1. Advanced WORD Melissa Harrison Tech Integration Specialist @ Greenwood Community Schools

2. AGENDA ▪ Tuesday 9 June 2015 ▪ 8:00amWelcome and Quick Introductions ▪ 8:15amTopic discussion and hands on practice ▪ 9:30am10-15 minute break – SNACKS are available! ▪ 9:45amTopic discussion and hands on practice ▪ 10:50amTake Attendance & Online Evaluation Completion: http://involvedk12.weebly.com/ http://involvedk12.weebly.com/ ▪ 11:00amDismiss

3. AGENDA ▪ Wednesday 10 June 2015 ▪ 1:00pmWelcome and Quick Introductions ▪ 1:15pmTopic discussion and hands on practice ▪ 2:30pm10-15 minute break – SNACKS are available! ▪ 2:45pmTopic discussion and hands on practice ▪ 3:50pmTake Attendance & Online Evaluation Completion - http://involvedk12.weebly.com/ http://involvedk12.weebly.com/ ▪ 4:00pmDismiss

4. What we’re going to talk about today: ▪ MACROS – when to use ‘em and how to create ‘em ▪ MAIL MERGE – how to do this with only WORD data ▪ FORMS – say goodbye to janky-looking underlined spaces! ▪ TRACKING CHANGES – managing revisions & comments while a document is in development.

5. MACROS ▪ A series of commands and instructions that are grouped together to automate repetitious tasks. ▪ Are used more often than you realize. Think of the buttons in the group toolbars and what they do - basically they are pre-formatted macros. ▪ Eliminate the need to perform same action(s) over and over again - i.e, change formatting, style, font family, size, and color. ▪ Each click and keystroke you press while performing the task is recorded so that you can play them back to perform same action over your documents.

6. Here’s How ▪ Launch Word and OPEN a new document. ▪ Navigate to the VIEW tab. Click RECORD MACRO in the Macros Options. ▪ Enter a MACRO NAME in the Record Macro dialog window. ▪ Under ‘Assign Macro To’, click on KEYBOARD to assign a hotkey. ▪ Type a keyboard combination that makes sense to you. WORD has already cornered the market on most of the combinations for their own use, but many of the Ctrl+Alt+letter combinations are available. If you tap on a keyboard button that is already in use, it won’t appear in the field.

7. Here’s How ▪ Click on the ASSIGN button and then CLOSE. You’re now recording your MACRO – everything you do (from typing text to choosing commands or setting options) is recorded. ▪ To stop recording, click STOP RECORDING in the Macros Options. ▪ To play back the Macro, press the keyboard shortcut you created. ▪ To review the Macros you’ve created, click VIEW MACROS in the Macros Options.

8. Hands on Practice Practice recording a Macro that would simplify a task that you choose OR Try your hand at creating Letterhead using these instructionsinstructions

9. MAIL MERGE ▪ Allows you to automatically merge a list of variable information, such as addresses, with standard text to create form letters, mailing labels, envelopes, directories, and mass email & fax distributions. ▪ Mail Merge topics were introduced in the Intro to Office session, and JoAnn uses Excel as the data source. ▪ We’re going to look at using only WORD for the mail merge function.

10. Conceptual Process ▪ Set up the main document. The main document contains the text and graphics that are the same for each version of the merged document — for example, the return address in a form letter. ▪ Connect the document to a data source. A data source is a file that contains the information to be merged into a document. For example, the names and addresses of the recipients of a letter. ▪ Refine the list of recipients or items. Word generates a copy of the main document for each recipient or item in your data file. If you want to generate copies for only certain items in your data file, you can choose which items (or records) to include. ▪ Add placeholders, called mail merge fields, to the document. When you perform the mail merge, the mail merge fields are filled with information from your data file. ▪ Preview and complete the merge. You can preview each copy of the document before you print the whole set.

