Word Lesson 8 Increasing Efficiency Using Word

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Word Lesson 8Increasing Efficiency Using Word

• Microsoft Office 2007 Introductory

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Objectives

• Use and create templates.
• Use mail merge.
• Create and print envelopes and labels.
• Understand workgroup collaboration.
• Insert, view, edit, and print comments.

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Objectives (continued)

• Track changes.
• Accept and reject changes and delete comments.
• Combine different versions of a document.
• Customize Word.

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Vocabulary

• Data source
• Mail merge
• Main document
• Merge field

• Template
• Track Changes
• Workgroup collaboration

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Using Templates

• A template is a file that already contains the
  basic elements of a document, such as page and
  paragraph formatting, fonts, and text.
• You can customize the template to create a new
  document that is similar to the original.
• Word contains many templates you can use to
  create documents. Some are installed on your
  computer, and others are available on the
  Microsoft Office Online Web site. To use an
  installed Word template, click the Office Button,
  and then click New.

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Using Templates (continued)

• To create a template, you need to save the
  document as a template. Click the Office Button,
  point to Save As, and then click Word Template.
• To create a new document based on your template,
  open the New Document dialog box. In the list on
  the left, under Template, click New from
  existing. The New from Existing Document dialog
  box opens.
• After you make changes to this document, you can
  save the document as you normally would.

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Using Mail Merge

• Mail merge combines a document with information
  that personalizes it. For example, you might send
  a letter where in every letter, the text is the
  same but the names of the recipients are
  different.
• The document with the information that does not
  change is called the main document.
• The data source is the file containing the
  information that varies in each document.
• Merge fields are placeholders that are replaced
  with data from the data source when you perform
  the merge.

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Creating and Printing Envelopes

• Addressing envelopes is easy using Word. Click
  the Mailings tab on the Ribbon. In the Create
  group, click the Envelopes button to open the
  Envelopes and Labels dialog box with the
  Envelopes tab on top.
• To print the envelope, insert an envelope in your
  printer, click Print, and then click OK in the
  Print dialog box.
• To see the envelope layout before you print,
  click Add to Document. The envelope appears at
  the top of the current document.

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Creating and Printing Labels

• Creating labels is similar to creating envelopes.
  On the Mailings tab, click the Labels button in
  the Create group. The Envelopes and Labels dialog
  box opens with the Labels tab on top.
• Type the address you want to appear on the
  labels. The default is to print a full page of
  the same label. If you want to print just one
  label, in the Print section, click the Single
  label option button.
• To print the labels, insert a sheet of labels in
  your printer, click Print, and then click OK in
  the Print dialog box.
• To see the layout of the labels before you print,
  click New Document. A new document opens with the
  labels.

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Collaborating with a Workgroup Using Comments and
Tracked Changes

• The process of working together in teams, sharing
  comments, and exchanging ideas for a common
  purpose is called workgroup collaboration.
• The team meets to review each others work,
  comment on it, and suggest changes.
• When you make certain changes to a document, Word
  identifies the changes with the user name.
• To change the user name that appears for these
  changes, you need to open the Word Options dialog
  box. Click the Office Button, and then click Word
  Options at the bottom of the Office menu.

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Collaborating with a Workgroup Using Comments and
Tracked Changes (continued)

• One way to collaborate is to send a document out
  for review. Each person can insert comments in
  the document.
• To insert a comment, either position the pointer
  or select the text you are referencing. On the
  Ribbon, click the Review tab, then in the
  Comments group, click the New Comment button.
• A tool called Track Changes keeps a record of any
  changes you or a reviewer makes in a document. If
  you turn this feature on, any changes made are
  marked in the document.
• To turn on the Track Changes feature, click the
  Review tab on the Ribbon, and then, in the
  Tracking group, click the Track Changes button.

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Collaborating with a Workgroup Using Comments and
Tracked Changes (continued)

• Now that the changes have been made to the
  document, you have an opportunity to either
  accept or reject them.
• To accept or reject a change in the document,
  click the text that has been changed to select
  it, and then click the Accept or Reject button in
  the Changes group on the Review tab.

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Combine Different Versions of a Document

• The Compare and Combine commands are useful ways
  to see differences between documents. Using this
  command, you can merge the teams comments and
  changes into one document for easy review.
• To combine documents, click the Review tab on the
  Ribbon. In the Compare group, click the Compare
  button. On the menu that opens, click Combine.
  The Combine Documents dialog box opens.
• Look over the combined document carefully to make
  sure the results are what you expect.

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Customizing Word

• You can customize many Word features by using the
  Word Options dialog box.
• Select Popular to display the most common options
  for customizing Word.
• Select Display to show how the document looks
  onscreen and in print.
• Select Proofing to affect the spelling and
  grammar checker.
• Select Save to change default save locations and
  behaviors.
• Select Advanced to show categories of advanced
  options.
• You can also customize the Quick Access Toolbar.
  Click Customize in the list on the left of the
  Word Options dialog box. The dialog box changes
  to allow you to adjust the commands.

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Summary

• Templates allow you to save the format, font
  choices, and text of commonly produced documents.
• You can use installed templates, templates
  available on Microsoft Office Online, or you can
  create your own.
• Mail merge lets you insert changing information
  into a standard document.
• You can quickly create envelopes and labels in
  Word.
• When working in a group, suggesting changes to a
  document is easily done by inserting comments,
  which are labeled with the person's name and the
  date and time the comment was made.

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Summary (continued)

• Changes made by each person can be identified and
  labeled by using the Track Changes feature.
• You can accept or reject tracked changes and
  delete comments.
• You can print a document with tracked changes and
  comments, or you can print the document without
  the comments and as if all the tracked changes
  were accepted.
• You can combine documents with comments and
  changes into one document for easy review.
• You can customize Word by changing the options in
  the Word Options dialog box.