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MS Word Advanced The English Center (Biznet) , MS Word Advanced Student book The English Center 1 Course Obiectives After completing this course, you will be able to: · Merge documents. · Sort items in documents. · Use bookmarks and fields. · Use macros to automate documents. · Use and create templates to automate document creation. · Use and create printed and online forms. After completing the course, you will be able to create a document like this: Lesson: Merging Documents Specifying a Main Document: You can use the merge feature to create form letters, customized reports, and envelopes and labels. Performing a mail merge requires three steps: 1. Create the letter or form, known as the main document (or primary file), to which you will later add the variable information. 2. Create a list of information, known as the data source (or secondary file) that will be entered into the letter or form. 3. Merge the two documents, creating a new document or set of documents that contains the text of the main document and the items from the data source file. Term Description Main document Contains the standard parts of the merg.ed document, such as the basic pads of the letter without the actual names or addresses. Also known as the primary file. Data source Contains the variable information for the merge, such as the names and addresses of each person to whom you want to send the main document. You can organize the data source in a table. Also known as the secondary file. Data field Each type of information in the data source, such as the first name, last name and address. Header row The first line in the data source table, which lists the data fields. Data record A complete set of fields for one item or person in the data source. A data record is one horizontal row in the data source table. Each person or item is represented by one data record. Mail Merge Helper Step you through the mail merge process. Merge fields Tell Word what data to retrieve from the data source. Merge fields consist of field names within merge characters. Using the Mail Merge Helper: The Mail Merge Helper leads you through setting up your main document and data source, To use the Mail Merge Helper, use the following steps: 1. Do one of the following: · To use an existing document for the main document, open the document. · Create a new document. 2. Click on the Tools menu and click on Mail Merge. Word displays the Mail I~e~ge Helper dialog box. You are now ready to set up the mail merge. 4 The English Center Creating a Data Source: To create the data source, you must specify the fields that you want to include, such as title, first name, last name, etc. Word then creates a table and displays these fields' names in the header row. To create the data source, use the following steps: 1. From the Mail Merge Helper dialog box, click on Get Data. Word displays the data options. 2. Click on Create Data Source. Word displays the Create Data Source dialog box. You can remove the fields you do not want to include and insert your own additional fields. 3. In the Field names in the header row list, click on a field that you want to remove. 4. Click on Remove Field Name. Word removes the field from the Field names in header row list. 5. If you want to add a field to the header row, type the name of the field in the Field name box. Note: The name of the field can consist of as many as 40 characters. It must begin ~v/th a letter and the rest of the name must consist of letters, numbers, or underscore characters. You may not include spaces or hyphen in the name. 6. Click on Add Field Name. Word adds the field to the end of the Field names in header row list. 7. If you want to move a field name in the list, select the field and click on the up or down arrow to the right of the field name list to move the field name in the list. 6 The English Center Note.' When you merge the documents, you will have one document for each record in the data souFee. You can move among the Feeorals and edit them as necessary. To move through the records, click on one of the record buttons. To move to a particular record, type the record number in the Go To Record box and press the Enter key. 19. When you finish entering the information into the data source document, click on View Source. Word displays the data source table and the Database toolbar (See figure below). Note.' If you instead click on OK, Word retums you to the main document. 