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MICROSOFT OFFICE 2007

MICROSOFT OFFICE WORD 2007 LEVEL 3


Using Mail Merge
Previewing Merged Data
Merging Mailing Labels and Directories
Sorting Table Data
Working with Lists
Using Macros
Protecting a Document
Using Forms
Creating a Table of Contents
Creating an Index
Creating Captions
Creating Citations and Bibliography
Creating a Table of Authorities
Using Bookmarks
Using Footnotes and Endnotes
Creating Master Documents
Customizing Word Preferences

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Page i

MICROSOFT OFFICE WORD 2007 - LEVEL 3


ABOUT ONDEMAND SOFTWARE ....................................................................... I
COPYRIGHT .............................................................................................................. I
DISCLAIMER ............................................................................................................ I
LESSON 1 - USING MAIL MERGE .......................................................................1
Working with Mail Merge ........................................................................................2
Starting Mail Merge .................................................................................................3
Using the Mail Merge Wizard ..................................................................................4
Identifying the Main Document ...............................................................................5
Creating a Recipient List ..........................................................................................7
Customizing Columns in a Recipient List ................................................................9
Rearranging Columns in a Recipient List...............................................................12
Saving a Recipient List ...........................................................................................13
Entering Records into a Recipient List ...................................................................15
Sorting Records to be Merged ................................................................................19
Highlighting Merge Fields .....................................................................................22
Inserting Merge Fields into a Document ................................................................24
PREVIEWING MERGED DATA USING MAIL MERGE ...................................1
Working with Mail Merge ......................................................................................27
Merging to a New Document .................................................................................29
Merging to the Printer ............................................................................................31
Sending Email Messages ........................................................................................32
Exercise ..................................................................................................................38
Using Mail Merge ..............................................................................................38
LESSON 2 - MERGING MAILING LABELS AND DIRECTORIES ...............41
Using Mailing Labels .............................................................................................42
Creating Mailing Labels .........................................................................................42
Selecting Label Options .........................................................................................44
Attaching a Data Source .........................................................................................46
Inserting Label Merge Fields..................................................................................48
Merging Labels to a New Document ......................................................................51
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Creating a Directory ...............................................................................................53


Merging with an Alternate Data Source .................................................................55
Exercise ..................................................................................................................60
Merging Mailing Labels and Directories ...........................................................60
LESSON 3 - SORTING TABLE DATA ................................................................63
Designing a Table to be Sorted...............................................................................64
Sorting a Table Alphabetically ...............................................................................64
Sorting a Table Numerically...................................................................................67
Sorting a Table by Date ..........................................................................................69
Sorting a Table by Multiple Columns ....................................................................71
Exercise ..................................................................................................................75
Sorting Table Data .............................................................................................75
LESSON 4 - USING FORMULAS IN TABLES ...................................................77
Creating a Formula in a Table Cell ........................................................................78
Using a Function in a Table Cell ............................................................................81
Formatting the Result of a Formula ........................................................................84
Displaying Field Codes ..........................................................................................85
Recalculating Formulas in a Table .........................................................................87
Exercise ..................................................................................................................89
Using Formulas in Tables...................................................................................89
LESSON 5 - WORKING WITH LISTS ................................................................91
Customizing Numbered/Bulleted Lists ..................................................................92
Bulleting/Numbering a Multilevel List ..................................................................95
Creating a New List Style.......................................................................................97
Sorting a List Alphabetically ................................................................................101
Exercise ................................................................................................................104
Working with Lists ...........................................................................................104
LESSON 6 - USING MACROS ............................................................................105
Displaying the Developer Tab ..............................................................................106
Recording a Macro ...............................................................................................107
Running a Macro ..................................................................................................112
Editing a Macro ....................................................................................................113
Adding a Macro Button to a Toolbar....................................................................116

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Organizing Macro Projects ...................................................................................120


Deleting a Macro ..................................................................................................123
Exercise ................................................................................................................125
Using Macros ...................................................................................................125
LESSON 7 - PROTECTING A DOCUMENT ....................................................127
Opening the Protect Document Button.................................................................128
Restricting Document Formatting ........................................................................129
Restricting Document Editing ..............................................................................133
Creating Restriction Exceptions ...........................................................................136
Exercise ................................................................................................................142
Protecting a Document .....................................................................................142
LESSON 8 - USING FORMS ...............................................................................145
Creating a Form ....................................................................................................146
Saving a Form as a Template ...............................................................................149
Setting Properties for Controls .............................................................................151
Using Legacy Tools and ActiveX Controls ..........................................................155
Protecting a Form .................................................................................................157
Inputting Data into a Form ...................................................................................161
Deleting a Form Template ....................................................................................162
Printing a Form .....................................................................................................164
Exercise ................................................................................................................167
Using Forms .....................................................................................................167
LESSON 9 - CREATING A TABLE OF CONTENTS ......................................169
Using a Table of Contents ....................................................................................170
Generating a Table of Contents ............................................................................171
Removing a Table of Contents .............................................................................173
Using Custom Styles ............................................................................................174
Viewing the TOC Field Code ...............................................................................177
Updating a Table of Contents ...............................................................................179
Inserting TC Field Codes......................................................................................181
Using TC Fields....................................................................................................183
Using Outline Levels ............................................................................................186
Exercise ................................................................................................................190
Creating a Table of Contents ............................................................................190
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LESSON 10 - CREATING AN INDEX ...............................................................193


Using an Index ......................................................................................................194
Creating Main Index Entries ................................................................................195
Creating Index Subentries ....................................................................................197
Typing Index Entries ............................................................................................200
Cross-referencing Index Entries ...........................................................................201
Generating an Index .............................................................................................204
Viewing the INDEX Field Code ..........................................................................206
Updating an Index ................................................................................................207
Exercise ................................................................................................................209
Creating an Index .............................................................................................209
LESSON 11 - CREATING CAPTIONS ..............................................................211
Inserting a Caption ...............................................................................................212
Inserting a Table of Figures ..................................................................................214
Updating a Table of Figures .................................................................................216
Inserting a Cross-reference ...................................................................................218
Exercise ................................................................................................................221
Creating Captions .............................................................................................221
LESSON 12 - CREATING CITATIONS AND BIBLIOGRAPHY...................223
Inserting Citations ................................................................................................224
Managing Sources ................................................................................................227
Editing Citation and Bibliography Styles .............................................................229
Inserting a Bibliography .......................................................................................230
Exercise ................................................................................................................233
Creating Citations and Bibliography ................................................................233
LESSON 13 - CREATING A TABLE OF AUTHORITIES ..............................235
Marking Citations .................................................................................................236
Inserting a Table of Authorities ............................................................................239
Updating a Table of Authorities ...........................................................................242
Exercise ................................................................................................................244
Creating a Table of Authorities ........................................................................244
LESSON 14 - USING BOOKMARKS .................................................................247
Working with Bookmarks ....................................................................................248

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Creating Bookmarks .............................................................................................248


Viewing Bookmarks .............................................................................................250
Going to a Bookmark ...........................................................................................251
Cross-referencing to a Bookmark .........................................................................253
Deleting a Bookmark ............................................................................................256
Exercise ................................................................................................................258
Using Bookmarks .............................................................................................258
LESSON 15 - USING FOOTNOTES AND ENDNOTES ..................................261
Using Notes ..........................................................................................................262
Inserting Notes .....................................................................................................262
Setting Note Options ............................................................................................265
Viewing Notes ......................................................................................................267
Browsing Notes ....................................................................................................270
Moving and Copying Notes..................................................................................271
Deleting a Note .....................................................................................................273
Exercise ................................................................................................................275
Using Footnotes and Endnotes .........................................................................275
LESSON 16 - CREATING MASTER DOCUMENTS .......................................277
Using a Master Document ....................................................................................278
Inserting Subdocuments .......................................................................................279
Collapsing/Expanding Subdocuments ..................................................................282
Unlinking Subdocuments .....................................................................................284
Splitting and Merging Subdocuments ..................................................................285
Locking Subdocuments ........................................................................................287
Opening Subdocuments ........................................................................................288
Exercise ................................................................................................................290
Creating Master Documents .............................................................................290
LESSON 17 - CUSTOMIZING WORD PREFERENCES ................................291
Changing the Default Font Attributes ..................................................................292
Changing the Default Page Settings .....................................................................294
Setting Word Options ...........................................................................................296
Modifying Default File Locations ........................................................................298
Customizing the Quick Access Toolbar ...............................................................302
Exercise ................................................................................................................304
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Customizing Word Preferences ........................................................................304


INDEX......................................................................................................................305

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LESSON 1 USING MAIL MERGE


In this lesson, you will learn how to:
Work with Mail Merge
Start Mail Merge
Use the Mail Merge wizard
Identify the main document
Create a Recipient list
Customize columns in a Recipient list
Rearrange columns in a Recipient list
Save a Recipient list
Enter records into a Recipient list
Sort records to be merged
Highlight merge fields
Insert merge fields into a document
Preview merged data
Merge to a new document
Merge to the printer
Send email messages

Lesson 1 - Using Mail Merge

Word 2007 - Lvl 3

WORKING WITH MAIL MERGE

Discussion
Mail merge is often used to send out the same or similar letters to a large number of
recipients. Mail merge enables you to write one letter only and then merge the letter
with a data source, thereby creating customized, individual letters including
information specific to each recipient (such as, names, addresses and other details).
The end result is a professional-looking letter that is tailored to each recipient.
Mail merge utilizes two types of documents: a main document and a data source. The
main document (such as, a letter) contains the information common to each recipient.
The data source contains the variable information (such as, different names and
addresses). Merge fields are placed in the main document to indicate where each bit of
data from the data source should appear. When you merge the variable information
from the data source into the main document, one merged document is created for
each record in the data source, with the variable information inserted into the
corresponding merge fields.
In addition to letters, you can use mail merge to print mailing labels and addressed
envelopes or to create a directory. Mail merge can produce documents in many
formats; printed letters, files stored to disk to be printed at a later time, fax documents,
and e-mail messages.
Mail merge involves following six basic steps:
1. Select the document type.
2. Create or select the main document.
3. Create or open the data source.
4. Insert the merge fields into the main document.
5. Preview the merged document.
6. Complete the merge.
You can create mail merges easily by using the Step by Step Mail Merge Wizard that
opens the Mail Merge task pane. The Mail Merge task pane provides the most
guidance when merging documents and offers you the flexibility to review previous
steps carried out in the process.
You can also use the buttons available on the Mailings tab to merge documents.
These buttons are arranged in order of usage, from left to right. They are contextsensitive and will change depending upon where you are in the mail merge process.

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The Mail Merge task pane is also referred to in Word as the


Step by Step Mail Merge Wizard.
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Word 2007 - Lvl 3

Lesson 1 - Using Mail Merge

STARTING MAIL MERGE

Discussion
The first step in performing a mail merge is to open the Mail Merge task pane. The
Mail Merge task pane guides you in creating, opening and modifying the main
document and the data source. The task pane provides instructions for each step in the
process. While using the task pane, you can go back to any previous step to review or
modify the mail merge.

The Mail Merge task pane

When you want to begin a mail merge, the required buttons on


the Mailings tab are only available when you have a
document open. It does not matter, however, whether it is an
existing main document or a new, blank document.

The Mail Merge task pane is also referred to in Word as the


Step by Step Mail Merge Wizard.

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Lesson 1 - Using Mail Merge

Word 2007 - Lvl 3

Procedures
1. Select the Mailings tab.

2. Select the Start Mail Merge button


Merge group.

in the Start Mail

3. Select Step by Step Mail Merge Wizard.

Step-by-Step
From the Student Data directory, open CANCUN1.DOCX.
Start a Mail Merge.
Note: The steps in this lesson are specific to merging an existing letter with a new
data source. With the guidance provided by the Mail Merge task pane, however, you
will be able to apply what you learn in this lesson to other circumstances, whether you
are working with a new main document, an existing data source, or any combination
of such files.

Steps

Practice Data

1. Select the Mailings tab.


The Mailings tab is displayed.

Click Mailings

2. Select the Start Mail Merge button in


the Start Mail Merge group.
The Start Mail Merge menu opens.
Click
3. Select Step by Step Mail Merge
Wizard.
The Mail Merge task pane opens.

Click Step by Step Mail


Merge Wizard

USING THE MAIL MERGE WIZARD

Discussion
The Mail Merge task pane is a wizard which takes you through all the steps involved
in the mail merge process. Guidance is provided along the way, which can act as a
useful memory prompt even once you are familiar with mail merge. While you can

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Word 2007 - Lvl 3

Lesson 1 - Using Mail Merge

perform a mail merge using the buttons available on the Mailings tab, the Mail Merge
wizard makes the process simpler and more straightforward.
If you need to leave the mail merge process part way through, Word will return you to
the appropriate step in the Mail Merge task pane when you resume the merge, making
it easy to pick up exactly where you left off.
Each step of the Mail Merge wizard prompts you to make an appropriate selection,
and provides guidance about which is most appropriate. For example, the second step
of the process prompts you to select your main document. As you click on each of the
document options, a short description is displayed to help you make a selection. The
Mail Merge wizard also prompts you take appropriate action, if necessary. In the
second step, if you click on the Start from a template option, the wizard describes
this selection as Start from a ready-to-use mail merge template... and so on, and
displays a link you can use to browse for the desired template.
Towards the bottom of the task pane, your place in the process is indicated, such as
Step 2 of 6. This is a convenient way of keeping track of where you are.
There are links under this at the bottom of the task pane which you can use to navigate
back and forth between the steps. This allows you to proceed to the next step once you
are ready, or to go back and make changes in previous steps. Word will only allow
you to proceed if valid options are selected in the current step.

When you want to resume a mail merge process that you have
not completed, open the main document. A Microsoft Office
Word message will ask you to confirm that you want to open
the document and retrieve the connected data source. Select
Yes and the main document will open. Select the Mailings tab
and open the Step by Step Mail Merge Wizard. The Mail
Merge task pane will open at the relevant step of the process.

As with other task panes, you can move, re-size and dock the
Mail Merge task pane within the document window, to suit
yourself.

IDENTIFYING THE MAIN DOCUMENT

Discussion
Before you can perform a mail merge, you must identify the type of main document
you want to use. The main document contains the information common to all merged
documents.
The following types of documents are available in mail merge:

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Lesson 1 - Using Mail Merge

Word 2007 - Lvl 3

Document Type

Definition

Letters

Creates standard form letters that can be sent to a


group of people

E-mail messages

Creates e-mail messages that can be sent to a group


of people

Envelopes

Creates print addressed envelopes for a group


mailing

Labels

Creates address labels and other types of labels

Directory

Creates a single document containing a catalog or


printed list of addresses

After you have identified the type of main document, the next step is choosing
whether to use the current document or to create a new one.

If you have selected and opened your main document, you can
carry out this step in the mail merge process by displaying the
Mailings tab and selecting the Start Mail Merge button in the
Start Mail Merge group. Select the appropriate document
type from the menu, such as Letters.

Procedures
1. Under Select document type, select the desired document type.
2. Under Step 1 of 6, select the Next: Starting document link.
3. Under Select starting document, select the desired main document.

Step-by-Step
Identify the main document.

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Steps

Practice Data

1. Under Select document type, select


the desired document type.
A document type is selected.

Click Letters, if
necessary

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Word 2007 - Lvl 3

Lesson 1 - Using Mail Merge

Steps

Practice Data

2. Under Step 1 of 6, select the Next:


Starting document link.
Step 2 of 6 is displayed in the Mail
Merge task pane.

Click Next: Starting


document

3. Under Select starting document,


select the desired main document.
The Use the current document option
is selected.

Click Use the current


document, if necessary

CREATING A RECIPIENT LIST

Discussion
The next mail merge step is to create or identify the data source. A data source is a file
that contains the information to be merged into the document, typically the recipients
of a letter or an e-mail message. The data source must contain the variable information
that will be inserted into the merge fields in the main document. A data source can be
a Word document, a spreadsheet (such as an Excel workbook), a database (such as an
Access database), or an Outlook contact list.
Before you create a data source, you must first define what information you want to
store in each record. Each individual piece of information in a record is called a field.
For example, first name, last name, street, and city are all separate fields.
It is helpful to think of the data source as an index card file, with each index card
containing one record (that is, all the information about one person, such as name,
address, telephone number, and so on). If you create a data source in Word, it is saved
as a Microsoft Office Address List (with the extension .mdb which is a file format
used in earlier versions of Access) in the My Data Sources folder.
Since the essential requirement for a mail merge is the list of recipients, Word refers
to the data source as a recipient list.

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Lesson 1 - Using Mail Merge

Word 2007 - Lvl 3

The New Address List dialog box

You can create a recipient list from scratch, use an existing


list, or select recipients from Outlook contacts.

You can also carry out this step in the mail merge process by
displaying the Mailings tab and selecting the Select
Recipients button in the Start Mail Merge group. Then,
choose the appropriate option from the menu, such as Type
New List.

Procedures
1. Under Step 2 of 6, select the Next: Select recipients link.
2. Under Select recipients, select the Type a new list option.
3. Under Type a new list, select the Create link button

Step-by-Step
Create a data source or recipient list.

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Word 2007 - Lvl 3

Lesson 1 - Using Mail Merge

Steps

Practice Data

1. Under Step 2 of 6, select the Next:


Select recipients link.
Step 3 of 6 is displayed in the Mail
Merge task pane.

Click Next: Select


recipients

2. Under Select recipients, select the


Type a new list option.
Type a new list is selected and the task
pane displays the corresponding
options.

Click

3. Under Type a new list, select the


Create link button.
The New Address List dialog box
opens, with the insertion point in the
Title box.

Click

Type a new list

Leave the New Address List dialog box open.

CUSTOMIZING COLUMNS IN A RECIPIENT LIST

Discussion
When creating a data source, Word provides a variety of pre-defined fields. Each field
is identified by a label called a field name. You can select which of these fields you
want to include in your data source.
You should fill in as much information as possible in your data source. Later on in this
process, you can select exactly which fields you want to include in this particular mail
merge. The more complete the data source is, however, the more useful it will be for
other mail merges in the future.
Your data source can be customized by adding, deleting, or renaming fields. Word
also allows you to rearrange the order of the fields.

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Lesson 1 - Using Mail Merge

Word 2007 - Lvl 3

Adding a field to the data source

A new Field Name is always entered below the currently


selected Field in the Customize Address List dialog box.

Field Names can contain spaces, such as ZIP Code.

A data source in the mail merge process is also known as a


recipient list in Word.

Procedures
1. Select the Customize Columns button
New Address List dialog box.
2. Select

in the

3. Type the desired field name in the Type a name for your field box.
4. Select

5. Select the field you want to remove from the Field Names list.
6. Select

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Word 2007 - Lvl 3

7. Select

Lesson 1 - Using Mail Merge

Step-by-Step
Customize the columns in a recipient list.

Steps
1. Select the Customize Columns button
in the New Address List dialog box.
The Customize Address List dialog box
opens with the first Field Name
selected.
2. Select Add.
The Add Field dialog box opens with
the insertion point in the Type a name
for your field box.

Practice Data
Click

Click

3. Type the desired field name in the


Type Region
Type a name for your field box.
The field name is displayed in the Type
a name for your field box.
4. Select OK.
The Add Field dialog box closes. The
new Field Name is displayed below the
first Field Name in the Field Names
list.
5. Select the field you want to remove
from the Field Names list.
The field is selected.
6. Select Delete.
A Microsoft Office Word message box
opens asking you to confirm the
deletion.
7. Select Yes.
The Microsoft Office Word message
box closes and the field is deleted from
the Field Names list.

Click

Click Company Name

Click

Click

Practice the Concept: Add another field called Qtr Sales. Remove the following
Field Names: Home Phone and Work Phone.

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Lesson 1 - Using Mail Merge

Word 2007 - Lvl 3

Select the Country or Region field and click Rename. Change the Field Name to
Country then click OK.
Leave the Customize Address List dialog box open.

REARRANGING COLUMNS IN A RECIPIENT LIST

Discussion
You can rearrange the order of the fields in a recipient list. You might do this after
you have added or removed fields in the Customize Address List dialog box. You may
wish to place fields in an appropriate order for entering data, based on the list of data
from which you are working. For example, if you want to enter the last name into a
record before entering the first name, you should move the Last Name field above the
First Name field.

The order in which you enter data does not affect the order of
the data in the merged document.

Procedures
1. Select the field you want to move.
2. Select

or

as desired.

Step-by-Step
Rearrange fields in a recipient list.

Steps

Practice Data

1. Select the field you want to move.


The Field Name is selected.

Click Region

2. Select Move Up or Move Down as


desired.
The field moves up or down the Field
Names list accordingly.

Page 12

Click
twice
(to below the Last Name
field)

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Word 2007 - Lvl 3

Lesson 1 - Using Mail Merge

Practice the Concept: Move the Qtr Sales field below the Country field. Move the
E-mail Address field above the Qtr Sales field.
Leave the Customize Address List dialog box open.

SAVING A RECIPIENT LIST

Discussion
After you have customized and arranged the fields in the recipient list, it is a good
idea to save your data source before you begin to enter records. When you save the
data source, it is earmarked as a mail merge data source. By default, it is saved as a
Microsoft Office Address List (with the extension .mdb which is a file format used in
earlier versions of Access).

The Save Address List dialog box

You can also open the data source in Microsoft Access to


make changes to it.

By default, data source files are saved to the My Data


Sources folder in the Documents folder.

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Lesson 1 - Using Mail Merge

Word 2007 - Lvl 3

Procedures
1. Once you have finished customizing the recipient list fields, select
.
2. Select

3. Type the desired file name in the File name box.


4. Select

Step-by-Step
Save a recipient list.

Steps
1. Once you have finished customizing
the recipient list fields, select OK.
The Customize Address List dialog box
closes. The New Address List dialog
box displays the columns arranged
according to the customization.
2. Select OK.
The New Address List dialog box
closes. The Save Address List dialog
box opens with the insertion point in
the File name box.

Practice Data
Click

Click

3. Type the desired file name in the File


name box.
The text is displayed in the File name
box.

Type sales1

4. Select Save.
The Save Address List dialog box
closes. The Mail Merge Recipients
dialog box is displayed.

Click

Leave the Mail Merge Recipients dialog box open.

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Word 2007 - Lvl 3

Lesson 1 - Using Mail Merge

ENTERING RECORDS INTO A RECIPIENT LIST

Discussion
After you have saved the recipient list, you are ready to enter the variable information
into each individual record of the data source.
You cannot enter multiple lines in a field in the Edit Data Source dialog box; you
must enter one whole record at a time.

Entering a data record in the Edit Data Source dialog box

You use the [Tab] key to move to the next field in the Edit
Data Source dialog box, and the [Shift+Tab] key combination
to move to the previous field.

When you press the [Tab] key at the end of a record, a new
record displays with the insertion point in the first field. You
can also use the New Entry button to create a new data
record.

You can also carry out this part of the mail merge process by
displaying the Mailings tab, and selecting the Edit Recipient
List button in the Start Mail Merge group.

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Lesson 1 - Using Mail Merge

Word 2007 - Lvl 3

If you are resuming the mail merge process at a later time,


then select the Edit recipient list link in Step 3 of 6 in the
Mail Merge task pane to display the Mail Merge Recipients
dialog box.

Procedures
1. Double-click the data source file name in the Data Source list of the
Mail Merge Recipients dialog box.
2. Type the desired information into the first field.
3. Press [Tab].
4. Enter information as desired into the remaining fields of the record.
5. To add another record, select the New Entry button

6. Enter information as desired into additional records.


7. When you have entered all the desired records, select

8. Confirm the action as appropriate. Select


to confirm
saving the changes to the data source. (Otherwise, you can select
Cancel to return to the Edit Data Source dialog box, or select No to
close the data source without saving your changes.)
9. Select

Step-by-Step
Enter records into a recipient list.

Page 16

Steps

Practice Data

1. Double-click the data source file name


in the Data Source list of the Mail
Merge Recipients dialog box.
The Edit Data Source dialog box is
displayed with the insertion point in
the first field.

