User talk:Pals pravee4

Save each merged letter as a separate file Normally, the mail merge result to a new document is one long file which can be edited and printed. Using the Master Document feature, it's possible to save each as a separate file. In the mail merge result document, each record's letter is created in its own section, so one can select each section, turn it into a sub-document, open the sub-document and save it as a separate file.

The only preparation you need to make in the main merge document is to select the first paragraph, go to Format/Paragraph and set the Outline Level to 1 (one). The Master Document feature needs this in order to create the sub-document.

The following sample VBA code can help automate this process.

Sub SaveRecsAsFiles ' Convert all sections to Subdocs AllSectionsToSubDoc ActiveDocument 'Save each Subdoc as a separate file SaveAllSubDocs ActiveDocument End Sub

Sub AllSectionsToSubDoc(ByRef doc As Word.Document) Dim secCounter As Long Dim NrSecs As Long NrSecs = doc.Sections.Count 'Start from the end because creating 'Subdocs inserts additional sections For secCounter = NrSecs - 1 To 1 Step -1 doc.Subdocuments.AddFromRange _ doc.Sections(secCounter).Range Next secCounter End Sub

Sub SaveAllSubDocs(ByRef doc As Word.Document) Dim subdoc As Word.Subdocument Dim newdoc As Word.Document Dim docCounter As Long docCounter = 1 'Must be in MasterView to work with 'Subdocs as separate files doc.ActiveWindow.View = wdMasterView For Each subdoc In doc.Subdocuments Set newdoc = subdoc.Open 'Remove NextPage section breaks 'originating from mailmerge RemoveAllSectionBreaks newdoc With newdoc .SaveAs FileName:="MergeResult" & CStr(docCounter) .Close End With docCounter = docCounter + 1 Next subdoc End Sub

Sub RemoveAllSectionBreaks(doc As Word.Document) With doc.Range.Find .ClearFormatting .Text = "^b" With .Replacement .ClearFormatting .Text = "" End With .Execute Replace:=wdReplaceAll End With End Sub

Auto fit:

Right click on the worksheet in question. Click on 'View Code.'

Paste:

Private Sub Worksheet_SelectionChange(ByVal Target As Excel.Range) If Not Application.Intersect(Target, Range("A1:f100")) Is Nothing Then Rows("1:100").AutoFit End If End Sub

Change the ranges so that they're appropriate. Close the vb editor and give it a shot.

Autofit row height when retrieving text via formula - Dave Peterson 03-May-08 06:24:49 Maybe you can tie into that worksheet's calculation event to resize the rows.

If you want to try, right click on the worksheet that should have this behavior. Select View code. Paste this into the code window:

Option Explicit Private Sub Worksheet_Calculate application.enableevents = false Me.Rows.AutoFit 'or be specific Me.Rows("1:33").AutoFit application.enableevents = true End Sub

mailmerge document
Mail Merge In Microsoft Office Word 2007 April 6, 2008

Mail Merge Wizard To start the Mail Merge in the new Word 2007, click on the Mailings tab. The Ribbon, the groups of commands you see on each tab, replaces the toolbars and menus. Commands are organized in groups related to activities such as you see below in the Create, Start Mail Merge, and Write & Insert Fields groups on the Mailings tab.

When you click on the arrow beside Start Mail Merge, a drop-down list appears as shown below. Select the last option, “Step by Step Mail Merge Wizard.”

This brings up the task pane as shown below. Select Letters (or whatever type you want) as the type of document and then click on the “Next: Starting document” link at the bottom of the task pane to go to the next step to select your starting document.

Selecting a Template You have options to use the current document you have open, to select a template, or to browse to an existing document not open. For this practice, select “Start from a template.” This brings up a link you click on to “Select template.”

This opens the “Select Template” dialog box shown. Select the “Letters” tab and choose “Oriel Merge Letter.” Click on OK.

This takes you to Step 3 in the Mail Merge process in which you “Select recipients.”

Selecting Recipients Select “Use an existing list” and click on the “Browse” link. Locate and open the file containing your data source. For this exercise, use the MailMergeList.xls.