20. Click on the Save button on the Standard toolbar to save the document. Your data source file is now ready to use. Title ~rs~ame L~me Company A~dressl Add~xs2 Ci~ grate ~, Brian loh~on Bra~on 1212 Sui~ 230 ~1~ · GA ~socia~s 10~ .: ~soci~es South Pe~h~ee Son W~ston Ms. Kelly Nav~o Sea 678 Suite ~2 S~ Diego CA Desks Rodeo Ms. C~erine ~esc i~ 12566 Suite ~4 Mini FL. End Do~ood St. ~ Robot Desmond Dcsmond 332 Sui~ 520 & Bro s. ~e City St. 8 The English Center Erie ~_dit view Insert F~-mat Tools Ta_ble W_r~dow _Help I Inserting Merge Fields: When you have created the data source document, you can work with the main document and specify where in the main document you want Word to insert each data field. Working with the Main Document: Before you can perform the merge. you must insert fields in the main document. The Mail Merge toolbar automates this process. The Mail Merge Toolbar: To make the main document active, click on the Mail Merge Main Document button (See figure below) on the Database toolbar. If the Mail Merge Main Document button is not active, you can select the name of the main document from the Window menu. 10 The English Center Button Description Last Record. Moves you to the last record in the data source when Word displays the data source information instead of the merge field names. Mail Merge Helper Displays the Mail Merge Helper dialog box. Check for Errors Allow you to check the main document for errors before merging. Merge to New Document Allow you to perform the merge, creating a new document. Merge to Printer Allow you to perform the merge and send the results to the printer. Mail Merge Allow you to specify additional options for the merge. Find Record Allow you to search for a record in the data SOUrCe. Edit Data Source Displays the Data Form dialog box, which allows you to edit or add records for the data source. To insert merge fields into the main document, use the following steps: 1. If you are in the data source document, make the main document the active window. Word displays the active document. 2. If the main document is a new document, enter the standard information for the document. For example, you can enter the body of a letter. Do not, however, enter the data that will come from the data sourCe. 3. Move to the location in the document where you want to insert a data field. 4. Click on the Insert Merge Field button on the Mail Merge toolbar. Word displays a drop-down list of the merge fields contained in your data source document. 5. Select the merge field you want to insert into the main document. Word inserts the merge field into the document: (See figure below) Note: the merge field consists of the field name enclosed within double brackets. You can insert any necessary formatting, spaces, or punctuation before or after the merge field. 6. Move to the location where you want to insert another merge field and follow the previous steps. 7. When you finish entering the merge fields into the main document, save the document. You are now ready for the final step, merging the data from the data source into your main document. 12 The English Center 2. Click on the Tools menu and click on Mail Merge. Word displays the Mail Merge Helper dialog box. 3. Click on Create. 4. Click on Catalog. 5. Click on Active Window. Word makes the active window the main document. 6. Click on Get Data. 7. Do one of the following: · To create a new list of names, addresses, or other data, click on Create Data Source, and then set up the data records as if you were creating any other type of data source file. · To use an existing data source file, click on Open Data Source and select the data source. · To use addresses from an electronic address book, click on Use Address Book. 8. Click on Edit Main Document. 9. In the main document, type any text you want to be repeated for each set of information in the data source. 10. Position the insedion point where you want to insert a name, address, or other information. 11. On the Mail Merge toolbar click on the Insert Merge Field button. 12. Click on the field name that you want to insert. 13. Continue to insert field names by repeating steps 11-12. 14. On the Mail Merge toolbar click on the Merge to New Document button. Word creates the catalog. You cannot send a catalog directly to the printer. ~, ~dit y'~v [rsert F~tmat Tools Tibie Wird~w Help Unit Performance Lab In this performance lab, you are going to prepare a document to send to several Pacific Caterers customers. 1. Use the Mail Merge Helper to create a data source containing customer names and addresses. Remove all but the following field names in the header row: Title, FirstName, LastName, Address1, City, State, and PostalCode. Save the data source document as Guests, and then enter the following information in the appropriate data fields: Dr. Mandy Seas 44 Parks Way Miami, FL., 33093 Mr. Don Grant 390 Water Ave. Miami, FL., 33903 Ms. Laura Creek 5037 Biscayne Lane Miami, FL., 33087 View the data source document and save it. 2. Make Fundraiser the active document and insert the merge fields to create the addressee information in the appropriate locations. Enter the first merge field two lines below the date, and enter the necessary information between the merge fields. Save the main document. 3. Merge the data source and the main document to a new document named My Fundraiser. 