ridgeviewtech.weebly.comridgeviewtech.weebly.com/uploads/2/6/3/5/2635545/word… · Web viewMicrosoft Word 2007. Word II: Tables, Database, Mail Merge, Forms. Objectives:Participants

Mail Merge

Microsoft Word 2007

Word II: Tables, Database, Mail Merge, Forms

(Objectives:Participants will identify & use existing ribbons and add a Developer tab (2007).Participants will create a simple database in Word and use it to create merged letters and labels.Participants will create, edit, save a form.Participants will mark fields for data entry and protect the form.Follow upWithin two weeks of course completion participants will send a one page form which includes the following attributes:Create a form with at least five fields.Protect the document.Save the form as a template Please email to [email protected] or through courier to Lourdes Day, FDLRS, Route E) (Florida Diagnostic and Learning Resources System (FDLRS) is funded through IDEA, Part B and State General Revenue Funds to provide support services to Florida’s Exceptional Student Education Programs)Contents

Start Microsoft Word:1

Margins, Orientation & Gutters Page - Layout Ribbon1

Page Orientation1

Create a Database2

Table Tools2

Design Tab Overview2

Layout Tab Overview3

Working in a With a Table4

Add a Column/Field4

Add a Row/Record4

Delete a Field or Record5

Change width and lengths of cells:5

Distribute cells evenly:5

Alphabetize records5

Find a Record5

Save6

To save a document for the first time:6

Create a Merge Letter7

Navigate the Records7

Print the Merge7

Create Merged Labels8

Create Return Labels8

Add Clip art to the Merged Label9

Add Clipart to Return Labels9

Using a Table Create a Form9

Merge cells10

Split cells10

Change width and lengths of cells:10

Remove Borders10

View Gridlines10

Add Bottom Borders11

Form to Completed on the Computer11

Developer Ribbon11

Content Control11

Text Form Field12

Check Box12

Drop Down Form Field12

Protect the Document13

Unprotect the Document13

Save as a Template13

Working with a Template vs a Document14

Appendix

Sample DatabaseSample Observation FormSkills Check TablesSkills Check Database for Labels

Lourdes Day FDLRS Sunrise 05/07/08

Microsoft Word Office 2007Word II

Start Microsoft Word:

1. Click on Start, drag up to All Programs.

2. Drag up to Microsoft Office, choose Microsoft Word 2007.

Alternate (No Mouse)

1. Click on the flying Windows key

2. Press the P key on the Keyboard, then press the Enter key

3. Use the down arrow or press the M key until you get to Microsoft Office, press the Enter key.

4. Arrow down to Microsoft Word 2007.

A new document page will open.

Observe the small blinking insertion line. Typed characters appear next to that line.

Helpful Hints;

· Type only one space after a punctuation mark.

· Never type with the caps lock key on. Use the Shift key when making a capital letter.

· To indent a paragraph, press the tab key once.

· Press the Enter key only when starting a new paragraph or making a list. Remember word processors automatically wrap words to the next line.

Margins, Orientation & Gutters Page - Layout Ribbon

Standard margin is 1 inch on all four sides.

To change margins:

Click on the Page Layout Ribbon

Click on the down arrow below the Margins command and choose one of the options OR pick Custom Margins.

1. Type in the desired margin number and press the tab key to highlight the bottom margin width.

2. Continue pressing tab and typing the number until you have changed all the margins.

3. Click OK to accept the changes and return to the document.

If you want to apply different margin widths to different pages;

Click on the triangle to the right of the Apply to box and make a selection.

Page Orientation

1. Click on the Page Layout tab

2. Click the down arrow below Orientation.

3. Click on the Portrait or Landscape.

Create a Database

In order to create a mail merge document you must first create a database that will contain fields and individual records.

Columns represent the Field labels for example Last Name, First Name, Address, City….

Rows represent the records or the actual participants in your database.

*In order for a table to merge correctly the Header (Field Names) row MUST be the very first item on the page. There should be NO title or space above it.

*Do not add any style or alignment to the database.

1. Click on the Insert tab and click on the down arrow below Table. A group of squares will appear.

2. Drag across as many columns (fields) and down as many rows (records) as needed.

*You can always add more columns and rows later.

*If you make a mistake press the undo option on the Quick Access toolbar or Ctrl + Z.

Alternative

1. From the Insert Tab click on the down arrow below Table and choose “Insert Table”

2. At the Insert Table Window

3. Type in the desired number of columns.

4. Press the tab key.

5. Type in the desired number of rows.

Type your label name in column 1.

