summer 2008colby college its office 2003 to 2007 making the move
TRANSCRIPT
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Summer 2008 Colby College ITS
Office 2003 to 2007Making the Move
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Summer 2008 Colby College ITS
Tutorial Objectives
Topics
• Office 2007 Overview• Design• Ribbon• SmartArt• File Versions
• Excel Overview• PowerPoint Overview• Word Overview
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Summer 2008 Colby College ITS
Office 2007 Overview
- The Design- The Ribbon- SmartArt- File Versions
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Design Objective
• Add Simplicity– Easy to find commands
– Showing only the commands you use
– Organizing commands by task
• Establish Groups– Commands within a larger task
• Keep Familiar Functions– Still there
– Location has sometimes changed
• Deliver More Secure File Sharing
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Design Results (1)
• Ribbon– Command Tabs– Command Groups– Contextual Tools– Dialog Box Launchers– Galleries– New File Menu– Quick Access Toolbar– New View Controls
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Design Results (2)• Smart Art
– Converts textual data to graphics
• Keyboard Shortcuts– All old CTRL and function shortcuts remain– New shortcut keys start with ALT– You can turn on 2003 ALT shortcut keys
• File Formats– XMLS based
• Version Compatibility– Conversion utilities
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Summer 2008 Colby College ITS
Office 2007 Overview
- The Design- The Ribbon- SmartArt- File Versions
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Which Programs Use The Ribbon
• Office Excel 2007
• Office PowerPoint 2007
• Office Word 2007
• Office Outlook 2007– In open items such as– Mail, Contacts, and Appointments
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Summer 2008 Colby College ITS
The Ribbon
• What it does– Groups work (activities) by task rather than
function
• What is different– You can find information by what you want
to do (tabs) rather than by what classification a programmer put it under
• How this helps you– More intuitive, easier to learn
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Summer 2008 Colby College ITS
What is on the Ribbon?
1. Command Tabs• Seven basic tabs, each representing an activity area
2. Command Groups• Specific actions related to the activity
3. Commands• Buttons, dialog boxes or menus
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Summer 2008 Colby College ITS
Two New Features
• The Microsoft Office Button– Replaces File menu– Basic commands to open, save, and print
• The Quick Access Toolbar– Contains much-used commands– By default: Save, Undo, and Repeat
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Summer 2008 Colby College ITS
Dialog Launchers
• Lose a command?• Probably in a dialog box• Click the launcher arrow
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Summer 2008 Colby College ITS
Contextual Commands
• Some tabs only appear when a specific type of object is selected
• Select a picture• The image editing tab appears
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Summer 2008 Colby College ITS
Mini Toolbar
• Small formatting toolbar• Appears when you right-click something that
can be formatted• Saves several steps when you want to
perform simple formatting
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Summer 2008 Colby College ITS
Quick Access Toolbar
• Holds actions you use all the time (copy, paste, etc)
• To add a command – Right-click on it – Select “Add to Quick Access Toolbar”
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Summer 2008 Colby College ITS
Hiding the Groups for More Room
• When you need more room to just “write”• Double Click the active tab• To redisplay the groups, double click the
active tab again
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Summer 2008 Colby College ITS
Zoom
• Click the percent number to the left of the slider to open the Zoom dialog box
• If your mouse has a wheel– Hold down the CTRL key– Rotate wheel forward to zoom in, backward to
zoom out
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Summer 2008 Colby College ITS
Behind the Scenes
• Microsoft Office Button > Word Options• Options, security and settings are now all
under Word Options
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Summer 2008 Colby College ITS
Office 2007 Overview
- The Design- The Ribbon- SmartArt- File Versions
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Summer 2008 Colby College ITS
Smart Art
• Only available in Office 2007– Word– Excel– Outlook– PowerPoint
• Special Capabilities
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Types of Smart Art• List
• Process
• Cycle
• Hierarchy
• Relationship
• Matrix
• Pyramid
Summer 2008 Colby College ITS
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Creating Smart Art• Illustration Group > Insert SmartArt.
• Click the type and layout that you want • Enter text by:
– Click in a shape in your SmartArt graphic, and then type your text.
– Click [Text] in the Text pane, and then type or paste your text.