4. Use the practice file Catalog Data as the data source for a catalog that will consist of a list of names and basic information about a set of people. Create a new main document, and only include the fields Title, FirstName, LastName, Job Title, and Company. Perform the merge. The English Center 15 3. Click on the Merge to New Document button on the Mail Merge toolbar. You can see the results of this part of the performance lab in the Practice Form Letters practice file. 4. With a new, blank document open, click on Tools menu and click on Mail Merge. Under Main Document, click on Create, and click on Catalog. Click on Active Window. Under Data Source, click on Get Data, and click on Open Data Source. Use the Look in list and the Up One Level button as necessary to move to the location of your practice files. Double~click on folders in the large list to open them as needed, Double-click on tlie practice file Catalog Data. Click on Edit Main Document. Click on the Insert Merge Field button and click on Title. Press the spacebar. Click on the Insert Merge Field button and click on FirstName. Press the spacebar. Click on the Insert Merge Field button and click on LaStName. Type a comma and press the spacebar. Click on the Insert Merge Field button and click on Job Title. Type a comma and press the spacebar. Click on the Insert Merge Field button and click on Compa?y. Press the Enter key. Click on the Tools menu and click on Mail Merge. Under Merge the data with the document, click on Merge. In the Merge dialog box, click on Merge. You can see the results of this part of the performance lab in the Catalog Result practice file. The English Center 17 Lesson: Sortinq Tables and Mer~e Records Introduction to Sorting: Word allows you to sort alphabetically, numerically, and chronologically. It also gives you flexibility in the selection of text or data that you want to sort. Word allows you to sod lines of text, paragraphs, mail merge data source files, columns created with tabs or commas, and tables. Before you tell Word to sort, you must provide some information. You must determine: · Whether to sort in ascending (A to Z, 0 to 9) or descending order (Z to A, 9 to 0). · Whether to sort in text, number, or date sequence. · Whether you have used tabs or commas to separate fields (columns). · Whether you want the sort to be case-sensifive. Understanding Sort Types: When you tell Word to sod, you must tell it what type of information you want to sort. You can sort text, numbers, or dates. Type Description Text Word uses characters such as punctuation marks and symbols (!,#,$,%,&) first, and then numbers, and th~n letters to sort. If there are no numbers or other characters, Word sorts alphabetically. Number Word uses only numbers to sort. Date Word uses only characters in recognizable date format to sort. The following are a few of the date formats Word recognizes: 01/11/00, 01-11-00, January 11, 2000. After you specify the information you want to sort and the type of sort you want to perform, you must also specify the order in which you want the information sorted. Word allows you to sort in ascending or descending order: The following table describes the sort order options: Sort Order Description Ascending Starts at the beginning of the alphabet, the lowest number, and the earliest date, and works forward. Descending Starts at the end of the alphabet, the highest number, and the latest date, and works backward. The English Center Lesson: Sorting Text Your data does not have to be in a table or data source document for you to sort the information. You can also sort text in paragraphs. When you use tabs or commas to separate items in a paragraph, you are actually creating fields. You can tell Word to use a particular field to determine the sort. Make sure you only insert one tab or comma between each field. If you insert two tabs for one row and only one tab for another, Word does not execute the sort correctly. The screen, with tab characters and hard returns shown, displays columns separated by tabs. To sort text in paragraph, use the following steps: 1. Select the text you want to sort. If you do not select the text, Word sorts the entire document. 2. Click on the Table menu and click on Sort. Word displays the Sort Text dialog box. 3. Click on the Sort by list. Word analyzes the text and, in the Sort by list, lists the fields by number. If the number of fields is not correct, you need to change the sort options. To change the sort options, click on Options, select the separator that you used to separate the fields form the Separate fields at group box, and click on OK. Then select Sort by again. 4. Select the fields by which you want to sort the table form the Sort by list. Word analyzes the field and automatically selects the type from the Type list. You can also select Paragraphs from the Sort by list and the type of the field you want to sort by from the Type list. Word sorts the paragraphs by the first field in the paragraph that matches the type you selected. 5. If you want to change the type, select the Type list and select the type of information contained in the field. 6. Click on Ascending or Descending for the sort order. 