INTRODUCTORY MICROSOFT WORD Lesson 8 Increasing Efficiency Using Word

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INTRODUCTORY MICROSOFT WORDLesson 8 Increasing
Efficiency Using Word
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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 others 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.

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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.