Microsoft Office Word 2013 Expert Microsoft Office Word 2013 Expert Courseware # 3251 Lesson 4: Working with Forms

Microsoft Office Word 2013 Expert Lesson Objectives understand what a mass mailing is understand what the main document and recipient list are perform a simple mass-mailing task merge using envelopes or labels insert fields into a blank form use a customized form with fill-in fields mark a document as final lock a form to fill-in fields only

Microsoft Office Word 2013 Expert Creating Mailing Documents Mailings feature means each person on mailing list receives personalized letter without having to type the same letter several times, referred to as mail merge Main Document – Standard letter, label, envelope or list format you can merge with Data Source – Contains identical text for each personalized document with special merge fields to indicate where each type of variable from Data Source to be placed Data Source – List of variable information to insert into fields in Main Document where one variable ends and another variable begins

Microsoft Office Word 2013 Expert Creating Mailing Documents Understanding the Main Document – Can insert merge fields individually, or use preset merge fields – Can insert individual merge fields to include merge field in non- standard style or repeat merge fields in different areas of main document – Merge fields appear with and around merge code When merge field selected, appears as to show special code that performs pre-defined task To delete merge field, select code, including chevrons on either side of code – Can also activate Step-by-Step Wizard to guide through process by selecting options from task pane Process similar to using Mailings tab, but provides more explanation at each step Activate from Start Mail Merge command

Microsoft Office Word 2013 Expert Creating Mailing Documents Understanding Data Sources – Contains all variable information to insert into main document Variables change from each record and have field names assigned to them Word refers to sources as Recipient Lists – Can obtain data from several different sources including merge list, table, plain text file, XML file, or different program Data Fields Header Row Data Records

Microsoft Office Word 2013 Expert Creating Mailing Documents – Entire group of information relating to one person is data record (all the information for one customer) – Each record must be consistent and have the same number of data fields, in the same order, as the rest If data record does not include particular item of information, leave that field blank – Separate items in data record (variables) are data fields Each field in data file must have unique name – Field names that identify data fields list in first record of data source is header row Can also be referred to as column headings for table or database

Microsoft Office Word 2013 Expert Creating Mailing Documents – If create data source for first time during Mail Merge process, Word automatically saves data source file in folder called Data Sources (usually located in Documents folder) Can save file to any location Word provides table using number of standard fields for data entry – To change order, delete or add new fields to standard data source form, use Customize Columns in Edit Data Source dialog box

Microsoft Office Word 2013 Expert Creating Mailing Documents – File saved with.mdb extension, default file type for Microsoft Access database files – If using data source file created in previous version of Word or other program, can be in form of table, or as plain text list of information separated by commas or tabs Can also use Word format or specific format from Word document type

Microsoft Office Word 2013 Expert Creating Mailing Documents – To view information in data source at any time, on Mailings tab in Start Mail Merge group, click Edit Recipient List – Consider very carefully how you enter information in data source – By default, new data source created during mail merge process is created as address list Word provides option of creating different fields or customizing default fields during data source creation Can also create data source in another format and select it during merge process – To change order of fields in data source, drag column heading to new location – Can also use existing data from Word document, Excel worksheet, Access database, Outlook contacts, text files, or from XML format

Microsoft Office Word 2013 Expert Creating Mailing Documents Merging to Envelopes – Can set up envelope as main document using same procedure as for letter Main restriction with envelopes if size fits in printer – To create single envelope, on Mailings tab, in Create group, click Envelopes

Microsoft Office Word 2013 Expert Creating Mailing Documents Word sets envelope size to be 9”x5”size, and shows how envelope should be fed or inserted into printer – Use Options to change size of envelope

Microsoft Office Word 2013 Expert Creating Mailing Documents Merging to Labels – Can set up label form for small number of addresses or names – Can create label sheet with same information on each label on sheet – Use Update Labels to generate or update labels to match changes made to form. Word will use the default standard label form of three columns, ten labels per column – To set up individual sheet of labels, on Mailings tab, in Create group, click Labels

Microsoft Office Word 2013 Expert Creating Mailing Documents – For full sheet of same information on each label, type information in Address box. To change size or type of labels, click Options Word gives option to match size or type of labels you have based on the name of the vendor

Microsoft Office Word 2013 Expert Creating Mailing Documents How Do I Merge? – Start merge process while you progress through each step – Each step of mail merge process provides options on how to handle document type or recipient list – Can move to next step or move back to previous step to change or add items – When ready to perform merge, use Auto check for Errors to check for any errors that might exist in merge documents before printing or saving file