Double-click
SALES1.MDB

Villanova UNIT Training

Word 2007 - Lvl 3

Lesson 1 - Using Mail Merge

Steps

Practice Data

2. Type the desired information into the


first field.
The text is displayed in the first field.

Type Ms.

3. Press [Tab].
The insertion point moves to the next
field in the first record.

Press [Tab]

4. Enter information as desired into the


remaining fields of the record.
The information is displayed in the
data fields.

Follow the instructions


shown below the table
before continuing on to
the next step

5. To add another record, select the New


Entry button.
A new, blank data record is displayed.
6. Enter information as desired into
additional records.
The information is entered into the
new records.
7. When you have entered all the desired
records, select OK.
A Microsoft Office Word message box
opens asking you to confirm that you
want to update your recipient list and
save the changes to the data source
file.
8. Confirm the action as appropriate.
Select Yes to confirm saving the
changes to the data source.
The Microsoft Office Word message
box and Edit Data Source dialog box
close. The records are displayed in the
Mail Merge Recipients dialog box.
9. Select OK.
The Mail Merge Recipients dialog box
closes. The main document and Mail
Merge task pane are displayed.

Click

Follow the instructions


shown below the table
before continuing on to
the next step
Click

Click

Click

Complete the first record with the information shown in the following table, leaving
the Address Line 2 field blank. Since you have created separate city, state, and ZIP
code fields, you do not need to type a comma after the city name.

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Lesson 1 - Using Mail Merge

Word 2007 - Lvl 3

Field

Record 1

Title

Ms.

First Name

Elaine

Last Name

Livingston

Region

Mid-West

Address Line 1

389 Oak Lane

Address Line 2
City

Athens

State

OH

ZIP Code

08734

Country

USA

E-mail Address

e.livingston@worldsportgoods.com

Qtr Sales

23,445

Return to the table and continue on to the next step (step 5).
Add the following two records to the data source. Do not create a new entry after
adding Record 3.

Field

Record 2

Record 3

Title

Mr.

Ms.

First Name

Frank

Jackie

Last Name

Wentworth

Livingston

Region

West Coast

East Coast

Address Line 1

1202 Harrington Way

102 Dove Path


Apt. 702

Address Line 2
City

Sicklerville

New Village

State

PA

NJ

Zip Code

18888

09999

Country

USA

USA

E-mail Address

f.wentworth@worldspo
rtgoods.com

j.livingston@worldspo
rtgoods.com

Qtr Sales

28,450

32,295

Return to the table and continue on to the next step (step 7).
Notice that the file name of the saved data source now displays under Use an existing
list in the Mail Merge task pane.

Page 18

Villanova UNIT Training

Word 2007 - Lvl 3

Lesson 1 - Using Mail Merge

SORTING RECORDS TO BE MERGED

Discussion
You can sort records by any field in a data source simply by clicking the
corresponding column heading in the Mail Merge Recipients dialog box. You may
want to sort records in alphabetical order by the Last Name field or in chronological
order by the Birth Date field. Clicking the column heading once sorts the records in
ascending order; clicking it a second time changes the sort to descending order.
To sort on up to three fields, you can use the Sort link to open the Filter and Sort
dialog box. If you have several people in a data source named Smith, you can sort the
records first by the Last Name field and then by the First Name field.
The data source can also be filtered to display only specific records. The drop-down
list in any column heading displays all the values for that field as well as several filter
options. For instance, if you want to send letters to people living in New Jersey, you
can filter the records by selecting NJ from the State field. Word will then merge only
those filtered records.
You can also select one of the filter options available on any column heading dropdown list. The (Blanks) option displays all the records in which the corresponding
field is blank. The (Nonblanks) option displays all records in which the
corresponding field contains any information at all. The (All) option turns off any
filtering and displays all records. The (Advanced) option opens the Filter and Sort
dialog box, in which you can create any number of filters.

Sort settings in the Filter and Sort dialog box

The Filter and Sort dialog box filters or sorts only those
records in which the check box is selected in the Mail Merge
Recipients dialog box.

You can also filter or sort the recipient list by displaying the
Mailings tab and selecting the Edit Recipient List button in
the Start Mail Merge group.

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Page 19

Lesson 1 - Using Mail Merge

Word 2007 - Lvl 3

When merging records, any existing filters and sorts in the


Filter and Sort dialog box are applied. To remove existing
filters or sorts, open the Filter and Sort dialog box and select
the Clear All button on the Filter Records or Sort Records
page.

Procedures
1. Select the Edit recipient list link
existing list in the Mail Merge task pane.

under Use an

2. Select the column heading of the field by which you want to sort.
3. Select the Sort link
4. Select the Sort by list

.
.

5. Select the field by which you want to sort.


6. Select the desired sort order.
7. To sort by additional fields, select one or both Then by lists, and
select the desired fields and sort orders.

8. Select

9. Select

Step-by-Step
Sort records to be merged.

Page 20

Steps

Practice Data

1. Select the Edit recipient list link


under Use an existing list in the Mail
Merge task pane.
The Mail Merge Recipients dialog box
opens.

Click

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Word 2007 - Lvl 3

Lesson 1 - Using Mail Merge

Steps

Practice Data

2. Select the column heading of the field


by which you want to sort.
The records are sorted by the selected
field in ascending order.

Scroll as necessary and


click the State column
heading

3. Select the Sort link.


The Filter and Sort dialog box opens
with the Sort Records page displayed.

Click

4. Select the Sort by list.


A list of available fields is displayed.

Click Sort by

5. Select the field by which you want to


sort.
The field name displays in the Sort by
box.

Click Last Name

6. Select the desired sort order.


The sort order is selected.

Click Ascending, if
necessary

7. To sort by additional fields, select one


or both Then by lists, and select the
desired fields and sort orders.
The field names are displayed in the
Then by boxes and the sort orders are
selected.

Follow the instructions


shown below the table
before continuing on to
the next step

8. Select OK.
The Filter and Sort dialog box closes
and the records are sorted
accordingly.
9. Select OK.
The Mail Merge Recipients dialog box
closes.

Click

Click

Set the following sort options:


Sort

Field

Order

Then by

First Name

Ascending

Then by

Region

Ascending

Return to the table and continue on to the next step (step 8).

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Page 21

Lesson 1 - Using Mail Merge

Word 2007 - Lvl 3

HIGHLIGHTING MERGE FIELDS

Discussion
Before you begin inserting merge fields into the main document, you should set two
specific document display options. You should ensure that the Show field codes
instead of their values option is deselected so that the field codes are hidden (this is
the default setting). In this way, you cannot inadvertently change a field name and the
chance of error in the mail merge process is reduced. In addition, the field codes must
be hidden in order to view the resulting merged documents properly.
It is also a good idea to set the Field shading option to Always. Merge fields are
easier to recognize in the main document when they are shaded in gray.

Setting the document display options for merging

Procedures
1. Select the Office button

2. Select the Word Options button

3. Select Advanced.
4. Scroll down to the Show document content section.
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Villanova UNIT Training

Word 2007 - Lvl 3

Lesson 1 - Using Mail Merge

5. Deselect the Show field codes instead of their values option, if


necessary.
6. Select the Field shading list

7. Select the Always option.


8. Select

Step-by-Step
Set document display options for merging.

Steps

Practice Data

1. Select the Office button.


The Office menu is displayed.

Click

2. Select the Word Options button.


The Word Options dialog box opens.

Click

3. Select Advanced.
The Advanced page displays.

Click Advanced

4. Scroll down to the Show document


content section.
The Show document content options
are displayed

Scroll down to Show


document content

5. Deselect the Show field codes instead


of their values option.
The Show field codes instead of their
values option is deselected.

Click Show field codes


instead of their values to
deselect it, if necessary

6. Select the Field shading list.


A list of available options is displayed.
7. Select the Always option.
The Always option is displayed in the
Field shading box.
8. Select OK.
The Word Options dialog box closes
and the document display options are
set.

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Click Field shading


Click Always

Click

Page 23

Lesson 1 - Using Mail Merge

Word 2007 - Lvl 3

INSERTING MERGE FIELDS INTO A DOCUMENT

Discussion
The next step in the mail merge process is to insert merge fields into the main
document.
Merge fields are inserted at the insertion point. When inserted, a merge field is
enclosed in chevrons such as, <<First Name>>. The merge field will also be shaded
if the Field shading option is set to Always on the Advanced page of the Word
Options dialog box.
Related merge fields can be grouped. Word creates groupings for the more common
main document items such as, addresses and greeting lines. These groupings include
all necessary spacing and punctuation. You can easily insert a grouped merge field by
clicking the corresponding link in the Mail Merge task pane. When you click a
grouped item link, a dialog box opens from which you can select the desired formats
and options.
Clicking the More items... link in the Mail Merge task pane opens the Insert Merge
Field dialog box, which allows you to insert an individual merge field. Once you have
inserted the merge field, you must close the dialog box before inserting another merge
field in a different document location.
If you insert an individual merge field that is not part of a grouped merge field, you
must remember to include all necessary spacing and punctuation, both before and after
the inserted merge field.

Selecting options for a grouped merge field

Page 24

Villanova UNIT Training

Word 2007 - Lvl 3

Lesson 1 - Using Mail Merge

There are buttons available on the Mailings tab in the Write


& Insert Fields group for inserting an address block or a
greeting line. You can also use the bottom part of the Insert
Merge Field button to quickly insert an individual field, or
select the top part of the button to open the Insert Merge Field
dialog box.

The Format address according to the destination


country/region option in the Insert Address Block dialog box
formats international addresses with the correct layout for the
recipients country.

When inserting a grouped merge field, it is always worth


double-checking that Word has inserted the correct fields in
the correct order. For example, you may have address fields in
your data source that are named in ways that Word does not
recognize. Therefore, Word may leave them out of an address
block. Alternatively, Word may interpret the names of other
fields in ways that you do not expect, and include them where
they do not belong.

Procedures
1. Under Step 3 of 6, select the Next: Write your letter link.
2. Position the insertion point in the main document where you want to
insert a grouped merge field.
3. Under Write your letter, select the link for the grouped merge field
you want to insert.
4. Select or deselect the desired options.
5. To preview other addresses from your recipient list, use the arrow
above the Preview box.
6. Select

7. Position the insertion point where you want to insert an individual


merge field.
8. Under Write your letter, select the More items link
.

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Lesson 1 - Using Mail Merge

Word 2007 - Lvl 3

9. Select the desired field.

10. Select

11. Select

Step-by-Step
Insert merge fields into a document.

Steps

Practice Data

1. Under Step 3 of 6, select the Next:


Write your letter link.
Step 4 of 6 is displayed in the Mail
Merge task pane.

Click Next: Write your


letter

2. Position the insertion point in the main


document where you want to insert a
grouped merge field.
The insertion point moves to the new
location.

Press [Ctrl+Home], if
necessary

3. Under Write your letter, select the


link for the grouped merge field you
want to insert.
The Insert Address Block dialog box
opens.

Click

4. Select or deselect the desired options.


The options are selected or deselected
accordingly and a preview of the first
address in your recipient list is
displayed on the right.

Click Mr. Josh Randall


Jr. in the Insert
recipients name in this
format list

5. To preview other addresses from your


recipient list, use the arrows above the
Preview box.
Other addresses are displayed
accordingly.
6. Select OK.
The Insert Address Block dialog box
closes. The grouped merge field is
inserted into the main document at the
insertion point.

Page 26

Click

twice

Click

Villanova UNIT Training

Word 2007 - Lvl 3

Lesson 1 - Using Mail Merge

Steps

Practice Data

7. Position the insertion point where you


want to insert an individual merge
field.
The insertion point moves to the new
location.

Click after the Region:


text

8. Under Write your letter, select the


More items... link.
The Insert Merge Field dialog box
opens.

Click

9. Select the desired field.


The field is selected.

Click Region

10. Select Insert.


The merge field is inserted into the
main document at the insertion point.
11. Select Close.
The Insert Merge Field dialog box
closes.

Click

Click

Practice the Concept: Use the Greeting line... link in the Mail Merge task pane to
insert Mr. Randall, on the second line below Region. (Hint: Set the first list box to
(none).) To preview other Greeting lines from your recipient list, use the arrows
above the Preview box.
Finally, insert the Qtr Sales field after the dollar sign in the fourth line of the letter
body. Close the Insert Merge Field dialog box.

PREVIEWING MERGED DATA

Discussion
You can preview the main document with the merged data before you actually carry
out the merge.
Previewing the merged document is a good idea because you can use the preview to
check for format and spelling errors or any unexpected results of the merge.
If you find an error in the main document, you should correct it. If you find an error in
a data record, you can correct it in the merged document; however, you should also
correct it in the data source if you plan to use it for another merge. Remember that you
can return to previous steps in the Mail Merge task pane to make any corrections to
the main document or the data source, then return to the current step in the process to
preview the merged document again.

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Page 27

Lesson 1 - Using Mail Merge

Word 2007 - Lvl 3

Previewing the first merged record

You can also use the Preview Results button in the Preview
Results group on the Mailings tab to view the merged
document. By clicking the Next Record or Previous Record
buttons in the Preview Results group you can preview each
merged document.

Procedures
1. Under Step 4 of 6, select the Next: Preview your letters link.
2. Under Preview your letters, select the Next Record button
preview each of the merged records.

to

3. Under Preview your letters, select the Previous Record button


to navigate back through the merged records.

Step-by-Step
Preview the merged document.

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Villanova UNIT Training

Word 2007 - Lvl 3

Lesson 1 - Using Mail Merge

Steps

Practice Data

1. Under Step 4 of 6, select the Next:


Preview your letters link.
Step 5 of 6 is displayed in the Mail
Merge task pane. The first merged
record is previewed in the document
window.

Click Next: Preview your


letters

2. Under Preview your letters, select the


Next Record button to preview each
of the merged records.
The merged records are previewed
accordingly.

Click

twice

3. Under Preview your letters, select the


Previous Record button to navigate
back through the merged records.
The previous merged records are
previewed accordingly.

Click

twice

MERGING TO A NEW DOCUMENT

Discussion
After you have previewed the merged records, you can edit the main document or the
recipient list as needed, or you can complete the merge. Editing the main document
before you merge will affect all merged letters, while editing a data source record
permanently changes the edited records.
When you complete the merge, you can merge letters directly to the printer, or you
can merge them to a new document. Selecting the Edit individual letters link
automatically merges letters into a new document, in which you can make changes to
individual letters. Changes made to individual letters in the merged document will not
be saved in the main document or in the data source. Once the changes have been
made, you can save the merged document as a separate document, or you can send the
merged document to the printer and then close it without saving.
When you select the Edit individual letters link, you can also choose which data
records you want to merge; you can merge all of the data records, the current record
only or selected records.

You can also use the Finish & Merge button in the Finish
group on the Mailings tab to complete the merge.

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Page 29

Lesson 1 - Using Mail Merge

Word 2007 - Lvl 3

When you have completed a mail merge, you can detach the
data source from the main document by selecting the Start
Mail Merge button in the Start Mail Merge group, then
choose Normal Word Document.

Procedures
1. Under Step 5 of 6, select the Next: Complete the merge link.
2. Under Merge, select the Edit individual letters link
.
3. Select the records you want to merge to a new document.
4. Select

Step-by-Step
Merge to a new document.

Steps

Practice Data

1. Under Step 5 of 6, select the Next:


Complete the merge link.
Step 6 of 6 is displayed in the Mail
Merge task pane.

Click Next: Complete the


merge

2. Under Merge, select the Edit


individual letters link.
The Merge to New Document dialog
box opens.

Click

3. Select the records you want to merge


to a new document.
The records are selected accordingly.

Click

4. Select OK.
The Merge to New Document dialog
box closes. The records are displayed
in a new, merged document.

All, if necessary

Click

Scroll through the new document to view the merged letters. Then, close the
document without saving it.

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Villanova UNIT Training

Word 2007 - Lvl 3

Lesson 1 - Using Mail Merge

MERGING TO THE PRINTER

Discussion
Once you have previewed the merged documents, you can merge them directly to the
printer. This option lets you easily print merged documents without creating or saving
a new, merged document.

You can also use the Finish & Merge button in the Finish
group on the Mailings tab to complete the merge.

When you have completed a mail merge, you can detach the
data source from the main document by selecting the Start
Mail Merge button in the Start Mail Merge group, then
choose Normal Word Document.

Procedures
1. Under Merge, select the Print link

2. Select the records you want to merge to the printer.


3. Select

4. Select the desired options in the Print dialog box, then select
.

Step-by-Step
Merge to the printer.

Steps

Practice Data

1. Under Merge, select the Print link.


The Merge to Printer dialog box
opens.

Click

Villanova UNIT Training

Page 31

Lesson 1 - Using Mail Merge

Word 2007 - Lvl 3

Steps

Practice Data

2. Select the records you want to merge


to the printer.
The records are selected accordingly.

Click

3. Select OK.
The Merge to Printer dialog box
closes and the Print dialog box opens.
4. Select the desired options in the Print
dialog box, then select OK.
The Print dialog box closes, and Word
prints the merged letters.

All, if necessary

Click

Click

Close the Mail Merge task pane. Close all open documents without saving them.

SENDING EMAIL MESSAGES

Discussion
You can use mail merge to send personalized e-mail messages to recipients in your
address list. As with a mail merged letter, the information in each message is basically
the same but the content of each message is unique. For example, each message can
address the recipient by name.
Furthermore, each mail merged e-mail message is a separate mailing where each
contact is the sole recipient of a message. This appears more professional than sending
an e-mail message to a distribution list or hiding recipients in the Bcc (blind carbon or
courtesy, copy) line of the message.
You can choose to send the message in HTML or plain text format, or as a simple email attachment. You can also choose whether to send the e-mail to all records in your
data source or selected recipients only.

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Villanova UNIT Training

Word 2007 - Lvl 3

Lesson 1 - Using Mail Merge

Step 2 of the Mail Merge wizard

You must have a MAPI-compliant e-mail program installed to


mail merge and send e-mail messages. Microsoft Outlook is
one such program.

You must use the same versions of Outlook and Word, so if


you are using Word 2007 you must also be using Outlook
2007.

You cannot add recipients to the Cc (carbon copy or courtesy


copy) line for a mail merged e-mail.

Procedures
1. Select the Mailings tab on the Ribbon.

2. Select the Start Mail Merge button


Merge group.

in the Start Mail

3. Select Step by Step Mail Merge Wizard.


4. Under Select document type on the Mail Merge task pane, select
the E-mail messages option.
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Lesson 1 - Using Mail Merge

Word 2007 - Lvl 3

5. Under Step 1 of 6, select Next: Starting document.


6. Under Select starting document, select the desired option for the
main document.
7. Under Step 2 of 6, select Next: Select recipients.
8. Under Select recipients, select the desired option for the data source.
9. Use the options to create or select the recipients list.
10. Under Step 3 of 6, select Next: Write your e-mail message.
11. Use the options to complete the e-mail message.
12. Under Step 4 of 6, select Next: Preview your e-mail message.
13. Under Preview your letters, select the Next Record button
preview each of the merged records.

to

14. When you are satisfied that the e-mail message is complete, under
Step 5 of 6, select Next: Complete the merge.
15. Under Merge, select the Electronic Mail link

16. Select the desired options in the Merge to E-mail dialog box.
17. Select

to merge and send the e-mails.

Step-by-Step
From the Student Data directory, open CANCUN1.DOCX.
Use the mail merge wizard to merge to e-mail.

Steps

Practice Data

1. Select the Mailings tab on the


Ribbon.
The Mailings tab is displayed.

Click Mailings

2. Select the Start Mail Merge button in


the Start Mail Merge group.
The Start Mail Merge menu opens.
Click
3. Select Step by Step Mail Merge
Wizard.
The Mail Merge task pane is displayed
showing Step 1 of 6.

Page 34

Click Step by Step Mail


Merge Wizard

Villanova UNIT Training

Word 2007 - Lvl 3

Lesson 1 - Using Mail Merge

Steps

Practice Data

4. Under Select document type on the


Mail Merge task pane, select the Email messages option.
The E-mail messages option is
selected.

Click

5. Under Step 1 of 6, select Next:


Starting document.
Step 2 of 6 is displayed in the Mail
Merge task pane and the document
window switches to Web Layout view.

Click Next: Starting


document

6. Under Select starting document,


select the desired option for the main
document.
The desired Select starting document
option is selected.

Click Use the current


document, if necessary

7. Under Step 2 of 6, select Next: Select


recipients.
Step 3 of 6 is displayed in the Mail
Merge task pane.

Click Next: Select


recipients

8. Under Select recipients, select the


desired option for the data source.
The desired Select recipients option is
selected and the corresponding
options are displayed in the second
part of the task pane.

Click Use an existing


list, if necessary

9. Use the options to create or select the


recipient list.
The recipient list is created or
selected.

Follow the instructions


shown below the table
before continuing on to
the next step

10. Under Step 3 of 6, select Next: Write


your e-mail message.
Step 4 of 6 is displayed in the Mail
Merge task pane.

Click Next: Write your email message

11. Use the options to complete the e-mail


message.
The e-mail message is completed.

Follow the instructions


shown below the table
before continuing on to
the next step

12. Under Step 4 of 6, select Next:


Preview your e-mail message.
Step 5 of 6 is displayed in the Mail
Merge task pane.

Click Next: Preview your


e-mail message

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E-mail messages

Page 35

Lesson 1 - Using Mail Merge

Word 2007 - Lvl 3

Steps

Practice Data

13. Under Preview your letters, select the


Next Record button to preview each
of the merged records.
The merged records are previewed
accordingly

Click

14. When you are satisfied that the e-mail


message is complete, under Step 5 of
6, select Next: Complete the merge.
Step 6 of 6 is displayed in the Mail
Merge task pane.

Click Next: Complete the


merge

15. Under Merge, select the Electronic


Mail link.
The Merge to E-mail dialog box is
displayed.

Click

16. Select the desired options in the Merge


to E-mail dialog box.
The desired options are selected.

Follow the instructions


shown below the table
before continuing on to
the next step

17. Select OK to merge and send the emails.


The Merge to E-mail dialog box
closes. The e-mail merge is processed.

twice

Click
to close
the Merge to E-mail
dialog box without
sending the e-mails

Click Browse to open the Select Data Source dialog box. Select and open the file
SALES1.MDB from the My Data Sources folder. Click OK to close the Mail Merge
Recipients dialog box.
Return to the table and continue on to the next step (step 10).
Click Greeting line to open the Insert Greeting Line dialog box. Under Greeting line
format, select the first list and choose (none). Select the center list; scroll and choose
Joshua. Preview the greeting using the buttons above the Preview box. Then, click
OK. The GreetingLine grouped merge field is inserted in the document.
Position the insertion point at the end of the line that reads Region: and click More
items in the Mail Merge task pane. Select the Region Field from the Insert Merge
Field dialog box. Click Insert, then Close the dialog box. The Region field is inserted
in the document.
Insert the Qtr Sales field after the dollar sign in the fourth line of the message. Close
the Insert Merge Field dialog box.
Return to the table and continue on to the next step (step 12).
Complete the following options in the Merge to E-mail dialog box:
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Villanova UNIT Training

Word 2007 - Lvl 3

Lesson 1 - Using Mail Merge

In the To: box, ensure that the merge field containing the Email Address is selected
(Email_Address).
Enter the subject for the e-mail in the Subject line: box. Type Sales contest.
Select the desired format for the e-mail in the Mail format: box. Select HTML, if
necessary.
Under Send records, select whether to send the e-mail to some or all recipients.
Select the All option, if necessary.
Return to the table and continue on to the next step (Step 17).
Close the Mail Merge task pane. Close all open documents without saving them.

