1 Authored - H Rattliiff © All Rights Reserved. UME Prep Use Only. Agenda –1/24/2014 Friday- Unit 49 Howard J Rattliff, Jr. – Principles of Technology - Course #

Authored - H Rattliiff © All Rights Reserved. UME Prep Use Only. 2 Legend: Instructor Class Individuals Assignment/ Discussions SME = Subject Matter Expert Unit 49 Agenda,, Rm On Campus Dress: Business Casual StartEnd Topic/Discussion Teacher / Instructor Duration Time Elapse Time Counter 1:251:30 Meeting Final Checks (and Dial in - Not Applicable) Howard Rattliff 0:00 1:30 > -- Welcome - Introductions of any Guests? Howard Rattliff 0:00 1:301:35 Class Roster (1st 5 minutes of Class) - Howard Rattliff 0:05 1:35 Agenda for Today & Logistics Howard Rattliff 0:000:05 1:351:45 1.Overview 2.Today’s Class Objectives: Mail Merge Cont’d CLASS 0:100:15 1:452:00 Quick Review Last Lesson / Questions from Prior Class? CLASS 0:050:20 2:002:05 Review Reading / Pop Quiz /Assignment CLASS Exercise0:150:35 2:052:20 a.Mail Merge – Exercise 3 b.Labels CLASS Exercise 0:150:50 2:202:25 Next steps and assignments (Unit 50 – Monday 1-27 Howard Rattliff 0:050:55

3 Reading Assignments – YES Assigned Reading from Text Book - 1.pages WD-1.63 Career Options 2.Lab 1. Concept Summary WD1-64 and WD1-65 to review key concepts 3.Command Summary WD1.67 and Pop Quizzes possible Next Week on Monday key words (T/F about 5 questions) and Wed. (lab page WD 1.70 or WD1.71 Matching) Reviewing the key concepts we have discusses in Word 5.Flow Chart mini exercise – graded assignment. Authored - H Rattliiff © All Rights Reserved. UME Prep Use Only. You can visit Web resource at Word tutorial found at to perform some practice exercises using the some of features discussed. to perform some practice exercises using the some of features discussed. Shortcut -- Use F5 (function key) key shortcut and ESC (Escape key on keyboard to toggle Display Modes between Normal View and Slide Show View modes in Powerpoint Supplemental Learning Aids -

4 Graded Flow Diagram  Due on Wed 1/29  Develop a process flow diagram that could be used to describe the process of producing envelop labels for shipping to or place on letters.  Name  Street  C/S/Z  Use whatever type label size or arrangement you would like (there are a variety. Some are 2 column /3 column Avery labels are very common)  Add decision blocks/ merge operations/ source file and target file and associated field header info etc that are critical to the operations.

Authored - H Rattliiff © All Rights Reserved. UME Prep Use Only. 5 Last Lecture – Review/Questions ? Exercise 3 – Attempted a Mail Merge using a TARGET Docx file in Word and SOURCE file consisting of the UME Directory Listing in Excel Prior Class Review Reading/Questions - WD-1.3 – 1.18 (spellchecker/autocorrect feature) 1.Print Layout view is default view. Zoom Slide. Text space and margin. see pg WD1.7. Default setting are generally the most commonly used settings for an application. Paper is width of 8.5” x height of 11”; 1” top and bottom and left and rt margins therefore usable area is 6.5” W x 9” Ht. 1.Spellchecker is a key feature. Custom words (industry terms or unique acronyms) can be added if frequently used. E.g. UME Prep etc. see page WD1.14 The custom dictionary terms are share with other Office applications – Features of an integrated application suite such as Office. 2.Word count useful for assignments and papers that require word limits e.g. 200 words maximum. 3.Word wrap see page WD Field codes page WD1.20 Using The Date Field Code/ Reveal Formatting Marks (Control Codes) Toggle View to view the underlying formatting marks ( software code – that makes the word processors unique and enable it to do what it does with text/tables/pictures/ merge/etc.) 5.Word editing features are very similar to those previously studied in Excel. Select and item/ selection multiple items/ copy and pasting/ image insertion etc. See pages WD 1-21 to WD 1-34 to review document edit features. Last Assigned Reading from Text Book - pages WD-1.15 from spellchecker to page 1.34 ( drag and drop feature)

