1. exploring Microsoft Office 2013 Volume 1
by Mary Anne Poatsy, Keith Mulbery, Lynn Hogan, Amy Rutledge, Cyndi Krebs, Eric Cameron, Rebecca Lawson
Chapter 3
Document Productivity
This chapter introduces you to Microsoft Office Word The chapter focuses on document productivity. The chapter discusses inserting tables, formatting tables, merging tables, and enhancing table data. It also demonstrates how to create a mail merge document and perform a mail merge.
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Objectives
Insert a table
Format a table
Manage table data
Enhance table data
Create a Mail Merge document
Complete a Mail Merge
The objectives of this chapter are:
Insert a table
Format a table
Manage table data
Enhance table data
Create a Mail Merge document
Complete a Mail Merge
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Tables
Heading row
Cell
A table is a grid of columns and rows that organizes data. A table has headings in the first row and related dates in the following rows. The intersection of row and column is a cell. The cell is where you type data.
A table is considered an object, it can be selected and manipulated independently of surrounding text.
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Inserting tables
Point to number of columns and rows to include
Insert a table
Draw a table
Select from Quick Tables
You can create a table with uniform spaced rows and columns, or you can draw a table with the mouse pointer, creating rows and columns of varying heights and widths. You can also change table settings so that rows and columns fit the data included in the table.
To insert a table, click Table in the Tables group on the Insert tab. Drag to select the number of rows and columns to include in the table. You can also click Insert Table to display the Insert Table dialog box, where you can indicate the number of rows and columns you want to include.
If the table has varying heights and widths you can draw a table. To draw a table, click the Insert tab click Table in the Tables group, and then select Draw Table. Drag a rectangle and then draw horizontal and vertical lines to create rows and columns.
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5. Editing Rows and Columns
Delete rows, columns or a table
Erase gridlines
Insert rows and columns
Table Select indicator
Word allows you to insert and delete rows and columns from your table. If you want to insert more rows in an already existing table, press Tab to begin a new row. Continue entering data and pressing Tab to create new rows until the table is complete. You can also insert a row above or below an existing row, or to the left or right of an existing column in a table.
You can also insert rows or columns by using the insert control that displays when you point to the edge of a row or column gridline.
To delete a row or column click Delete in the Rows and Columns group. You can delete individual cells or the entire table.
Insert control
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6. Merging and splitting cells
Split Cells
Merge Cells
If you want to place a title across the top of a table or center a label over columns or rows of data, you can merge cells. To merge cells select the rows or column in which to merge cells, click the Table Tools Layout tab and click Merge Cells in the merge group.
To split a single cell into multiple cells, or split a row or column to provide additional detail in separate cells, select Spit Cells in the Merge group of the Table Tools Layout tab.
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7. Changing Row Height and column Width
Height and Width
Properties
AutoFit
Row and Column tabs
Table Properties dialog box
When you create a table by inserting it, Word builds a grid with evenly spaced columns and rows. If text that you type requires more than one row within a cell, Word will automatically wrap text and adjust row height to accommodate the entry.
You can manually adjust row height or column width to modify the appearance of a table. One way to adjust row height and width is to position the pointer on a border so that it displays as a double-headed arrow. Drag the arrow to increase or reduce the height or width.
Another way is to select the column or row that is to be adjusted, click the Cell Size group on the Table Tools Layout Tab. You can then indicate your measurement in inches.
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Applying table styles
Table Styles gallery
Word provides several predesigned table styles that contain borders, shading, font sizes, and other attributes that enhance the readability of a document. The Table Styles gallery provides styles that work well for presenting lists and other data in a grid.
Modify Table Styles
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Aligning Tables
Align text within a cell
Cell Margins
Text Direction
Align a table horizontally
Inches to indent from left
Table alignment refers to the position of a table between the left and right document margins. When you insert a table, Word automatically aligns it at the left margin. To change table alignment, as well as to adjust test wrapping around a table, right-click an empty area of a table cell and select Table Properties. You can also select Properties from the Table Tools Layout tab.
You can move a table to any location within the document when you drag the Table Move Handle. As you move the table, a dashed border displays, indicating the position of the table. Release the mouse button to position the table.
Wrap text around a selected table
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Managing table data
Click to begin a formula
Formula Dialog Box
Number Format arrow
A table is often used to summarize numeric data. Using Word, you can manage table data to include calculations, sort table contents, and cause heading rows to recur across pages. Although Word is not designed to performed heavy-duty statistical calculations, it is possible to determine basic items, such as a sum, an average, or a count of items in cells.
A formula is a calculation that can add, subtract, divide, or multiply cell contents. Word provides functions, which are built-in formulas, to simplify the task of performing basic calculations. A function uses values in a table to produce a result.
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Table Functions
Word provides many of the commonly used functions to perform calculations. Functions names are followed by a range, which is a series of adjacent cells or an argument which is the positional information of the data be calculated. For example, you can place =AVERAGE(ABOVE) in a cell. The argument ABOVE indicates that data to be summarized is located above the cell containing the function.
Most math symbols and operators are not located on the keyboard. You can used Word’s equation tools to assist in developing a formula. Click the Insert tab and click Equation in the Symbols group. Select from options on the Equation Tools Design tab to create a formula.