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Page 37

Lesson 1 - Using Mail Merge

Word 2007 - Lvl 3

EXERCISE
USING MAIL MERGE

Task
Use mail merge to send a letter to a list of recipients.
1. Open INTRVW1.DOCX and display the formatting marks, if
necessary.
2. Deselect the Show field codes instead of their values option and set
Field shading to Always, if necessary. (Hint: Go to Word Options
in the Office menu, then select the Advanced page.)
3. Begin the mail merge by opening the Mail Merge task pane.
4. Create a letter to send to a group of people using the current
document.
5. Create a new list of recipients. Customize the data source by
removing the following fields: Company Name, Address Line 2,
Home Phone, Work Phone, and E-mail Address.
6. Add the following fields to the data source: Appt Date and Appt
Time. Move the Appt Date field below the Last Name field then,
move the Appt Time field below the Appt Date field.
7. Save the data source as prosp1.
8. Add the following data records:

Addressee

Page 38

Appointment
Date

Appointment
Time

Mr. John Smith


305 Windsor Drive
Media, PA 19107
USA

October 1

9:30 AM

Ms. Samantha Jones


654 Second Avenue
King of Prussia, PA 19406
USA

October 3

10:00 AM

Mr. George Adams


777 Coldstream Lane
Aston, PA 19108
USA

October 4

9:45 AM

Villanova UNIT Training

Word 2007 - Lvl 3

Lesson 1 - Using Mail Merge

9. Use the Mail Merge Recipients dialog box to sort the records in
ascending order by Last Name.
10. Insert the Address block grouped merge field on the second line
below the date. Use any recipient name format that includes the title,
and format the addresses to include the destination country or region.
11. Insert the Greeting line grouped merge field on the second line
below the Address block field. Use the Title and Last Name
format.
12. Insert the Appt Date field after the word on then, insert the Appt
Time field after the word at, in the third line of the first paragraph
below the GreetingLine field.
13. Preview the merged letters.
14. Merge all records to a new document. Review the merged document
and then, close it without saving.
15. Merge to the printer, if available.
16. Close the Mail Merge task pane.
17. Close all open documents without saving them.

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Page 39

LESSON 2 MERGING MAILING LABELS AND DIRECTORIES


In this lesson, you will learn how to:
Use mailing labels
Create mailing labels
Select label options
Attach a data source
Insert label merge fields
Merge labels to a new document
Create a directory
Merge with an alternate data source

Lesson 2 - Merging Mailing Labels and Directories

Word 2007 - Lvl 3

USING MAILING LABELS

Discussion
You can use the mail merge feature to create mailing labels. Since you do not have to
use all the fields in a data source when you are merging, you can use the same data
source for both letters and mailing labels; it is not necessary to create separate data
sources for each. This also makes it easier to keep the data source up-to-date for future
mail merges.
You create labels using the following six steps:
1. Identify the main document.
2. Set up the main document.
3. Create or identify the data source.
4. Insert merge fields into the main document.
5. Preview the merged labels.
6. Perform the merge.
You can create label mail merges easily by using the Step by Step Mail Merge Wizard
that opens the Mail Merge task pane. The Mail Merge task pane provides the most
guidance and offers you the flexibility to review previous steps carried out in the
process. To create labels, you must select the Labels option for the main document in
the Mail Merge task pane.

CREATING MAILING LABELS

Discussion
The first step in creating mailing labels is to create or open the main document. After
the main document has been identified, you can select which type of labels you want
to create. You can select from the range of many standard label sizes contained in
Word, or, you can create customized labels.

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Villanova UNIT Training

Word 2007 - Lvl 3

Lesson 2 - Merging Mailing Labels and Directories

Procedures
1. Select the Mailings tab on the Ribbon.

2. Select the Start Mail Merge button


Merge group.

in the Start Mail

3. Select Step by Step Mail Merge Wizard.


4. Under Select document type, select the Labels option.

Step-by-Step
Create mailing labels.
Note: The steps in this lesson are specific to merging a new, main document with an
existing data source. With the guidance provided by the Mail Merge task pane,
however, you will be able to apply what you learn in this lesson to other
circumstances, whether you are working with an existing main document, a new data
source, or any combination of such files.
If necessary, open a new, blank document.

Steps

Practice Data

1. Select the Mailings tab on the


Ribbon.
The Mailings tab is displayed.

Click Mailings

2. Select the Start Mail Merge button in


the Start Mail Merge group.
The Start Mail Merge menu opens.
Click
3. Select Step by Step Mail Merge
Wizard.
The Mail Merge task pane opens
showing Step 1 of 6.

Click Step by Step Mail


Merge Wizard

4. Under Select document type, select


the Labels option.
The Labels option is selected.

Click

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Labels

Page 43

Lesson 2 - Merging Mailing Labels and Directories

Word 2007 - Lvl 3

SELECTING LABEL OPTIONS

Discussion
After you have indicated that you want to create labels, the next step is to set up the
main document. To set up the label main document, you must indicate which type of
labels you want to create and the printer you plan to use. It is possible that you will
have a package of label sheets from one of the label sheet suppliers. Each sheet of
labels is a certain size containing a number of labels with specific dimensions.

Setting up the main document using label options

Word creates a main document that contains a table to layout


the labels. If you cannot see the gridlines separating the labels,
you can click the Layout contextual tab, then click the View
Gridlines button in the Table group.

Procedures
1. Under Step 1 of 6, select the Next: Starting document link.
2. Under Select starting document, select the Change document
layout option.

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Villanova UNIT Training

Word 2007 - Lvl 3

Lesson 2 - Merging Mailing Labels and Directories

3. Under Change document layout, select the Label options link


.
4. Under Printer information, select the desired printer type.
5. Select the Tray list.
6. Select the desired option from the Tray list.
7. Select the Label vendors list.
8. Select the desired label vendor.
9. Select the desired product number from the Product number list
box.
10. Select

Step-by-Step
Select label options.

Steps

Practice Data

1. Under Step 1 of 6, select the Next:


Starting document link.
Step 2 of 6 is displayed in the Mail
Merge task pane.

Click Next: Starting


document

2. Under Select starting document,


select the Change document layout
option.
The Change document layout option
is selected.

Click Change
document layout, if
necessary

3. Under Change document layout,


select the Label options link.
The Label Options dialog box opens.

Click

4. Under Printer information, select the


desired printer type.
The printer type is selected.

Click Page printers, if


necessary

5. Select the Tray list.


A list of available options is displayed.
6. Select the desired option from the
Tray list.
The selected option is displayed in the
Tray box.

Villanova UNIT Training

Click Tray
Click the option indicated
by your instructor

Page 45

Lesson 2 - Merging Mailing Labels and Directories

Steps

Word 2007 - Lvl 3

Practice Data

7. Select the Label vendors list.


A list of available vendors is
displayed.

Click Label vendors

8. Select the desired label vendor.


The selected vendor is displayed in the
Label vendors box.

Click Avery US Letter

9. Select the desired product number


from the Product number list box.
The product number is selected and
the Label information is displayed
accordingly.

Scroll as necessary and


click 5159

10. Select OK.


The Label Options dialog box closes
and blank labels appear in the main
document.

Click

The blank labels meet the size and layout specifications of the selected product, as
supplied by the selected vendor.

ATTACHING A DATA SOURCE

Discussion
Once you have created the main document for mailing labels, you must create or
identify the data source. The data source contains the variable information to be
inserted into the labels (such as names and addresses). You can either open an existing
data source or create a new one.

Procedures
1. Under Step 2 of 6, select the Next: Select recipients link.
2. Under Select recipients, select the Use an existing list option.
3. Under Use an existing list, select the Browse link
4. Select the Look in list

5. Select the drive where the data source is stored.


6. Double-click to open the folder where the data source is stored.

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Villanova UNIT Training

Word 2007 - Lvl 3

Lesson 2 - Merging Mailing Labels and Directories

7. Select the desired data source file.


8. Select the left-hand part of the Open button
9. Select

Step-by-Step
Attach a data source.

Steps

Practice Data

1. Under Step 2 of 6, select the Next:


Select recipients link.
Step 3 of 6 is displayed in the Mail
Merge task pane.

Click Next: Select


recipients

2. Under Select recipients, select the


Use an existing list option.
The Use an existing list option is
selected.

Click Use an existing


list, if necessary

3. Under Use an existing list, select the


Browse link.
The Select Data Source dialog box
opens.

Click

4. Select the Look in list.


A list of available drives is displayed.

Click Look in

5. Select the drive where the data source


is stored.
A list of available folders and files is
displayed in the right-hand part of the
Select Data Source dialog box.

Click the student data


drive

6. Double-click to open the folder where


the data source is stored.
A list of available files appears.

Double-click the student


data folder

7. Select the desired data source file.


The file name is selected.

Click CUSTDB.DOCX

8. Select the left-hand part of the Open


button.
The Select Data Source dialog box
closes. The Mail Merge Recipients
dialog box opens with the data source
records displayed.

Click

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Lesson 2 - Merging Mailing Labels and Directories

Steps

Word 2007 - Lvl 3

Practice Data

9. Select OK.
The Mail Merge Recipients dialog box
closes.

Click

INSERTING LABEL MERGE FIELDS

Discussion
Label merge fields are inserted directly into the main document. Set up the first label
as desired, making sure to include all the necessary punctuation and spacing. For
example, if you insert the Title and LastName fields on the first line, you should
include a space between the two merge fields.
After the first label has been set up, then use the Update all labels button to copy the
merge fields to the rest of the labels.

All labels on the page have been updated to match the first label

Page 48

Villanova UNIT Training

Word 2007 - Lvl 3

Lesson 2 - Merging Mailing Labels and Directories

Procedures
1. Under Step 3 of 6, select the Next: Arrange your labels link.
2. To insert individual fields, select the More items link
under Arrange your labels.
3. Select the field you want to insert.
4. Select

5. Select

6. Press [Enter].
7. Select the More items link
under Arrange your
labels to insert additional individual merge fields in the first label as
desired.
8. To insert an address block, select the Address block link
under Arrange your labels.
9. Select or deselect options as desired in the Insert Address Block
dialog box.
10. Select

11. Under Replicate labels, select the Update all labels button
.

Step-by-Step
Insert label merge fields.

Steps

Practice Data

1. Under Step 3 of 6, select the Next:


Arrange your labels link.
Step 4 of 6 is displayed in the Mail
Merge task pane. An insertion point is
displayed in the top, left of the label
main document.

Click Next: Arrange


your labels

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Page 49

Lesson 2 - Merging Mailing Labels and Directories

Steps

Practice Data

2. To insert individual merge fields,


select the More items link under
Arrange your labels.
The Insert Merge Field dialog box
opens.

Click

3. Select the first field you want to insert.


The field is selected.

Click ContactName

4. Select Insert.
The merge field appears in the first
label.
5. Select Close.
The Insert Merge Field dialog box
closes.

Click

Click

6. Press [Enter].
The insertion point is placed on the
next line in the first label.

Press [Enter]

7. Select the More items link under


Arrange your labels to insert
additional merge fields.
The Insert Merge Field dialog box
opens.

Click

8. Select the desired individual merge


fields you want to add to the first label.
The merge field is displayed in the first
label.

Follow the instructions


shown below the table
before continuing on to
the next step

9. To insert an address block, select the


Address block link under Arrange
your labels.
The Insert Address Block dialog box
opens.

Click

10. Select or deselect options as desired.


The options are selected or deselected
accordingly and a preview of the first
address in your recipient list is
displayed on the right.

Click Insert
recipients name in this
format to deselect it

11. Select OK.


The Insert Address Block dialog box
closes and the address block field is
inserted.

Page 50

Word 2007 - Lvl 3

Click

Villanova UNIT Training

Word 2007 - Lvl 3

Lesson 2 - Merging Mailing Labels and Directories

Steps

Practice Data

12. Under Replicate labels, select the


Update all labels button.
All labels are updated with the same
merge fields as the first label.

Click

Select the StoreName field then, click Insert. Close the Insert Merge Field dialog
box. Then, press [Enter].
Return to the table and continue on to the next step (step 9).
Notice that Word has automatically included the Next Record field at the start of all
labels except the first. When merging the labels, this prompts Word to look at the next
record in the data source each time it reaches a new label.

MERGING LABELS TO A NEW DOCUMENT

Discussion
When you have set up the main document and selected the data source for your labels,
you are ready to carry out the merge.
You should preview your labels before printing so that you can make any necessary
changes. If you find typographic errors, you can correct them in the merged
document, but you must also correct them in the data source if you intend to use it
again.
When you complete the merge, you can merge the labels directly to a printer, or you
can merge them to a new document. By selecting the Edit individual labels link, you
can make changes to individual labels when they are merged to a new document.
Changes made to individual labels in the new, merged document will not be saved in
the main document or in the data source.
Once the changes have been made, you can save the merged document as a separate
document, or you can send the merged document to the printer and then close it
without saving.

Procedures
1. Under Step 4 of 6, select the Next: Preview your labels link.
2. Once you have previewed the labels, under Step 5 of 6, select the
Next: Complete the merge link.

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Page 51

Lesson 2 - Merging Mailing Labels and Directories

Word 2007 - Lvl 3

3. Under Merge, select the Edit individual labels link


.
4. Select the records you want to merge to a new document.
5. Select

Step-by-Step
Merge labels to a new document.

Steps

Practice Data

1. Under Step 4 of 6, select the Next:


Preview your labels link.
Step 5 of 6 is displayed in the Mail
Merge task pane. The formatted labels
are displayed in the main document.

Click Next: Preview your


labels

2. Once you have previewed the labels,


under Step 5 of 6, select the Next:
Complete the merge link.
Step 6 of 6 is displayed in the Mail
Merge task pane.

Click Next: Complete the


merge

3. Under Merge, select the Edit


individual labels link.
The Merge to a New Document dialog
box opens.

Click

4. Select the records you want to merge


to a new document.
The records are selected.

Click

5. Select OK.
The Merge to New Document dialog
box closes, and the selected records
are merged to a new document.

All, if necessary

Click

Scroll to view the labels. Then, close the merged labels document without saving it.
Notice that if you now wanted to print the labels, you would select the Print link
under Merge in the Mail Merge task pane. The Merge to Printer dialog box lets you
select which records you wish to print. The Print dialog box then opens when you
confirm the selection.
Close the Mail Merge task pane. Close all open documents without saving them.

Page 52

Villanova UNIT Training

Word 2007 - Lvl 3

Lesson 2 - Merging Mailing Labels and Directories

CREATING A DIRECTORY

Discussion
In addition to form letters, mailing labels, and envelopes, you can create directories,
catalogs and mailing lists by creating a mail merge directory. Unlike a letter, which
merges only one record per page, a directory merges multiple records to the same
page. The Directory feature is useful for creating any type of list or for filling in
tables.
The main document for the directory should include only the desired merge fields and
information that is to be repeated for each record. If you were to use the following
example to create a directory main document, the text Name: and Region: would
appear to the left of each merged record. To separate the records, you should include
at least one or two blank lines after the last merge field.
Name: <<Customer Name>>
Region: <<Region>>
Directory main documents can be used to merge data into a table. The main document
table should be a single row only but it can contain multiple columns. You can enter
multiple merge fields into each cell, as in the following example for a telephone list:
<<First>>
<<Last>>

<<Department>>

<<Phone>>

Table column headings and additional text can be added after the table has been
merged to a new document.

You can format the directory main document to prevent


column or page breaks from splitting records. To keep table
rows together, display the Layout contextual tab then, select
the Properties button in the Table group to open the Table
Properties dialog box. Select the Row page then, deselect the
Allow row to break across pages option.

To keep paragraphs together, display the Home tab to select


the Paragraph group launcher which, opens the Paragraph
dialog box. Select the Line and Page Breaks page then, select
the Keep lines together and Keep with next options, as
appropriate.

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Page 53

Lesson 2 - Merging Mailing Labels and Directories

Word 2007 - Lvl 3

Procedures
1. Select the Mailings tab on the Ribbon.

2. Select the Start Mail Merge button


Merge group.

in the Start Mail

3. Select Step by Step Mail Merge Wizard.


4. Under Select document type, select the Directory option.
5. Under Step 1 of 6, select the Next: Starting document link.
6. Under Select starting document, select the desired option.

Step-by-Step
From the Student Data directory, open EMAILLST.DOCX.
Create a directory.

Steps

Practice Data

1. Select the Mailings tab on the


Ribbon.
The Mailings tab is displayed.

Click Mailings

2. Select the Start Mail Merge button in


the Start Mail Merge group.
The Start Mail Merge menu opens.
Click

Page 54

3. Select Step by Step Mail Merge


Wizard.
The Mail Merge task pane opens.

Click Step by Step Mail


Merge Wizard

4. Under Select document type, select


the Directory option.
The Directory option is selected.

Click

5. Under Step 1 of 6, select the Next:


Starting document link.
Step 2 of 6 is displayed in the Mail
Merge task pane.

Click Next: Starting


document

Directory

Villanova UNIT Training

Word 2007 - Lvl 3

Lesson 2 - Merging Mailing Labels and Directories

Steps

Practice Data

6. Under Select starting document,


select the desired option.
The desired option is selected.

Click Use the current


document, if necessary

MERGING WITH AN ALTERNATE DATA SOURCE

Discussion
You can use a data source created in another application (such as Access, Outlook,
and Excel) in a mail merge. In this way, you can utilize existing data stored in another
application, eliminating the need to create an additional data source in Word. In order
to use a data source created in another application, the external data source must be
organized in a series of columns, either in table format, worksheet format or, as fields
separated by delimiters (such as tabs). The first row of the file should contain the field
names.
Word reads data from other data sources using the DDE (Dynamic Data Exchange)
protocol. This protocol reads data from other applications by opening the source
program.
If the source application is not installed on your system, you can use the ODBC (Open
Database Connectivity) protocol, which directly reads a data file without opening the
source application. Another method Word uses to access external data is to open a
data source through a converter. You may want to use a converter to read an Excel
workbook that contains multiple worksheets. Using this method, you can specify the
worksheet or range that contains the data you want to use.

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Page 55

Lesson 2 - Merging Mailing Labels and Directories

Word 2007 - Lvl 3

A newly merged directory

Procedures
1. Under Step 2 of 6, select the Next: Select recipients link.
2. Under Select recipients, select the Select from Outlook contacts
option.
3. Under Select from Outlook contacts, select the Choose Contacts
Folder link
.
4. If the Choose Profile dialog box opens, select the desired profile and
select

5. Select the desired folder.


6. Select

7. Select

8. Under Step 3 of 6, select the Next: Arrange your directory link.


9. Position the insertion point where you want to insert the first merge
field.
10. Under Arrange your directory, select the link for the data source
information you want to insert.
11. Insert the desired merge fields.
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Villanova UNIT Training

Word 2007 - Lvl 3

Lesson 2 - Merging Mailing Labels and Directories

12. Under Step 4 of 6, select the Next: Preview your directory link.
13. Under Step 5 of 6, select the Next: Complete the merge link.
14. Under Merge, select the To New Document link
.
15. Select the records you want to merge.
16. Select

Step-by-Step
Merge with a data source.
Note: This process merges names from your Contacts folder in Outlook. If you do
not already have a list of names in your Contacts folder, import the file named
CONTACTS.CSV from the student data folder into Outlook. Open Outlook and
select the Import and Export option on the File menu. The Import and Export
Wizard opens. Select the Import from another program or file action. You want to
import the Comma Separated Values (Windows) file named CONTACTS.CSV
into your Contacts folder. Then, close Outlook.

Steps

Practice Data

1. Under Step 2 of 6, select the Next:


Select recipients link.
Step 3 of 6 is displayed in the Mail
Merge task pane.

Click Next: Select


recipients

2. Under Select recipients, select the


Select from Outlook contacts option.
The Select from Outlook contacts
option is selected and the options
update accordingly.

Click Select from


Outlook contacts

3. Under Select from Outlook contacts,


select the Choose Contacts Folder
link.
Depending on your Outlook settings,
the Choose Profile dialog box may
open.

Click

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Page 57

Lesson 2 - Merging Mailing Labels and Directories

Steps
4. If the Choose Profile dialog box opens,
select the desired profile and select
OK.
The Choose Profile dialog box closes
and the Select Contacts dialog box
opens.
5. Select the desired folder.
The folder is selected.

6. Select OK.
The Select Contacts dialog box closes
and the Mail Merge Recipients dialog
box opens.
7. Select OK.
The Mail Merge Recipients dialog box
closes. The selected data source is
displayed in the Mail Merge task
pane.

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Word 2007 - Lvl 3

Practice Data
Click

Click Contacts, if
necessary, or the folder
indicated by your
instructor
Click

Click

8. Under Step 3 of 6, select the Next:


Arrange your directory link.
Step 4 of 6 is displayed in the Mail
Merge task pane.

Click Next: Arrange


your directory

9. Position the insertion point where you


want to insert the first merge field.
The insertion point is placed in the
desired location.

Press [Ctrl+Home], if
necessary

10. Under Arrange your directory, select


the link for the data source information
you want to insert.
The appropriate dialog box opens.

Click

11. Insert the desired merge fields.


The selected merge fields are inserted
into the directory.

Follow the instructions


shown below the table
before continuing on to
the next step

12. Under Step 4 of 6, select the Next:


Preview your directory link.
Step 5 of 6 is displayed in the Mail
Merge task pane. The first record is
previewed in the directory document.

Click Next: Preview your


directory

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Word 2007 - Lvl 3

Lesson 2 - Merging Mailing Labels and Directories

Steps

Practice Data

13. Under Step 5 of 6, select the Next:


Complete the merge link.
Step 6 of 6 is displayed in the Mail
Merge task pane.

Click Next: Complete the


merge

14. Under Merge, select the To New


Document link.
The Merge to New Document dialog
box opens.

Click

15. Select the records you want to merge.


The records to be merged are selected.

Click

16. Select OK.


The Merge to New Document dialog
box closes and the merged directory
opens.

All, if necessary

Click

Insert the merge fields into the table, as follows:


<<Last>>, <<First>>

<<Department>>

<<Email_Address>>

You will need to close and re-open the Insert Merge Field dialog box to move to the
second and then, to the third column. You can add the comma and space between the
<<Last>> and <<First>> fields after all the merge fields have been inserted. Close
the Insert Merge Field dialog box when you are finished.
Return to the table and continue on to the next step (step 12).
To format the merged document, insert a row at the top of the table and type Name in
the first column, Department in the second column, and E-mail Address in the third
column. Then, bold the column headings.
Close the Mail Merge task pane. Close all open documents without saving them.

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Page 59

Lesson 2 - Merging Mailing Labels and Directories

Word 2007 - Lvl 3

EXERCISE
MERGING MAILING LABELS AND DIRECTORIES

Task
Create mail merge to mailing labels and a directory.
1. Create a new, blank Word document.
2. Open the Mail Merge task pane.
3. Create mailing labels and change the document layout.
4. Create labels for a page printer and select the Avery US Letter,
product number 5159.
5. Select the recipients from an existing list. Browse to find and open
the Access database WSGDB.ACCDB from the student data folder.
Then, select the Customers table. Close the Mail Merge Recipients
dialog box.
6. Insert merge fields to create the following label:
<<Store_Name>>
<<Address>>
<<City>>, <<State/Province>> <<Postal_Code>>
<<Country>>
7. Copy the layout of the first label to all the labels. (Hint: Use the
Update all labels button.)
8. Preview the labels.
9. Merge all records to a new document. (Hint: Use the Edit individual
labels link.)
10. Close all open documents without saving them.
11. Open DIRECTRY.DOCX.
12. Create a Directory merge using the current document.
13. Select the recipients from an existing list. Browse to find and open
the WSGDB.ACCDB from the student data folder. Then, select the
AllItems table. Close the Mail Merge Recipients dialog box.

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Word 2007 - Lvl 3

Lesson 2 - Merging Mailing Labels and Directories

14. Insert merge fields as follows:


Description:
Product #:
Price

<<Product_Description>>
<<Product_ID>>
<<Unit_Price>>

15. Bold the Description line, including the inserted merge field.
16. Merge all records to a new document.
17. If necessary, switch to Print Layout view to view the merged
document.
18. Close all open documents without saving them.