Press the Tab key to proceed to the next field.

Type each of the participant’s information on the subsequent rows.

Table Tools

Design Tab Overview

Click in the Table and a Table Tools Tab appears at the end of the ribbon. You have two options Design and Layout.

The Design tab allows you to pick the style and shading for your table. Adding a style is not necessary for the purposes of the merge.

Table Style Option allows you make shading decision for the columns and rows

· Header row- displays special formatting for the top row

· First Columns - displays special formatting for the first column

· Total Row displays special formatting for the last row

· Last Column- displays special formatting for the last column

· Banded Rows- even rows are formatted differently than the odd columns.

· Banded Columns- even columns are formatted differently than the odd columns.

Table Styles Group-allows you to pick from a variety of colors and looks.

· Shading-allows you to color the background of the text

· Borders- customize the borders of the table. You can also add and remove the lines.

Layout Tab Overview

The Layout tab allows you to insert columns and rows, align text, sort data.

Table Group

· Select- select cell, column, row, entire table

· View gridlines- turns gridlines on/off

· Properties- opens a window where can select a variety of option.

Rows & Columns Group

· Delete- allows you to delete cell, column, row and table

· Insert Above-Insert row above

· Insert Right- Insert a column to the right

· Insert Left-Insert a column to the left

· The diagonal arrow next to Rows & Columns allows you to shift the information in the cell or inserts an entire row or column.

Merge Group

Merge Cells- Merges selected cells into one new cell.

Spilt Cells - Split a cell into multiple new cells.

Split Table- the selected row will become part of the new table

Cell Size Group

· AutoFit- AutoFits the content, content to the window, fixed column width.

· Height- set the height

· Width- set the width

· Distribute Row- distribute the height equally amongst the row.

· Distribute Column- distribute the column widths equally.

Alignment Group

· Alignment- Choose the placement of text within a cell.

· Text direction-changes text directions.

· Cell Margin- Customize cell margins spacing between the cells.

Data Group

· Sort-Alphabetizes data.

· Repeat header rows- Repeats the header row on every page.

· Convert to Text- Convert the table to regular text.

· Formula- Add a formula to a cell.

Working in a With a TableAdd a Column/Field

A field is a column header. To add a column:

1. Click in a column in the table.

2. From the Table Tools tab choose Layout.

3. Choose Insert Left or Insert Right depending where you want to insert the column.

Alternative

*Highlight column, choose Insert and pick the option

Add a Row/Record

A record is a row: to add a row:

1. Click in a row in the table


3. Choose Insert Above or Insert Below depending where you want to insert the record.

Alternative

When you are in the last cell of a table simply press the Tab key and a new row will be inserted below the last row. (If you accidentally press the Enter key the cell becomes larger. Simply press the delete and press the TAB key).

*Highlight row, choose Insert and pick the option

Delete a Field or Record

1. Click in a row or column that you wish to delete in the table.


3. Click on the down arrow below Delete icon, and choose Delete cell, column, row, table

*Highlight column or row, choose Delete

Change width and lengths of cells:

1. Move the cursor over the dividing line on the cell you wish to change, until the cursor changes to double line with two small arrows.

2. Hold down the left mouse button and drag to the desired width and length.

Alternative 1

Double click between the cell or column line and the cell will automatically resize to largest piece of data in the cell.

Alternative 2

1. Click in the cell


3. Choose AutoFit:

a. AutoFit Contents -the table will automatically adjust to largest data.

b. AutoFit to Window- table will expand/shrink to fit on the page.

c. Fixed Colum Width - the table will not change the width when data is entered.

Distribute cells evenly:

Sometimes you will need to evenly distribute the height or width of some of the cells.

1. Highlight the table you wish to adjust.


3. Choose either Distribute Rows or Distribute Columns.

Alphabetize records

1. Click in any cell.


3. Click on the Sort icon a window will open.*Be sure the “My List has a Header Row” is selected

4. In the Sort by column, click the down arrow and choose the field to sort by.

5. Click OK.

Find a Record

To locate a specific record or records:

1. Click on the Home Tab

2. Click on the down arrow next to the Find icon from the Editing group.

3. Click on the Find option in the sub menu. A window will open.

4. Type the desired text in the Find What box. Click “Find Next”.

SaveTo save a document for the first time:

1. Choose one of the three options below:

a. Click on the Save Disk (located in the top left of the screen, Quick Access Bar) OR

b. Press Ctrl + the S Key, Or

c. click the Windows Office Button and choose Save

i. At the submenu, choose Word Document or other format.