7. If you want to spedfy another field by which Word should sort, repeat the above steps for the Then by options. You can specify up to three fields for the sort. 8. If your list has a header that you do not want to sort, click on Header row in the My list has group box. 9. Click on OK to perform the sort. Word sorts the text in the order you specified. The screen displays a list sorted in ascending order by location. The English Center 21 Performance Lab Answers 1. Scroll down to the second page, or, if you are in Page Layout view, click on the Next Page button. Place the insertion point anywhere in the table. Click on the Table menu and click on Sort. Click on the Sort by list and click on Price. Click on the Type list and click on Number. Make sure Ascending is selected. Click on OK. 2. Select the list of historic homes after the first paragraph of the letter. Click on the Table menu and click on Sort, Make sure Paragraphs is selected in the Sort by list. Make sure Text is selected in the Type list. Make sure Ascending is selected. Click on OK. You can see the results of this part of the performance lab in the Trio Letter practice file. The English Center 23 Lesson: Using Bookmarks Using Bookmarks: You can move quickly to a specific location in a document by inserting a bookmark at the location you want· Bookmarks are very helpful when you have lengthy documents that you are editing or reviewing. Bookmarks can be created in two ways: you can select and make it a bookmark, or you can insert a placeholder that acts as a bookmark· If you select text and define it as a bookmark, Word marks it with square brackets: [This is an example of a bookmark notation]. If you simply create a bookmark at the insertion point position, without selecting any text, Word marks the position with the following symbol: I You must have the Bookmarks option selected on the View tab in the Options dialog box in order to see the bookmark brackets. You can access the Options dialog box by selecting Options from the Tools menu. Defining a Bookmark: To define a bookmark, use the following steps: 1. Do one of the following: · Select the text or graphic you want to mark. · Position the insertion point at the location you want to mark. 2. Click on the Insert menu and click on Bookmark. Word displays the Bookmark dialog box: l:kesolvia8 Conflict~ Re~uitinl~ -'lWfil:~14l The English Center 25 Locating a Bookmark: To find a bookmark, use the following steps: 1. Click on the Insert menu and click on Bookmark. Word displays the Bookmark dialog box. By default, WOrd lists the bookmarks alphabetically by name in the Bookmark dialog box. If you want to list the bookmarks by location, click on Sort by Location. 2. Double-dick on the name of the bookmark you want. Word moves to the bookmark and highlights its contents. 3. Continue to double-click on the bookmarks you want to locate. 4. When you are finished finding bookmarks, click on Close. Word returns to your document. Lesson: Usinq Fields Fields allow you to insert and update information in your document. The diagram shows the syntax for the Page field and points out the three parts of a field: The field characters ({ }) mark the beginning and end of a field. Field Characters {PAGE\*Format Switch} / Field Type i~ ~"""""'-- Instructions The English Center 27 The following table describes the options available in the Field dialog box: Option Description Categories Displays a list of the types of field codes. Field names Displays a list of the available field codes in the selected category. Field codes Displays the field codes that Word inserts n the document for the selected field name. Description Describes the function you will complete using the field code. Preserve formatting during updates Inserts the \*MERGEFORMAT switch in the field code, which allows you to ~reserve any formatting applied to the field result. Without this switch, formatting may be lost when you update a field. Options Displays the Field Options dialog box, which allows ~2ou to set any required or optional switches or instructions associated with the field code you are inserting. 3. Click on the category of the field to insert in the Categories list, 4. Click on the type of field to insert in the Field names list. 5. To add fu~her instructions to the field, click on Options, Word displays a Field Options dialog box. 6. Click on the option you want. 7, Click on Add to Field, 8. Click on OK. Word closes the Field Options dialog box. 9. Click on OK in the Field dialog box. Word inserts the field at the location of the insertion point. Viewing Field Codes: Typically Word displays the results of the field codes in the document. Field results can be text and/or graphic. You can view field codes for: · a single field. · the entire document. Viewing Field Codes for a Single Field: use the following steps: 1. Make sure you are in Normal view. 2. Right-click on the field. Word displays the shortcut menu. 3. Click on Toggle Field Codes, Word displays the field codes instead of the field result. Viewing Field Codes for the Entire Document: Use the following steps: 1. Click on the Tools menu and click on Options. Word displays the Options dialog box. 2. Click on the View tab. Word displays the View tab options in the Options dialog box: The English Center 29 Locking a Field: To lock a field, position the insertion point in the field and press the Ctrl/F11 keys. Unlocking a Field: To unlock a field, position the insertion point in the field and press the Ctrl/Shift/F11 keys. The English Center 31 Performance Lab Answers 1. Scroll down to the first paragraph after the terms of the contract. Select the date in the sentence. Click on the Insert menu and click on Bookmark. Type Date in the Bookmark name box. Click on Add. 2. Click on the Insert menu and click on Bookmark. Double-click on Location. 