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Page 61

LESSON 3 SORTING TABLE DATA


In this lesson, you will learn how to:
Design a table to be sorted
Sort a table alphabetically
Sort a table numerically
Sort a table by date
Sort a table by multiple columns

Lesson 3 - Sorting Table Data

Word 2007 - Lvl 3

DESIGNING A TABLE TO BE SORTED

Discussion
Tables are frequently used to list items that need to be sorted. You can use the Sort
feature to organize information in a table. The Sort feature can sort by text, dates, and
numbers. You can sort on up to three columns and you can specify in what order the
sort should be performed.
When creating a table you plan to sort, you should place each piece of information by
which you might want to sort in its own column. If you want to sort a list of people by
their last name and, then by their first name, you should enter the first and last names
in separate columns. Alternatively, you could enter the data in one column in the
format last name, first name so that Word will sort it correctly; this would mean,
however, that you could never sort the list by the first name.
By default, all table columns are sorted at one time, since the data is usually held in
rows across all columns. You can, however, sort individual columns without sorting
the entire table.
If you create column headings in the first row of the table, you can specify the column
heading rather than the column number when you sort the table. The row containing
the column headings is referred to as the header row; it will not be sorted with the rest
of the data, but will remain at the top of the table.

You can also use the Sort feature to sort paragraphs, bulleted
or numbered lists, and other document text. First select the
text you want to sort, then select the Sort button in the
Paragraph group on the Home tab to open the Sort Text
dialog box.

When you have finished viewing the results of a sort or would


like to perform a new sort, you can use the Undo feature to
return the table to its original order.

SORTING A TABLE ALPHABETICALLY

Discussion
You can sort a table by any column containing text, numbers, or dates. The column
can be sorted in ascending order (A to Z) or in descending order (Z to A).

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Villanova UNIT Training

Word 2007 - Lvl 3

Lesson 3 - Sorting Table Data

By default, a sort is not case-sensitive. Therefore, Word does not treat uppercase or
lowercase letters differently when it executes a sort. You can, however, select the
Case sensitive option in the Sort Options dialog box to perform a case-sensitive sort.
To sort an entire table, you can position the insertion point anywhere in the table; you
do not have to select it. If, however, one or more rows are selected when you perform
a sort, only the selected rows are sorted.

The Sort dialog box

Procedures
1. Position the insertion point anywhere in the table you want to sort.
2. Select the Layout contextual tab on the Ribbon.

3. Select the Sort button

in the Data group.

4. Under My list has, select the desired option based on whether the
table contains a Header row.
5. Select the Sort by list

6. Select the column by which you want to sort.


7. Select the Type list

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Lesson 3 - Sorting Table Data

Word 2007 - Lvl 3

8. Select the appropriate sort type, if necessary.


9. Select the Ascending or Descending option, as desired.
10. Select

Step-by-Step
From the Student Data directory, open TABLE2.DOCX.
Sort a table alphabetically.

Steps

Practice Data

1. Position the insertion point anywhere


in the table you want to sort.
The insertion point is placed in the
table.

Click anywhere in the


table, if necessary

2. Select the Layout contextual tab on


the Ribbon.
The Layout contextual tab is
displayed.

Click Layout

3. Select the Sort button in the Data


group.
The Sort dialog box opens with the
first column header selected in the
Sort by box.
4. Under My list has, select the desired
option based on whether the table
contains a Header row.
The option is selected.
5. Select the Sort by list.
A list of available column headings is
displayed.
6. Select the column by which you want
to sort.
The column heading are displayed in
the Sort by box.
7. Select the Type list.
A list of available sort types is
displayed.

Page 66

Click

Click Header row, if


necessary

Click Sort by

Click Product

Click Type

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Word 2007 - Lvl 3

Lesson 3 - Sorting Table Data

Steps

Practice Data

8. Select the Text option.


The selected sort type displays in the
Type box.

Click Text

9. Select the Ascending or Descending


option, as desired.
The desired sort order is selected.

Click Ascending, if
necessary

10. Select OK.


The Sort dialog box closes. The table
is sorted alphabetically.

Click

Click anywhere in the document to deselect the table. Notice that the items in the table
are sorted alphabetically by the Product column.
Practice the Concept: Click anywhere in the table, and sort the table by the Features
column in ascending order. Then, sort the table again by the Product column in
ascending order.

SORTING A TABLE NUMERICALLY

Discussion
You can sort a table numerically by any column containing numbers. If, however, a
column contains both numbers and text (such as 1, 2, 3a, 3b, 4, 5, etc.), you should
sort by text. A text sort takes both text and numbers into account, while a numeric sort
ignores all text.
To sort an entire table, you can position the insertion point anywhere in the table. If,
however, one or more rows are selected when you perform the sort, only the selected
rows are sorted.

Procedures
1. Position the insertion point anywhere in the table you want to sort.
2. Select the Layout contextual tab on the Ribbon.

3. Select the Sort button

in the Data group.

4. Under My list has, select the desired option based on whether the
table has a Header row.
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Lesson 3 - Sorting Table Data

Word 2007 - Lvl 3

5. Select the Sort by list

6. Select the column by which you want to sort.


7. Select the Ascending or Descending option, as desired.
8. Select

Step-by-Step
Sort a table numerically.

Steps

Practice Data

1. Position the insertion point anywhere


in the table you want to sort.
The insertion point is placed in the
table.

Click anywhere in the


table, if necessary

2. Select the Layout contextual tab on


the Ribbon.
The Layout contextual tab is
displayed.

Click Layout

3. Select the Sort button in the Data


group.
The Sort dialog box opens with a
column header selected in the Sort by
box.
4. Under My list has, select the desired
option based on whether the table has
a Header row.
The option is selected.
5. Select the Sort by list.
A list of available column headings is
displayed.

Page 68

Click

Click Header row, if


necessary

Click Sort by

6. Select the column by which you want


to sort.
The column heading is displayed in the
Sort by box. The Number criterion is
displayed in the Type box.

Click Retail Price

7. Select the Ascending or Descending


option, as desired.
The sort order is selected.

Click

Descending

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Lesson 3 - Sorting Table Data

Steps

Practice Data

8. Select OK.
The Sort dialog box closes and the
table is sorted numerically in the
appropriate order.

Click

Click anywhere in the document to deselect the table. Notice that the items in the table
are sorted numerically by the Retail Price column in descending order.
Practice the Concept: Click anywhere in the table then, select the Sort button in the
Data group. Select the Sort by list and choose Order Number. Notice that the
criterion in the Type box has changed to Text; this is because the Retail Price
column contains values that combine numbers and text. Click OK then, deselect the
table.
Then, sort the table again by the Retail Price column in descending order.

SORTING A TABLE BY DATE

Discussion
You can sort a table by a column containing dates. The dates can be formatted with
any of the available date formats (such as, September 27, 2007; 9/27/07; 27-Sept-07;
and Sept-27-07).
To sort the entire table, you can position the insertion point anywhere in the table. If,
however, one or more rows are selected when you perform the sort, only the selected
rows are sorted.

Procedures
1. Position the insertion point anywhere in the table you want to sort.
2. Select the Layout contextual tab on the Ribbon.

3. Select the Sort button

in the Data group.

4. Under My list has, select the desired option based on whether the
table has a Header row.
5. Select the Sort by list

6. Select the column by which you want to sort.


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Lesson 3 - Sorting Table Data

Word 2007 - Lvl 3

7. Select the Ascending or Descending option, as desired.


8. Select

Step-by-Step
Sort a table by date.

Steps

Practice Data

1. Position the insertion point anywhere


in the table you want to sort.
The insertion point is placed in the
table.

Click anywhere in the


table

2. Select the Layout contextual tab on


the Ribbon.
The Layout contextual tab is
displayed.

Click Layout

3. Select the Sort button in the Data


group.
The Sort dialog box opens with a
column header selected in the Sort by
box.
4. Under My list has, select the desired
option based on whether the table has
a Header row.
The option is selected.
5. Select the Sort by list.
A list of available column headings is
displayed.

Click Header row, if


necessary

Click Sort by

6. Select the column by which you want


to sort.
The column heading is displayed in the
Sort by box. The Date criterion is
displayed in the Type box.

Click Release Date

7. Select the Ascending or Descending


option, as desired.
The sort order is selected.

Click

8. Select OK.
The Sort dialog box closes. The table
is sorted by date in the appropriate
order.
Page 70

Click

Ascending

Click

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Word 2007 - Lvl 3

Lesson 3 - Sorting Table Data

Click anywhere in the document to deselect the text. Notice that the items in the table
are sorted by date, using the Release Date column in ascending order.

SORTING A TABLE BY MULTIPLE COLUMNS

Discussion
Sometimes it is necessary to sort a table by more than one column. For example, if
you are sorting an address list by last name and the list contains two Smiths, you
might want to sort by last name and then, by first name. If you include a secondary,
ascending sort, Adam Smith will appear before Zachary Smith.
When sorting by multiple columns, you can specify different sort orders (ascending or
descending) for different columns.

Sorting by multiple columns

After you have performed a sort by multiple columns, you


may need to select (none) from the Then by lists in the Sort
dialog box to remove the secondary and tertiary sort criteria
before carrying out a new sort.

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Lesson 3 - Sorting Table Data

Word 2007 - Lvl 3

Procedures
1. Position the insertion point anywhere in the table you want to sort.
2. Select the Layout contextual tab on the Ribbon.

3. Select the Sort button

in the Data group.

4. Under My list has, select the desired option based on whether the
table has a Header row.
5. Select the Sort by list

6. Select the column by which you want to sort first.


7. Select the Ascending or Descending option, as desired.
8. Select the first Then by list

9. Select the column by which you want to sort next.


10. Select the Ascending or Descending option, as desired.
11. Select the second Then by list

12. Select the column by which you want to sort next.


13. Select the Ascending or Descending option, as desired.
14. Select

Step-by-Step
Sort a table by multiple columns.

Page 72

Steps

Practice Data

1. Position the insertion point anywhere


in the table you want to sort.
The insertion point is placed in the
table.

Click anywhere in the


table

2. Select the Layout contextual tab on


the Ribbon.
The Layout contextual tab is
displayed.

Click Layout

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Word 2007 - Lvl 3

Lesson 3 - Sorting Table Data

Steps

Practice Data

3. Select the Sort button in the Data


group.
The Sort dialog box opens with a
column header selected in the Sort by
box.

Click

4. Under My list has, select the desired


option based on whether the table has
a Header row.
The option is selected.
5. Select the Sort by list.
A list of available column headings is
displayed.

Click Header row, if


necessary

Click Sort by

6. Select the column by which you want


to sort first.
The column heading is displayed in the
Sort by box. The Number criterion is
displayed in the Type box.

Click Retail Price

7. Select the Ascending or Descending


option, as desired.
The sort order is selected.

Click Ascending, if
necessary

8. Select the first Then by list.


A list of available column headings is
displayed.

Click the first Then by

9. Select the column by which you want


to sort next.
The column heading is displayed in the
first Then by box. The Date criterion
is displayed in the Type box
accordingly.

Click Release Date

10. Select the Ascending or Descending


option, as desired.
The sort order is selected.

Click

11. Select the second Then by list.


A list of available column headings is
displayed.

Click the second Then by

12. Select the column by which you want


to sort next.
The column heading is displayed in the
second Then by box. The Text
criterion is displayed in the Type box
accordingly.

Click Product

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Descending

Page 73

Lesson 3 - Sorting Table Data

Word 2007 - Lvl 3

Steps

Practice Data

13. Select the Ascending or Descending


option, as desired.
The sort order is selected.

Click Ascending, if
necessary

14. Select OK.


The Sort dialog box closes. The table
is sorted by multiple columns, in the
order specified.

Click

Click anywhere in the document to deselect the text. Notice that the items in the table
are sorted first by Retail Price in ascending order, then by Release Date in
descending order, and lastly by Product in ascending order.
Close TABLE2.DOCX.

Page 74

Villanova UNIT Training

Word 2007 - Lvl 3

Lesson 3 - Sorting Table Data

EXERCISE
SORTING TABLE DATA

Task
Sort data in a table.
1. Open SCHEDULE.DOCX.
2. Sort the table only by the Presenter column in ascending order.
(Hint: You may need to select (none) in the first Then by list.)
3. Click anywhere in the document to deselect the table.
4. Next, sort the table first by the Event column, then by the Location
column and finally, by the Presenter column, all in ascending order.
5. Sort the table by Start Time and then, by End Time only.
6. Close the document without saving it.

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LESSON 4 USING FORMULAS IN TABLES


In this lesson, you will learn how to:
Create a formula in a table cell
Use a function in a table cell
Format the result of a formula
Display field codes
Recalculate formulas in a table

Lesson 4 - Using Formulas in Tables

Word 2007 - Lvl 3

CREATING A FORMULA IN A TABLE CELL

Discussion
Tables often contain numerical information that must be calculated. For instance, your
table may contain a column of monthly sales numbers that you want to total.
You can create a mathematical formula that computes a value from numerical
information stored in a table. A formula may consist of numbers, cell references, and
mathematical symbols (called operators).
Operators include the mathematical symbols for addition (+), subtraction (-),
multiplication (*), and division (/). Parentheses ( ( ) ) are used to specify the order of
the mathematical calculations. All formulas must begin with an equal sign (=).
A cell reference is the applicable cell address. As in an Excel worksheet, a cell address
in a Word table is composed of a letter and a number, such as D3. Columns are
designated with letters, such as A, B, C, D, etc. Rows are designated with numbers,
such as 1, 2, 3, 4, etc. The cell address is the intersection of the designated row and
column. Cell D3 is the cell that intersects column D and row 3. Unfortunately, Word
does not display the column letters or the row numbers in the table.
The advantage of using a cell address in a formula instead of a typed value becomes
clear when you change the contents of the referenced cell. Instead of editing the
formula to change the value, you can simply recalculate it. In Word, however, a
formula does not recalculate automatically.
In the table below, you can calculate the total price for the Exer-Fit 100 product by
entering the formula =B2*C2 into cell D2. That formula multiplies the value in the
Quantity cell (B2) by the value in the Unit Price cell (C2).
A

Page 78

Product

2
3

Quantity

Unit Price

Total Price

Exer-Fit 100

100.00

=B2*C2

LifeStyle Stepper

175.00

=B3*C3

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Word 2007 - Lvl 3

Lesson 4 - Using Formulas in Tables

Entering a formula in a table cell

When you first insert a formula into a cell, Word will


sometimes supply a formula based on the data in adjacent
cells. You can replace the default formula as needed.

If you need to use more complex formulas than those available


in Word, you may consider inserting an Excel spreadsheet into
the document, instead of using a Word table. To do this,
display the Insert tab on the Ribbon. Select the Table button
in the Tables group then, choose the Excel Spreadsheet
option. An Excel worksheet opens in the document. Excel
Ribbon tabs are displayed and a menu bar appears above the
Quick Access Toolbar.

Procedures
1. Position the insertion point in the cell in which you want the result of
the formula to appear.
2. Select the Layout contextual tab on the Ribbon.
3. Select the Formula button

in the Data group.

4. Select the formula in the Formula box, if necessary.


5. Type an equal sign (=), followed by the desired formula.
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Lesson 4 - Using Formulas in Tables

6. Select

Word 2007 - Lvl 3

Step-by-Step
From the Student Data directory, open CMPORD1.DOCX.
Create a formula in a table cell.
If necessary, display the table gridlines by clicking the View Gridlines button in the
Tables group on the Layout contextual tab.

Steps

Practice Data

1. Position the insertion point in the cell


in which you want the result of the
formula to appear.
The insertion point is placed in the
cell.

Scroll as necessary and


click in cell E7, the first
cell under the Total Price
heading

2. Select the Layout contextual tab on


the Ribbon.
The Layout contextual tab is
displayed.

Click Layout

3. Select the Formula button in the Data


group.
The Formula dialog box opens with
the insertion point placed in the
Formula box. Word may supply a
suggested formula in the Formula
box.

Click

4. Select the formula in the Formula


box, if necessary.
The formula is selected.

Triple-click in the
Formula box

5. Type an equal sign (=), followed by


the desired formula.
The formula is displayed in the
Formula box.

Type =c7*d7

6. Select OK.
Click
The Formula dialog box closes and the
result of the formula is displayed in the
selected cell.

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Villanova UNIT Training

Word 2007 - Lvl 3

Lesson 4 - Using Formulas in Tables

USING A FUNCTION IN A TABLE CELL

Discussion
Word provides a variety of predefined functions such as, SUM, AVERAGE, and,
COUNT to simplify the creation of formulas.
A function is followed by its arguments, which are enclosed in parentheses ( ( ) ).
Arguments can consist of numbers, cell references, a range, formulas, or other
functions. A comma (,) is used to separate multiple arguments.
A range is a group of contiguous cells. A range address is composed of the cell
address of the cell in the upper, left corner of the range, followed by a colon (:) and
the cell address of the cell in the lower, right corner of the range. For example, the
range address A1:B2 refers to the four cells in the upper, left corner of the table.
You can also use the terms ABOVE, BELOW, LEFT, or RIGHT as arguments.
These terms refer to the numerical values of adjacent cells in the specified direction.
Using a general term instead of a range address allows you to use copy and paste to
duplicate a function in another column or row. Copied and pasted functions can then
be recalculated for their destination row or column.
Some common Word functions are described in the following table:

Function

Description

AVERAGE(arg1,...,argn)

Averages a range or a list of values.


{=AVERAGE(24,55,92,145,67)} returns
76.6

PRODUCT(arg1,...,argn)

Multiplies all arguments.


{=PRODUCT(3,4,2)} returns 24

SUM(arg1,...,argn)

Totals all arguments.


{=SUM(24,55,92,145,67)} returns 383

If you need to use more complex functions or functions that


are not available in Word, you may consider inserting an
Excel spreadsheet into the document, instead of using a Word
table. To do this, display the Insert tab on the Ribbon. Select
the Table button in the Tables group then, choose the Excel
Spreadsheet option. An Excel worksheet opens in the
document. Excel Ribbon tabs are displayed and a menu bar
appears above the Quick Access Toolbar.

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Lesson 4 - Using Formulas in Tables

Word 2007 - Lvl 3

Word considers a comma (,) a thousands separator if it is


preceded by any number and followed by any three-digit
number. In order for a formula to calculate correctly, you must
insert a space after the comma in such situations. To use the
SUM function to add the number 123 and 734, you would
enter the formula =SUM(123, 734).

Procedures
1. Position the insertion point in the cell in which you want the result of
the formula to appear.
2. Select the Layout contextual tab on the Ribbon.
3. Select the Formula button

in the Data group.

4. Select the formula in the Formula box, if necessary.


5. Type an equal sign (=).
6. Select the Paste function list

7. Select the desired function.


8. Type the desired arguments.
9. Select

Step-by-Step
Use a function in a table cell.

Page 82

Steps

Practice Data

1. Position the insertion point in the cell


in which you want the result of the
formula to appear.
The insertion point is placed in the
cell.

Click in cell E8, the


second cell under the
Total Price heading

2. Select the Layout contextual tab on


the Ribbon.
The Layout contextual tab is
displayed.

Click Layout

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Word 2007 - Lvl 3

Lesson 4 - Using Formulas in Tables

Steps

Practice Data

3. Select the Formula button in the Data


group.
The Formula dialog box opens with
the insertion point placed in the
Formula box. Word may supply a
suggested formula in the Formula
box.

Click

4. Select the formula in the Formula


box, if necessary.
The formula is selected.

Triple-click in the
Formula box

5. Type an equal sign (=).


An equal sign (=) is displayed in the
Formula box.

Type =

6. Select the Paste function list.


A list of available functions is
displayed.

Click Paste function

7. Select the desired function.


The function name and a set of
parentheses (( )) are displayed in the
Formula box. An insertion point is
placed within the parentheses (( )).

Scroll as necessary and


click PRODUCT

8. Type the desired arguments.


The arguments display within the
parentheses (( )).

Type c8,d8

9. Select OK.
The Formula dialog box closes. The
result of the function is displayed in
the cell.

Click

Practice the Concept: In cell E9 (third cell under the Total Price heading), enter the
function =PRODUCT(LEFT) to calculate the total price of the third item.
Scroll as necessary; and create formulas to calculate the subtotal, tax (6%), and order
total in the indicated table cells:

Insert formula in:

To calculate:

cell E12

The sum of cells E7, E8, and E9

cell E13

The subtotal (cell e12) multiplied by .06

cell E14

The sum of the subtotal (cell e12) and the tax


(cell e13)

The results should be 2740, 164.4, and 2904.4, respectively.


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Lesson 4 - Using Formulas in Tables

Word 2007 - Lvl 3

FORMATTING THE RESULT OF A FORMULA

Discussion
You can format the result of a formula with a specific number of decimal places, as
well as with a dollar ($) or percent sign (%).
You must format each formula in a table separately, even if the formulas use the same
format.

Make sure that your insertion point is within the field code
when you want to edit a formula; otherwise, you may
inadvertently insert a second formula.

Procedures
1. Select the formula result you want to format.
2. Select the Layout contextual tab on the Ribbon.
3. Select the Formula button
4. Select the Number format list

in the Data group.


.

5. Select the desired number format.


6. Select

Step-by-Step
Format the result of a formula.

Page 84

Steps

Practice Data

1. Select the formula result you want to


format.
The formula result is selected.

Scroll as necessary, and


click in the number in cell
E7, the first cell under the
Total Price heading

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Word 2007 - Lvl 3

Lesson 4 - Using Formulas in Tables

Steps

Practice Data

2. Select the Layout contextual tab on


the Ribbon.
The Layout contextual tab is
displayed.

Click Layout

3. Select the Formula button in the Data


group.
The Formula dialog box opens with
the formula for the selected cell
displayed.

Click

4. Select the Number format list.


A list of available number formats is
displayed.
5. Select the desired number format.
The number format is displayed in the
Number format box.
6. Select OK.
The Formula dialog box closes and the
formula result is formatted
accordingly.

Click Number format

Click
$#,##0.00;($#,##0.00)

Click

Practice the Concept: Apply the #,##0.00 number format to cells E8 and E9. Then,
apply the $#,##0.00;($#,##0.00) number format to cells E12, E13, and E14.
Remember that each formula must be formatted individually.

DISPLAYING FIELD CODES

Discussion
When you create a formula in a table cell, the result of the formula appears in the cell;
however, it is the formula itself that is stored in the cell as a field. You can display the
field containing the formula rather than the formula result if you choose.
Field codes are enclosed in braces ({ }).

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Lesson 4 - Using Formulas in Tables

Word 2007 - Lvl 3

A table with the formula fields displayed

To toggle between the formula and its result, you can position
the insertion point anywhere in the result or field (as
applicable) and press the [Shift+F9] key combination.
Alternatively, you can right-click the result or field, then select
the Toggle Field Codes option from the shortcut menu.

To toggle the display of all fields in the document between the


formulas and their results, you can press the [Alt+F9] key
combination.

Procedures
1. Select the Office button

2. Select the Word Options button

3. Select the Advanced option.


4. Under Show document content, select the Show field codes
instead of their values option.
5. Select

Page 86

Villanova UNIT Training

Word 2007 - Lvl 3

Lesson 4 - Using Formulas in Tables

Step-by-Step
Display the fields codes in a document.

Steps

Practice Data

1. Select the Office button.


The Office menu is displayed.

Click

2. Select the Word Options button.


The Word Options dialog box opens.

Click

3. Select the Advanced option.


The Advanced page is displayed.

Click Advanced

4. Under Show document content,


select the Show field codes instead of
their values option.
The Show field codes instead of their
values option is selected.

Click Show field codes


instead of their values

5. Select OK.
The Word Options dialog box closes.
The formula fields are displayed in the
table cells accordingly.

Click

Notice that the formatting applied to each formula also appears in the formula field.
Then, press [Alt+F9] to view the formula results.
Practice the Concept: Click in the Subtotal field and press [Shift+F9] once to view
the formula field. Then, press [Shift+F9] again to view the formula result.

RECALCULATING FORMULAS IN A TABLE

Discussion
The advantage of using formulas in a table is that they can be updated easily if the
referenced data changes. Word, however, does not recalculate formulas automatically.
To recalculate a formula, you must position the insertion point in the formula and
press the [F9] key.
In addition, Word does not indicate when a table needs to be recalculated. Therefore,
it is always a good idea to recalculate before you save or print a document.

You can right-click a formula then, select the Update Field


option from the shortcut menu to recalculate the formula.

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Lesson 4 - Using Formulas in Tables

Word 2007 - Lvl 3

You can ensure that all formulas update automatically before


you print the document by selecting Word Options from the
Office menu then, open the Display page and select the
Update fields before printing option, under Printing
options.

Procedures
1. Select the cells containing the formulas you want to update.
2. Press [F9].