Assigned Reading from Text Book - pages WD-2.4 from spellchecker to page 2.35 ( tab feature) 1.Tips for Working with Multiple documents page WD2.12 / Copying between documents 2.Page Breaks are an important concept. Page WD2.17. Automatic (soft page breaks vs Manual or Hard page breaks) Hard page breaks are manually inserted and can be removed or added as needed. The hard page break instruct Word to begin a new page regardless of the amount of text on the previous page (repagination software features are commonly used in word processing and document editing software applications) 3.Word count and Find and Replace Features in Word. Page 2-20 to 2-27 in book. 4.Field codes page WD2.28 Using The Date Field Code/ Reveal Formatting Marks (Control Codes) Toggle View to view the underlying formatting marks ( software code – that makes the word processors unique and enable it to do what it does with text/tables/pictures/ merge/etc.) 5.Indents and document styles. Word has many styles but I recommend keeping thing simple. A simple block paragraph style is recommended. Use of a modified block paragraph style (see page WD2.32 for modified styles) may be required especially in formal writing or composition classes or formal research. 6.Word has extensive Tab setting and manipulation features. I don’t recommend using due to the effort required to manage Tabs and ensure quality of the document (tab alignment and management) etc.. I typically use a table object and align text using this feature as the preferred method. Team Building Discussion (Syllabus Attach 2. / Process Flow Diagramming Look Ahead ---- Next Week Lecture Highlights –

Microsoft Word Modules: Today’s Summary Objective: 1) Navigating and 2) Using Mail Merge in a word processor application Key Goals: 1.Basic document structure (continued) 2.complex document vs a simple document We will take a simple document and create complex document  Mail merge is complex document. Complex document are those that rely on 2 or more applications/data files and/or advanced elements of word (sorts/program VBA scripts).  In the case of mail merge the word document (letter or mail list etc is dependent upon an external Excel SS file (a list or database) that has names and address info that are manage separately.  Exercise 3- Mail Merge with Excel File Key Products and Experiences: 1.Mail Merge letter/ Badges/ icons (graphics formatting ) and labels

Exercise 4. 1.Basis Objective: Learn how to perform a mail merge. Practice a.Open UME student directory file using Excel. 1)Go to Directory Tab to the area where our class students are listed. Mark records using “1” (a numeric marker condition) to allow auto-filter the data. 2)Select row 1 and enable autofilter data in Excel. select filter for “myclass” column header and view and unview to practice). Go to “city” header and filter for “Dallas”, etc 3)RESULTS: The auto-filter data filtering allow you to select the found set of records and copy and paste them into a TAB to perform an operation like a Mail Merge in order to perform Excel and Word operations. b.Repeat mail merge from last lecture using myclass tab in Excel 1)Perform the mail merge using the “myclass” tab c.Repeat using the Tab school directory d.What would you do to create a mail merge but without the 14 students of “myclass” list of records.

Frequently Used Features / Concepts in Word 1.Mail Merge 1. PLAN Start 5. Preview and Review6. Print Stop Multiple Documents Recursive operations 1 to n 2. Open (TARGET ) Word Doc Word (professional template + an Excel listing with names and address info 3. Perform Merge 2. Place Cursor in specified Area (name /address block) 2a) Using Mail Merge Tool bar Select Data Source Excel File / Enter Field 4. Merge File Do not Print!