3. Position the insertion point besides the Date of Function heading. Click on the Insert menu and click on Field. Click on Date and Time in the Categories list. Click on Date in the Fields names list. Click in the Fields codes box and after the word DATE,-type \@"m/d/yy'. Include the quotation marks. Click on OK. 4. Position the insertion point on the blank line below the text Business Phone. Type Account Status: followed by a space. Click on the Insert menu and click on Field. Click on Mail Merge in the Categories list. Click on Fill-in in the Field names list. Click in the Field codes box and, after the word FILLIN, type "Enter Account Status:" Include the quotation marks. Click on OK. Type 30 Days Past Due. Click on OK. 5. Right-click on the Account Status field and click on Update Field. Type the text Paid in Full. Click on OK. You can see the results of the performance lab in the Status practice file. To see the bookmarks, click on Options on the Tools menu, click on Bookmarks on the View tab, and click on OK. The English Center 33 Recording and Running Macros: Understanding Macros: A Macros is a recorded series of actions that you group together as one command. Macros are capable of performing a great variety of tasks, such as: · typing standard text or a complicated name. · completing routing tasks, such as applying a specific bullet formatting to selected lists or inserting field codes you use repeatedly. · changing the screen display, such as hiding a tootbar and the ruler and displaying another toolbar. · opening dialog boxes that prompt users for information that Word can then insert into fields. making an option in a dialog box more easily available. reformatting an entire document in a certain way. Here are some suggestions to keep in mind when you plan your macro: Write down the steps you want to record. Try to anticipate the different results your macro might produce. Anticipate any prompts Word displays, such as the prompt asking you if you want to save an unsaved document before you close it. If your macro is intended to work with a specific documen. t, be certain to record the macro with that document open. If you plan to use the macro in different documents, make sure it does not depend on the contents of the document to run properly. You cannot use the mouse to select text as part of a macro. You can use the Shift key in combination with the navigation keys. Recording a Macro: To record a macro, use the following steps: 1. Click on the Tools menu, point to Macro, and click on Record New Macro. Word displays the Record Macro dialog box. See figure on next page. 2. Type a name for the macro in the Macro name box. You cannot include spaces in a macro name. 3. Type a description of what the macro does in the Description box, if you want to supply one. 4. If you want to assign a keyboard shortcut to this macro, click on Keyboard. Word displays the Customize Keyboard dialog box. 5. Be certain the insertion point is in the Press new shortcut key box and press the key combination that you want to use to execute the macro. 6. Click on Assign. 7. Click on Close. Word displays the recording icon at the end of the mouser pointer and the toolbar. The English Center 35 Editing a Macro: You may want to change one or two steps in a macro. To edit a macro, use the following steps: 1. Click on the Tools menu, point to Macro, and click on Macros. 2. Click on the macro you want to edit in the Macro name list and click on Edit. Word displays the Visual Basic Editor, listing each step in the macro. 3. Click in the window to position the insertion point on the command you want to edit. 4. Edit the text exactly as you would in a normal Word document, taking care to preserve the correct punctuation. 5. Click on the Save button on the Standard toolbar in the Visual Basic Editor. Although the exact codes and correct sequences for some commands may time to master, the basic requirements for editing a macro are easy to learn: · all macros must begin with the text Sub (subroutine), followed by a space and the name of the macro, and must end with the text End Sub. · Drive names, directory names, file names. and literal text must be enclosed in quotation marks. See figure on next page. The English Center 37 Unit Performance Lab Recently you have been creating many letters. You find that you need to work with a macro. Open the practice file Trio Reception and complete the following exercises. Close the file when you are finished. 1. Create a macro named Thesaurus that calls up the thesaurus, so you can look up synonyms for whatever word the insertion point rests on, assigning the AIt/S keys as the keyboard shortcut for the macro. (The AIt/T keys, which might seem natural for calling the thesaurus, are already assigned to opening the Tools roeflu). 