introductory microsoft word lesson 8 – increasing efficiency using word

1 Pasewark & Pasewark

Microsoft Office XP:Introductory Course

INTRODUCTORY MICROSOFT WORDLesson 8 – Increasing Efficiency Using

Word

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Microsoft Office XP: Introductory Course Pasewark & Pasewark

Objectives

Create and use templates and wizards. Insert, view, and edit comments. Track changes. Compare and merge documents. Create and print envelopes and labels. Use mail merge.

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Objectives

Save a document as a Web page and apply a theme.

Create a Web site with the Web Page Wizard.

Insert a hyperlink in a document. Use Paste Special.

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Terms Used in This Lesson

Data source Hyperlink Mail merge Main document Paste special

Template Track changes Web Page Web site Wizard

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Using Templates

Template – a file that already contains the basic elements of a document such as page and paragraph formatting, fonts, and text.

To open an existing template, choose New on the File menu. Click General Templates in the New from template section. The Templates dialog box appears.

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Templates Dialog Box

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Using Wizards

Wizard – similar to a template, but asks questions and creates a document based on the answers.

To start a wizard, choose New from the File menu. In the New Documents task pane, click General Templates. In the Templates dialog box, click an appropriate tab and click a document wizard. The wizard dialog box appears.

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Workgroup Collaboration

Workgroup collaboration – the process of working together in teams, sharing comments, and exchanging ideas for a common purpose.

Team members can review each other’s work, comment on it, and suggest changes directly in the Word document.

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Inserting and Viewing Comments

Comment balloon – text box connected to selected text by a dashed line. Document needs to be in Print Layout or Web Layout view.

Select the text, then choose Comment on the Insert menu or click the New Comment button on the Reviewing toolbar.

In Normal view, comments are only displayed in the Reviewing Pane.

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Track Changes

Track Changes – keeps a record of any changes that have been made in a document.

Choose Track Changes on the Tools menu or click the Track Changes button on the Reviewing toolbar.

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Compare and Merge Documents

Compare and Merge – merges comments and changes from several documents into one document for easy review.

Choose Compare and Merge Documents on the Tools menu. The Compare and Merge dialog box appears.

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Compare and Merge Dialog Box

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Creating and Printing Envelopes

Choose Letters and Mailings on the Tools menu and Envelopes and Labels on the sub-menu. The Envelopes and Labels dialog box appears. Select the Envelopes tab.

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Envelopes and Labels Dialog Box

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Creating and Printing Labels

Choose Letters and Mailings from the Tools menu, and Envelopes and Labels on the submenu. The Envelopes and Labels dialog box appears. Select the Labels tab.

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Labels Dialog Box

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Using Mail Merge

Mail Merge – combining a document with information that personalizes it.

Main Document – document with information that does not change.

Data Source – file that contains information that will vary with each document.

Choose Letters and Mailings on the Tools menu and Mail Merge Wizard on the submenu. The Mail Merge task pane appears.

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Creating a Web Page

Web Page – document created with the programming language HTML so it can be viewed by a Web browser.

To convert a Word document to a Web page, choose Save as Web Page on the File menu.

To preview the document in your browser, choose Web Page Preview on the File menu.

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Adding a Theme

Theme – preformatted design that will change the color scheme, font, and formatting of text without changing the content.

Choose Theme on the Format menu and the Theme dialog box appears.

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Format Theme Dialog Box

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Adding Text Animation

Text Animation – calls attention to a block of text by creating movement with the text.

Select the text and choose Font on the Format menu. Click the Text Effects tab.

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Using the Web Page Wizard

A single Web page or a whole Web site can be created with the Web Page Wizard.

Web site – collection of related Web pages connected by hyperlinks.

Hyperlinks – underlined and colored text you click to go to a different location in the document or to an external location such as a different Web page.

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Using the Web Page Wizard

Choose New on the File menu. In the New Document task pane, click General Templates. Click the Web Pages tab, and then the Web Page Wizard icon.

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Send a Word Document via E-mail

Two ways to send a document by e-mail with Word:– E-mail copy of document directly from Word. Click

the E-mail button on the Standard toolbar.– E-mail document as an attachment. Choose Send

To on the File menu.

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Inserting a Hyperlink

Select the text you want to make a hyperlink. Choose Hyperlink on the Insert menu. The Insert Hyperlink dialog box appears.

See Figure 8-21 in student book,

Insert Hyperlink dialog box

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Insert Hyperlink Dialog Box

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Paste Special

Paste Special – connects data within Word or between Word and other Office programs. Information that is changed in one document will be automatically updated in the other.

Choose Paste Special from the Edit menu and the Paste Special dialog box appears.

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Edit Paste Special Dialog Box

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Summary

Templates save the format, font choices, and text of commonly produced documents.

Wizards ask questions and create documents based on the answers.

When working in a group, it is easy to suggest changes to a document by inserting comments.

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Summary

Use Compare and Merge to merge various documents into one document for easy review.

Envelopes and labels can be created quickly by choosing the Envelopes and Labels command on the Tools menu.

Mail merge inserts changing information into a standard document.

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Summary

The Save as Web Page command saves a Word document as a Web Page.

The Web Page Wizard helps you to create a Web page or a Web site.

A document can be e-mailed either as an attachment or directly from Word.

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Summary

Hyperlinks link a Word document to a Web page or another file.

Paste Special allows you to move information from one document to another. Information that is changed in one document will automatically be updated in the other.