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PowerPoint Presentation to AccompanyGO! with Microsoft® Office 2007 Introductory

Chapter 8Special Document Formats, Columns, and

Mail Merge

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Objectives• Collect and Paste Text

and Graphics• Create and Format Columns• Use Special Character and Paragraph

Formatting• Insert Hyperlinks• Insert a SmartArt Graphic• Preview and Save a Document as a Web

Page

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Collect and Paste Text and Graphics

• Use copy and paste for a single selection of text without displaying the Office Clipboard task pane.

• The Office Clipboard must be displayed to collect and paste a group of graphics or selected text blocks and paste them into a document.– Office Clipboard holds up to 24 items.– Office Clipboard task pane displays a preview of

each item.

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Collect and Paste Text and Graphics

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Collect and Paste Text and Graphics

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Create and Format Columns

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Create and Format Columns

• Limit columns to three or less for an 8.5 x 11-inch paper in portrait orientation.– Word spacing looks awkward in very

narrow columns.– With multicolumn format, justified text is

preferable.

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Create and Format Columns

• Insert manual column breaks to:

– Adjust columns that end or begin awkwardly

– Make space for graphics or text boxes

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Create and Format Columns

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Use Special Character and Paragraph Formatting

• Special text and paragraph formatting:– Will help to emphasize specific text– Provides a more professional appearance

• Various ways to call attention to specific text:– Place a border around a paragraph– Shade a paragraph

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Use Special Character and Paragraph Formatting

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Use Special Character and Paragraph Formatting

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Insert Hyperlinks

• Hyperlinks are text or graphics that you click to move to:– A file– Another page in the current Web site– Another page in a different Web site– An e-mail address

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Insert Hyperlinks

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Insert Hyperlinks

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Insert a SmartArt Graphic• SmartArt graphics are designer-

quality visual representations of information and can be chosen from many different layouts.

• Insert a SmartArt graphic:– To more effectively communicate your

messages or ideas– To add visual appeal to a document or a

Web page

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Insert a SmartArt Graphic

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Preview and Save a Document as a Web Page

• A created document can be used as a Web page.

• Use preview to see what the page will look like in a Web browser such as Internet Explorer.

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Preview and Save a Document as a Web Page

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Covered Objectives• Collect and Paste Text

and Graphics• Create and Format Columns• Use Special Character and

Paragraph Formatting

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Covered Objectives• Insert Hyperlinks• Insert a SmartArt Graphic• Preview and Save a Document as a

Web Page• Create Mailing Labels Using

Mail Merge

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Create Mailing Labels Using Mail Merge

• Mail merge uses a main document and data source.

• The main document includes text and formatting that remains constant.

• The data source:– Includes names and addresses.– Names and addresses can come from a Word

table, an Excel spreadsheet, or an Access database.

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Create Mailing Labels Using Mail Merge

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Create Mailing Labels Using Mail Merge

• Mail Merge Wizard: – The easiest way to perform a mail merge– Asks questions:

• Creates labels based on your answers• Walks you step-by-step through a process

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Create Mailing Labels Using Mail Merge

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Create Mailing Labels Using Mail Merge

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Create Mailing Labels Using Mail Merge