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Reproduced or adapted from original content provided under Creative Commons license by
The University of Queensland Library
Microsoft Word 2013 Intermediate: Templates and
Mail Merge Course objectives:
Create templates to provide standard documentation
Design, Create and Protect a form
Create and edit form letters
Perform a mail merge with a selected data source
Staff Training (Bookings only) Student Training and Support
Phone (07) 3365 2666 Phone (07) 3365 8811 or 1300 738 082
Email [email protected] Email [email protected]
Web http://www.uq.edu.au/staffdevelopment Web http://www.library.uq.edu.au/ask-it/
Staff may contact their trainer with enquiries and
feedback related to training content.
Please contact Staff Development for booking enquiries
or your local I.T. Support for general technical enquiries.
UQ Students may contact the Library’s Ask
I.T. team for I.T. support related to the
Library and their studies.
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Table of Contents
Templates ............................................................................................................................ 3 Modify an existing document ..................................................................... 3 Save as a template ................................................................................... 5 Open a document based on the template .................................................. 5 Open and modify the template .................................................................. 6
Labels .................................................................................................................................. 7 Create a new template .............................................................................. 7
Mail Merge ......................................................................................................................... 10 Mail merge using letters .......................................................................... 10 Mail merge using labels .......................................................................... 14 Mail merge using email ........................................................................... 18
Forms ................................................................................................................................. 22 Add the Developer tab to ribbon .............................................................. 22
Modify a form ........................................................................................ 23 Protect a form ....................................................................................... 24 Creating a new form .............................................................................. 25
Tips for creating new forms ............................................................................................. 26
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Templates A template is a document type that creates a new copy of itself every time you open it. The icon is a pad of paper: You write on the top sheet, tear it off, and there is a new clean sheet of paper underneath. In Microsoft Word 2013, a template can be a .dotx file (compatible with 2007/2010 or a 2003 compatible .dot file, or a .dotm file (which allows macros).
You usually add text, objects or styles to templates as well as content controls such as a predefined drop-down list or a special logo. One example of a template is the Normal template. Whenever you start a new blank document within Microsoft Word the Normal template is copied. It contains all the default fonts and customisations that determine the basic look of a document. Templates can be created by modifying an existing document or by setting up a new document and then saving the changes as a template.
Modify an existing document
Open the file Word2013TrainingForm.docx
Change the margins of the form:
1. Go to the Page Layout tab
2. Choose Margins
3. Choose one of the predefined margin settings
Or
Choose the Custom Margins option at the bottom to set your own margins
Gutter margins (found in the Custom Margins dialog box) are
used to give extra space when the document is going to be
bound.
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Add a Watermark:
1. Go to the Design tab
2. Choose Watermark from the Page Background group
3. Choose one of the predefined Confidential, Disclaimers or Urgent watermarks from the list
Or
Alternatively click the Custom Watermark tool at the bottom of the list
Custom Watermarks can be Pictures or Text. The existing text watermarks can be modified.
1. Select the Text watermark radio button
2. Locate and select Top Secret from the Text dropdown list
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3. Click next to “Top Secret” in the Text box
4. Add the text “EYES ONLY”
5. Click OK
To remove a watermark
1. Go to the Design tab
2. Choose Watermark
3. Click Remove Watermark at the bottom of the list
Save as a template
1. Click on the File tab
2. Choose Save As
3. In Save as type: select Word Template
Template types include
.dotx (2013/2010/2007 format),
.dotm (Macros) and
.dot (2003 format)
4. Select a Save location
5. Enter a filename for the document
It is worthwhile including the word “Template”
6. Click Save
7. Check the title bar for “.dotx”
8. Close the document
Open a document based on the template
1. Go to My Computer
2. Locate the template
3. Double-click the template
A copy of the template will open as a new document
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Open and modify the template
To open and modify the actual template you must open the template differently. Within Word:
1. Choose File tab
2. Click Open
3. Locate and select the template file
4. Click Open
Do NOT double click or you will open a new document based on the
template.
5. Make changes as necessary
6. Click Save on File Tab
Or In widows explorer
Right mouse click the template icon
Click Open Do NOT double click or you will open a new document based on the
template.
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Labels You can find Word templates for most kinds of documents on Microsoft Office Online. Alternatively, you can create your own templates. You can start with a blank document and save it as a template, or you can create a template that is based on an existing document or template.
Create a labels template
For this exercise we will create a template for some labels that will later be used as part of a mail merge.
1. Go to the Mailings tab
2. Click Labels in the Create group
The Envelopes and Labels dialog box will open:
3. Click the Options button
You can choose from predefined Label Vendors, and
sizes, or you can choose New Label... should you wish to
create your own.