2. At the Save As window, click on the triangle to the right of the Save in box. Choose the appropriate destination for your document.

3. At the File name box drag over to highlight the title in the name box and title your document something you will easily remember.

4. Press the Save button.

· To save an edited document-Click the Save icon or press the Ctrl + S.

*To Save the same document but with a new name use the Save AS command from the Windows Office Button. You may then choose the location for the document and rename the new copy.

Helpful Hints;

· By default most Microsoft documents will save into the “My Documents” folder.

· If the machine is going to be used by several students and/or teachers it may be a good idea for each person to have their own flash drive to save their work. This will prevent your hard drive from getting cluttered.

· Do Not use “, : , /,| *,?,<,> in the title. Word will not accept this symbols as the file name.

The Word Options feature located in the Windows Office Button menu allows you set the document to be automatically saved a specified amount of minutes. Choose the Save option in the left task pane.

Create a Merge Letter

*Your database MUST be saved and closed in order for the merge to occur.

1. Start a new word document by clicking on the Office Button and choosing New.

2. At the next window, click on the Blank Document and choose Create.

3. Choose the Mailings Tab and click the down arrow below Start Mail Merge.

4. Click on Letters.

5. Click the on the down arrow below the Select Recipients icon.

6. Choose Use Existing List.

7. Browse to find your database, click to select it and then click Open.

8. Type your letter.

9. When you are ready to use a field from the database, click on the Insert Merge Field icon and select the desired field from the dropdown menu. Be sure you press the space bar before inserting another field or typing text.

10. You will see the field name <>. To preview the actual data. Click on the Preview Results icon.

Navigate the Records

In order to see all the subsequent records, click on the Go to record tool on the Mailings tab. Click the right arrow to go to the next record, click on the left arrow to go to the previous record. The right arrow with a line takes you to the last record, the arrow pointing left with the line takes you to the first record.

Print the Merge

1. Click on the down error below the Finish & Merge icon on the Mailings Tab

2. At the submenu, click on Print Documents.

3. Another window will open asking if you want to print all records or specific records.

4. Click OK.

Create Merged Labels

*Your database MUST be saved and closed in order for the merge to occur



3. Choose the Mailings Tab, and click the down arrow by Start Mail Merge.

4. Click on Labels. A window will open where you must select the label size.

5. In the Label Vendors choose Avery US Letters and scroll to find 5960. These are the standard School Board labels (30 on a Sheet, 1” * 2.63”). Click OK.

6. Click the arrow below the Select Recipients icon.

7. At the submenu, choose Use Existing List.

8. Browse to find your database, click to select it and then click Open.

9. Click on the upper left corner where there is a blank record. Click on the down arrow below the Insert Merge Field icon. Choose the desired fields.

10. Once you have formatted the label, click the Update labels icon(it is at the end of the center group called “Write & Insert Fields”) .You will see the field names across your page.

11. To preview the actual data. Click on the Preview Results icon.

12. Print your labels by using the Finish & Merge icon.

Create Return Labels



3. Click on the Mailings Tab and choose the Labels icon.

4. A window will appear. Be sure the Label tab is selected.

5. Choose the label size (5960 is standard for 30 labels) by clicking the actual label picture on the right side of the window. A sub window appears, scroll to find the correct label size and click OK.

6. Type your name and address in the window.

7. Click New Document to see a preview of your labels.

8. Print you labels by going to the Office button and choosing Print.

Add Clip art to the Merged Label

1. Create your labels as normal (insert name and address)but do not press the update button until you have inserted the clip art



4. Choose the Insert tab and click on the Clip Art icon

5. Type in the name of picture in the Search line and click Go or press the Enter key.

6. Click once on the desired picture to insert it into the document.

7. Resize it small enough to fit on the label by: clicking on the bottom right hand circle and dragging towards the center of the picture.

8. Text wrap the picture to square.

a. Right click on the picture.

b. Choose Text Wrapping.

c. Click on Square.

d. Be sure the labels is selected (has dots on the corner) before you make the labels.

9. Press the update labels button

Add Clipart to Return Labels

When adding clipart to return labels,

1. Start by inserting and resizing the clip art. Place in the desired location (text wrap if necessary)

2. Be sure the clipart is selected (resizing handles)

3. Then create the return label as indicated

Using a Table Create a Form

*Since this is not a database you can place a title on the page before you add tables.