– Copy text from another program, click [Text], and then paste into the Text pane.
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The Smart Art Dialog Box
• Click type at left
• Then click layout in cnter
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Changing Smart Art Colors
• Click your SmartArt graphic
• Design Tab > SmartArt Tools
• SmartArt Styles > Change Colors.
• Click the color variation you want
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In PowerPoint Only (1)
• If you already have text on a slide, you can convert it to Smart Art
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In PowerPoint Only (2)
• Click text box that contains the text on the slide that you want to convert
• Paragraph Group > Home Tab > Convert to SmartArt Graphic
• Select layout
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In PowerPoint Only (3)
• Tip– If you want both a slide with the text and
another slide with the SmartArt graphic created from that same text create a copy of the slide before you convert it
– If you have not closed your presentation, you can reverse the conversion by clicking Undo on the Quick Access Toolbar
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Sharing a Smart Art Graphic (1)
• Automatically saved inside the document
• If you want to embed in another document version or program that does support Smart Art– Save as another file type
or– Save the graphic separately
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Sharing a Smart Art Graphic (2)
Saving as an Earlier Version– Select all shapes in the graphic– Home Tab > Clipboard Group > Cut – Home Tab > Clipboard Group > Paste Special– Save > Microsoft Office Graphic Object– Click OK– Click the SmartArt graphic border
• Press DELETE to delete the border
• Microsoft Office Button > Save As– Click the earlier version file format
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Sharing a Smart Art Graphic (2)
Saving as a Separate Graphics File• Click the slide that contains graphic• Home Tab > Clipboard > Copy • Home Tab > Clipboard > Paste Special• Select the graphics file format you want • To work with your file in another program
– Insert it as an object
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Converting Older Diagrams (1)• Excel diagrams to…
– SmartArt graphics or Individual shapes or Leave it as is– To change a diagram's individual pieces from an earlier
version of Microsoft Office, you must convert the diagram
• PowerPoint– SmartArt graphics or Individual shapes or Leave it as is– To change a diagram's individual pieces from an earlier
version of Microsoft Office, you must convert the diagram
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Converting Older Diagrams (2)
• Word diagrams to…• SmartArt graphics• NOT to individual shapes• You CANNOT convert a single diagram
– Convert one = Convert entire document
• To change a diagram's individual pieces that were created in an earlier version– You must convert the diagram
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Summer 2008 Colby College ITS
Office 2007 Overview
- The Design- The Ribbon- SmartArt- File Versions
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Summer 2008 Colby College ITS
New File Format
• Now based on XML
• Makes documents safer– Separates files that contain scripts or
macros– Easier to identify and block unwanted code
• Reduces file sizes
• Makes documents less vulnerable
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Summer 2008 Colby College ITS
Older Version Documents
• Office will open older documents in compatibility mode
• Compatibility Mode will appear next to the name of the file.
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Summer 2008 Colby College ITS
Compatibility Mode
• Has fewer options and actions• Stay in Compatibility if you will be sharing
your files with other people who may not have Office 2007
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Summer 2008 Colby College ITS
Converting Older Files
• Microsoft Office Button > Convert• More options and actions now available
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Summer 2008 Colby College ITS
Sharing Files (1)
• To open a 2007 file in an older version• Conversion dialog will appear• Once converted it will look MOSTLY the same
– New features will NOT display
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Summer 2008 Colby College ITS
Sharing Files (2)
• Microsoft Office Button > Save As• An older version document• Any new features will be lost
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Summer 2008 Colby College ITS
Getting Ready to Print
• Page Layout > Page Setup• Contains Size (8.5 x 11, A4, and so on),
Orientation (landscape and portrait), and Margins
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Summer 2008 Colby College ITS
Printing
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Summer 2008 Colby College ITS
Excel 2007 - New Features
Run the Demo!Organizing Data with Tables
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Introducing Galleries(1)
• Directly apply formatting by selecting an appearance you want from a gallery
• Three types– Drop-down– Grid layout – Embedded
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Drop Down Gallery