Exercise 3 - Mail Merge with UME Class List Word has a Mail Merge Tool – Part of the ribbon tool bar / show or hide switch can be selected. Commands such as: Insert heading/ insert address block frame/ insert merge fields, etc makes it easy to start a mail merge from scratch. 1.Open an existing (Your Name _ Professional.docx). This will be your letter word document -- Dear Sir or Madam…etc..) 2.Write down the merge fields needed for your letter > for example 3.Open Excel Spreadsheet ( UME directory list) 1.Discuss Content and Data Structure ( File name/ Column headers/ data content/ etc. 2.Write the names of the headers you need to merge into your letter. 4.Close Excel list 5.Using Word go to the Mail Merge Tool Tools/Envelope etc

Class Discussion  Usage  Draft up a simple flow chart process diagram for using a mail merge to produce Nametags with Firstname of “myclass list”.  Repeat mail merge from last lecture using myclass tab in Excel using name tags from Word. Firstname only, using 48 pt lettering centered etc

Frequently Used Features / Concepts in Word 1.Inserting Comments – Similar to Excel – You can hide or view them (a so-called - toggle feature). Place cursor in area of document that you want to add a comment. Select Review/add comment button 2.Go to section WD 1.3 of book – Concept Preview and Developing a Document. 1. PLAN Start 2. Enter3. Edit4. Format 5. Preview and Review6. Print Stop Multiple Documents = summing junction Recursive operations 1 to n

Authored - H Rattliiff © All Rights Reserved. UME Prep Use Only. 13 END

Supplemental Materials

MS Word – How can we use it? 1.Word is suited for creating more complex text documents. It has more Text Control Codes than a the general Text Editor software program. Most applications have some basic test editing features. Word has a lot more!!! 2.1 st Generation “Word”programs were very basic. Word perfect / Word1.0 etc. 3.Common Uses for Word processing application programs include: a.Notes/Writing Assignment/ Narratives - word driven usage !!!! b.Resume’ – HS Intern & College drafts c.Term Papers d.Reports i.Tables of Contents ii.Formatting iii.Footnotes and References iv.Endnotes v.Page numbering vi.Document Layout formatting and control vii.Document composition and review/ collaboration e.Document Forms (static forms (dumb) and dynamic (smart (using coding)) f.Letter mail merges with a table or database or names. Envelop Labels (address labels g.Name Badges Text Control Codes – the software that is used to manage text editing and manipulation. Word processors have a lot. Excel and Powerpoint do not contain as much and the software features that contain maybe a different subset. Remember the word processor has a different purpose and use, as well as different target user/population of users. The software has been “tailored” fitted. A form of modification or change in the software code. * - underlines words denotes some of the goals in this class that are part of Word 2010 training.

Authored - H Rattliiff © All Rights Reserved. UME Prep Use Only. 16 Key Navigation Features in Word 1Title bar At top of page – name of file 2Ribbon bar – Main Menu Ribbon similar to Excel. You can customize what is viewed ( Visual Basic Editor/ Quick access buttons for Fonts, sizes, The Quick Access Toolbar. Buttons used and keyboard shortcuts (many are the same as in Excel ( Ctrl C and Ctrl V ) command used to copy and paste text elements and objects. Layout Tabs Similar to Excel to HOME/ Insert /Page Layouts/ References/ Review/ View other document formatting – themes etc 3The “cursor “ The insertion point or location in document. You have to know where you are in the document e.g. body, footer / header to know where the typing or changes will occur.

 Format Painter – page  Line spacing page >> single space 1.0 setting; 2.0 double etc  Dialog box launcher – page >> indentations/ line spacing before and after paragraphs.  Minimize and Expand the Ribbon – Page (Ctrl + F1 shortcut toggle command). Backstage View allows you to work with vs work in your doc.  Beginning a New Blank Document or using a template – page  Mouse or key Actions – Word comparison vs other apps – page  Backstage - Document properties / option settings / information about the document Key Navigation Features in Word

1.“Save As” command in Word View File Extensions