4. Click New Label…
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5. Type Label name: UQ Labels
Add the following settings:
Top margin – 0.8cm
Side margin – 0cm
Label height – 3.5cm
Label width – 7cm
Number across – 3
Number down – 8 Vertical and Horizontal pitch must be completed after all of
the above
Vertical pitch – 3.5cm
Horizontal pitch – 7cm
Page size – A4
6. Click OK
The Label Vendor now changes to Other/Custom and has
a product number called UQ Labels.
7. Click OK
8. Click New Document at the bottom of the Envelopes and Labels dialog box
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A blank document with the chosen label outline is opened
on screen.
Save the labels as a template
1. Click on the File tab
2. Click Save As
3. In Save as type: select Word Template
4. Browse to a location to save template
5. Enter a document filename
6. Click Save
7. Check the title bar for “.dotx"
8. Close the document
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Mail Merge A mail merge is generally used for bulk letter production and is a way of mixing personalized addresses, salutations etc. into a standard letter format. Mail merge is also very useful for the production of mailing labels.
Mail merge using letters
Open SupaMailMergeLetter.docx
1. Click the Mailings tab
2. Click the Start Mail Merge tool
3. Choose Step by Step Mail Merge Wizard...
Experienced users may choose to use the ribbon tools rather
than the equivalent step-by-step wizard.
The Mail Merge Task Pane will appear on the right of the
screen.
4. Select Letters
5. Click Next: Starting document link at the bottom
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6. Select Use the current document
7. Click Next: Select recipients at the bottom of the pane
8. Select Use an existing list
9. Click Browse
An existing list can be in the form of a Word table, Excel
spreadsheet or Access database.
10. Navigate to DataSourceAus.xlsx
11. Click Open
12. Select the Australian Data sheet name
13. Click OK
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14. Select Recipients if necessary
Or
Refine Recipients by using Sort, Filter, Find duplicates, Find recipients or Validate addresses
15. Click Next: Write your letter at the bottom
16. Choose More items…
Address block and Greeting line give choices of predefined
merge fields
17. Select each field as required and click Insert
It is necessary to insert all the merge fields required and then
close the dialog box to change spacing and positioning of
merge fields
18. Click Next: Preview your letters at the bottom
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19. Use double arrows to navigate through each recipient to preview their personalised letter
20. Use Exclude this recipient to remove them from the final printout
21. Click Next: Complete the merge at the bottom
22. Click Print to send the completed merge document to the printer
You are given the choice to print all, the current record only or
a particular group when you choose Print
Or
Click Edit individual letters to produce a new document containing all the newly merged letters
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Mail merge using labels
Mailing labels can be created using Mail merge in much the same way as a letter.
Open a new Blank Document
1. Go to Mailings tab
2. Click Start Mail Merge
3. Click Step by Step Mail Merge Wizard
The Mail Merge Task Pane will appear on the right of the screen.
4. Select Labels
5. Click Next: Starting document link at the bottom
6. Select Change document layout
7. Click on Label options…
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8. Choose UQ Labels from list of custom labels
9. Click OK
10. Click Next: Select recipients link at the bottom
11. Click Use an existing list
12. Click Browse to locate the list
13. Navigate to DataSourceAUS.xlsx
14. Select the Australian Data sheet name
15. Click OK
16. Choose Recipients if necessary
Or
Refine Recipients by using Sort, Filter, Find duplicates, Find recipients or Validate addresses
17. Click Next: Arrange your labels link at the bottom
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18. Choose More items…
Address block and Greeting line give choices of predefined
merge fields.
19. Select each field as required and click Insert
It is necessary to insert all the merge fields required and then
close the dialog box to change spacing and positioning of merge
fields
20. Close the Insert Merge Field dialog box
21. Arrange the merge fields as necessary
22. Choose Update all labels
All labels within the document will be updated.
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23. Select Next: Preview your labels
24. Navigate through the labels to preview them as necessary
25. Select Next: Complete the merge
26. Click Print to send the completed merge document to the printer
You are given the choice to print all, the current record only or a
particular group when you choose Print
Or
Click Edit individual labels to produce a new document containing all the newly merged labels
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Mail merge using email
Sending information to recipients via email using the mail merge features of Word 2013 is possible if you have a properly configured copy of Microsoft Outlook 2013 installed on your computer. Using individual email addresses the mail merge feature can create and send personalised emails that will be addressed via the To field of the email. It is not possible to add an addressee to the cc field of an email using the mail merge feature.
Open SupaMailMergeLetter.docx
1. Click the Mailings tab
2. Click the Start Mail Merge tool
3. Choose Step by Step Mail Merge Wizard...
Experienced users may choose to use the ribbon tools rather
than the equivalent step-by-step wizard.
The Mail Merge Task Pane will appear on the right of the screen.
4. Select E-mail messages
5. Click Next: Starting document link at the bottom
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6. Select Use the current document
7. Click Next: Select recipients at the bottom of the pane
8. Select Use an existing list
9. Click Browse
An existing list can be in the form of a Word table, Excel
spreadsheet or Access database.