2. Run the Thesaurus macro to test it. 3o Delete the Thesaurus macro. The English Center 39 V. Using Templates Unit Objectives: In this unit, you will learn how to: · Use ternplates to create new documents. · Create new templates and add and attach templates to documents. · Manage items in ternplates The English Center 41 Creating a New Template Using an Existing Ternplate: If you find that there is a ternplate that would suit your purposes with a few modifications, you can edit the template and save the document with a new name. Use the following steps: 1. Click on the File menu and click on New. Word displays the New dialog box. 2. Click on Template in the Create New group box. 3. Click on the tab that represents the type of template you want to change. 4. Click on the icon that represents the template you want to change. 5. Click on OK. 6. Make the changes you want to the ternplate. 7. Close and save the template. By default, Word displays the Templates folder when you save the template. You must save a template in this folder in order to use the ternplate to create a document. Word automatically places the ternplate under the General tab in the New dialog box. You can open a template saved in another folder if you want to make changes to the template. To open and edit a template, use the Open dialog box. Make sure you specify Document Templates in the Files of type list and then you can select the template just as you would any other file. If, however, you want to ~jse the template to create a new document, you must copy the template to the Templates folder. The English Center 43 Adding and Attaching Templates to DoCuments: When you create a document, it is attached to a ternplate. If you find that the current ternplate does not contain the elements you want to use for your document, you can attach a new tomplate or add a template to use as a global template without sacrificing the attributes of the current template. To attach or add a ternplate to a document, use the following steps: 1. Do one of the following: · Display the document to which you want to attach a new template. · if you want to add a new global template, you do not need to display a document. 2. Click on the Tools menu and click on Templates and Add-Ins. Word displays the Templates and Add-ins dialog box with the following available options: Option Description Document ternplate Displays the name of the current document template. Attach Displays the Attach Template dialog box, which allows you to select a new path and template filename. Automatically update document styles Allow you to update any document styles with the same name as styles in the newly attached template, Global templates and add-ins Displays the ternplates currently available for use as 91obal templates. Add Displays the Add Ternplate dialog box, which allows you to select the path and filename of the ternplate you want to make a global template. Remove Removes the name of the selected tomplate from the list of available tomplates in the Global templates and add-ins list. Full path Displays the full path and filename of the currently selected template in the Global templates and add ins list. Organizer Displays the Organizer dialog box, which you can use to copy items between templates. 3. Do one of the following: · Click on Attach to select another ternplate to attach to the current document. · Click on Add to template you want to use as a global template. If the name of the ternplate you want is already listed in the Global ternplates and add- ins list, make sure to select it. You can select more than one ternplate. The English Center 45 4. Click on one of the following tabs, depending on what item you want to copy: Tab Description Styles Allow you to copy styles between templates, AutoText Allow you to copy AutoText entries between ternplates, Toolbars Allows you to copy customized toolbars between ternplates. Macro Project Items Allows you to copy macros between templates. The options available on each tabbed page are: Option Description In or To Displays the names of items in the current document or ternplate on the left side of the dialog box and the names of items in the selected ternplate on the right side of the dialog box, [Selected Tab] Styles available in Lists the name of the current tab option and displays the name of the current document or ternplate on the left Side of the dialog box and the name of the current tab option and the currently selected template you are using to copy items from or into on the dght side of the dialog box. Copy Allow you to copy items to or from the ternplate, depending on the direction of the arrows. Delete Allow you to delete the selected item. Rename Allow you to rename the selected item, Close File Allow you to close the current document or template you are using. Description Displays a description of the selected item. 5. If you want to select a new ternplate to copy an item to or from, click on Close File on the side of the dialog box of the ternplate you no longer want to use, Word changes the command