*Do NOT format any of the text until you are done creating your form.



3. Determine how many columns and rows you will need for each section of your form. For example: if you want the top row to have their last name, first name, middle initial, and date. It could be a six column and two row table.

Name

Date

Last

First

Middle

Or

Four columns one row

School

Grade

4. Click on the Insert tab and click on the down arrow below Table. A group of squares will appear.

5. Drag across as many columns (fields) and down as many rows (records) as needed.

6. Repeat the above steps until all the sections in the form have been created.

Merge cells

In order to combine a number of cells into one

1. Highlight the cells to be merged


3. Click on Merge Cells Icon*If you want to center the data in the newly created merge cell

Click on the Insert Tab and choose the center alignment icon OR (Ctrl +E)

Name

Date

This a merged cell

Split cells

In order to divide a cell

1. Click in the cell


3. Click on the Split Cells icon a window will open.

4. Type in the desired number of columns or rows.

5. Click OK.

Change width and lengths of cells:

1. Move the cursor over the line on the cell you wish to change, until the cursor changes to double line with two small arrows.

2. Hold down the left mouse button and drag to the desired width and length.

Alternative

Double click between the cell or column line and the cell will automatically resize to largest piece of data in the cell.

Remove Borders

1. Highlight in the entire table.

2. From the Table Tools tab choose Design.

3. Click on the down arrow next to Borders.

4. Choose No Borders. (I find it easier to remove all the borders and then just add back what I need).

View Gridlines

When you remove the border it is difficult to determine the actual location of a cell. It is helpful to “View the Gridlines”. These are non printing and are represented by dashed lines.

1. Click in a cell, row, column or row

2. From the Table Tools tab choose Design.

3. Click on the down arrow by the Borders icon and choose View Gridlines.

Add Bottom Borders

1. Click in the cell that needs the bottom border so it looks like an underline where a person would type in the data.

2. Click on the Borders icon and choose Bottom Border.

3. Repeat the process until all the cells that requires data entry has a bottom border.*Notice that once the bottom border is selected it stays as the default so you do not need to open the sub menu each time. Simply click on the “Borders” icon.

This form is now ready for print!

Form to Completed on the Computer

In order to have others complete the form on the computer without causing your fields to be overwritten or moved you must specify the fields that can be used and then protect the document. Office 2007 has a tab named Developer which needs to be assigned to the ribbon. Once the Developer ribbon is displayed it becomes a permanent part of the original ribbon.

Developer Ribbon

1. Click on the Microsoft Office Button.

2. Choose the Word Option located in the bottom right corner of the menu.

3. At the next Window, choose Popular.

4. Select “Show the Developer tab in the Ribbon” check box. Click OK.

5. Notice the ribbon is part of the Microsoft Office Ribbon.

Content Control

Once the Developer tab becomes available you will be able to specify and control the data that goes into the selected fields.

*Any field that requires a response must be marked with a text, check box, OR Dropdown field. Once the document is protected only those fields that have been specified will be able to be completed.

Text Form Field

1. Place the cursor where the text will be inserted.

2. From the Developer tab click on the down arrow by the Legacy Control (Looks like a tool box) and choose “Text Form Field” (ab) option.

a. Double click on the inserted “ab” (gray box) to bring up the “Text Form Field Option” Window”. This allows you to further manage the field.

b. Click the down arrow below the “Type” option to specify what type of data may be entered into the field. (Text, Number, Date…)

c. Once you have made the selection you can further specify formatting by clicking the down arrow below “Text Format” and making a selection. Click OK when the formatting is complete.

Check Box

1. Place the cursor where the check box will be inserted.

2. From the Developer tab click on the down arrow by the Legacy Control and choose the “Check Box Form Field” option.

a. Double click on the inserted “Check Box Form Field” to bring up the “Check Box Form Field” Fields Options” window to make further specification to the check box.

b. By default the check will NOT be checked. Make your selection and click OK.

Drop Down Form Field

1. Place the cursor where the drop down menu will be inserted.

2. From the Developer tab click on the down arrow by the Legacy Control and choose the “Drop Down Form Field” option.

a. Double click on the inserted Drop Down Field to bring up the “Drop –Down Form Fields Options” window.

b. Type the text in the “Drop Down Item” box and click on Add or press the Enter key.

c. Click OK when the list is complete.

*Helpful Hints

Never start the list with a possible choice, instead start with something such as: Click here, Choose…

If you make a mistake simply double click on the inserted field and the options window will reopen.

