Balloons (Oblong boxes) Left Margin next to text
that has been changed
Slide 17
Comments In Word 2010 you can insert comment inside the
document. This can be done by using the New Comment option
available as part of the Review menu. Select the Word or sentence
for which you want to insert a comment and click on the Review menu
> New Comment A comment is a note or annotation that an author
or reviewer adds to a document. Microsoft Word displays the comment
in a balloon in the margin of the document or in the Reviewing
pane.
Slide 18
Insert Comment To insert a comment in a document, highlight the
area of text where you want to comment on. Click the Review tab on
the Ribbon then click New Comment.
http://www.howtogeek.com/howto/26867/how-to-add-comments-to-documents-in-word-2010/
Slide 19
That opens up a balloon pointing to the highlighted text you
can leave your comment in. You can leave as many comments as needed
in the document, in this example we created three comments in
different areas. Now you or anyone youre sharing the document with
will be able to read the comments.
Slide 20
Review Comments You might want to just take a look at the
comments youve made in the Reading Pane. Again click the Review tab
and then select Reading Pane, and how you want them to display,
either Horizontal or Vertically. Here is an example of reviewing
the comments in Horizontal View. You can see the comments, when
they were made, and by whom. Click on an individual comment and it
will take you to the section in the document where its at Here is
what it would look like to have your comments show in the Reading
Pane Vertically on the left side. You can choose whichever view
works best for you.
Slide 21
Leave Comments to the Comments Sometimes you might want to
respond to a comment and can do so by leaving one to the existing
comment. This feature really comes in handy when collaborating on
documents and for brainstorming. Just highlight the existing
comment and click the New Comment button. Then you can leave
another comment to the existing comment underneath it.
Slide 22
Delete Comments After corrections have been made or you change
your mind about something, you might want to delete the comment.
Just highlight the comment you want gone and click the Delete
button. Or you can select the dropdown and delete all comments from
the document too.
Slide 23
Review Tab Track Changes As shown in the screenshot, when
someone deletes the line, Word automatically strike- through the
line and change the font color as specified, on inserting any line,
color will change to red. On changing the font, a balloon will be
appear at the right margin of the window as configured in Track
Changes Options dialog. To see the old version of the document, or
revert to the original document, click Original.
Slide 24
Show Markup Changes Navigate to Review tab, and from Show
Markup drop-down menu, you can enable multiple options to keep
track changes against them. For example, if you want to observe any
changes regarding insertion or deletion of content, then disable
all except Insertions and Deletions.
Slide 25
Display User Name, Date, & Time in Comments Insert Comment
Review New Comment - Type the Comment Select Date and Time Command
in the Text Group of the Insert Tab. In the Date and Time Dialog
Box select the option with the date and time in seconds. The
information will appear in the comment. NOTE: All Reviewers need to
be selected or select the specific persons comments you would like
to review.
Slide 26
Changing User Name & Initials File Options General Tab
Personalize your copy of Microsoft Office - Change User Name and
Initials