10. Navigate to DataSourceAus.xlsx
11. Click Open
12. Select the Australian Data sheet name
13. Click OK
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14. Select Recipients if necessary
Or
Refine Recipients by using Sort, Filter, Find duplicates, Find recipients or Validate addresses
15. Click Next: Write your e-mail message at the bottom
16. Choose More items…
Address block and Greeting line give choices of predefined
merge fields
17. Select each field as required and click Insert
It is necessary to insert all the merge fields required and then
close the dialog box to change spacing and positioning of merge
fields
18. Click Next: Preview your e-mail message at the bottom
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19. Use double arrows to navigate through each recipient to preview their personalised letter
20. Use Exclude this recipient to remove them from the final mail out
21. Click Next: Complete the merge at the bottom
22. Click Electronic Mail
23. Confirm the To: field is set to Email
24. Add a Subject Line: Prize Letter
25. Confirm Mail format is set to HTML for best results.
Selecting HTML or Rich Text sends the content as the body of
the email message.Sending the message as Plain Text will
eliminate all formatting and images from the message.
You are given the choice to print all, the current record only or a
particular group when you choose Electronic Mail
26. Click OK to send the prize letter email
There is no obvious indication that the merge to email has been
successful. Check the Sent Items in your mail system to confirm
the letters have been sent.
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Forms
Add the Developer tab to ribbon
A form contains fields and tools that control the location and type of content that is entered in the document. Forms are created to be easily reused or modified. To be able to create a form using the Office 2013 form tools the document must be saved in an Office 2013 format. If the
document is opened or saved in Compatibility Mode then only the older Office 2003 form tools will be available.
The Developer tab is needed to be able to modify or create a form in Microsoft Word 2013. It is not visible by default.
To view the Developer tab:
1. Click the File tab
2. Click Options at the bottom of the file menu
3. Click Customize Ribbon
4. Under Customize the Ribbon choose Main Tabs
5. Check Developer
6. Click OK at the bottom of the Word Options dialog box
The developer tab will appear towards the right of the Ribbon
The Controls section contains form fields to use in the word document. The most common fields are:
Text Box
Combo box
Drop Down list
Date Picker
Legacy Tools
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Modify a form
One common requirement when working with forms is to modify an existing form by updating the properties of a field to recognise a change of personnel.
Open a document based on Training Form Template.dotx
Double click to open a copy of the file
1. Click on Developer tab
2. Select [--Select a name--] in the From section
Properties are now available on the ribbon
3. Click Properties in the Controls group on the Developer tab
4. Click Add in the Content Control Properties dialog box
5. Enter Captain Hook
6. Click on OK
Entries are displayed as entered. If you require an
alphabetised display then you need to move the entries to be
in alphabetical order.
7. Select Captain Hook entry
8. Click Move up button until Captain Hook reaches the top of the list
Select other entries and Move Up or Move Down to display order
alphabetically
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Form Protection
Notice that the entire form can still be edited. Not just the fields but all other text. To lock the form so that only form fields can be changed it is necessary to Restrict Editing:
Protect a form
1. Click Restrict Editing in the Protect group on the Developer tab
The Restrict Editing task pane appears on the right hand side of
the screen.
2. Check that the Allow only this type of editing in the document checkbox is ticked
3. Check that the option for editing is Filling in forms
4. Click Yes, Start Enforcing Protection button
You will be asked to enter an optional password. If you choose to set a password: carefully note your password in a
secure location. Otherwise you will be unable to modify the form in
the future.
The form is now locked from unintentional editing and only the form fields can be completed. To re-enable editing on the whole document:
Press the Stop Protection button at the bottom.
Enter the password if required
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Creating a new form
1. Open SeminarRegistrationForm.docx
2. Click alongside Seminar Title
3. Click Rich Text Content field
Rich Text Content
4. Click alongside Start Date
5. Click Date Picker Field
6. Repeat for Finish Date
Date Picker
7. Click alongside Seminar Venue
8. Click Plain Text Content field
9. Repeat for Your Name
Plain Text Content
10. Click alongside Faculty/Org Unit
11. Click DropDown field
12. Click Properties to add items to drop down list
Education Engineering ICT
Hospitality Media Social Sciences
Dropdown
13. Click on OK
Repeat to enter other content controls alongside:
University: Combo
Gender: Checkbox
Occupation: Rich Text
Comments: Rich Text
14. Apply editing restrictions for Filling in Forms
15. Save Blank Seminar Registration form as a template
Combo
Checkbox
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Tips for creating new forms When creating a new form it is easier and quicker if you have a plan. Having a good idea about what you want the form to look like and what fields and properties you require will make the creation process much easier.
Draw a sketch on some paper
Include field names and possibly their properties as well
Consider using tables to help lay out the form in Word
Insert the relevant controls
Fill in required properties
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Test the form to ensure accuracy
Protect the form by using editing restrictions when complete
Do NOT forget the password if you choose to set one