If the drop down list will be used in multiple fields copy and paste the drop down list in the other areas.

Copy and Paste

Right click on the field to be copied and choose Copy.

Right click in the new field to insert and choose Paste.

Continue to right click and paste until all the desired fields have been filled.

Protect the Document

Before saving the form as a template it is a good idea to test to be sure all the fields work.

*Be sure you are NOT in the Design Mode on the Developer Tab.

1. From the Developer tab click on the down arrow by Protect Document.

2. A submenu will open. choose Restrict Formatting and Editing.

3. A task pane will open on the right side of the screen.

4. By number 2 Choose Editing Restrictions

5. Click on the drop down menu and Choose “Filling in forms”.

6. Click on “Yes Start Enforcing Protection”

7. A password window will open. You will be asked to type a password twice. Once the document is protected it can NO longer be edited unless you unprotect the form.

8. Click OK.

9. Test the form by pressing the tab key to be certain the cursor only goes where you want text entry.

Unprotect the Document

1. From the Developer Tab click the Protect Document icon and then click Restrict Formatting and Editing.

2. In the Protect Document task pane click on Stop Protection.

3. You will be asked to enter your password.

4. The document may now be edited.

Save as a Template

It is a good idea to protect and save the newly created form as a template.

1. Be sure the form is protected before proceeding.

2. Click on the Office Button and choose Save As.

3. At the submenu choose Document Template.

4. At the Save As window, choose the location for your template and then name the file.

5. Click Save.

6. Notice that Template documents have a yellow band at the top, where as a regular document has the top right corner “dog eared”

(Regular DocumentTemplate)

Working with a Template vs a Document

Making corrections on the original template:

To edit the template, right click on the template and choose Open.

You should see the name of the template on the title bar.

Filling in Information:

To use the template, double click to open it.

You should see the word “Document” with number beside it on the title bar.

Lourdes Day Page 15/7/08

Appendix

First

Last

Middle

Address

City

St

Zip

DOB

School

Teacher

GR

ID

Parent

Mary

Smith

June

22 Dove Road

Orlando

FL

11111

1/15/94

Murphy Middle

Ms. Kate

8

123111

Mr. And Mrs. Jones

John

Jones

Troy

11Turkey Lane

Lakeland

FL

22222

10/12/91

Brick El

Mrs. Hat

11

123222

Mr. And Mrs. Smith

Denise

Troy

Julie

44 Vine Lane

Houston

TX

33333

11/15/97

Hoover El

Mr. Greg

5

123444

Mr. Brown

Mickey

Williams

Tom

33 Garden Drive

Atlanta

GA

44444

2/25/97

Kennedy El

Ms. Fred

5

123555

Mr. And Mrs. Gray

Don

Phillips

Mike

55 Derby Lane

Detroit

MI

55555

3/15/93

Franklin HS

Mr. Lopez

9

123666

Mrs. Phillips

Data Sample for Class

Observation Form

Name:

Date:

First

Last

Middle

School:

Teacher:

Grade:

ID:

Medication:

Dosage:

Grades Repeated: K|_| 1|_| 2|_| 3|_| 4|_| 5|_|

Test Data

Intellectual Evaluation

Name of Test

Dates Given

Scores

Process Deficits

Academic Deficits

Visual

Reading

Auditory

Math

Memory

Written Language

Language

Oral Language

Most Recent Nine Weeks

Assignment History

Subject

Grade

School Year

Grade

School

Absences

Reading

Writing/English

Spelling

Math

Social Studies

Science/Health

Handwriting

P.E.

Comments:

Skills Check – Table Samples

Week 1

Week 2

Week 3

Week 4

Week 5

cat

hop

pin

can

pot

pat

cop

win

pan

hot

sat

drop

fin

fan

cot

A. Cat

An animal that can fly

B. Dog

An animal that chases mice

C. Bird

An animal that is known as man’s best friend

Name

Date

School

Grade

Year

Grade

School

Monday

English

P 59. Capitalizations

Math

Science

Social Studies

Tuesday

English

Math

Science

Social Studies

Name

Gr

Teacher

Phone

Daisy Duck

2

Mr. Smith

123-4678

Goofy Dog

2

Mr. Jones

123-9876

Mickey Mouse

3

Mrs. Lions

345-9876

Your Name

3

Mrs. Day

111-1111

Skills Check Data

1. Create the database

2. Merge to make labels