ESSENTIALS BEYOND THE ESSENTIALS

Integrated Computer Applications 5e

© 2009 South-Western / Cengage Learning

BUSINESS DOCUMENTS WITH WORD

Module 1

1. Block Letters

2. Memos

3. Multiple-Page Documents

4. Tables

5. Unbound Reports with Track Changes

6. Leftbound Reports with Cover Pages

7. Documents with Graphics

8. Reports with Sections

9. Reports with Citations

10.Customize Document Themes

11.Merge Documents

Module 1 Business Documents with Word 2

Businesses and organizations use Microsoft Word to create and format a variety of business documents

You can create documents from scratch or by using one of Word’s templates

Word comes with many tools for formatting and enhancing the appearance of documents

Module 1 Overview

Module 1 Business Documents with Word 3

OBJECTIVES

BLOCK LETTERSLesson 1

Create business letters using block format Review and apply Word commands Develop job knowledge and skills

Module 1 Business Documents with Word 4

Block Letter Format

Lesson 1

Complimentaryclose

Salutation

Writer’s nameand title

Letter address

2″

Reference initials

Date

Use open punctuation with block letters: no colon after salutation or comma after complimentary close.

Module 1 Business Documents with Word 5

OBJECTIVES

MEMOSLesson 2

Create memos Use a memo template Save Quick Parts Learn and apply Word commands

Module 1 Business Documents with Word 6

Memo Format

Lesson 2

Distribution list

Body spacing is 1.15 lines by default

Reference initials

For heading, tap ENTER after each line

Module 1 Business Documents with Word 7

Quick PartsUse Quick Parts

to insert content quickly and easily Save any

selection to Quick Part gallery

Click Insert/Quick Parts and select from gallery

Lesson 2

Use the Building Blocks Organizer to delete or edit a Quick Part.

Module 1 Business Documents with Word 8

OBJECTIVES

MULTIPLE-PAGE DOCUMENTS

Lesson 3

Create multiple-page letters Create multiple-page memos Create second-page headers Learn and apply Word commands

Module 1 Business Documents with Word 9

Second-Page HeadingsAll pages after the

first should have a second-page header Header should

contain name of recipient, page number, and date

Header should be presented on three lines and positioned at left margin

Lesson 3

If the document’s letterhead is stored in the header on the first page, you must create different headers for the first and second pages of the document.

Module 1 Business Documents with Word 10

OBJECTIVES

TABLESLesson 4

Create and format tables Use table tools for design and layout Learn and apply Word commands

Module 1 Business Documents with Word 11

Use Insert/Tables/Table and drag over the desired columns and rows

Tables consist of columns and rows; cells are points where columns and rows intersect

Insert Tables

Lesson 4

A1 B1 C1

A2 B2 C2

A3 B3 C3

Row

Column

Cell

Module 1 Business Documents with Word 12

Change Table LayoutUse tools on the

Table Tools Layout tab to: Insert new rows

and columns Merge and split

cells Adjust column

widths using AutoFit

Adjust alignment or row height

Lesson 4

Module 1 Business Documents with Word 13

Change Table DesignApply a table

style to improve table appearance

Select different table style options to adjust table stylesTable Tools Design/Table Style Options

Lesson 4

Module 1 Business Documents with Word 14

OBJECTIVES

UNBOUND REPORTS WITH TRACK CHANGES

Lesson 5

Format unbound reports Apply document themes and styles Work with comments and tracked changes Learn and apply Word commands

Module 1 Business Documents with Word 15

Unbound Report Format

Lesson 5

Title style

Subtitle style

Heading 1 style

Heading 2 style

Module 1 Business Documents with Word 16

Document themes consist ofcoordinated colors, heading andbody fonts, and effects All Office 2007 applications offer

same themesPreformatted styles from Styles

gallery make formatting easy

Document Themes and Styles

Lesson 5

Module 1 Business Documents with Word 17

Comments and Track ChangesUse tools in the

Comments group to insert, delete, and navigate comments

Select Track Changes to turn on tracking

Use tools in Changes group to accept or reject changes

Lesson 5

Off On

Module 1 Business Documents with Word 18

OBJECTIVES

LEFTBOUND REPORTS WITH COVER PAGES

Lesson 6

Format leftbound reports Create cover pages Learn and apply Word commands

Module 1 Business Documents with Word 19

Leftbound Report FormatBound at left

edgeRequires

additional spacing at the left margin for binding

Title is about 2″ from top of page

Lesson 6

Module 1 Business Documents with Word 20

Cover PagesSelect a cover

page from Cover Page gallery

Customize with company name, title, subtitle, and date

Use section breaks to number parts of report with different styles

Lesson 6

Module 1 Business Documents with Word 21

OBJECTIVES

DOCUMENTS WITH GRAPHICS

Lesson 7

Format documents with pictures, shapes, SmartArt, drop caps, clip art, and WordArt