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Introducing Galleries (2)
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Grid Layout Gallery
Embedded Gallery
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More Colors
• In 2007, you can have as many different colors in a workbook as you like
• You can assign a design theme to a workbook– Offers you color choices that are part of a
complementary whole– Not just a dialog box with no guidance
about which colors to choose
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Conditional Formatting (1)
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Conditional Formatting (2)
• Prior to Excel 2007– Up to three conditions– Define a format for each
• In Excel 2007– As many rules as you like– Apply several rules to a single data value– Choose to stop evaluating rules after a
particular rule has been applied– Change the order in which the rules are
evaluated
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More Professional Looking Charts
• Charts summarize data visually• Excel 2007
– Creates attractive and informative charts quickly– Special tabs on the ribbon
just for charts• Select type of chart• Formatting• Layout
– Takes advantage of new graphic and drawing capabilities
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Sample Excel 2007 Chart
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Headers and Footers in Excel
Summer 2008 Colby College ITS
• View > Page Layout • Click "Click to add header" • Header & Footer Tools and Design tabs
appear at the top of the Ribbon
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Printing
• Page Layout tab• Adjust worksheet in “Page Layout” before
printing– Page Setup, Orientation, Size
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New Workbook Window
Summer 2008 Colby College ITS
• Microsoft Office Button > New• Select new blank workbook or template.• On left are template categories installed with Excel 2007• Click Featured under Microsoft Office Online for links
to demos and training
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Summer 2008 Colby College ITS
Excel 2007 – Walk Through
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Opening Your File
• Microsoft Office Button > Openor
• Excel Options at the bottom of the menu– Used to set program options
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Setting Options
• In previous versions options were set under the “Tools” menu
• In 2007, options are accessed through the “Excel Options” button – for example, in Excel– Turn R1C1 off– Show the formula bar
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Inserting a Column
• Click on the column to the left of where you want your new column
• Home > Cells > Insert• Click Insert Sheet
Columns
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Format and Edit Data (1)
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• The Usual Suspects– Home > Font > Bold (or) Font Color (or) Size
– Home > Alignment > Center
– Home > Clipboard > Copy and Paste
• Multiple duplicate entries
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Enter a Formula
1. Home > Sum
2. Formula result.
For more advanced formulae, the Formulas tab has more options
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Summer 2008 Colby College ITS
PowerPoint 2007 – What’s New
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Themes
1. Title and Subtitle placeholders
2. Text placeholder selected
3. Content placeholder used for both body text and slide content such as clip art, SmartArt graphics, tables, shapes, pictures, and charts
4. Header and footer placeholders
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Themes and Quick Styles
• Simplify creation• Select a theme
– Background, text, graphics, charts, and tables all change to reflect the theme
• Can apply the same theme to Word or Excel 2007 document
• Quick Style galleries change to adapt to that particular theme
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Custom Layouts
• Now can create custom layouts– Contain as many placeholders as you want– Elements such as charts, tables, movies,
pictures, etc.– Save them for future use.
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Placeholders
• Were always there
• But not editable so we didn’t recognize them
• Now we canedit them, create customlayouts
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Available Objects in a Layout
Summer 2008 Colby College ITS
Standard layouts
Click here to see an online demo of custom layouts
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Improved Effects
• Add effects like shadow, reflection, glow, soft edges, warp, bevel, and 3-D rotation
• You no longer have to hire a designer to create these effects for you
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New Export Formats
• Portable Document Format (PDF) – Fixed-layout electronic file format that
preserves document formatting and enables file sharing
• XML Paper Specification (XPS) – Electronic file format that preserves
document formatting and enables file sharing
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Security Features
• Prevent Changes– Mark as Final command
• Add a Digital Signature
• Enhanced program recovery
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Summer 2008 Colby College ITS