to Open File, 6. Click on Open File. Word displays the Open dialog box. 7, Click on Document Ternplates in the Files of type list, 8. Select the name of the ternplate you want. 9. Click on Open, 10, Select the item you want to copy. You can copy from the temptate on the left to the ternplate on the right or vice versa. The English Center 47 Renaming Items in Templates:' Before changing the name of any item, consider if the change in name will affect any existing macros. Macros often call on specific styles and AutoText entries. Changing the name of one of these items will require you to change the name in all the macros that use the item. Use the following steps: 1. Do one of the following: · Open a document that uses the ternplate containing the item you want to rename. · Open the template. 2. Click on the Tools menu and click on Templates and Add-ins. Word displays the Templates and Add-ins dialog box. 3. Click on Organizer. 4. Click on the tab that contains the type of item you want to rename, Word displays the items in the current document on the left side of the dialog box and the items in the current template on the right side of the dialog box, 5. In the list on the right side of the dialog box click on the name of the item you want to rename. 6. Click on Rename. Word displays the Rename dialog box, 7. Enter the new name for the item. 8, Click on OK. Word changes the name of the item and closes the Rename dialog box, 9, Click on Close. Word closes the Organizer dialog box. The English Center 49 Performance Lab Answers 1. Click on the File menu and click on New. Click on Template in the Create New group box. Click on the Letters and Faxes tab. Click on Contemporary Letter. (Some systems may display the template name as CONTLTR). Click on OK. Click on the return address prompt and type the return address information. Select the company name prompt and type Pacific Caterers. Click on the Save button on the Standard toolbar, Type Catering Letter in the File name box. Click on Save. You can see the results of this pad of the performance lab in the Sample Template practice file. 2. Click on the Tools menu and click on Ternplates and Add-Ins, Click on Organizer. Click on the AutoText tab. Click on Close File on the left side of the dialog box. Click on Open File, Use the Look in list and the Up One Level button as necessary to move to the location of your practice files. Make sure Document Ternplates (*,dot) is selected in the Files of type list. Click on Business Letter. Click on Open. Click on Close File on the right side of the dialog box. Click on Open File. Use the Look in list and the Up One Level button as necessary to move to the location of your practice files, Make sure Document Templates (*.dot) is selected in the Files of type list. Click on Custom Report. Click on Open. Click on Food Graphic in the list on the right side of the dialog box, Click on Copy. Click on Close. Click on Yes. Click on the template's Close button. 3. Click on the File menu and click on New. Click on the General tab. Double-click on New Catering Letter.dot. Click in the recipient address prompt and type the following: Ms. Kelly Damon Twain Technologies 965 Bayside Street Miami, FL., 56865 The English Center 51 VI. Creatinq Forms Unit Objectives: In this unit, you will learn how to: · Create pdnted forms. · Create and use online forms. The English Center 53 Creating Online Forms: Creating a New Template: You will usually want to create a new ternplate for a form. If you create such a ternplate, several people can fil) out the form and save it with different names. Using Form Fields To create forms in Word, you can insert various form fields to help users enter or select information. Form fields allow you to both control how and where users enter information, and limit users to certain responses by controlling the options from which they can choose. You protect a form so that users can only modify the form field responses and not the text of the form itself. You can create the following types of form fields: · Boxes · Check boxes · Lists Using the Forms Toolbar To help create forms, use the Forms toolbar. To display it, use the following steps: 1. Right-click on a toolbar and click on Forms. Word displays the Forms toolbar. The buttons on the Forms toolbar are: Button Desc;iption Text Form Field Allows you to create a box in which users can enter information. Check Box Form Field Allows you to create a list of options, each with its own check box on which a user can click to select the option. Drop Down Form Field Allow you to display a box with an arrow on which a user can click to see a list of options. Form Field Options Displays a dialog box with options that allow you to control the information users can enter in the selected form field. Draw Table Button Allow you to draw a table using the mouse. Insert Table Allow you to create a table on your form. Insert Frame Allow you to insert a frame around a form field so that you can move it anywhere on the page. Form Field Shading Displays shaded fields by default. Protect Form Allow you to secure your form so that users cannot change the form information. The English Center 55 3. To type a label for the field, pFess the spacebar and type the field label. 