Format documents with equal-size columns Learn and apply Word commands Develop job knowledge and skills

Module 1 Business Documents with Word 22

SmartArt is new in Office 2007Select a SmartArt graphic layout

and key text to create the graphic

SmartArt Graphics

Lesson 7

Module 1 Business Documents with Word 23

PicturesAdd pictures to a

document from clip art or from a file Use any content

placeholder or Insert tab to insert clip art or picture from file

Use tools on Picture Tools Format tab to modify picture

Lesson 7

Module 1 Business Documents with Word 24

Other Graphic OptionsUse WordArt to

emphasize a heading

Add a drop cap to a paragraph

Set text in equal-width columns

Insert a text box to display a pull quote

Lesson 7

Module 1 Business Documents with Word 25

OBJECTIVES

REPORTS WITH SECTIONS

Lesson 8

Format reports with sections and a table of contents

Update a table of contents Paste an Excel chart in a report Learn and apply Word commands Develop job knowledge and skill

Module 1 Business Documents with Word 26

Report SectionsReports may

have the following sections: Cover page Preliminary pages

(such as table of contents)

Body of the report

Lesson 8

Module 1 Business Documents with Word 27

Table of ContentsGenerate a TOC

automatically by using heading styles

Select desired TOC format from Table of Contents gallery

Lesson 8

Module 1 Business Documents with Word 28

After pasting a copied chart, click Paste Options button to verify the link option

Link an Excel Chart

Lesson 8

Click Keep Source Formatting to maintain original theme formats; click Use Destination Theme to apply formats of destination document.

Module 1 Business Documents with Word 29

OBJECTIVES

REPORTS WITH CITATIONS

Lesson 9

Format reports with citations Format reports with bibliography Learn and apply Word commands Develop job knowledge and skills

Module 1 Business Documents with Word 30

Select citation style in Citations & Bibliography group

Click Insert Citation and chooseto add a new source

Complete Create Source dialog box to insert citation at insertion point

Create and Insert a Citation

Lesson 9

Click Show All Bibliography Fields checkbox to see additional fields for bibliography information.

Module 1 Business Documents with Word 31

Create BibliographyPosition insertion

point where bibliography will be inserted

Select Bibliography style

Apply Title style to heading if desired

Lesson 9

Use Add Text command to add bibliography title to a table of contents.

Module 1 Business Documents with Word 32

OBJECTIVES

CUSTOMIZE DOCUMENT THEMES

Lesson 10

Create custom themes Apply customized document themes Learn and apply Word commands Develop job knowledge and skills

Module 1 Business Documents with Word 33

Create New Theme ColorsUse Create New

Theme Colors to change theme colors

Save new color scheme to use in any Office 2007 program

Lesson 10

Module 1 Business Documents with Word 34

Save a New ThemeFirst customize

theme colors, create new theme fonts, and select effects

Select Save Current Theme to make theme available in all Office 2007 programs

Lesson 10

Module 1 Business Documents with Word 35

OBJECTIVES

MERGE DOCUMENTSLesson 11

Merge form letters Learn and apply Word commands

Module 1 Business Documents with Word 36

Use a data source and a main document to create merged documents

Mail Merge Documents

Lesson 11

Module 1 Business Documents with Word 37

Create Merged Letters

Lesson 11

Step 1: Select document type

Step 2: Select starting document

Step 3: Select recipients

Module 1 Business Documents with Word 38

Create Merged Letters, cont.

Lesson 11

Step 4: Write the letter

Select fields from Mailings tab or Mail Merge Wizard task pane

Module 1 Business Documents with Word 39

Create Merged Letters, cont.

Lesson 11

Step 5: Preview the letters

Step 6: Complete the merge