Step-by-Step
Recalculate formulas in a table.
If necessary, press [Alt+F9] to view the formula results instead of the field codes.
Change the Unit Price of item TM55805 from 100.00 to 125.00, and the Quantity of
item TM55202 from 10 to 4.

Steps

Practice Data

1. Drag to select the cells containing the


formulas you want to update.
The cells are highlighted as you drag.

Drag to select cells E7


(the first cell under the
Total Price heading) to
E14 (the cell to the right
of the Order Total label)

2. Release the mouse button.


The cells are selected.

Release the mouse button

3. Press [F9].
The formulas are recalculated.

Press [F9]

Click outside of the table to deselect the cells. Notice that all computations depending
on the changed data have been recalculated.
Close CMPORD1.DOCX.

Page 88

Villanova UNIT Training

Word 2007 - Lvl 3

Lesson 4 - Using Formulas in Tables

EXERCISE
USING FORMULAS IN TABLES

Task
Create and format formulas in a table.
1. Open SEQTRSAL.DOCX.
2. Press [Alt+F9] to display the formula results rather than the formula
fields, if necessary.
3. Use the SUM function to calculate the total sales for each item
(Gymnastics, Surfing, etc.). Format each result as a whole number
with commas (,). (Hint: You can create the formula for Gymnastics,
copy it, and paste it into each of the other cells. Then, select all cells
in the Total Sales column and press [F9] to update all the formulas.)
4. Calculate the % of Total for the second, third, and fourth quarters.
The % of Total is the total sales for an individual quarter divided by
the total sales for all quarters, multiplied by one hundred. Format the
result as a percent with two decimal places. (Hint: You can refer to
the formula in cell B9.)
5. Change the third quarter figure for Surfing from 13600 to 10600.
6. Recalculate all formulas in the table. (Hint: You can select the entire
table and press [F9].)
7. Close the document without saving it.

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Lesson 4 - Using Formulas in Tables

Page 90

Word 2007 - Lvl 3

Villanova UNIT Training

LESSON 5 WORKING WITH LISTS


In this lesson, you will learn how to:
Customize numbered/bulleted lists
Bullet/Number a multilevel list
Create a new list style
Sort a list alphabetically

Lesson 5 - Working with Lists

Word 2007 - Lvl 3

CUSTOMIZING NUMBERED/BULLETED LISTS

Discussion
Word provides several preset number and bullet styles that you can apply to a list. If
none of the predefined bullet or numbering schemes meet your needs, you can
customize a bulleted or numbered list style.
To customize a numbered list style, you can display text or characters both before and
after a number as well as choose a different number style. You can scale numbers as
desired and modify their position and the spacing between them, as well as add
kerning. In addition, you can start numbering at a number other than 1 (the default
setting).
To customize a bulleted list style, you can change the bullet shape by changing the
symbol or using an image instead.
Many formatting options apply to both bullets and numbers. You can align bullets or
numbers to the left, right, or center of a specified mark on the horizontal ruler, as well
as align the text to a specified mark on the horizontal ruler. In addition, you can
change the amount of indent between the margin and the bullet or number, as well as
the distance between the bullet or number and the text.
You can format numbers or bullets with any available font and font style, as well as
size them as desired. You can select from a variety of colors, underline styles, and
effects.
You can also change the spacing between the margin, the bullet or number, and the
text.
After you have used or customized a numbered or bulleted list style, Word makes that
style available in the corresponding gallery; under Recently Used Number Formats,
or Recently Used Bullets and, in the associated Library. This style can then be
selected from the gallery if you wish to apply bulleting or numbering elsewhere in the
document.
If, however, you want to change the formatting of a list from a customized style back
to one of the standard styles, you only need to apply the new desired style to the list.

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Lesson 5 - Working with Lists

Customizing a numbered list style

Kerning, which works with TrueType or Adobe Type


Manager fonts, refers to the amount of space between specific
character combinations, creating more evenly-spaced words.

To change the numbering values, select Set Numbering


Value from the Numbering Library gallery. The options
include Start a new list or Continue from a previous list.
You can also set the value of a list item to a specific number;
the numbering of the following list items will then continue
from that value.

Procedures
1. Select the bulleted or numbered list items you want to customize.
2. Select the Home tab, if necessary.
3. Select the right-hand part of the Bullets or Numbering button
the Paragraph group, as applicable.

in

4. Select the Define New Bullet or Define New Number Format


option, as applicable.
5. Select an option list

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, if necessary.

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Lesson 5 - Working with Lists

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6. Select the desired options.


7. Select

Step-by-Step
From the Student Data directory, open PRDLIST.DOCX.
Customize a bulleted or numbered list style.
Display the rulers, if necessary, by clicking the View Ruler button at the top of the
vertical scroll bar.

Steps

Practice Data

1. Drag to select the bulleted or


numbered list items you want to
customize.
The list items, but not the numbers, are
highlighted as you drag.

Drag to select all items


under Product - by order
of sales, from
Treadmaster Rower to
Life-Fit 820 Deluxe
Treadmill

2. Release the mouse button.


The list items, but not the numbers, are
selected.

Release the mouse button

3. Select the Home tab, if necessary.


The Home tab is displayed.

Click Home, if necessary

4. Select the right-hand part of the


Bullets or Numbering button in the
Paragraph group, as applicable.
The Numbering Library gallery
opens.
5. Select Define New Bullet or Define
New Number Format, as applicable.
The Define New Number Format
dialog box opens.
6. Select an option list, if necessary.
A list of available options appears.
7. Select the desired options.
The option is selected and previewed
in the dialog box.

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Click Numbering

Click Define New


Number Format

Click Number style


Scroll as necessary, and
click 1st, 2nd, 3rd

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Steps
8. Select OK.
The Define New Number Format
dialog box closes. The customized
numbered list style is applied to the
selected list items in the document.

Lesson 5 - Working with Lists

Practice Data
Click

Practice the concept: With the list items still selected, right-click to the left of the
list. Select Adjust List Indents from the shortcut menu to open the Adjust List
Indents dialog box. Change the Number position to 0.5, the Text indent to 1, and
the Add tab stop to 1. Click OK. Notice that the spacing between the margin, the
numbering, and the text has been changed.
Click anywhere in the document to deselect the list.

BULLETING/NUMBERING A MULTILEVEL LIST

Discussion
Word can automatically add bullets or numbers to each item in a multilevel list (such
as an outline with various headings and list items). Word indents each level in a
multilevel list differently. If you select a multilevel bulleted or numbering style, Word
adds different bullets or numbers to the items at each level and, in a numbered list,
restarts the numbering at each sublevel under a heading.
You can use one of several preset bulleted or numbered formats in a multilevel list, as
well as create a custom format.

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Lesson 5 - Working with Lists

Word 2007 - Lvl 3

A bulleted multilevel list

You can customize a multilevel list by selecting Define New


Multilevel List from the Multilevel List gallery. This opens
the Define new Multilevel list dialog box. Then, you can
change the settings for each level as desired.

You may want to change the level of a list item, for example
by promoting or demoting it a level. To do this, select the
right-hand part of the Multilevel List button to open the
Multilevel List gallery. Select Change List Level then, select
the desired level.

Procedures
1. Select list items to which you want to add bullets or numbers.
2. Select the Home tab, if necessary.
3. Select the Multilevel List button

in the Paragraph group.

4. Select the desired multilevel list style from the List Library section
in the Multilevel List gallery.

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Lesson 5 - Working with Lists

Step-by-Step
Add bullets or numbers to a multilevel list.
Scroll as necessary to view all the text under the Product Features heading.

Steps

Practice Data

1. Select the list items to which you want


to add bullets or numbers.
The text is highlighted as you drag.

Drag from the Body Lean


Exercise Bike text to the
word handgrips to select
the entire list

2. Release the mouse button.


The text is selected.

Release the mouse button

3. Select the Home tab, if necessary.


The Home tab is displayed.

Click Home, if necessary

4. Select the Multilevel List button in


the Paragraph group.
The Multilevel List gallery opens.
5. Select the desired multilevel list style
from the List Library section in the
Multilevel List gallery.
The Multilevel List gallery closes and
the selected style is applied to the
selected text.

Click

Click the bulleted style


(second row, first column)

Click anywhere in the document to deselect the list.

CREATING A NEW LIST STYLE

Discussion
Word lets you create and customize bullet and numbering styles, including styles for
multilevel lists. You can create a new style from scratch, or you can edit an existing
style and save it as a new style.
After you have used or customized a numbered or bulleted list style, Word makes that
style available in the corresponding gallery; under Recently Used Number Formats,
or Recently Used Bullets and, in the associated Library. The customized style can
then be selected from the gallery if you wish to apply the same bulleting or numbering
elsewhere in the current document, or in any other document on the same computer.
You can also use the List Styles feature to create a new style. This feature allows you
to define a style for each level of your bulleted or numbered list, with images or

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different font styles applied at any level. This is particularly useful when you want to
use a bullet or numbering style consistently across various documents, especially
where documents are edited on different computers or by different users.

Defining the third level of a new list style

You can also use the Styles task pane to modify the current
bullet or numbering style. Select the Styles launcher arrow to
open the Styles task pane then, choose the arrow next to the
text style you want to change. This displays a menu from
which, you can select Modify and the Modify Style dialog box
opens. You can change the properties and formatting of the
style as desired.

The default setting for any changes made to a style in the


Modify Style dialog box is Only in this document. You can
make a new bulleted list or number list style available to other
documents, by adding it to the current template. Choose the
New documents based on this template option.

Procedures
1. Select the list items of which you want to change the bullets or
numbers.
2. Select the Home tab, if necessary.

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Lesson 5 - Working with Lists

3. Select the Multilevel List button

in the Paragraph group.

4. Select Define New List Style.


5. Type the desired name for the list style in the Name box.
6. To create a picture bullet, select the Insert Picture from File button
.
7. Select the desired image.
8. Select

9. To modify a different list level, select the Apply formatting to list


.
10. Select the desired level.
11. To create a symbol bullet, click the Insert Symbol button
12. Select the Font list

13. Select the desired font.


14. Select the desired symbol.

15. Select

16. Select

Step-by-Step
Create a new list style.
If necessary, scroll to view all the text under the Product Features heading.

Steps

Practice Data

1. Select the list items of which you want


to change the bullets or numbers.
The text is highlighted as you drag.

Drag from the Body Lean


Exercise Bike text to the
word handgrips to select
the entire list

2. Release the mouse button.


The selected text, but not the bullets, is
highlighted

Release the mouse button

3. Select the Home tab, if necessary.


The Home tab is displayed.

Click Home, if necessary

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Lesson 5 - Working with Lists

Steps
4. Select the Multilevel List button in
the Paragraph group.
The Multilevel List gallery opens.

Practice Data
Click

5. Select Define New List Style.


The Define New List Style dialog box
opens. The formatting details of the
first list level is displayed and the text
in the Name box is selected.

Click Define New List


Style

6. Type the desired name for the list style


in the Name box.
The text is displayed in the Name box.

Type Features

7. To create a picture bullet, select the


Insert Picture from File button.
The Picture Bullet dialog box opens.

Click

8. Select the desired image.


The desired image is selected.

Click the bullet image in


the first column, second
row

9. Select OK.
The Picture Bullet dialog box closes.
The selected picture bullet is displayed
in the Styles box and to the left of the
first level in the preview.

Click

10. To modify a different list level, select


the Apply formatting to list.
A list of available levels is displayed.

Click Apply formatting

11. Select the desired level.


The level is selected and the current
formatting details for this level are
displayed.

Click 3rd level

12. To create a symbol bullet, click the


Insert Symbol button.
The Symbol dialog box opens.

Click

13. Select the Font list.


The list of available fonts is displayed.
14. Select the desired font.
The font is selected and the available
symbols display.

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Word 2007 - Lvl 3

to

Click Font
Click Wingdings

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Word 2007 - Lvl 3

Lesson 5 - Working with Lists

Steps

Practice Data

15. Select the desired symbol.


The desired symbol is selected.

Scroll as necessary and


click the finger pointing to
the right (3rd row, 7th
column)

16. Select OK.


The Symbol dialog box closes. The
selected symbol bullet is displayed in
the Styles box and to the left of the
third level in the preview.
17. Select OK.
The Define New List Style dialog box
closes. The new list style is saved and
applied to the selected list.

Click

Click

Click anywhere in the document to deselect the list.

SORTING A LIST ALPHABETICALLY

Discussion
Although the Sort feature is often associated with data in tables, it is also available to
sort text that is not contained in a table. You can use the Sort feature to sort a list of
items in ascending (A to Z) or descending (Z to A) order.
Word sorts a list based on the first characters of each item in the list, using the
paragraph mark () as the delimiter.

If you are dissatisfied with the results of a sort, you can use
the Undo button on the Quick Access Toolbar to return a list
to its original order.

You can sort by number if your list contains numbers. A


numeric sort, however, ignores all text. If your list contains
both numbers and text, a text sort will take both numbers and
text into account.

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Procedures
1. Select the list items you want to sort.
2. Select the Home tab, if necessary.
3. Select the Sort button

in the Paragraph group.

4. Select the Sort by list

5. Select appropriate Sort by option.


6. Select the Type list

7. Select the appropriate sort type.


8. Select the Ascending or Descending option, as desired.
9. Select

Step-by-Step
Sort a list alphabetically.
If necessary, scroll to view the Product Features heading.

Steps

Practice Data

1. Select the list items you want to sort.


The text, but not the bullets, is
highlighted as you drag.

Drag from the Improves


cardiovascular text to the
chain guard text under
the Body Lean Exercise
Bike heading

2. Release the mouse button.


The text is selected.

Release the mouse button

3. Select the Home tab, if necessary.


The Home tab is displayed.

Click Home, if necessary

4. Select the Sort button in the


Paragraph group.
The Sort Text dialog box opens.
5. Select the Sort by list.
A list of available options appears.

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Click

Click Sort by

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Lesson 5 - Working with Lists

Steps

Practice Data

6. Select Paragraphs.
The Paragraphs option is displayed in
the Sort by box.

Click Paragraphs

7. Select the Type list.


A list of available sort types is
displayed.

Click Type

8. Select the appropriate sort type.


The selected sort type is displayed in
the Type box.

Click Text

9. Select the Ascending or Descending


option, as desired.
The sort order is selected.

Click Ascending, if
necessary

10. Select OK.


The Sort Text dialog box closes and
the selected text is sorted
alphabetically.

Click

Practice the Concept: Sort the items under the Body Lean Folding Stepper heading
in ascending order by paragraphs.
Click anywhere in the document to deselect the text.
Close PRDLIST.DOCX.

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Lesson 5 - Working with Lists

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EXERCISE
WORKING WITH LISTS

Task
Apply and create number and bulleted lists in a document.
1. Open REGION6.DOCX.
2. Sort the Managers list on the first page alphabetically by last name.
3. Number each item in the list using any numbered style. Then, in the
Define New Number Format dialog box, delete the default
punctuation and type two spaces and a dash (-) after the number.
(Hint: Select the Define New Number Format option in the
Numbering Library gallery.)
4. Click anywhere outside of the list on the first page.
5. Scroll down to the Employees list and number the list. Use the 1), a),
i) style in the Multilevel List gallery.
6. Using the Employee list, create a new style called Employee. Add
any picture or symbol of your choice to the 1st and 3rd levels of the
list.
7. Close the document without saving it.

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LESSON 6 USING MACROS


In this lesson, you will learn how to:
Display the Developer tab
Record a macro
Run a macro
Edit a macro
Add a macro button to a toolbar
Organize macro projects
Delete a macro

Lesson 6 - Using Macros

Word 2007 - Lvl 3

DISPLAYING THE DEVELOPER TAB

Discussion
You can record a macro to automatically perform a series of actions whenever you
play it. This can save you time and also ensures that repetitious tasks are performed
consistently and accurately.
When you are recording or working with macros, you need to display the Developer
tab on the Ribbon. The Developer tab provides macro and template authoring tools,
and XML-related features, as well as tools that make form creation easy.

The Popular page of the Word Options dialog box

Procedures
1. Select the Office button

2. Select the Word Options button


of the Office menu.

from the bottom

3. Select the check box beside Show Developer tab in the Ribbon.
4. Select
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Word 2007 - Lvl 3

Lesson 6 - Using Macros

5. Select the Developer tab on the Ribbon.

Step-by-Step
Display the Developer tab.

Steps

Practice Data

1. Select the Office button.


The Office menu opens.

Click

2. Select the Word Options button from


the bottom of the Office menu.
The Word Options dialog box opens
with the Popular options selected by
default.
3. Select the check box beside Show
Developer tab in the Ribbon.
The check box is selected.
4. Select OK.
The Word Options dialog box closes
and the Developer tab is added to the
Ribbon.
5. Select the Developer tab on the
Ribbon.
The Developer tab is displayed.

Click

Click Show Developer


tab in the Ribbon

Click

Click the Developer tab

RECORDING A MACRO

Discussion
A macro executes a series of previously recorded and saved actions. You can create
macros for tasks you perform frequently, especially tasks that involve a lengthy
number of steps. Since you can play a macro with relatively few steps, macros can
save you time. When you use macros to perform a series of repetitious steps, you can
be assured that the task is performed in exactly the same way each time; therefore,
macros can ensure consistency and accuracy.
Before you create a macro, it is a good idea to make sure that you know all the steps
needed to perform the desired procedure so that you can record the macro properly.

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You should assign a name to the macro that identifies what the macro will
accomplish. Although a macro name must begin with a letter, it can contain both
letters and numbers. A macro name cannot contain any spaces or symbols, but you
can use an underscore ( _ ) character to separate words.
You use the macro recorder to record a macro. While the macro recorder is running,
the Record Macro button changes into the Stop Recording button, and the Pause
Recording button also becomes active.
The macro recorder records each keystroke and menu selection, with some exceptions.
For example, if you make a typing error and press the [Backspace] key to correct it,
neither the error nor the [Backspace] command is recorded. Likewise, if you select
the Cancel button to close a dialog box, neither the command that opened the dialog
box nor the Cancel command is recorded.
When recording dialog box options, your individual keystrokes are not recorded; only
the final dialog box settings are saved. Therefore, if an option is already selected, you
do not have to record selecting it again. Conversely, you should be aware that, when
you change a dialog box setting, all the dialog box settings will be recorded. For
example, if the Strikethrough option in the Font dialog box is selected while you are
selecting a new font, both the new font and the strikethrough will be applied when you
run the macro.
In addition, mouse action is limited; you cannot use the mouse to select or move
items.
You can choose to save the macro to the Normal template (the default setting) and as
a result, make it available to all documents. If you assign the macro to a different
template, however, it will be available only to documents using that template.

The Record Macro dialog box

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Lesson 6 - Using Macros

When the macro recorder is running, the mouse pointer


changes into an arrow with a cassette tape icon.

If you give a new macro the same name as an existing macro,


then the new macro will overwrite the existing one. This
applies to the built-in macros supplied with Word, as well as
those you record yourself, so it is worth checking the existing
macros before you start recording. To see the built-in macros,
select the Macros button in the Code group on the Developer
tab. The Macros in box provides the options All active
templates and documents which, will show you what has
been recorded by you or other users and, Word commands
which, lists the built-in macros.

Procedures
1. Select the Developer tab on the Ribbon.
2. Select the Record Macro button

in the Code group.

3. Type the desired macro name.


4. Select the Store macro in list

5. Select the template in which you want to store the macro.


6. Place the insertion point in the Description box.
7. Type the desired description for the macro.
8. Select

9. Perform the steps of the procedure you want to automate.


10. When you have finished recording the macro, select the Developer
tab on the Ribbon.
11. Select the Stop Recording button
group on the Developer tab.

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in the Code

Page 109

Lesson 6 - Using Macros

Word 2007 - Lvl 3

Step-by-Step
From the Student Data directory, open PHLIST1.DOCX.
Record a macro.
Make sure the Developer tab is available on the Ribbon.
Select all of the text below the Regional Sales Representatives heading.

Steps

Practice Data

1. Select the Developer tab on the


Ribbon.
The Developer tab is displayed.

Click Developer, if
necessary

2. Select the Record Macro button in the


Code group.
The Record Macro dialog box opens
with the text in the Macro name box
selected.

Click

3. Type the desired macro name.


The name is displayed in the Macro
name box.

Type SortInfo

4. Select the Store macro in list.


A list of available templates and
documents is displayed.

Page 110

Click Store macro in

5. Select the template in which you want


to store the macro.
The template name is displayed in the
Store macro in box.

Click All Documents


(Normal.dotm), if
necessary

6. Place the insertion point in the


Description box.
The insertion point is placed in the
Description box.

Click in the Description


box

7. Type the desired description for the


macro.
The text is entered in the Description
box.

Type Sorts by region in


alphabetical order

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Steps
8. Select OK.
The Record Macro dialog box closes
and the mouse pointer changes to a
cassette tape. The Stop Recording and
Pause Recording buttons are
displayed in the Code group on the
Developer tab. A button is displayed
on the status bar to indicate that a
macro is currently recording.

Lesson 6 - Using Macros

Practice Data
Click

9. Perform the steps of the procedure you


want to automate.
Each command is recorded by the
macro recorder.

Follow the instructions


shown below the table
before continuing on to
the next step

10. When you have finished recording the


macro, select the Developer tab on the
Ribbon.
The Developer tab is displayed.

Click Developer

11. Select the Stop Recording button in


the Code group on the Developer tab.
The macro recorder stops. The Record
Macro button displays again and the
macro is recorded.

Click

Perform the following steps to create the macro:


Select the Home tab then, select the Sort button in the Paragraph
group.
Select the Header row option, if necessary.
Select the Region option from the Sort by list. Then, select the
Text option from the Type list and the Ascending option, if
necessary.
Select OK to close the Sort Text dialog box.
Press the left arrow [ ] to deselect the text.
Return to the table and continue on to the next step (step 10).
Notice that the list is now sorted alphabetically by the Region column.
Close PHLIST1.DOCX.

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RUNNING A MACRO

Discussion
When you run a macro, it executes each of the recorded steps. Regardless of the
document that was open when you created the macro, if it was stored in the Normal
template then the macro can run in any document. If the macro was stored in another
template, then it can run in any document based on that particular template.

Procedures
1. Select the Developer tab on the Ribbon.

2. Select the Macros button

in the Code group.

3. Select the desired macro from the Macro name list box.
4. Select

Step-by-Step
From the Student Data directory, open PHLIST2.DOCX.
Run a macro.
Make sure the Developer tab is available on the Ribbon.
Select all of the text below the Regional Sales Representatives heading. We will
now sort this text by running the macro recorded in the last topic.

Steps

Practice Data

1. Select the Developer tab on the


Ribbon.
The Developer tab is displayed.

Click Developer, if
necessary

2. Select the Macros button in the Code


group.
The Macros dialog box opens.

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Click

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Word 2007 - Lvl 3

Lesson 6 - Using Macros

Steps

Practice Data

3. Select the desired macro from the


Macro name list box.
The macro name is displayed in the
Macro name box.

Click SortInfo, if
necessary

4. Select the Run button.


The Macros dialog box closes and the
macro runs.

Click

Notice that the list is now sorted alphabetically by the Region column.

EDITING A MACRO

Discussion
You can edit a macro, either to correct a mistake or to change a procedure in it. To
make extensive modifications to procedures, however, you must be skilled in using
Visual Basic.
When you edit a macro, it opens in a macro editing window. You then edit the macro
text in much the same way as you would edit text in a document.
If you are not skilled in Visual Basic, you can still make useful revisions to a macro.
For example, if a macro contains a misspelled word, you can correct its spelling. If the
macro needs extensive editing, however, you might consider it easier to re-record the
procedural steps.

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Lesson 6 - Using Macros

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Editing a macro in the Microsoft Visual Basic window

You can run a macro with the Microsoft Visual Basic window
open. In addition, you do not have to save a macro in order to
run and test it.

You can arrange all the panes in the Microsoft Visual Basic
window by selecting the Window menu and either the Tile
Horizontally or Tile Vertically option.

To edit only the macro description, enter the desired text in the
Description box, press the [Tab] key, and then select the
Close button in the Macros dialog box.