This opens the following dialog box in which you select the table (the named range defined within Excel) containing the mail merge recipients info you want to pull into the merge fields in your document. Select “seminar” or “training” or whatever you named the range in your spreadsheet containing the names and addresses you want to use for the mail merge (”attendees” is the defined range selected as shown below).

Make sure to check the box indicating that the “First row of data contains column headers” so that the field labels (Last Name, First Name, Address1, etc.) on your spreadsheet won’t be mistaken for data.

This opens the Mail Merge Recipients dialog box shown below. Here you can select which recipients to include or deselect by uncheck the check box by the name.

You can sort and filter the list using the drop-down list located on each field name indicated by the triangular black arrow. Note there are also links to Sort and Filter or Find Duplicates and recipients in the “Refine recipient list” section.

Click on the link “Next: Write your letter” to go on to the next step to edit the mail merge template letter content.

Inserting Merge Fields Notice that the Address Block and Greeting Line fields are already inserted into this template letter. If you weren’t using a preformatted mail merge letter, you would just simply click on the links on the right to insert the Address block, Greeting line, or more items (more merge fields). You also have these same options on the Mailings toolbar at the top—you don’t have to use the wizard each time you do a mail merge. Pick the date and replace the letter content with your own and then go on to the next step to preview your letters by clicking on the link at the bottom of the task pane.

Matching Fields When you click on the Address block link, the following dialog box appears in which you can choose the format of the address. Also, you can click on the Match Fields button to match the missing address field (the Match Fields button is also on the Mailings tab in the “Write and Insert Fields” grouping).

Clicking on the Match Fields button brings up the following dialog box. Use the Address 1 drop-down list to select the Street field name from the Excel spreadsheet.

Previewing Results You have buttons on both the Preview Results group on the Mailings ribbon as well as the task pane to look at different recipient info before going on to the next step to complete the merge.

Completing the Merge When you click on the link, “Next: Complete the merge,” the following appears:

Click on the link “Edit individual letters” which you can see from the screen tip is the link to “Merge to new document.” This is also a button on the “Finish & Merge” dropdown list on the Mailings Ribbon.

The Print link on the Task Pane or Print Documents on the Ribbon dropdown list allows you to merge directly to the printer.

When you click on the link to edit the letters, the following dialog box appears:

You can choose whether to merge all or selected records. Click OK and then a new merged document entitled Letters1 is created. It contains the individual letters for each recipient. If you look at the status bar, you will see that it indicates multiple letters.

Saving Save your work by clicking on the new Office button which replaces the file menu.

Select “Save As” to view the new options for saving in different formats.

ms word
Go To Page.. Main Page Logging In/Out Your Computer Windows 98 Microsoft Office 2000 GroupWise 5 Email Internet Student Attendance Student Grade Reporting Student Records (CIMS) Microsoft PowerPoint Microsoft Access  Microsoft Office Main  Microsoft Excel  Microsoft Publisher

Introduction into Microsoft Word Starting Up Microsoft Word Learn the Toolbar Creating A New Document Formatting Text Inserting A Table Inserting A Picture Inserting Page Numbers and Date/Time Spelling and Grammar Checking

Introduction into Microsoft Word Microsoft Word is a powerful tool to create professional looking documents.

This tutorial will help you get started with Microsoft Word and may solve some of your problems, but it is a very good idea to use the Help Files that come with Microsoft Word, or go to Microsoft's web site located at http://microsoft.com/office/word/default.htm for further assistance.

Back to top

Starting Microsoft Word

Two Ways

Double click on the Microsoft Word icon on the desktop. Click on Start --> Programs --> Microsoft Word