11. Here’s How ▪ Launch WORD and navigate to the MAILINGS tab. Click on START MAIL MERGE and select the type of Main Document (letter, email, envelopes, labels, or directory) you want to create. A data source is a file that contains the information to be merged into a document. For example, the names and addresses of the recipients of a letter. ▪ Create your Main Document - be sure to create placeholders for the fields that will contain the merged data (e.g. names, addresses). This is not required, but it is helpful to be able to easily identify the placeholders for the merge– especially if you are customizing the fields. ▪ Click on SELECT RECIPIENTS to TYPE a NEW LIST (or use an existing one).

12. Here’s How ▪ Enter the necessary data for each field using the TAB key to move from cell to cell. CUSTOMIZE the fields if the ones provided are not sufficient for your needs. ▪ The fields may be customized using the CUSTOMIZE COLUMNS button in the New Address List window. ▪ Click on PREVIEW RESULTS to replace the merge fields with the data from your recipient list and check for any spelling or formatting errors. ▪ Click on FINISH & MERGE to preview the results (recommended) and print/send email messages.

13. Hands on Practice Practice using Mail Merge with a form letter that you create (or have saved somewhere that you can access) OR Try your hand at using Mail Merge to send out this Form LetterForm Letter

14. FORMS ▪ Enable users to instantly create a simple form for taking input from others, distributing it as e-survey, making a questionnaire, etc. ▪ From available Form Controls list, you can insert checkboxes, drop- down lists, combo boxes, text panes & labels to create an intriguing user entry form without using any designated tool. ▪ Much more efficient and nicer looking than just creating spaces with underlining that look great when blank, but are all out of whack once someone starts filling in the blanks.

15. Here’s How ▪ Launch Word. Form controls are bundled under Developer tab, which is hidden by default. To make it visible, go to the FILE menu, click Options. click Customize Ribbon in the left pane enable Developer check- box in the right pane Click OK to see Developer tab on the ribbon.

16. Here’s How ▪ Navigate to the DEVELOPER tab and then place your cursor in the text where the form option needs to be placed ▪ Select one of the FORM OPTIONS (e.g. rich text, plain text, check box, drop-down, date picker) from the CONTROLS GROUP. ▪ Some form options require customization, like a drop-down where the respondent makes a selection from the list. ▪ Select the form option (so it is active) and click on PROPERTIES in the Controls Group and make the necessary customizations, additions, etc. ▪ SAVE your document when completed.

17. Hands on Practice Practice creating FORMS with a document that you create (or have saved somewhere that you can access) OR Try your hand at creating a FORM using this Sample QuestionnaireSample Questionnaire

18. TRACKING CHANGES ▪ Allows Word to keep track of the changes made to a document. ▪ Also known redlining. Think of these as digital mark-ups. ▪ Real value best seen when two or more people need to edit a single document. Tracking changes lets everyone know which changes have been made and which content has been deleted, inserted, or formatted.

19. Here’s How ▪ Navigate to the REVIEW Tab. ▪ Enable Tracking by clicking on Track Changes in the TRACKING GROUP. The Track Changes button works like a toggle – when it’s blue, it’s enabled. When there is no color, it’s disabled. ▪ Changes are visible in markup form, so deleted text displays with a ‘strikeout’; added text is underlined. Changes may also be displayed as balloons in the right-hand margin instead of the ‘inline’ default. ▪ Most folks use the defaults for tracking changes, but those behaviors CAN be customized to better meet your individual/group needs.

20. Here’s How ▪ Enable Tracking by clicking on Track Changes in the TRACKING GROUP. The Track Changes button works like a toggle – when it’s blue, it’s enabled. When there is no color, it’s disabled. ▪ Changes can be ACCEPTED or REJECTED on an individual basis. Both modes have provision to accept/reject & turn off tracking. ▪ To view the ORIGINAL document, select Original from the All Markup drop-down. ▪ COMMENTS may also be added, and will display in a balloon in the right-hand margin. Be careful not to get too crazy with comments – use them when suggesting preferential changes instead of using a comment for every typo in a document.

21. Hands on Practice Practice enabling and tracking changes, adding comments, and customizing markup behaviors with a document that you create (or have saved somewhere that you can access) OR Try your hand at working with this Sample DocumentSample Document