You can launch the Microsoft Visual Basic window directly


by selecting the Visual Basic button in the Code group on the
Developer tab.

Procedures
1. Select the Developer tab on the Ribbon.

2. Select the Macros button

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in the Code group.

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Word 2007 - Lvl 3

Lesson 6 - Using Macros

3. Select the macro you want to edit from the Macro name list box.
4. Select the text you want to edit in the Description box.
5. Type the desired text.
6. Select

7. Select the macro text you want to edit in the Normal - NewMacros
(Code) pane.
8. Type the desired text.
9. Click the Save Normal button

in the toolbar.

10. Select the File menu.


11. Select Close and Return to Microsoft Word.

Step-by-Step
Edit a macro.
Make sure the Developer tab is available on the Ribbon.

Steps

Practice Data

1. Select the Developer tab on the


Ribbon.
The Developer tab is displayed.

Click Developer, if
necessary

2. Select the Macros button in the Code


group.
The Macros dialog box opens.

Click

3. Select the macro you want to edit from


the Macro name list box.
The macro name is displayed in the
Macro name box.

Click SortInfo, if
necessary

4. Select the text you want to edit in the


Description box.
The text is selected.

Double-click region

5. Type the desired text.


The new description is entered in the
Description box.

Type last name

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Lesson 6 - Using Macros

Steps
6. Select the Edit button.
The Macros dialog box closes and the
Microsoft Visual Basic window opens.

Word 2007 - Lvl 3

Practice Data
Click

7. Select the macro text you want to edit


in the Normal - NewMacros (Code)
pane.
The text is selected.

Scroll as necessary and


double-click the number 1
in
FieldNumber:="Field 1"

8. Type the desired text.


The change is displayed in the Normal
- NewMacros (Code) pane.

Type 2

9. Click the Save Normal button in the


toolbar.
The changes made to the macro are
saved.

Click

10. Select the File menu.


The File menu opens.

Click File

11. Select Close and Return to Microsoft Click Close and Return
Word.
to Microsoft Word
The Microsoft Visual Basic window
closes and the Word document window
displays.
Select the list and then, click the Macros button in the Code group. Run the SortInfo
macro. Notice that the list is now sorted alphabetically by the second column Last
Name (referred to as Field 2 in the macro).
Close PHLIST2.DOCX.

ADDING A MACRO BUTTON TO A TOOLBAR

Discussion
Even though it takes only a few steps to run a macro, it is even more convenient to run
it with a single mouse click. If you use a macro frequently, you can assign it to a
button on the Quick Access Toolbar, either for the current document or for all
documents. Thereafter, you can easily run the macro by simply clicking the button.

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Lesson 6 - Using Macros

Modifying the appearance of the customized button

You can assign a macro to a keyboard shortcut by selecting


the Customize Quick Access Toolbar button then, choose
More Commands to open the Word Options dialog box.
Select the Customize button to the right of Keyboard
shortcuts to open the Customize Keyboard dialog box then,
scroll down the Categories list and select Macros. Select the
desired macro and then, click in the Press new shortcut key
box and press the desired keys. Finally, click the Assign
button and close the dialog box.

You can also assign a macro to a button or to a keyboard


shortcut by selecting either the Button or the Keyboard
button in the Record Macro dialog box. Then, follow the same
steps described in this topic.

Procedures
1. Select the Customize Quick Access Toolbar button
of the Quick Access Toolbar.

to the right

2. Select More Commands.


3. Select the Choose commands from list

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4. Select Macros.
5. Select the desired macro from the Commands list box.
6. Select

7. Select

8. Select the desired button image.


9. Select the text in the Display name box.
10. Type the desired button name.

11. Select

12. Select

Step-by-Step
From the Student Data directory, open LIST2.DOCX.
Add a macro button to the Quick Access Toolbar.

Steps
1. Select the Customize Quick Access
Toolbar button to the right of the
Quick Access Toolbar.
The Customize Quick Access Toolbar
menu opens.

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Practice Data
Click

2. Select More Commands.


The Word Options dialog box opens
with the Customize page displayed.

Click More Commands

3. Select the Choose commands from


list.
A list of available options is displayed.

Click Choose commands

4. Select Macros.
A list of available macros is displayed
in the Commands list box.

Click Macros

5. Select the desired macro from the


Commands list box.
The macro name is selected.

Click
Normal.NewMacros.Sort
Info

from

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Lesson 6 - Using Macros

Steps

Practice Data

6. Select the Add button.


The macro is added below the current
buttons in the Customize list box.

Click

7. Select the Modify button.


The Modify Button dialog box opens
displaying a gallery of available
button images.

Click

8. Select the desired button image.


The button image is selected.

Click
(third row,
seventh column)

9. Select the text in the Display name


box.
The text in the Display name box is
selected.

Triple-click the text


Normal.NewMacros.Sort
Info

10. Type the desired button name.


The text is displayed in the Display
name box.

Type Sort Last Name

11. Select OK.


The Modify Button dialog box closes.
The selected button image and the
revised macro name are displayed in
the Customize list box.
12. Select OK.
The Word Options dialog box closes.
The new macro button is displayed in
the Quick Access Toolbar.

Click

Click

Select the entire list including the headings, and use the customized Quick Access
Toolbar button to run the Sort Last Name macro.
Notice that the information is now sorted alphabetically in ascending order by the
second column (Last Name).
Select the Customize Quick Access Toolbar button then, choose More Commands.
Select the Reset button below the Customize list box and then, select Yes to reset the
Quick Access Toolbar to its default settings. Click OK.
Notice that the customized button has been removed from the Quick Access Toolbar.

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ORGANIZING MACRO PROJECTS

Discussion
A macro project is a group of macros. The macros you create are automatically added
to a macro project with the default name NewMacros. You can use the Organizer
feature to rename a macro project to better describe the macros.
Organizer can also be used to copy a macro project to another document or template.
Organizer can display the macro projects two different files, allowing you to copy
from one to the other. Organizer copies the full macro project, including all of its
macros. Organizer cannot copy an individual macro in a macro project.
If you no longer need a macro project, you can use Organizer to delete it. Organizer
deletes the entire project, however, including all the macros in it. Individual macros
can be deleted using the Macros dialog box.
If you want to copy individual macros to other templates, documents, or even other
macro projects, you can open the Microsoft Visual Basic editor and copy and paste
macro procedures as desired. You can copy and paste macro procedures with the same
methods used to copy and paste document text.

Renaming a macro project

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A macro project name cannot contain spaces or symbols, but


you can use an underscore ( _ ) character to separate words.

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Word 2007 - Lvl 3

Lesson 6 - Using Macros

To access another file in the Organizer dialog box, select the


Close File button for the unwanted file. Then, select the Open
File button; select the correct file type, drive, and folder; and
then select the desired file. You can copy macro projects from
either file to the other. When you close the Organizer dialog
box, you may be prompted to save the changes made to a file.

Procedures
1. Select the Developer tab on the Ribbon.

2. Select the Macros button


3. Select the Organizer button

in the Code group.


.

4. Select the macro project you want to copy.


5. Select

6. Select the macro project you want to rename.


7. Select

8. Type the desired name.


9. Select

10. Select the macro project you want to delete.


11. Select

12. Select
13. Select

to confirm the deletion.


.

Step-by-Step
Organize macro projects.
Make sure the Developer tab is available on the Ribbon.

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Lesson 6 - Using Macros

Steps

Practice Data

1. Select the Developer tab on the


Ribbon.
The Developer tab is displayed.

Click Developer, if
necessary

2. Select the Macros button in the Code


group.
The Macros dialog box opens.
3. Select the Organizer button.
The Organizer dialog box opens with
the Macro Project Items page
displayed. The macro projects in the
current document appear on the left
and those in the Normal template on
the right.
4. Select the macro project you want to
copy.
The macro project is selected.
5. Select Copy.
The macro project is copied to the To
LIST2.DOCX list box.
6. Select the macro project you want to
rename.
The macro project is selected.
7. Select Rename.
The Rename dialog box opens with the
text in the New name box selected.
8. Type the desired name.
The new name is entered in the New
name box.
9. Select OK.
The Rename dialog box closes and the
macro is renamed.
10. Select the macro project you want to
delete.
The macro project is selected.
11. Select Delete.
A Microsoft Office Word message box
opens prompting you to confirm the
deletion.

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Click
Click

Click NewMacros in the


Normal list box

Click

Click NewMacros in the


LIST2.DOCX list box

Click

Type SortingMacros

Click

Click SortingMacros in
the LIST2.DOCX list
box, if necessary
Click

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Lesson 6 - Using Macros

Steps

Practice Data

12. Select Yes to confirm the deletion.


The Microsoft Office Word message
box closes. The macro project is
deleted.

Click

13. Select Close.


The Organizer dialog box closes.

Click

DELETING A MACRO

Discussion
If you no longer need a macro, you can delete it. Deleting a macro removes it from the
template where it was saved; it will no longer appear in the Macro name list box in
the Macros dialog box.

If you created a customized Quick Access Toolbar button for


the macro, you will also need to remove the button once you
have deleted the macro. Otherwise, the button will remain on
the Toolbar, but will only result in an error message when
selected.

Procedures
1. Select the Developer tab on the Ribbon.

2. Select the Macros button

in the Code group.

3. Select the macro you want to delete from the Macro name list box.
4. Select
5. Select
6. Select

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.
.
.

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Lesson 6 - Using Macros

Word 2007 - Lvl 3

Step-by-Step
Delete a macro.
Make sure the Developer tab is available on the Ribbon.

Steps

Practice Data

1. Select the Developer tab on the


Ribbon.
The Developer tab is displayed.

Click Developer, if
necessary

2. Select the Macros button in the Code


group.
The Macros dialog box opens.
3. Select the macro you want to delete
from the Macro name list box.
The macro name is displayed in the
Macro name box.
4. Select Delete.
A Microsoft Office Word warning box
opens asking if you want to confirm
the deletion.
5. Select Yes.
The Microsoft Office Word warning
box closes. The macro is deleted and
removed from the Macro name list
box.
6. Select Close.
The Macros dialog box closes.

Click
Click SortInfo, if
necessary

Click

Click

Click

Close LIST2.DOCX.

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Lesson 6 - Using Macros

EXERCISE
USING MACROS

Task
Work with macros.
1. Open MACRO.DOCX.
2. Select the entire list, from the Quality Products text through the
Semi-Annual Promotions text.
3. Record a new macro. In the Record Macro dialog box, name the
macro bullet and type the following description: Creates a bulleted
list.
4. To record the macro, perform the following steps:
Display the Home tab. Apply the bullet style of your choice.
Open the Define New Multilevel List dialog box and increase the
Text indent to 0.6.
5. Complete the macro by clicking the Stop Recording button.
6. Open BULLETS.DOCX.
7. Select the list above the word Morning (from the special offers text
through the promotional items text) and run the bullet macro.
8. Add the macro to the Quick Access Toolbar. Change the display
name for the button to Bullet, and select the happy face button image
(fourth row, last column).
9. Edit the bullet macro by making the following changes:
NumberPosition = InchesToPoints (0.75)
TextPosition = InchesToPoints (1)
TabPosition = InchesToPoints (1)
10. Save the macro and then, close the Microsoft Visual Basic window.
11. Select the list of directions at the end of the document (from the
Take interstate 81... text through the parking available. text). Run
the bullet macro from the Quick Access Toolbar.

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12. Copy the NewMacros project to the MACRO document and rename
it Bullets. (Hint: Use the Close File button under the
BULLETS.DOCX (Document) list in the Organizer dialog box.
Then, use the Open File button to open MACRO.DOCX from the
student data folder. Remember to change the file type to Word
Documents.)
13. Delete the Bullets macro project in the MACRO.DOCX and close
the Organizer dialog box.
14. Delete the bullet macro and reset the Quick Access Toolbar.
15. Close all open documents without saving them.

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LESSON 7 PROTECTING A DOCUMENT


In this lesson, you will learn how to:
Open the Protect Document button
Restrict document formatting
Restrict document editing
Create restriction exceptions

Lesson 7 - Protecting a Document

Word 2007 - Lvl 3

OPENING THE PROTECT DOCUMENT BUTTON

Discussion
To further enhance team collaboration efforts, Word includes a variety of document
protection features. While you can prevent changes to a document by adding a
password, those who know the password can make the changes they desire to any part
of the document. The Restrict Formatting and Editing task pane allows you to
impose formatting and content restrictions to the document for users, but grant
permissions to specific users who are allowed to freely edit all or parts of the
document.

The Restrict Formatting and Editing task pane

Procedures
1. Select the Review tab on the Ribbon.

2. Select the Protect Document button


group.

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in the Protect

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Lesson 7 - Protecting a Document

3. Select Restrict Formatting and Editing.

Step-by-Step
From the Student Data directory, open CSTINF1.DOCX.
Open the Restrict Formatting and Editing task pane.

Steps

Practice Data

1. Select the Review tab on the Ribbon.


The Review tab is displayed.

Click Review

2. Select the Protect Document button


in the Protect group.
The Protect Document menu opens.
Click
3. Select Restrict Formatting and
Editing.
The Restrict Formatting and Editing
task pane opens.

Click Restrict
Formatting and Editing

RESTRICTING DOCUMENT FORMATTING

Discussion
When team members work together creating and revising a large document, you may
want to apply controls over changes that can be made to that document. The Restrict
Formatting and Editing task pane lets you apply two types of restrictions to a
document: formatting and editing.
The Formatting restrictions section of the task pane provides options you can use to
select the styles a user can apply to the document. The selected styles are locked into
the document and all other styles and formatting options are unavailable. If you are
only protecting the document for formatting changes, you can enforce your
restrictions with a password. If you do not include a password, anyone can stop the
document protection; otherwise, only those with the password can remove the
protection. You should save the document to save your restriction settings.
When you open a protected document, you can also open the Restrict Formatting
and Editing task pane to view the restrictions applied to the document. If the
document is protected with restricted formatting, an Available styles link is displayed
in the task pane. Clicking the link opens the Styles task pane which, displays only the
selected styles available.

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Lesson 7 - Protecting a Document

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When you want to remove protection from a document, you can select the Stop
Protection button in the Restrict Formatting and Editing task pane and enter the
password, if one was applied.

The Formatting Restrictions dialog box

If the document is restricted to selected styles, only those


styles will appear in the Styles group on the Home tab and in
the Styles task pane.
It is advisable to use strong passwords that comprise eight or
more characters. You should also combine uppercase and
lowercase letters, numbers, and symbols. Passwords are case
sensitive. It is important to choose a password that you will
remember; if you forget the password, Microsoft cannot
retrieve it.

Procedures
1. Open the Restrict Formatting and Editing task pane.
2. To limit formatting, select the Limit formatting to a selection of
styles option under Formatting restrictions.
3. Select the Settings link to select the desired styles.

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Lesson 7 - Protecting a Document

4. Deselect the styles you do not want users to apply.


5. Select the styles to which users can have access.
6. Select

7. If a message box opens, select


are not allowed or

to remove the styles that

to leave them in the document.

8. In the Restrict Formatting and Editing task pane, select


to turn on document protection with the
selected restrictions.
9. To enter a password, type the desired password in the Enter new
password (optional) box.
10. Select the Reenter password to confirm box.
11. Type the password again to confirm it.
12. Select

Step-by-Step
Restrict document formatting.
If necessary, open the Restrict Formatting and Editing task pane.

Steps

Practice Data

1. To limit formatting, select the Limit


formatting to a selection of styles
option under Formatting restrictions
in the Restrict Formatting and
Editing task pane.
The Limit formatting to a selection of
styles option is selected.

Click Limit
formatting to a selection
of styles

2. Select the Settings link to select the


desired styles.
The Formatting Restrictions dialog
box opens.

Click Settings

3. Deselect the styles you do not want


users to apply.
The styles are deselected.

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Click
to
deselect all styles

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Lesson 7 - Protecting a Document

Word 2007 - Lvl 3

Steps

Practice Data

4. Select the styles to which users can


have access.
The desired styles are selected.

Follow the instructions


shown below the table
before continuing on to
the next step

5. Select OK.
The Formatting Restrictions dialog
box closes. A Word message box may
open asking if you want to remove the
styles that are not allowed.

Click

6. If a Word message box opens, select


Yes to remove the styles that are not
allowed or No to leave them in the
document.
The message box closes and the styles
remain in the document.

Click

7. In the Restrict Formatting and


Editing task pane, select the Yes,
Start Enforcing Protection button to
turn on document protection with the
selected restrictions.
The Start Enforcing Protection dialog
box opens.

Click

8. To enter a password, type the desired


password in the Enter new password
(optional) box.
An asterisk is entered for each
character in the password.

Type password

9. Select the Reenter password to


confirm box.
The insertion point is placed in the
Reenter password to confirm box.

Press [Tab]

10. Type the password again to confirm it.


An asterisk is entered for each
character in the password.

Type password

11. Select OK.


The Start Enforcing Protection dialog
box closes and document protection is
enabled. The Restrict Formatting and
Editing task pane describes the
current permissions.

Click

Scroll as necessary and select the Body Text Indent (recommended) and Heading 2
(recommended) styles.
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Lesson 7 - Protecting a Document

Return to the table and continue on to the next step (step 5).
Notice that many of the buttons in the Font and Paragraph groups on the Home tab
are unavailable.
Practice the Concept: Click in the Prepared by paragraph on page 1. Select the
Available styles link in the Restrict Formatting and Editing task pane and apply the
Heading 2 style. Then, select the Status paragraph and also apply the Heading 2
style. Scroll to page 2 of the document (you may need to move the Style task pane to
use the vertical scroll bar). Apply the Body Text Indent style to the paragraph under
Products Distributed by Worldwide Sporting Goods.
Select the Stop Protection button in the Restrict Formatting and Editing task pane,
type password into the Unprotect Document dialog box, and select OK.

RESTRICTING DOCUMENT EDITING

Discussion
While you are working with other coworkers on a document, you may want to prevent
changes to the contents of the document by applying editing restrictions. These
restrictions can be selected from the Editing restrictions section of the Restrict
Formatting and Editing task pane. You can apply one of four types of restrictions
including allowing only changes made with change tracking on, allowing only
comments to be inserted, allowing only forms to be filled in or, not allowing any
changes at all.
Once you have selected the editing restrictions you can start enforcing them. You can
protect a document with or without a password.
If the editing restrictions are set to allow only tracked editing, the protected document
opens with change tracking enabled. If the document is restricted to allow only
comments or no changes, the Restrict Formatting and Editing task pane opens when
the user tries to make a change that is not allowed. The task pane contains an
explanation of your restrictions in the document. It may also include buttons to find
the next region you are allowed to edit or it may select all regions you can edit.
You can remove protection from a document by selecting the Stop Protection button
in the Restrict Formatting and Editing task pane and entering the password, if
prompted.

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Restricting the editing for a document

When you select the Tracked changes restriction, Word


automatically enables change tracking and you cannot disable
it without turning off document protection.

It is advisable to use strong passwords that comprise eight or


more characters. You should also combine uppercase and
lowercase letters, numbers and, symbols. Passwords are case
sensitive. It is important to choose a password that you will
remember; if you forget the password, Microsoft cannot
retrieve it.

Procedures
1. Open the Restrict Formatting and Editing task pane.
2. To limit editing, select the Allow only this type of editing in the
document option.
3. Select the Editing restrictions list.
4. Select the desired editing restriction.
5. Select
with the selected restrictions.

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to turn on document protection

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Word 2007 - Lvl 3

Lesson 7 - Protecting a Document

6. To enter a password, type the desired password in the Enter new


password (optional) box.
7. Select the Reenter password to confirm box.
8. Type the password again to confirm it.
9. Select

Step-by-Step
Restrict document editing.
If necessary, open the Restrict Formatting and Editing task pane and close the
Styles task pane.

Steps

Practice Data

1. To limit editing, select the Allow only


this type of editing in the document
option.
The Allow only this type of editing in
the document option is selected and
the list box is activated.

Click Allow only this


type of editing in the
document

2. Select the Editing restrictions list.


A list of restrictions is displayed.

Click Editing restrictions

3. Select the desired restriction.


The selected editing restriction is
displayed in the Editing restrictions
list box.

Click Tracked changes

4. Select Yes, Start Enforcing


Protection to turn on document
protection with the selected
restrictions.
The Start Enforcing Protection dialog
box opens.

Click

5. To enter a password, type the desired


password in the Enter new password
(optional) box.
An asterisk is entered for each
character in the password.

Type password

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Steps

Practice Data

6. Select the Reenter password to


confirm box.
The insertion point is placed in the
Reenter password to confirm box.

Press [Tab]

7. Type the password again to confirm it.


An asterisk is entered for each
character in the password.

Type password

8. Select OK.
The Start Enforcing Protection dialog
box closes. Document protection is
enabled and the Restrict Formatting
and Editing task pane describes the
current permissions.

Click

Practice the Concept: Display page 1 and double-click the word Source in the third
line. Type Equipment to replace the selected text. Notice the tracked changes applied
to the text. Select the Stop Protection button in the Restrict Formatting and Editing
task pane. Type password then, select OK.

CREATING RESTRICTION EXCEPTIONS

Discussion
In a collaborative document, different team members are often responsible for
different sections of the document. You may want those people to have free access to
those sections, while denying them access to other parts of the document that they are
not working on. Using document protection features, you can restrict access to regions
of a document so that only those granted permission to edit that region are allowed to
make editing changes.
When the editing restrictions are set to Comments or No changes (Read only), an
Exceptions (optional) box appears in the Restrict Formatting and Editing task
pane. You can allow anyone to freely edit a region of the document by selecting the
text you want to unprotect in the document pane and then selecting the Everyone
option in the Groups list in the task pane. You can also grant permission to other
groups listed in the list box.
To grant editing permission to individual users, select the More users link and type
the user name of someone in your domain, on another domain or, enter the persons
e-mail address. The names you add appear in an Individuals list box, which is added
to the Exceptions section. You can use the Exceptions section to select document
regions you want to unprotect and names of people to whom you want to allow free
editing of those regions.

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Lesson 7 - Protecting a Document

You may repeat the procedure for as many regions of the document you wish to allow
editing. After you have indicated all the exceptions, you can select the Yes, Start
Enforcing Protection button at the bottom of the Restrict Formatting and Editing
task pane.
When you open a protected document that includes exceptions, Restrict Formatting
and Editing task pane displays the Find Next Region I can Edit and Show All
Regions I Can Edit buttons. You can use these buttons to navigate to regions you
have permission to edit.

Creating restriction exceptions

You can select non-adjacent ranges in the document by


holding down the [Ctrl] key while you select the separate text
areas.

You can quickly select all text in the document with the same
style applied, by opening the Styles task pane from the Styles
group launcher arrow on the Home tab. Then, choose the list
arrow for the desired style and select the Select All x
Instance(s) option. After the text is selected, you can use the
Restrict Formatting and Editing task pane to apply the
exceptions.

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Lesson 7 - Protecting a Document

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It is advisable to use strong passwords that comprise eight or


more characters. You should also combine uppercase and
lowercase letters, numbers and, symbols. Passwords are case
sensitive. It is important to choose a password that you will
remember; if you forget the password, Microsoft cannot
retrieve it.

Procedures
1. Open the Restrict Formatting and Editing task pane.
2. Select the Allow only this type of editing in the document option
to limit editing.
3. Select the Editing restrictions list.
4. Select the Comments or No changes (Read only) option.
5. Select the More users link

to list individual users.

6. Enter the names, separated by semicolons, of the users you want to


allow free editing.
7. Select

8. If a Microsoft Office Word message box opens indicating that some


user names could not be verified, select

9. Select the text in which you want to allow editing.


10. Select the name(s) you want to allow free editing from the Groups
or Individuals lists.
11. Select additional text in which you want to allow editing.
12. Select the name(s) you want to allow free editing from the Groups
or Individuals lists.
13. Continue selecting exceptions, as desired.
14. Select Yes, Start Enforcing Protection to turn on document
protection with the selected restrictions.
15. Enter and reenter a password, if desired, in the Start Enforcing
Protection dialog box.
16. Select

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Lesson 7 - Protecting a Document

Step-by-Step
Create editing restriction exceptions.
If necessary, open the Restrict Formatting and Editing task pane and select the
Allow only this type of editing in the document option.
Scroll down to view page 2 of the document.