Back to top

Viewing the toolbars

The toolbars in Microsoft Word provide easy access and functionality to the user. There are many shortcuts that can be taken by using the toolbar. First, make sure that the proper toolbars are visible on the screen. Click View Select Toolbars Select Standard, Formatting, and Drawing Other toolbars can be selected if you wish Name Icon Description New Blank Document Creates a new, blank file based on the default template. Open (File menu) Opens or finds a file. Save (File menu) Saves the active file with its current file name, location, and file format. Mail Recipient Sends the contents of the document as the body of the e-mail message. Print (File menu) Prints the active file or selected items. To select print options, on the File menu, click Print. Print Preview (File menu) Shows how a file will look when you print it. Spelling and Grammar (Tools menu) Checks the active document for possible spelling, grammar, and writing style errors, and displays suggestions for correcting them. To set spelling and grammar checking options, click Options on the Tools menu, and then click the Spelling and Grammar tab. Cut (Edit menu) Removes the selection from the active document and places it on the Clipboard. Copy (Edit menu) Copies the selection to the Clipboard. Paste (Edit menu) Inserts the contents of the Clipboard at the insertion point, and replaces any selection. This command is available only if you have cut or copied an object, text, or contents of a cell. Format Painter (Standard toolbar) Copies the format from a selected object or text and applies it to the object or text you click. To copy the formatting to more than one item, double-click, and then click each item you want to format. When you are finished, press ESC or click again to turn off the Format Painter. Undo (Edit menu) Reverses the last command or deletes the last entry you typed. Redo (Edit menu) Reverses the action of the Undo command. Hyperlink Inserts a new hyperlink or edits the selected hyperlink. Tables and Borders Displays the Tables and Borders toolbar, which contains tools for creating, editing, and sorting a table and for adding or changing borders to selected text, paragraphs, cells, or objects. Zoom Enter a magnification between 10 and 400 percent to reduce or enlarge the display of the active document. Office Assistant The Office Assistant provides Help topics and tips to help you accomplish your tasks.

Back to top

Creating A New Document

Click on File Select New To create a blank document, simply select Blank Document. To create a document based on one of the templates provided in Microsoft Word, select which one you would like to create and select OK

Back to top

Formatting Text

Highlight the text that you want to format by dragging your mouse over while holding down the left mouse button Change the text to your desire

Back to top

Inserting a Table

Click where you want your table to go Click Table at top of screen Select Insert Select Table Give your table dimensions

Back to top

Inserting a Picture

Click where you want your picture to go Click Insert at top of screen Select Picture Select Clip Art or From File Select picture and click Insert

Back to top

Inserting Page Numbers and Date/Time

Click Insert at top of screen Select Page Numbers and/or Date & Time

Back to top

Spell Checking Your Document

Click Tools at top of screen Select Spelling and Grammar

Back to top

ms word training manual
Lesson 9

INTRODUCTION TO MS-WORD

9.1 INTRODUCTION

Let us consider an office scene. Many letters are typed in the office. The officer dictates a letter. The typist first types a draft copy of the letter. The officer goes through it to check mistakes regarding spelling errors, missing words, etc. and suggests corrections. The typist changes the letter as suggested by the officer. This is a simple example of word processing.

There are many software packages to do the job of word processing. Some of them work in DOS environment. Example are WordStar, Word Perfect and Professional Write. But in these days working in WINDOWS is becoming more and more popular. So let us consider software for word processing which works in WINDOWS. Our choice is MS-WORD because it is the most popular software in these days.

MS-WORD is a part of the bigger package called MS OFFICE, which can do much more than word processing. In fact when you open up MS OFFICE you will find four main components in it. They are MS-WORD (for word processing), MS EXCEL (for spreadsheet), MS ACCESS (for database management) and MS POWERPOINT (for presentation purposes). However, we will limit ourselves to MS-WORD only in this lesson.

9.2 OBJECTIVES

After going through this lesson you should be in a position to

start the MS-WORD package be familiar with the MS-WORD screen advantages and Features of Word Processing some common Word Processing Packages how to invoke Ms-Word learn the capabilities of Ms-Word 9.3 WHAT IS WORD-PROCESSING?

Word Processor is a Software package that enables you to create, edit, print and save documents for future retrieval and reference. Creating a document involves typing by using a keyboard and saving it. Editing a document involves correcting the spelling mistakes, if any, deleting or moving words sentences or paragraphs.

(a) Advantages of Word Processing

One of the main advantages of a word processor over a conventional typewriter is that a word processor enables you to make changes to a document without retyping the entire document.