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Sorting data in a Table
Click to begin a sort
Primary category to sort
Secondary category to sort
Select sort order
Columns of text, dates, or numbers in a Word table can be sorted alphabetically, chronologically, or numerically. You can sort a Word table by up to three categories. To sort table rows, click the table and click the Table Tools Layout tab. Click Sort in the Data group. Indicate or confirm the primary category, or column to sort by order, either ascending or descending. Select any other sort columns and indicate or confirm the sort order. You then specify whether the table includes a header row and click OK.
Table has a header row
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13. Converting text to a table or a table to text
To convert text into a table, select text to be converted. Click the Insert tab and click Table in the Tables group. Click Convert Text to Table. Select options from the Convert Text to Table dialog box, including the number of columns and row to include. Click OK.
To convert table into text, select anywhere in the table. Click the Table Tools Layout tab. Click Convert to Text in the Data group. In the Convert Table to Text dialog box, indicate how table text is to be divided. Click OK.
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Enhancing table data
Border Styles
Line Style
Line Weight
Pen Color
Borders Gallery
Border Painter
Borders
You can enhance a table with custom borders and shading. A border is a line style you can apply to individual cells, an entire table, or to individual areas within a table. You can design your own border, select a pen color, line style, and line weight, or you can select from a gallery of predesigned borders that coordinate with existing table styles.
A Border Painter is a tool that enables you to easily apply border settings you have identified to one or more table borders. Using Border Painter, you can apply preselected borders by selections that are available on the Table Tools Design tab.
Enhancing table data continues on next slide.
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Enhancing table data
Shading arrow
Border arrow
Borders and Shading dialog box
Shading applies color or a pattern to the background of a cell or group of cells. You might want to apply shading to a heading row to emphasize it, setting it apart from the rows. Click the Borders arrow in the Table Styles group and select a border position, or click Borders and Shading to display the Borders and Shading dialog box.
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16. Inserting captions to a table
Insert Caption
Adjust Numbering
Indicate caption position
Caption dialog box
A caption is a numbered item of text that identifies a table, figure, or other object in a Word document. A caption typically includes a label. When a caption is created, it is formatted in a Caption style. You can use the Styles pane to modify the Caption style applied to all captions in the document.
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Creating a Mail merge
Next: Starting document
A Mail Merge is a feature that combines content from a main document and a data source, with the option of creating a new document. Mail Merge is often used to send personalized messages to multiple recipients. Creating a mail-merge makes it appear as if each recipient is the sole addressee. You can also use mail merge to send an in which the message is personalized for each recipient, perhaps referring to the recipient by name within the body of the message.
You also use Mail Merge to create a set of form letters, personalizing or modifying each on of the recipients. To begin a Mail Merge click the Mailings tab and click Start Mail Merge Wizard in the Start mail merge group. A wizard guides you through the process one step at a time.
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18. Obtaining a data source
The first step in the mail merge process is to identify the type of document you are producing. The data source provides variable data to include in the document, such as recipient name, address, phone number, city, state, and zip code. Each item of information is referred to as a field. A group of fields for a particular person or thing presented as a row in the data source is called a record.
A data source can be obtained from a word document that contains records stored in a table, an Access database, an Excel worksheet, or a group of Outlook Contacts.
Obtaining a Data Source continues on next slide.
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19. Obtaining a data source (cont.)
Header row
Records
The first row in the data source is called a header row and identifies the fields in the remaining rows. Each row beneath the header row contains a record, every record contains the same fields in the same order.
Obtaining a data source continues on the next slide.
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20. Obtaining a data source (cont.)
Use existing list
Browse for data source
To merge a Word document, select Use an existing list in Step 3 of the mail merge process. Click Browse, navigate to the source and double-click the file.
If you do not have a preexisting list to use as a data source, you can create one. Select Type a New List in the Mail Merge pane to create a data source. Click Create in the Type a new list area. A New Address List dialog box displays with the most commonly used fields for a mail merge. You can enter data or click Customize Columns to add, delete, or rename the fields to meet your needs. The data source is saved as an Access database file.
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21. Sort and filter records in a Data source
Sort records
Filter records
Before merging a data source with the main document, you might want to rearrange records in the data source so that output from a mail merge is arranged accordingly. You can also filter a data source to limit the mail merge output. After selecting a data source you can choose to sort or filter records in the Mail Merge Recipients dialog box. Click Sort to indicated one or more fields to sort by. Click Filter to specify criteria for including records that meet certain conditions during the merge process
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22. Completing a Mail merge
Merge field selected and placed in main document
Select a merge field
When you write a letter or create an in preparation for a mail merge, you will insert one or more merge fields in the main document in the location of variable data. The Mail Merge wizard enables you to select an Address block, Greeting line, or other item that can be included as a placeholder in the main document.
Merge fields display in the main document with angle brackets. As the document is merged with the data source, data from the data sourced will be placed in the position of the merge fields. To complete the merge click Next: Preview your letters. You can view each merged document. Click Next Complete the merge. Two options will display for you to choose, Edit individual letters, and Print.
Next step
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Summary
Creating and drawing tables
Applying table styles
Using formulas and functions in tables
Adding borders and shading to tables
Creating and completing a Mail Merge
The chapter demonstrates how to create and draw tables in a document, apply styles to the table, add formulas and functions to table cells and enhance a table with borders and shading. The chapter also introduced creating a mail merge document and how to perform a mail merge with merge fields.
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Questions
As you complete this chapter in Document Productivity in Word, be sure you ask questions. You want to understand the concepts so that you can continue to build on them in future chapters.
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All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher. Printed in the United States of America.
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