Steps

Practice Data

1. Select the Editing restrictions list.


A list of restrictions is displayed.

Click Editing restrictions

2. Select the Comments or No changes


(Read only) option.
The restriction is displayed in the
Editing restriction box and the
Exceptions (optional) section is
displayed with a Groups list box.

Click No changes (Read


only)

3. Select the More users link to list


individual users.
The Add Users dialog box opens.

Click

4. Enter the names, separated by


semicolons, of the users you want to
allow free editing.
The names are entered in the Add
Users dialog box.

Follow the instructions


shown below the table
before continuing on to
the next step

5. Select OK.
The Add Users dialog box closes and
the Individuals list is displayed in the
task pane, or a Microsoft Office Word
message box opens.
6. If a Microsoft Office Word message
box opens indicating that some user
names could not be verified, select
OK.
The Microsoft Office Word message
box closes and the Individuals list
displays the verified names.
7. Select the text in which you want to
allow editing.
The text is highlighted as you drag.

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Click

Click

Drag to select the two


paragraphs under the
subheading Sporting
Equipment

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Lesson 7 - Protecting a Document

Steps

Practice Data

8. Release the mouse button.


The text is selected.

Release the mouse button

9. Select the name(s) you want to allow


free editing from the Groups or
Individuals lists.
The name(s) are selected.

Click

10. Select additional text in which you


want to allow editing.
The text is highlighted as you drag.

Drag to select the


paragraph under the
subheading Clothing

11. Release the mouse button.


The text is selected.

Release the mouse button

12. Select the name(s) you want to allow


free editing from the Groups or
Individuals lists.
The name is selected.

Click a name in the


Individuals list box

13. Continue selecting exceptions, as


desired.
The exceptions are selected.

Follow the instructions


shown below the table
before continuing on to
the next step

14. Select Yes, Start Enforcing


Protection to turn on document
protection with the selected editing
restrictions.
The Start Enforcing Protection dialog
box opens.

Click

15. Type a password, if desired, into the


Enter new password (optional) box.
An asterisk is entered for each
character of the password.

Type password

16. Press [Tab].

Press [Tab]

17. Retype the password to confirm it.


An asterisk is entered for each
character of the password.

Type password

18. Select OK.


The Start Enforcing Protection dialog
box closes. Document protection is
enabled and the Restrict Formatting
and Editing task pane describes the
current permissions.

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Everyone

Click

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Lesson 7 - Protecting a Document

As indicated by your instructor, enter the e-mail addresses or domain and user names
of two students, separating the entries with a semi-colon. For example, your entries
should look like either:
tjames@ptsls.com;jwong@ptsls.com or testcont\tjames;testcont\jwong
Return to the table and continue on to the next step (step 5).
Select the paragraph at the top of page 2, under the heading Products Distributed by
Worldwide Sporting Goods (do not include the heading). Grant everyone permission
to edit this paragraph.
Return to the table and continue on to the next step (step 14).
Practice the Concept: Select the Find Next Region I Can Edit button in the
Restrict Formatting and Editing task pane three times. The paragraphs you can edit
are highlighted in turn then, a Word message will open to indicate that Word has
finished searching the document. Select OK. Select the Show All Regions I Can Edit
button. Notice that all the regions in the document that you can edit are highlighted.
Replace the word full in the first line under Sporting Equipment to complete. Notice
that you are allowed to make the change.
Try to replace the word Products in the heading at the top of page 2 with the word
Equipment. The change is not allowed because the document is locked. Notice that
the Restrict Formatting and Editing task pane indicates that you are only allowed to
view this region of the document.
Select the Stop Protection button at the bottom of the task pane. Type password in
the Unprotect Document dialog box. Select OK. The document is unprotected.
Close CSTINF1.DOCX.

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EXERCISE
PROTECTING A DOCUMENT

Task
Create formatting and editing restrictions in a document.
1. Open PACKET.DOCX.
2. Open the Restrict Formatting and Editing task pane and limit
formatting to the recommended minimum.
3. Leave the styles that are not allowed in the document.
4. Start enforcing protection with a password of pass.
5. View the available styles. Apply the Normal formatting to the
Evening paragraph. Apply the Heading 1 style to the Directions to
the Central Valley Convention Center heading at the top of
page 2. Try centering the formatted title. Notice that you are
restricted.
6. Close the Styles task pane.
7. Stop the protection of the document. (Hint: Use the Restrict
Formatting and Editing task pane and enter the password when
prompted.) Now try centering the Directions to the Central Valley
Convention Center heading.
8. Remove the formatting limitation and apply an editing restriction
that allows no changes.
9. Create the following exceptions. Select the Morning paragraph on
page 1 and allow free editing for everyone. Also, allow everyone to
freely edit the Evening paragraph.
10. Select the Midday paragraph and allow free editing for yourself.
(Hint: After entering your user name or e-mail address in the Add
Users dialog box, remember to select your name in the Restrict
Formatting and Editing task pane.)
11. Start enforcing the protection without a password. Find the next
region you can edit and then, show all regions you can edit.
12. Go to the top of the document and change 50 in the second paragraph
to 60. Notice that you are unable to edit this section.

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Lesson 7 - Protecting a Document

13. Stop the protection. Remove the editing restrictions and select Yes
when prompted to remove the ignored exceptions. Close the Restrict
Formatting and Editing task pane.
14. Close the document without saving the changes.

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LESSON 8 USING FORMS


In this lesson, you will learn how to:
Create a form
Save a form as a template
Set properties for controls
Use Legacy Tools and ActiveX controls
Protect a form
Input data into a form
Delete a form template
Print a form

Lesson 8 - Using Forms

Word 2007 - Lvl 3

CREATING A FORM

Discussion
An online form comprises descriptive text and content controls in which data is
entered. Forms are useful because they allow users to select an entry instead of typing
it.
In previous versions of Word, content controls were known as form fields. Some of
the available content control types are: Text, both Rich Text and plain text, that let the
user enter text or numbers; Drop-Down List that offers a list of available options to
define and order; and Date Picker, which allows the person completing the form to
enter a date easily. Other field types include Legacy Tools and ActiveX controls such
as check boxes, radio buttons, spin or toggle buttons, among many others.
It is a good idea to plan how you want a form to appear before you actually create it.
When designing the form, you can define the type of information you want to enter
into each field. You may find it easier to arrange and align information on a form if
you enter the text and form fields in a table.
You should always protect an online form; otherwise, any user can change the form
text or layout. When a form is protected, a user can enter data into the form fields, but
cannot edit the form or change any text on it.
When you are creating or working with forms, you need to display the Developer tab
on the Ribbon. The Developer tab provides macro and template authoring tools, and
XML-related features, as well as tools that make form creation easy.

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Lesson 8 - Using Forms

Adding check box form fields to a document

If you save the form as a template, anyone who wants to use


the form can create a new document based on that template.
The template itself contains no data.

By default, when you move the pointer over a content control,


the content control appears shaded. You can enable or disable
field shading by selecting the appropriate Field shading
option under Show document content in the Advanced pane
of the Word Options dialog box.

Besides content controls, the Controls group on the


Developer tab provides additional buttons for toggling Design
Mode, changing field properties and grouping. The
Properties button is not available unless a content control is
selected in the document, and the Group button is not
available unless a range of content is selected in the document.

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Lesson 8 - Using Forms

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Procedures
1. Select the Office button

2. Select Word Options


Office menu.

from the bottom of the

3. Select the Show Developer tab in the Ribbon option.


4. Select

5. Select the Developer tab on the Ribbon.


6. Position the insertion point where you want to insert a content
control in the document.
7. Select the desired content control in the Controls group.
8. Position the insertion point in the document where you want to insert
a Legacy Tools control.
9. Select the Legacy Tools button

10. Select the desired control from the Legacy Tools gallery.

Step-by-Step
From the Student Data directory, open CUSTPR1.DOCX.
Create a form by adding content controls to a template or document.
If necessary, display the formatting marks.

Steps

Practice Data

1. Select the Office button.


The Office menu opens.

Click

2. Select Word Options from the bottom


of the Office menu.
The Word Options dialog box opens
and the Popular options page is
displayed by default.
3. Select the Show Developer tab in the
Ribbon option.
The option is selected.

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Click

Click Show Developer


tab in the Ribbon, if
necessary

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Steps
4. Select OK.
The Word Options dialog box closes
and the Developer tab is added to the
Ribbon.

Lesson 8 - Using Forms

Practice Data
Click

5. Select the Developer tab on the


Ribbon.
The Developer tab is displayed.

Click Developer

6. Position the insertion point where you


want to insert a content control.
The insertion point is placed in the
desired location.

Click to the right of the


tab character on the
Company Name line

7. Select the desired content control in


the Controls group.
The Rich Text content control is
displayed in the document.

Click
Rich Text
content control

8. Position the insertion point where you


want to insert a Legacy Tools control.
The insertion point is placed in the
desired location.

Click to the left of


Northeast

9. Select the Legacy Tools button.


The Legacy Tools gallery appears.

Click

10. Select the desired control from the


Legacy Tools gallery.
The Check Box Form Field is
displayed in the document.

Under Legacy Forms,


click

Practice the Concept: Add Check Box Form Fields to the left of Southeast,
Central, Northwest, and Southwest. Add a Drop-Down List content control at the
end of the Type of Business line (to the right of the tab character).

SAVING A FORM AS A TEMPLATE

Discussion
Online forms are typically used over and over again. If you save an online form as a
template, users will always work in a copy of the original form and not in the original
itself. When using a form template, a new document based on the template is created
each time a user completes the form.

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Saving the form as a template

You can protect individual content controls in a template to


prevent others from deleting or editing a particular content
control or, group of controls. You can also protect all of the
template content with a password.

Templates that are not stored in the default Templates folder


or in one of its subfolders are not available in the New
Document task pane.

Procedures
1. Select the Office button

2. Select Save As.


3. Type the desired template name.
4. Select the Save as type list

5. Select Word Template (*.dotx).


6. Select Templates

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from the Favorite Links box.

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7. Select

Lesson 8 - Using Forms

Step-by-Step
Save a form as a template.

Steps

Practice Data

1. Select the Office button.


The Office menu opens.

Click

2. Select Save As.


The Save As dialog box opens with the
text in the File name box selected.

Click Save As

3. Type the desired template name.


The text is entered in the File name
box.

Type CUSTTEMP

4. Select the Save as type list.


A list of available file types is
displayed.

Click Save as type

5. Select Word Template (*.dotx).


Word Template (*.dotx) is displayed
in the Save as type box.

Click Word Template


(*.dotx)

6. Select Templates from the Favorite


Links box.
The default Templates folder is
selected.

Click

7. Select Save.
The Save As dialog box closes, and the
form is saved as a template.

Click

Close CUSTTEMP.DOCX.

SETTING PROPERTIES FOR CONTROLS

Discussion
You will need to establish the right properties for any content controls or form fields
that you place in a document. Some properties will be obvious and compulsory, such
as the options for a Drop-Down List; others are less obvious or optional, such as the
format for dates to be displayed in a Date Picker control.

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You can also edit the default instructional text in content controls.

The first content control is being edited

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In the Controls group, the Properties button is not available


unless a content control is selected in the document. Similarly,
the Group button is not available unless a range of content is
selected in the document.

If you have enabled Design Mode by selecting the Design


Mode button, you can also access the Content Control
Properties dialog box by right-clicking on a content control
and selecting Properties from the shortcut menu.

You should always protect an online form; otherwise, any user


can change the form text or layout. When a form is protected,
a user can enter data into the content controls, but cannot edit
the form or change any text on it.

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Lesson 8 - Using Forms

Procedures
1. If necessary, display the formatting marks in the document and the
Developer tab on the Ribbon.
2. In the Controls group on the Developer tab, select

3. Select the desired content control in the document for which you
want to edit the instructional text.
4. Edit the instructional text as desired.
5. In the Controls group on the Developer tab, select

6. Select the desired content control in the document for which you
want to edit the properties.
7. In the Controls group on the Developer tab, select

8. Edit the properties as desired.


9. Select

in the Content Control Properties dialog box.

Step-by-Step
Set properties for content controls.
If necessary, display the formatting marks and the Developer tab.

Steps

Practice Data

1. In the Controls group on the


Developer tab, select Design Mode.
The Design Mode button is
highlighted to indicate that the mode is
enabled. Content controls in the
document change to Design Mode
appearance.

Click

2. Select the desired content control in


the document for which you want to
edit the instructional text.
The Rich Text content control changes
to edit mode.

Click on the Rich Text


content control with the
text Click here to enter
text

3. Edit the instructional text as desired.


The instructional text is changed
accordingly.

Edit the text to read Click


here and enter the
company name.

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Lesson 8 - Using Forms

Steps
4. In the Controls group on the
Developer tab, select Design Mode.
The Design Mode button highlighting
is removed to indicate that the mode is
disabled. Changes to instructional text
are saved. Content controls in the
document change to their normal
appearance.

Word 2007 - Lvl 3

Practice Data
Click

5. Select the desired content control in


Click on the Drop-Down
the document for which you want to
List content control with
edit the properties.
the text Choose an item
The Drop-Down List content control is
highlighted and the Properties button
in the Controls group on the
Developer tab is enabled.
6. In the Controls group on the
Developer tab, select Properties.
The Content Control Properties dialog
box opens.

Click

7. Edit the properties as desired.


The properties are defined
accordingly.

Follow the instructions


shown below the table
before continuing on to
the next step

8. Select OK in the Content Control


Properties dialog box.
The Content Control Properties dialog
box closes and the properties are
assigned to the content control
accordingly.

Click

Click the Add button and type Retail in the Display Name box in the Add Choice
dialog box. Select OK. Notice that Retail has been added to the Drop-Down List
Properties list in the Content Control Properties dialog box.
In the same way, add Wholesale and Distributor to the Drop-Down List Properties
list.
Return to the table and continue on to the next step (step 8).
Close CUSTPR1.DOCX.

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Lesson 8 - Using Forms

USING LEGACY TOOLS AND ACTIVEX CONTROLS

Discussion
The Legacy Forms option makes available a few form fields that work in ways
familiar to users of previous versions of Word. However, the new Rich Text or plain
Text content controls are more functional than the Legacy Forms Text Form Field,
and so on. Generally, you would use the new content controls where possible and only
use the Legacy form fields when you must maintain the integrity of an older
document.
Legacy form fields will not be active until the form has been protected or saved as a
template. For example, once the form has been protected or saved as a template, you
can check or uncheck a Legacy Forms Check Box Form Field by either clicking the
check box or pressing the [Spacebar] key.
You can choose whether Legacy form fields are shaded gray or not.
ActiveX Controls use programming behind-the-scenes to provide a variety of further
controls including, for example, the Option Button (or radio button). If you are
familiar with Visual Basic, you can further refine the behavior of these controls.

Changing the caption for an ActiveX Control

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Procedures
1. Display the Developer tab on the Ribbon.
2. Select the Legacy Tools button

in the Controls group.

3. Select the Form Field Shading button

under Legacy Forms.

4. Position the insertion point in the document where you want to insert
an ActiveX Control.
5. Select the Legacy Tools button

6. Select the desired item from the ActiveX Controls section of the
Legacy Tools gallery.
7. Select the Properties button

in the Controls group.

8. Select the default text in the field adjacent to the Caption field in the
Properties task pane.
9. Type the required caption.
10. Close the Properties task pane.

Step-by-Step
From the Student Data directory, open CUSTPR2.DOCX.
Use Legacy Tools and ActiveX Controls.
If necessary, display the formatting marks in the document and the Developer tab on
the Ribbon.

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Steps

Practice Data

1. Select the Legacy Tools button.


The Legacy Tools gallery is displayed.

Click Legacy Tools

2. Select the Form Field Shading button


under Legacy Forms.
The Legacy form fields are no longer
shaded.

Click

3. Position the insertion point where you


want to insert an ActiveX Control.
The insertion point is placed in the
desired location.

Click to the right of the


tab mark after Specialty

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Lesson 8 - Using Forms

Steps

Practice Data

4. Select the Legacy Tools button.


The Legacy Tools gallery is displayed.

Click Legacy Tools

5. Select the desired item from the


ActiveX Controls section of the
Legacy Tools gallery.
The Option Button control is placed in
the desired location in the document
and Design Mode is enabled.

Under ActiveX Controls,


click Option Button

6. Select the Properties button in the


Controls group.
The Properties task pane is displayed.

Click

7. Select Caption in the Properties task


pane.
The item is selected.

Click Caption

8. Select the default text.


The text is selected.

Double-click the text


OptionButton1

9. Type the required caption.


The caption is entered in both the field
and the document.

Type Football

10. Close the Properties task pane.


The task pane closes and you are
returned to the document.

Click

Practice the concept: Add a new paragraph under Football, and press [Tab]. Insert
an Option Button with the caption Baseball. Repeat this for an option captioned
Gymnastics. You can leave the Properties task pane open while working in the
document.

PROTECTING A FORM

Discussion
You can add protection to an online form to prevent someone from deleting or
changing it. The Protect Document feature lets you control editing and formatting
restrictions on individual content controls or the entire form. You can also choose to
protect your form with a password.
When a form is protected, you can enter data into the form fields, but cannot edit the
form or change any text on it.

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Restricting the editing to filling in a form

Page 158

It is advisable to use strong passwords that comprise eight or


more characters. You should also combine uppercase and
lowercase letters, numbers and, symbols. Passwords are case
sensitive. It is important to choose a password that you will
remember; if you forget the password, Microsoft cannot
retrieve it and you will not be able to remove protection from
your form.

You can remove the protection from your form by selecting


the Stop Protection button in the Restrict Formatting and
Editing task pane.

Before protecting your form, ensure that the Design Mode in


the Controls group on the Developer tab is turned off.

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Lesson 8 - Using Forms

Procedures
1. Select the Developer tab from the Ribbon.

2. Select the Protect Document button


group.

from the Protect

3. Select Restrict Formatting and Editing.


4. Select the desired editing restriction options from the Restrict
Formatting and Editing task pane.
5. Select the Editing restrictions list.
6. Select the Filling in forms option.
7. Select the Yes, Start Enforcing Protection button
.
8. Type a password into the Enter new password (optional) field.
9. Select the Reenter password to confirm field.
10. Retype the password to confirm it.
11. Select

12. Close the Restrict Formatting and Editing task pane.

Step-by-Step
Protect a form.

Steps

Practice Data

1. Select the Developer tab from the


Ribbon.
The Developer tab is displayed

Click Developer

2. Select the Protect Document button


from the Protect group.
The Protect Document menu opens.
Click

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Lesson 8 - Using Forms

Steps

Practice Data

3. Select Restrict Formatting and


Editing.
The Restrict Formatting and Editing
task pane opens.

Click Restrict
Formatting and Editing

4. Select the desired editing restriction


options from the Restrict Formatting
and Editing task pane.
The Editing restrictions list box is
activated and the Exceptions
(optional) list is displayed.

Check the box next to


Allow only this type of
editing in the document

5. Select the Editing restrictions list.


A list of options is displayed.

Click Editing restrictions

6. Select the Filling in forms option.


The desired option is selected and the
Exceptions (optional) list closes.

Click Filling in forms

7. Select the Yes, Start Enforcing


Protection button.
The Start Enforcing Protection dialog
box opens and an insertion point is
placed in the Enter new password
(optional) field.

Click

8. Type a password into the Enter new


password (optional) field.
An asterisk is entered for each
character of the password.

Type Pr0t3ct70rm

9. Select the Reenter password to


confirm field.
An insertion point is placed in the
required field.

Press [Tab]

10. Retype the password in the Reenter


password to confirm field.
An asterisk is entered for each
character of the password.

Type Pr0t3ct70rm

11. Select OK.


The Start Enforcing Protection dialog
box closes. A message is displayed in
the Restrict Formatting and Editing
task pane informing you that the
document is protected from
unintentional editing. A Stop
Protection button appears at the
bottom of the task pane.

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Click

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Lesson 8 - Using Forms

Steps

Practice Data

12. Close the Restrict Formatting and


Editing task pane.
The Restrict Formatting and Editing
task pane closes and the document
window is maximized.

Click

INPUTTING DATA INTO A FORM

Discussion
You can only enter data into a form that has been protected, or has been created from
a template. The types of content controls will determine what kind of data you can
enter. For example, you can enter any alpha, numeric or symbol character from your
keyboard into a Text content control, but can only select or deselect a Check Box or
Option Button (to signify yes or no).
Once completed, you can save the form, save it as a new document, or print it, as
desired.

A completed form

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Lesson 8 - Using Forms

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Procedures
1. Enter data as appropriate into the available content controls and form
fields.
2. Save or print the completed form.

Step-by-Step
Input data into a form.
The insertion point will already be placed in the first content control.

Steps

Practice Data

1. Enter data as appropriate into the


available content controls and form
fields.
Data is entered as desired.

Follow the instructions


shown below the table
before continuing on to
the next step

2. Save or print the completed form.


The form is saved or printed as
desired.

Follow the instructions


shown below the table

Type Blue Sky Group in the Company Name box. Click in the Northwest check
box. Select Distributor as the Type of Business. Click the Baseball option as the
Specialty.
Return to the table and continue on to the next step (step 2).
Select Save As from the Office menu, and save the form with the file name
CUSTPRST.DOCX.
Close CUSTPR2.DOCX and CUSTPRST.DOCX.

DELETING A FORM TEMPLATE

Discussion
If you no longer need a form template, you can delete it. Deleting a template not only
removes the file from disk, but it also removes the template name from the list of
available templates.

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Lesson 8 - Using Forms

Deleting a form template

Templates that are not stored in the default Templates folder


or in one of its subfolders are not available in the New
Document dialog box.

When you delete a custom form template, it may temporarily


still appear under Blank and Recent in the New Document
dialog box, even though it is unavailable.

Procedures
1. Select the Office button

2. Select New.
3. Select My templates from the Templates section in the left-hand
pane of the dialog box.
4. Right-click the template you want to delete.
5. Select Delete.
6. Select

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Lesson 8 - Using Forms

7. Select

Word 2007 - Lvl 3

Step-by-Step
Delete a form template.

Steps

Practice Data

1. Select the Office button.


The Office menu opens.

Click

2. Select New.
The New Document dialog box opens.

Click New

3. Select My templates from the


Templates section in the left-hand
pane of the dialog box.
The New dialog box opens.

Click My Templates

4. Right-click the template you want to


delete.
A shortcut menu is displayed.

Right-click
CUSTTEMP.DOTX

5. Select Delete.
The Delete File warning box opens
asking you to confirm the deletion.

Click Delete

6. Select Yes.
The Delete File warning box closes,
and the template is deleted.

Click

7. Select Cancel.
The New dialog box closes.

Click

Close the New Document dialog box.

PRINTING A FORM

Discussion
You can print a completed form with all the content controls filled in or, you can print
a blank form. For example, you may want to print a blank, uncompleted form if you
are creating printed forms that will be filled in manually.
You can choose from several print options when you want to print a form.

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Lesson 8 - Using Forms

By choosing the Options button in the Print dialog box, you


can open the Word Options dialog box at the Display page in
which, you are able to select the desired Printing options.

The results of calculated fields will only print correctly if the


Update fields before printing option is selected in the Word
Options dialog box.

To print any hidden text in a document, you should ensure that


the Print hidden text option is selected in the Word Options
dialog box.

Procedures
1. Select the Office button

2. Select Print.
3. To set options for hidden text and calculated fields in the form, select
.
4. Select the desired Printing options.

5. Select

6. Select

Step-by-Step
From the Student Data directory, open CUSTPR3.DOCX.
Print a completed form.

Steps

Practice Data

1. Select the Office button.


The Office menu opens.

Click

2. Select Print.
The Print dialog box opens.

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Steps

Practice Data

3. To set options for hidden text and


calculated fields in the form, select
Options.
The Word Options dialog box opens
on the Display page. The Printing
options are displayed in the lower
right-hand pane.
4. Select the desired Printing options.
The desired Printing options are
selected.
5. Select OK.
The Word Options dialog box closes.
6. Select OK.
The Print dialog box closes and Word
prints the completed form.
Click Print hidden text and
already selected.