(b) Features of Word Processing

Most Word Processor available today allows more than just creating and editing documents. They have wide range of other tools and functions, which are used in formatting the documents. The following are the main features of a Word Processor

Text is typing into the computer, which allows alterations to be made easily. Words and sentences can be inserted, amended or deleted. Paragraphs or text can be copied /moved throughout the document. Margins and page length can be adjusted as desired. Spelling can be checked and modified through the spell check facility. Multiple document/files can be merged. Multiple copies of letters can be generated with different addresses through the mail-merge facility. (c) Some Common Word Processing Packages

The followings are examples of some popular word processor available

Softword WordStar Word perfect Microsoft word 9.4 IMPORTANT FEATURES OF MS-WORD

Ms-Word not only supports word processing features but also DTP features. Some of the important features of Ms-Word are listed below:

Using word you can create the document and edit them later, as and when required, by adding more text, modifying the existing text, deleting/moving some part of it. Changing the size of the margins can reformat complete document or part of text. Font size and type of fonts can also be changed. Page numbers and Header and Footer can be included. Spelling can be checked and correction can be made automatically in the entire document. Word count and other statistics can be generated. Text can be formatted in columnar style as we see in the newspaper. Text boxes can be made. Tables can be made and included in the text. Word also allows the user to mix the graphical pictures with the text. Graphical pictures can either be created in word itself or can be imported from outside like from Clip Art Gallery. Word also provides the mail-merge facility. Word also has the facility of macros. Macros can be either attached to some function/special keys or to a tool bar or to a menu. It also provides online help of any option.

Top

IN-TEXT QUESTIONS 9.1

1. State True or False

Word processor is Software Package that enables you to create, edit, print and save document. WordStar is a popular Word processor. Changing the size of the margins cannot reformat complete document or part of the text. Word has the facility of Macros. Word does not allow the user to mix the graphical pictures with text.

Top

9.5 GETTING STARTED WITH MS-WORD

We have already told you that for working in Ms-Word you should be familiar with WINDOWS. If you have not covered WINDOWS so far then read that first and then go through MS-WORD. By now you must be aware of the fact that a software package is improved from time to time. These improvements are sold in the market as new versions of the same software. Thus you will find many versions of MS-WORD being used in different offices. In this lesson we will cover the version MS-WORD 97, which is latest in the market and contain many improvements over the older versions. However, you do not have to worry if you have an older version such as WORD 6.0 or WORD 95. All the commands available in these older versions are also available in WORD 97 and they are compatible.

While working in MS-WORD you have to work with a mouse. Also one can work, to some extent, through the keyboard. The use of mouse is simpler as it is fully menu driven. In MS-WORD every command is available in the form of ‘icons’.

You can go inside MS-WORD by the following way

Take the mouse pointer to START button on the task bar. Click the left mouse button. The monitor will show like as follows:

Fig. 9.1

Move the pointer to programs. You will notice another menu coming up to the right. In that menu identify where Microsoft word is placed. Move the cursor horizontally to come out of programs. Move into the rectangular area meant for Microsoft word. Click the left mouse button there. The computer will start MS-WORD. You will find the screen as follows.

Fig. 9.2

Let us discuss the important components of the screen.

Title Bar The title bar displays the name of the currently active word document. Like other WINDOWS applications, it can be used to alter the size and location of the word window.

Tool Bars Word has a number of tool bars that help you perform task faster and with great ease. Two of the most commonly tool bars are the formatting tool bar and the standard tool bar. These two toolbars are displayed just below the title bar. At any point of time any tool bar can be made ON or OFF through the tool bar option of View Menu.

(c) Ruler Bar

The Ruler Bar allows you to format the vertical alignment of text in a document.

(d) Status Bar

The Status Bar displays information about the currently active document. This includes the page number that you are working, the column and line number of the cursor position and so on.

(e) Scroll Bar

The Scroll Bar helps you scroll the content or body of document. You can do so by moving the elevator button along the scroll bar, or by click in on the buttons with the arrow marked on them to move up and down and left and right of a page.

(f) Workspace

The Workspace is the area in the document window were you enter/type the text of your document.