4. Double-click on the form field. Word displays the Check Box Form Field Options dialog box. ~ ~ ~ ' ~ -~ ~ ' ~ 1~ .................. · % ' · ' , · ' · ~ · · · , · ' · ) · · · , · · ' ~ ' · - , . - - s - . · , . · · . 1411111 i] !m- llJ IJ Ile. -- 5. Select from the following options: Option Description Check box size Allow you to specify the point size of the check box. Default value - Allow you to display the check box as initially checked or unchecked. Run macro on Allow you to run a macro when a user positions the insetion point in the form field, and/or run a macro when the user removes the insetion point from the form field. Field settings Allow you to create a bookmark for the form field. You can also control whether users can select the check box. If you do not want to allow users to select or clear a check box, clear Check box enabled. If the field contains a formula, select The English Center 57 Adding Help Text to the Form Fields: All of the dialog boxes for formatting form fields allow you to add help messages that provide instructions to the user about what information to put in each field. Word allows you to create text that appears on the status bar when you click in a field or in a Help box that appears when you click in the field and press the F1 key. You must protect the form before the help text will appear. 1. Double-click on the field to which you want to add a help message. Word displays the Field Options dialog box. 2. Click on Add Help Text. Word displays the Form Field Help Text dialog box. 3. Do one of the following: · In the Status Bar tab, be certain that Type your own is selected, and type the text you want to appear on the status bar when a user clicks on the field. · In the Status Bar tab, be certain that AutoText entry is selected, and from the adjoining list, select the AutoText entry you want to appear on the status bar when a user clicks on the field. 4. Do one of the following: · In the Help Key (FI) tab, be certain that Type your own is selected, and type the text you want to appear in a Help dialog box when a user clicks on the field and presses the FI key. · In the Help Key (F1) tab, be certain that AutoText entry is selected, and from the adjoining list, select the AutoText entry you want to appear in a Help dialog box when a user clicks on the field and presses the FI key. You must protect the form before the text will appear on the status bar or in the Help box. 5. Click on OK. Word returns to the Field Options dialog box. 6. Click on OK. Word closes the Field Options dialog box and returns you to your document. The English Center 59 Using an Online Form: Filling out an online form is straightforward. You simply open the form as you would any other Word document and fill in your responses. To respond to the questions or requests for information in an online form, use the following steps: 1. To enter text in a box, click in the box and type your response. If the box already contains an entry, you must select the entry before typing the replacement text. 2. To select a check box, click in the check box, 3. To select a choice from a list, click on the arrow to the right of the box and click on the item in the list of possible answers. The form must be protected before Word will allow you to fill it out. You can use the Tab key to move from one field to another. The English Center 61 Performance Lab Answers 1. Having the client check boxes is usually better, since it allows you to be certain that you obtain all of the information you need. Check boxes also allow you to find answers to important questions quickly, since you can place the check boxes for that information in prominent places on the form. Moreover, you can tabulate the data in a series of forms more quickly if you use check boxes, since you can see the results at a glance. 2. If the Forms toolbar is not displayed, right-click on any toolbar and click on Forms. Click on the Protect Form button on the Forms toolbar. 3. Position the insertion point below the last check box. Click on the Check Box Form Field button on the Forms toolbar. Press the spacebar and type Direct Ma~Advertising. 4. Position the insertion point on the line after the Type of Account heading. Click on the Drop-Down Form Field button on the Forms toolbar, Doub]e-click on the drop-down form field. Type Corporate in the Drop-down item box. Press the Enter key or click on Add. Type Individual in the Drop-down item box. Press the Enter key or click on Add. Type Non-Profit in the Drop-down item box, Press the Enter key or click on Add. Click on OK, 5. Click on the Protect Form button on the Forms toolbar. Click on the Close button on the Forms toolbar. 6, Click on the Account Number field on the form and enter the account number. Press the Tab key. Enter the account status. Continue to enter information, using the Tab key to move through the fields. You can see the results of this part of the performance lab in the Form practice file. The English Center 63