Microsoft Office Word 2013 Expert Creating Mailing Documents Using Existing Documents – Can use existing files created in Word or other programs Make changes or selections in files as if created files yourself Individual fields can be included in file, and you can select specific items in the data source – If needed, can use Match Fields option to match data Need only select name of field from displayed list when click drop-down button for field

Microsoft Office Word 2013 Expert Setting Rules for Merges To narrow or filter records for merge, use Recipient List to include or exclude records – Can click checkbox for record not to include, or use Filter option to specify criteria To add or edit merge rule, on Mailings tab, in Write & Insert Fields group, click Rules

Microsoft Office Word 2013 Expert Setting Rules for Merges Ask Stops process and displays dialog box requesting further information; answer saved as bookmark that can be used later in merge. Fill-inDisplays dialog box asking for text to insert into merge only once. If…Then…Else Looks for what was set up in If area and, if that is found in data source, will then replace text with whatever is set up in the Else area. Merge Record # Assigns number to individual merged document for reference; can set field in main document so number appears in merged document. Merge Sequence# Similar to Merge Record, but displays only for those records you actually include in merge process. Next RecordMerges data for next record with main document. Next Record IfMerges data for next record if it matches specified criteria. Set Bookmark Sets bookmark for text used frequently in main document; can change bookmark to use main document for another purpose. Skip Record IfSkips this record if it matches specified criteria and continues merge with next record.

Microsoft Office Word 2013 Expert Creating Online Forms Contains areas where users can enter or select information Insert form fields using Developer tab, using a variety of options that can be set for each form field To activate Developer ribbon, click File, click Options, click Customize Ribbon, click Developer in Main Tabs list

Microsoft Office Word 2013 Expert Creating Online Forms Save and distribute as template on network to prevent accidental changes and also creates blank form – Sketch out on paper to determine type of information to include and best method to lay out information – If creating form with variety of form elements, create as table, providing more flexibility in laying out fields – Use borders and shading to help separate areas, or to draw attention to specific parts – Consider whether form may be helpful in retrieving data from another source, and then design fields accordingly – Use Restrict Editing feature to specify sections user can access – Add online fields for content from Controls group of Developer tab

Microsoft Office Word 2013 Expert Creating Online Forms

Microsoft Office Word 2013 Expert Creating Online Forms Each control has own properties or options using

Microsoft Office Word 2013 Expert Creating Online Forms Can use style for contents of control – Click arrow for Style to choose from list of standard styles, or – click New Style to create style using any formatting attributes As you insert control, Word displays control field with help message for what user should enter

Microsoft Office Word 2013 Expert Creating Online Forms When inserting control from Legacy Tools, shows as or if formatting marks active – Display Properties dialog box to set specifics for control With Legacy Tools, use Add Help Text – Help text appears only in status bar To delete control you no longer want – Right-click control and click Remove Content Control, or – click to select entire control, and press DELETE

Microsoft Office Word 2013 Expert Creating Online Forms Locking the Form – To restrict form, click Developer tab, in Protect Group, click Restrict Editing In Editing restrictions area, click Allow only this type of editing in the document and change option to Filling in forms Set password to protect document – Can also use Restrict Editing from Review tab to protect form – When need to make changes to form, unlock using password

Microsoft Office Word 2013 Expert Lesson Summary understand what a mass mailing is understand what the main document and recipient list are perform a simple mass-mailing task merge using envelopes or labels insert fields into a blank form use a customized form with fill-in fields mark a document as final lock a form to fill-in fields only

Microsoft Office Word 2013 Expert Review Questions 1.What is a mail merge? 2.Describe the purpose of a Main Document and the Data Source. 3.Explain the following terms and how you would use each in a data source: a.Data Recordc.Header Row b.Data Fields 4.What is the benefit of using > instead of inserting individual fields such as >, >, >, >?

Microsoft Office Word 2013 Expert Review Questions 5.If you wanted a guide to take you through the merge process one step at a time, which option would you use? 6.How can you set up labels to have the same address appear in each of the labels on an individual label form? 7.When merging to labels, if you make a change to the first label, what do you need to do for all the labels to include the changes when the records are merged? 8.If you want Word to prompt you to enter data to insert into the merge document only once, which Rule would you use?

Microsoft Office Word 2013 Expert Review Questions 9.What’s the difference between Next Record and Next Record If? 10.How does an online form differ from a typical form? 11.Why should an online form be saved and distributed as a template on the network? 12.How can you lock the form?