(g) Main Menu

The Word main menu is displayed at the top of the screen as shown in the Fig. 9.1. The main menu further displays a sub menu. Some of the options are highlighted options and some of them appear as faded options. At any time, only highlighted options can be executed, faded options are not applicable. Infect if the option is faded you will not be able to choose it. You may not that any option faded under present situation may become highlighted under different situations.

Top

IN-TEXT QUESTIONS 9.2

1. Choose the best answer.

While working in Ms-Word you have to work with Mouse only Keyboard only Both mouse and keyboard In Ms- Word every command is available in Print Letter Icons You can go inside Ms-Word by the following way Take the mouse pointer to START button on the task bar and click the left mouse button. Take the mouse pointer to START button and click the right mouse button. Move the mouse pointer on the screen.

State True or False The title bar displays the name of the currently active word document. Two of the most commonly tool bars are the formatting tool bar and the standard tool bar. The tool bar allows you to format the vertical alignment of text. The scroll bar helps you to scroll the content or body of document. The workspace is the area in the document window where you enter/type the text.

Top

9.6 MAIN MENU OPTIONS

The overall functions of all the items of main menu are explained below.

(a) File

You can perform file management operations by using these options such as opening, closing, saving, printing, exiting etc. It displays the following sub menu.

Fig 9.3 File Sub menu

(b) Edit

Using this option you can perform editing functions such as cut, copy, paste, find and replace etc. It displays the following sub menu.

Fig. 9.4 Edit Sub menu

(c) View

Word document can be of many pages. The different pages may have different modes. Each mode has its limitations. For example in normal mode the graphical picture cannot be displayed. They can only be displayed in page layout mode. Using the option "View" you can switch over from one mode to other. It displays the following Sub menu.

Fig. 9.5 View Sub menu

(d) Insert

Using this menu, you can insert various objects such as page numbers, footnotes, picture frames etc. in your document. It displays the following Sub menu.

Fig. 9.6 Insert Submenu

(e) Format

Using this menu, you can perform various type of formatting operations, such as fonts can be changed, borders can be framed etc. It displays the following Sub menu.

Fig. 9.7 Format Submenu

(f) Tools

Using this menu, you can have access to various utilities/tools of Word, such as spell check, macros, mail merge etc. It displays the following Sub menu.

Fig. 9.8 Tool Submenu

(g) Table

This menu deals with tables. Using this menu you can perform various types of operations on the table. It displays the following Sub menu.

Fig. 9.9 Table Sub menu

(h) Window

This menu allows you to work with two documents simultaneously. This would require two windows to be opened so that each one can hold one document. Using this menu, you can switch over from one window to another. It displays the following Sub menu.

Fig 9.10 Window Sub menu

(i) Help

Using this menu, you can get on-line help for any function.

Top

IN TEXT QUESTION 9.3

State True or False Using View option you can perform editing functions such as cut, copy, paste, find and replace etc. Using the Edit option you can switch over from Normal mode to Out line mode. Using Insert menu you can insert various objects such as page numbers, footnotes, picture frames etc. Using Tools menu you can access to various utilities of word such as spell check, macros and mail merge etc. Window menu allows you to work with two documents simultaneously.

9.7 WHAT YOU HAVE LEARNT

At the end of this lesson you have learnt the important features of Ms-Word. We started with procedure to invoke Ms-Word. We identified toolbars available in the main menu of Ms-Word are discussed.

9.8 TERMINAL QUESTIONS

1. What do you understand by Word processing? Give examples.

2. Describe the important features of Ms-Word.

3. Describe the various options available in the main menu bar of Ms-Word.

4. What are the different types of toolbar?

5. Define two methods to start Ms-Word.

9.8 FEEDBACK TO IN-TEXT QUESTIONS

IN-TEXT QUESTION 9.1

1. (a) True (b) True (c) False (d) True (e) False

IN-TEXT QUESTIONS 9.2

1. (a) iii (b) iii (c) i

2. (a) True (b) True (c) False (d) True (e) True

IN-TEXT QUESTION 9.3

1. (a) False (b) False (c) True (d) True (e) True