Pasewark & Pasewark 1 Word Lesson 8 Increasing Efficiency Using Word Microsoft Office 2007: Introductory

Word – Lesson 8 Pasewark & PasewarkMicrosoft Office 2007: Introductory 2 Objectives Use and create templates. Use mail merge. Create and print envelopes and labels. Understand workgroup collaboration. Insert, view, edit, and print comments.

Word – Lesson 8 Pasewark & PasewarkMicrosoft Office 2007: Introductory 3 Objectives (continued) Track changes. Accept and reject changes and delete comments. Combine different versions of a document. Customize Word.

Word – Lesson 8 Pasewark & PasewarkMicrosoft Office 2007: Introductory 4 Using Templates A template is a file that already contains the ______ _______________ 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 ________________.

Word – Lesson 8 Using an Installed Template To use an installed Word template, click the Office Button, and then click New. The New Document dialog box opens. In the Templates list on the left, click ___________ __________________. To create a new document based on one of the templates, click the template in the center pane, and then click Create. Pasewark & PasewarkMicrosoft Office 2007: Introductory 5

Word – Lesson 8 Pasewark & PasewarkMicrosoft Office 2007: Introductory 6

Word – Lesson 8 Pasewark & PasewarkMicrosoft Office 2007: Introductory 7 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 _____________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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Word – Lesson 8 Pasewark & PasewarkMicrosoft Office 2007: Introductory 9 Using 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 ___________________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.

Word – Lesson 8 Using Mail Merge Use the commands on the ______________ on the Ribbon Click the Start Mail Merge button in the Start Mail Merge group, then click the type of mail merge you want to do. Next, choose the data source by clicking the Select Recipients button in the Start Mail Merge group. Lastly, insert merge fields. Pasewark & PasewarkMicrosoft Office 2007: Introductory 10

Word – Lesson 8 Using Mail Merge Pasewark & PasewarkMicrosoft Office 2007: Introductory 11

Word – Lesson 8 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 _______________before you print, click Add to Document. The envelope appears at the top of the current document. Pasewark & PasewarkMicrosoft Office 2007: Introductory 12

Word – Lesson 8 Completed Envelope Pasewark & PasewarkMicrosoft Office 2007: Introductory 13

Word – Lesson 8 Pasewark & PasewarkMicrosoft Office 2007: Introductory 14 Creating and Printing Labels Creating ___________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 ________ ______________. A new document opens with the labels.

Word – Lesson 8 Pasewark & PasewarkMicrosoft Office 2007: Introductory 15 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 ____________ ________________. The team meets to review each other’s work, comment on it, and suggest changes.

Word – Lesson 8 Collaborating with a Workgroup Using Comments and Tracked Changes When you make certain changes to a document, Word identifies the changes with the ______________. 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 Microsoft Office 2007: Introductory 16

Word – Lesson 8 Pasewark & PasewarkMicrosoft Office 2007: Introductory 17 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 _______________ 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 comment __________ appears to the right of the text – Connected to the text by a line. If you position the pointer on top of the comment balloon or the highlighted text in the document, the name of the person who made the comment appears in a Screen Tip

Word – Lesson 8 Collaborating with a Workgroup Using Comments and Tracked Changes (continued) Pasewark & PasewarkMicrosoft Office 2007: Introductory 18

Word – Lesson 8 Tracking Changes A tool called Track Changes keeps a ___________ 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. Pasewark & PasewarkMicrosoft Office 2007: Introductory 19

Word – Lesson 8 Pasewark & PasewarkMicrosoft Office 2007: Introductory 20 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 _______________________in the Changes group on the Review tab.

Word – Lesson 8 Collaborating with a Workgroup Using Comments and Tracked Changes (continued) Pasewark & PasewarkMicrosoft Office 2007: Introductory 21

Word – Lesson 8 Pasewark & PasewarkMicrosoft Office 2007: Introductory 22 Combine Different Versions of a Document The __________________________are useful ways to see differences between documents. Using this command, you can merge the team’s comments and changes into one document for easy review. To combine documents, click the _______________ 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.

Word – Lesson 8 Combine Different Versions of a Document Pasewark & PasewarkMicrosoft Office 2007: Introductory 23

Word – Lesson 8 Pasewark & PasewarkMicrosoft Office 2007: Introductory 24 Customizing Word You can ____________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 ________________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.

Word – Lesson 8 Customizing Word Pasewark & PasewarkMicrosoft Office 2007: Introductory 25

Word – Lesson 8 Customizing Word Pasewark & PasewarkMicrosoft Office 2007: Introductory 26

Word – Lesson 8 Pasewark & Pasewark 27 Word Lesson 8 Assessment Directions: Complete the lesson 8 PPT Assessment with your other assessments (Ch. 7). TURN IN ALL ASSESSMENTS TO THE BOX WHEN YOU ARE FINISHED. Remember to check formatting. 1. How will using a template increase your efficiency? 2. List the steps for creating a custom template. 3. Describe a situation in which mail merge might be beneficial. 4. List the steps for creating and printing envelopes. 5. How does Word indicate moved text when the Tracked Changes feature is turned on? 6. Explain why it might be beneficial to combine different versions of a document. 7. List the steps for combining versions of a document.