PowerPoint 2007 – Walkthrough
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Views
• Normal view
• Slide Sorter view
• Notes Page view
• Slide Show view
• Master views:– Slide– Handout– Notes
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Normal View
1. Outline tabTo print a hard copy of an outline of your presentation, Print > Outline view
2. Slides tabThumbnails make it easy for you to navigate see effects of any design changes.
3. Slide paneDisplays a large slide view
4. Notes paneType notes here
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Slide Sorter View
• Provides you with a view of your slides in thumbnail form
• Makes it easy to sort and organize the sequence of your slides
• Helps to prepare your presentation for printing
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Masters View
• Includes:– Slide
– Handout
– Notes view
• Store information about the presentation, including– Background, color, fonts, effects, placeholder sizes
and positions
• Key benefit– Ability to make universal style changes to every slide,
notes page, or handout
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Start a New Presentation
• Microsoft Office Button > New• Choose an option
(only a fragment of which is shown here)
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Choose a Theme
• Click Design tab• Select a thumbnail (this one is Flow)• Preview appears on the slide• Click More arrow for a full theme gallery
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Customizing the Theme
• Click Design tab• Colors, Fonts, and Effects• Background Styles
– Point to thumbnail for preview
• To apply your own background– Click Format Background
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Add Slides, Choose Layouts
• Home > New Slide• Select a layout thumbnail
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Insert a Picture (1)
1. Insert Picture from File iconor
2. Insert tab > Picture
3. The picture is positioned inside border
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Insert a Picture (2)
4. Select the picture
5. Picture Tools > Format
6. Use buttons and options there to work with the picture
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Insert a Text Caption Box
• Insert > Text Box > Format• Styles for text boxes and other shape• Shapes Gallery
– Point to any style to show preview
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Insert an Organization Chart
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• Click SmartArt Org Chart Icon
1.Org charts adopts them from slides
2.Type in pane next to chart
3.Text maps to chart shapes
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Printing the Presentation
1. Office button > Print > Print Preview
2. To change program-wide settings– Click PowerPoint Options.
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Word 2007 – What’s New
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Managing Research Sources (1)
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Managing Research Sources (2)
• Stores a master list of the sources
• To quote a source, insert a citation– Word 2007 keeps record of cited resources
• Preview shows you:– Citation example
(In this case - MLA format)– Bibliography example
(In this case – MLA format)
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Managing Research Resources (3)
• You write a paper in MLA style
• You need an article in APA style
• Simply choose another style and Word 2007 will reformat the paper’s citations and bibliography for you
• Will also store a master list of sources for you
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Equation Writing
• Easily insert professionally formatted formulas and equations
• Create your own equations based on common math structures
• Save it so you don’t have to retype it
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Publishing Formats
• First time you need to install a free add-in
• Link to add-in is available when you click Save As
• After installation, choose PDF when you use the Save As command
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Word 2007 - Walkthrough
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Under the Microsoft Office Button
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Bullets, Numbers and More
• Remember to click to dialog arrow for more options
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Styles
• Home > Styles1. Quick Styles are ready-made styles, quick and easy
to apply2. Click this button to see several more ready to use
Quick Styles3. Click the Dialog Box Launcher to open the Styles
pane
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Format Painter
• Duplicates formatting from one section of text to another
• Place the cursor on source formatting• Click the Format Painter button• Select the target text• Click again or ESC to turn it off
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Spelling and Grammar
• Review > Proofing
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Inserting…
• Used to insert pictures, clip art, charts, or shapes
• Tab also contains Tables, Hyperlinks Page Numbers, Text Boxes, and WordArt
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Working with Tables (1)
• To clear contents– Select the table, press DELETE
• To remove a table from page– Select the table, press BACKSPACE
• To add a row at end of a table– Click in the last cell, press TAB
• To insert a tab character in a table cell– Click in the cell, press CTRL+TAB.
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Working with Tables (2)• To number rows, select column
– Home Tab > Paragraph Group– Click Numbering
• To number columns, select the top row– Home Tab > Paragraph Group– Click Numbering
• To insert a blank line before a table– Click before any text in the upper-left cell– Press ENTER
• To move a table row and its contents– Select the row– Press either
ALT+SHIFT+UP ARROWALT+SHIFT+DOWN ARROW.
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Building Blocks
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Building Blocks
• Some building blocks are available from the Ribbon
• Others are available only from the Building Blocks Organizer
• To insert a building block– Select it in the Building Blocks Organizer – Click Insert– Customize placeholders with your own text
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Starting Mail Merge
• Mailings tab > Start Mail Merge
• Select Type of Mailing
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Mail Merge – Recipients
• Mailings tab > Select Recipients• Select source or Type new List• Fill appropriate fields.
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Mail Merge – Merge Fields
• Mailings tab > Insert Merge fields
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• Mailings tab > Preview Results