Click

Follow the instructions


shown below the table
before continuing on to
the next step
Click
Click

Update fields before printing, if they are not

Return to the table and continue on to the next step (step 5).
Close CUSTPR3.DOCX.

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Lesson 8 - Using Forms

EXERCISE
USING FORMS

Task
Create a form and a template.
1. Open CUSTORD.DOCX.
2. Display the paragraph markings in the document and the Developer
tab on the Ribbon.
3. Add a Rich Text content control to the right of the tab on the
Customer Name line.
4. Enable the Design Mode.
5. Edit the Click here to enter text to Type in the company name.
6. Add a Drop-Down List control at the end of the Account Rep line.
7. Edit Choose an item to Click here.
8. Disable the Design Mode.
9. Add the following names to the Drop-Down List control in the
Content Control Properties dialog box:
James W. Williams
Sandra B. Davies
Alan F. Harris
Helen W. Green
George S. Potter
10. Using the Legacy Tools gallery, add a Check Box Form Field and a
space to the left of each of the selections on the Shipper line.
11. Add a Drop-Down List control at the end of the Product line. Edit
the text to Select product.
12. Add the following products to the Drop-Down List control in the
Content Control Properties dialog box:
Life-Fit Treadmill
Treadmaster Treadmill
Life-Fit Exercise Bike
Exer-Fit Stepper
13. Add a Date Picker content control to the right of the tab on the
Delivery Date line.
14. Disable the Design Mode.

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15. Using the Legacy Tools gallery, remove the shading from the Check
Box Form Fields.
16. Protect the document by setting an editing restriction that allows
people to fill in the form only.
17. Enforce protection of the form using a suitable password.
18. Close the Restrict Formatting and Editing task pane.
19. Save the form as a template named CUSTORD1.DOTX to the
Templates folder. (Hint: use the Save as type list to select Word
Template (*dotx) and click the Templates folder under Favorite
Links before saving the template.)
20. Fill in the form as follows:
Customer Name: Johnsons Leisure Center
Account Rep:
Alan F. Harris
Shipper:
FedEx
Product:
Exer-Fit Stepper
Delivery Date:
a date of your choice
21. Close the CUSTORD1.DOTX without saving changes.
22. Delete the CUSTORD1.DOTX template from the New dialog box.
(Hint: open the Office menu and select New. Then, choose My
Templates to open the New dialog box. Right-click on the
CUSTORD1.DOTX to open the shortcut menu then, select and
confirm the appropriate action.)
23. Close all open dialog boxes and any documents without saving
changes.

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In this lesson, you will learn how to:
Use a table of contents
Generate a table of contents
Remove a table of contents
Use custom styles
View the TOC field code
Update a table of contents
Insert TC field codes
Use TC fields
Use outline levels

Lesson 9 - Creating a Table of Contents

Word 2007 - Lvl 3

USING A TABLE OF CONTENTS

Discussion
Many long documents (such as manuals, reports, books, and theses) include a table of
contents to help readers find information. A table of contents lists the topics and
subtopics in the document and usually includes the starting page number of each.
(Page numbers are not always included in shorter documents.)
A table of contents also makes it easier to navigate a long document on screen. Each
heading in the table of contents is a hyperlink to the actual source text in the
document. Holding [Ctrl] as you click any heading automatically takes you to that
heading in the document.
Developing a table of contents entails defining the topics and subtopics you want to
include, specifying its appearance, and finally, compiling the table of contents itself.
Creating a table of contents manually can be a very time-consuming process.
The Table of Contents feature, however, makes creating a table of contents quick and
easy, because it formats and generates the table of contents automatically. Word 2007
provides a gallery with many Table of Contents styles from which you can choose.
Word generates a table of contents from topics and subtopics to which heading styles,
outline levels, or user-defined styles have been applied. You can also mark the text
you want to include in the table of contents and then generate the table of contents
from the marked text.
Generally, a table of contents appears at the beginning of a long document. If you
create a new section for a table of contents, you can format it differently from the rest
of the document. You can use a different type of page number (Roman numerals as
opposed to Arabic numbers, for example), set different margins, and/or modify its
headers and footers.

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If you have included an index and/or a table of figures in the


document, you should generate them before you generate the
table of contents, so that those sections will be included in the
table of contents. If you add these at a later time you can
regenerate/update the table of contents to include them.

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Word 2007 - Lvl 3

Lesson 9 - Creating a Table of Contents

GENERATING A TABLE OF CONTENTS

Discussion
The most efficient way to create a table of contents is to apply the built-in heading
styles, Heading 1 through Heading 9, to the topics and subtopics in a document. Each
of these heading styles is recognized by Word as a table of contents entry.
When you build a table of contents based on document styles, Word automatically
selects the complete text of each heading and inserts it into the table of contents, along
with the page on which it appears, if applicable. You can align page numbers to the
right margin and include a tab leader, if desired. A tab leader is a series of characters
(usually periods) that appear between the last character in the table of contents entry
and the page number, as shown in the following example:
Introduction....1
You can specify the number of levels you want the table of contents to display;
although the default is three, you can select up to nine levels.
Word provides several different table of contents formats from which you can choose.
Each format displays the various table of contents levels with different indentations
and/or font styles. Word uses a TOC style to format each level in a table of contents.
For example, first level headings in a table of contents use the TOC 1 style, second
level headings use the TOC 2 style, etc. You can design your own table of contents
formats by modifying the predefined TOC styles.

Inserting a Table of Contents

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Table of contents entries are also hyperlinks. Holding the


[Ctrl] key as you click a table of contents page number moves
the insertion point to the corresponding document text

Procedures
1. Position the insertion point in the document where you want the table
of contents to be inserted.
2. Select the References tab on the Ribbon.

3. Select

from the Table of Contents group.

4. Select the Table of Contents style you want to use.

Step-by-Step
From the Student Data directory, open PACK13.DOCX.
Generate a table of contents.

Steps

Practice Data

1. Position the insertion point where you


want the table of contents to be
inserted.
The insertion point is placed in the
desired location.

Press [Ctrl+Home], if
necessary

2. Select the References tab on the


Ribbon.
The References tab is displayed.

Click References

3. Select the Table of Contents button


from the Table of Contents group.
The Table of Contents gallery opens.
Click

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Lesson 9 - Creating a Table of Contents

Steps

Practice Data

4. Select the required Table of Contents


style.
The Table of Contents based on the
selected style is inserted in document.

Click Automatic Table 1

Point to the Benefits of Worldwide Sporting Goods heading in the table of contents
and hold [Ctrl]; notice that the mouse pointer changes into a pointing hand. Click the
Benefits of Worldwide Sporting Goods heading; Word goes to the corresponding
document text.

REMOVING A TABLE OF CONTENTS

Discussion
If you are not satisfied with the table of contents or, simply wish to remove it, Word
lets you delete a table of contents easily.

The Table of Contents gallery

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Procedures
1. Select the References tab on the Ribbon.

2. Select

in the Table of Contents group.

3. Select Remove Table of Contents.

Step-by-Step
Remove a table of contents.

Steps

Practice Data

1. Select the References tab on the


Ribbon.
The References tab is displayed.

Click References

2. Select the Table of Contents button in


the Table of Contents group.
The Table of Contents gallery opens.
Click
3. Select Remove Table of Contents.
The Table of Contents is deleted from
the document.

Click Remove Table of


Contents

Close PACK13.DOCX.

USING CUSTOM STYLES

Discussion
If you have applied user-defined styles to document headings, you can generate a
table of contents based on the user-defined styles instead of the built-in heading styles.
If you have applied both user-defined and built-in styles, you can use both to generate
a table of contents.
The Table of Contents Options dialog box lists all styles (both built-in and userdefined) in use in the current document and a table of contents level number is
automatically assigned to each built-in style. You can assign the desired table of

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Lesson 9 - Creating a Table of Contents

contents level number to any available style, as well as exclude any styles you do not
want to use.

The Table of Contents dialog box

You can assign the same table of contents level to more than
one style.

Procedures
1. Position the insertion point where you want the table of contents to
be inserted.
2. Select the References tab on the Ribbon.

3. Select

4. Select Insert Table of Contents.


5. Select

6. Select the Styles option.


7. Under TOC level, select the box to the right of the style you want to
include in the table of contents.
8. Type the desired table of contents level (from 1 to 9) for the
corresponding style.

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9. Select the number in the box to the right of a style you want to
remove from the table of contents.
10. Press [Delete].

11. Select

12. Select

Step-by-Step
From the Student Data directory, open PACK14.DOCX.
Use custom styles to generate a table of contents.
Go to page 3 and click in the Product Features heading. Display the Styles task pane
by clicking the launcher arrow in the Styles group on the Home tab. Notice that the
user-defined Features style has been applied to the heading. Close the Styles task
pane and return to the top of the document.

Steps

Practice Data

1. Position the insertion point where you


want the table of contents to be
inserted.
The insertion point is placed in the
desired location.

Click [Ctrl+Home], if
necessary

2. Select the References tab.


The References tab is displayed.

Click References

3. Select the Table of Contents button in


the Table of Contents group.
The Table of Contents gallery is
displayed.
4. Select Insert Table of Contents.
The Table of Contents dialog box
opens and the Table of Contents page
is displayed.

Page 176

Click
Click Insert Table of
Contents

5. Select Options.
The Table of Contents Options dialog
box opens.

Click

6. Select the Styles option.


The Styles option is selected.

Click
Styles, if
necessary to select it

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Word 2007 - Lvl 3

Lesson 9 - Creating a Table of Contents

Steps

Practice Data

7. Under TOC level, select the box to the


right of the style you want to include
in the table of contents.
The insertion point is placed in the
desired TOC level box.

Click in the box to the


right of Features

8. Type the desired table of contents


level (from 1 to 9) for the
corresponding style.
The number is entered in the TOC
level box.

Type 3

9. Select the number in the TOC level


box to the right of a style you want to
remove from the table of contents.
The number is selected accordingly.

Double-click in the
Heading 3 box

10. Press [Delete].


The number is deleted and the heading
style is deselected.

Press [Delete]

11. Select OK.


The Table of Contents Options dialog
box closes.
12. Select OK.
The Table of Contents dialog box
closes and the table of contents is
inserted.

Click

Click

VIEWING THE TOC FIELD CODE

Discussion
Once you have finished defining a table of contents, Word generates it and places it in
the document at the insertion point. Although you usually see the table of contents
text, it is actually stored in a {TOC} field. You can view the {TOC} field code instead
of the table of contents text. This option is helpful because displaying the field code
takes up less space on the screen.
Although you will not usually want to view the {TOC} field code, you can use a
keystroke or a shortcut menu command to toggle the display between the field code
and the table of contents text.

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Viewing the TOC field code

You can also right-click to the right or left of the table of


contents text to open the shortcut menu. Then, select Toggle
Field Codes to display the {TOC} field code. You must rightclick the {TOC} field code itself, however, to redisplay the
table of contents text.

If the insertion point is located in any table of contents text


line and you switch to the field code display, only the selected
line of text will toggle to its field code.

You can toggle the display of all fields in a document between


text and field codes easily by pressing the [Alt+F9] key
combination. You can also view field codes by selecting Field
from Quick Parts on the Insert tab. The Field dialog box
opens and you can use the Field Codes button to view field
codes.

Procedures
1. Position the insertion point at the beginning of the table of contents
or anywhere in the {TOC} field code, if displayed.
2. Press [Shift+F9].

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Step-by-Step
View the {TOC} field code.

Steps

Practice Data

1. Position the insertion point at the


beginning of the table of contents or
anywhere in the {TOC} field code, if
displayed.
The insertion point is placed in the
desired location.

Click to the left of the text


CUSTOMER
INFORMATION in the
table of contents

2. Press [Shift+F9].
The {TOC} field code is displayed.

Press [Shift+F9]

Press [Shift+F9] again to redisplay the table of contents text.

UPDATING A TABLE OF CONTENTS

Discussion
Once a table of contents has been generated, additional editing changes can make it
incorrect or incomplete. For instance, if you insert manual page breaks or add or
delete enough text to affect the page breaks, the page numbers in a table of contents
may become incorrect. Adding, deleting, or rewording headings can also make the
table of contents incorrect.
After you have made changes to a document, you can quickly update the existing table
of contents, rather than having to create and format a new one. You can choose to
update the entire table or only the page numbers.

You can use right-click in to the left or right of the table of


contents to open the shortcut menu. Then, select Update Field
to open the Update Table of Contents dialog box.

You can also update a table of contents by positioning the


insertion point in the table of contents and pressing the [F9]
key. This opens the Update Table of Contents dialog box.

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Procedures
1. Select the References tab on the Ribbon.
2. Select Update Table button
Contents group.

in the Table of

3. Select the desired update option.


4. Select the OK button

Step-by-Step
Update a table of contents.
Position the insertion point in the blank line above the Worldwide Sporting Goods...
text on the CUSTOMER INFORMATION page (page 2) and press [Ctrl+Enter] to
insert a page break. Press [Ctrl+Home] to move to the top of the document.

Steps

Practice Data

1. Select the References tab on the


Ribbon.
The References tab is displayed.

Click References

2. Select the Update Table button in the


Table of Contents group.
The Update Table of Contents dialog
box opens.

Click

3. Select the desired update option.


The update option is selected.

Click Update page


numbers only, if
necessary

4. Select OK.
The Update Table of Contents dialog
box closes and the page numbers in
the table of contents are updated.

Click

Notice that the page numbers in the table of contents have changed, beginning with
the PRODUCTS DISTRIBUTED BY WORLDWIDE SPORTING GOODS line.
Close PACK14.DOCX.

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Lesson 9 - Creating a Table of Contents

INSERTING TC FIELD CODES

Discussion
If you have not applied heading styles to a document, you can create a table of
contents by marking the text you want to appear in the table of contents. To mark a
table of contents entry, you can insert a {TC} field, which stores the text and the
desired table of contents level. You can choose from up to nine levels by which to
mark the entry. Word then uses the {TC} fields to generate the table of contents.
As soon as you mark text for a table of contents, Word displays the formatting marks,
including the {TC} field codes, which are hidden text.

Inserting a TC field code

The Mark Table of Contents Entry dialog box remains open


until you select Close. Therefore, you can continue to select
table of contents entries by selecting the desired text in the
document, specifying the desired level in the dialog box and
then, selecting Mark.

You can also mark a single occurrence of text as a table of


contents index entry by pressing the [Enter] key after you
indicate the desired text in the Mark Table of Contents Entry
dialog box.

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You can use the Add Text button in the Table of Contents
group to mark selected text entries. The number of levels from
which you can select will be dependent on the levels that you
specify in the Table of Contents dialog box. You can use the
spin box Show levels to display the number of levels you
require.

Procedures
1. Select the text you want to include in the table of contents.
2. Press [Alt+Shift+O].
3. Enter the desired table of contents level in the Level spin box.
4. Select

5. Mark additional table of contents entries, as desired.


6. Select

Step-by-Step
From the Student Data directory, open PACK15.DOCX.
Insert {TC} field codes.
If necessary, use the status bar to go to section 2 in the document.

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Steps

Practice Data

1. Select the text you want to include in


the table of contents.
The text is selected.

Click in the selection bar


to the left of the Products
Distributed by
Worldwide Sporting
Goods text

2. Press [Alt+Shift+O].
The Mark Table of Contents Entry
dialog box opens with the selected text
in the Entry box.

Press [Alt+Shift+O]

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Lesson 9 - Creating a Table of Contents

Steps

Practice Data

3. Enter the desired table of contents


level in the Level spin box.
The number is displayed in the Level
spin box.

Click Level

4. Select Mark.
The {TC} field code is inserted and the
formatting marks are displayed in the
document.
5. Select Close.
The Mark Table of Contents Entry
dialog box closes.

to 2

Click

Click

Practice the Concept: Mark the following table of contents entries, all found in
section 2. You can mark the first entry and leave the dialog box open to create
additional entries. When you select text in the document and then, click in the Mark
Table of Contents Entry dialog box, the selected text will appear in the Entry box.

Heading in text

Table of contents level

Sporting Equipment

Clothing

Close the Mark Table of Contents Entry dialog box and hide the formatting marks.

USING TC FIELDS

Discussion
If the document contains {TC} fields, you can build a table of contents based on them.
To generate a table of contents from {TC} fields, the Table entry fields option in the
Table of Contents Options dialog box must be selected.

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Using TC fields to generate a table of contents

You can select both the Styles and Table entry fields options
in the Table of Contents Options dialog box to build a table of
contents based on both styles and {TC} fields.

Procedures
1. Position the insertion point in the document where you want the table
of contents to appear.
2. Select the References tab on the Ribbon.

3. Select

in the Table of Contents group.

4. Select Insert Table of Contents.


5. Select

6. Deselect the Styles option.


7. Select the Table entry fields option.

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Lesson 9 - Creating a Table of Contents

8. Select

9. Select

Step-by-Step
Use {TC} fields to generate a table of contents.

Steps

Practice Data

1. Position the insertion point where you


want the table of contents to appear.
The insertion point is placed in the
desired location.

Press [Ctrl+Home], if
necessary

2. Select the References tab.


The References tab is displayed.

Click References

3. Select the Table of Contents button in


the Table of Contents group.
The Table of Contents gallery opens.
Click
4. Select Insert Table of Contents.
The Table of Contents dialog box
opens.

Click Insert Table of


Contents

5. Select the Options button.


The Table of Contents Options dialog
box opens.

Click

6. Deselect the Styles option.


The Styles option is deselected.

Click
it

7. Select the Table entry fields option.


The Table entry fields option is
selected.

Click Table entry


fields to select it

8. Select OK.
The Table of Contents Options dialog
box closes.
9. Select OK.
The Table of Contents dialog box
closes and the table of contents is
inserted in the document.

Styles to deselect

Click

Click

Close PACK15.DOCX.
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USING OUTLINE LEVELS

Discussion
You can apply outline levels to text in your document and use those outline levels to
generate your table of contents. Outline levels can be used by themselves to generate a
table of contents, or they can be mixed with {TC} field codes and built-in heading
styles.

Using Outlining levels to generate a table of contents

You can also change the document view to Outline using the
appropriate View Shortcuts button on the status bar.

Procedures
1. Select the text you want to include in the table of contents.
2. Select the View tab on the Ribbon.

3. Select
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from the Document Views group.


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Lesson 9 - Creating a Table of Contents

4. Select the Outline level list.


5. Select the desired outline level.
6. Assign outline levels to additional text as desired.
7. Position the insertion point where you want the table of contents to
be inserted.
8. Select the References tab on the Ribbon.

9. Select

from the Table of Contents group.

10. Select Insert Table of Contents.


11. Under the General section, select the Formats list.
12. Select the desired table of contents format.
13. Select the Tab leader list.
14. Select the desired tab leader.
15. Select

16. Select the Outline levels option, if necessary.

17. Select

18. Select

Step-by-Step
From the Student Data directory, open OUTTOC.DOCX.
Use outline levels to generate a table of contents.
Go to page 3.

Steps

Practice Data

1. Select the text you want to include in


the table of contents.
The text is selected.

Click in the selection bar


to the left of the Delivery
text

2. Select the View tab on the Ribbon.


The View tab is displayed.

Click View

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Steps
3. Select the Outline button in the
Document Views group.
The document view changes to outline
and the Outlining tab is displayed on
the Ribbon.

Word 2007 - Lvl 3

Practice Data

Click

4. Select the Outline Level list.


The Outline Level list is displayed.

Click the Outline Level

5. Select the desired outline level.


The level is assigned to the text.

Click Level 3

6. Assign outline levels to additional text


as desired.
The outline levels are assigned
accordingly.

Follow the instructions


shown below the table
before continuing on to
the next step

7. Position the insertion point where you


want the table of contents to be
inserted.
The insertion point is placed in the
desired location.

Press [Ctrl+Home]

8. Select the References tab.


The References tab is displayed.

Click References

list

9. Select the Table of Contents button in


the Table of Contents group.
The Table of Contents gallery opens.
Click

Page 188

10. Select Insert Table of Contents.


The Table of Contents dialog box
opens.

Click Insert Table of


Contents

11. Under the General section, select the


Formats list.
A list of available formats is displayed.

Click Formats

12. Select the desired table of contents


format.
The selected format is displayed in the
Print Preview and Web Preview
boxes.

Click Classic

13. Select the Tab leader list.


A list of available tab leaders is
displayed.

Click Tab leader

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Lesson 9 - Creating a Table of Contents

Steps

Practice Data

14. Select the desired tab leader.


The selected tab leader is displayed in
the Tab leader box.

Click ....... (second option)

15. Select Options.


The Table of Contents Options dialog
box opens.
16. Select the Outline levels option, if
necessary.
The Outline levels option is selected.
17. Select OK.
The Table of Contents Options dialog
box closes.
18. Select OK.
The Table of Contents dialog box
closes and the table of contents is
inserted in the document.

Click

Click Outline levels, if


necessary to select it

Click

Click

Mark the following additional table of contents entries found on page 3.


Document text
Payment
Minimum Order
Returns
Prices
Breakage and Loss
Cancellation

Table of contents level


3
3
3
3
3
3

Return to the table and continue on to the next step (step 7).
Use the Shortcut Views buttons on the status bar to return to Print Layout view.
Notice that the table of contents has been applied with the specified entries, levels and
formatting.
Close OUTTOC.DOCX.

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EXERCISE
CREATING A TABLE OF CONTENTS

Task
Create and update a table of contents.
1. Open MANUAL6.DOCX.
2. Position the insertion point at the start of the document.
3. Create a table of contents using the Distinctive format and 3 levels.
Then, generate the table of contents.
4. View the {TOC} field code then, redisplay the table of contents text.
5. Open WORDPROC.DOCX.
6. Select and copy the entire WORDPROC.DOCX document.
7. Switch to MANUAL6.DOCX. Scroll as necessary, position the
insertion point on the line above the Naming New Documents
heading and paste the copied text.
8. Update the entire table of contents, not just the page numbers.
9. Use the status bar to go to section 2 and mark the Restrictions and
Limitations text (below the first paragraph on Word Processing
Guidelines) as a table of contents entry, level 3.
10. Using the Add Text button, mark the Typical Features text on the
same page, as level 3.
11. Generate a new table of contents using styles, outline levels, and
{TC} fields. (Hint: Select the existing table of contents before you
open the Table of Contents Options dialog box and replace the
existing table of contents, if prompted.)
12. Close both documents without saving them.

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Page 191

LESSON 10 CREATING AN INDEX


In this lesson, you will learn how to:
Use an index
Create main index entries
Create index subentries
Type index entries
Cross-reference index entries
Generate an index
View the INDEX field code
Update an index

Lesson 10 - Creating an Index

Word 2007 - Lvl 3

USING AN INDEX

Discussion
An index is an alphabetical listing of subjects included in a document, book, or report,
including the page numbers on which the references can be found.
An index usually appears at the end of the document. Word can create an index with
up to three levels, which means that each index entry can have one level of subtopics
and each subtopic in the second level can have one additional level of subtopics. In
addition, you can create cross-references to other index entries. A cross-reference
refers the reader to a different topic.
To create an index, you mark the text you want to include in the index, define the
index format and then, generate it. In Word, you can mark index entries manually or
you can create a concordance file that lists all the text you want included in the index.
Word then uses the concordance file to mark the index entries. Once you have marked
the index entries and defined the format of the index, Word can generate the index.

A generated index

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Lesson 10 - Creating an Index

CREATING MAIN INDEX ENTRIES

Discussion
Selecting a word or phrase you want to use as an index entry is called marking an
index entry. Most people prefer to mark index entries after a document has been
completed because Word can mark multiple occurrences of the same text. When Word
marks all occurrences of index text, it marks only the first occurrence of the text in
each paragraph.
You can mark main index entries, subentries, and third-level entries, as well as define
cross-references. When you mark text as an index entry, Word adds a special {XE}
field code that includes the marked main entry and any cross-reference information
that you choose to include.
You can format the page numbers in an index as bold or italic. If you choose no
format, the numbers are formatted in the same way as the index entries.
As soon as you mark text for an index entry, Word displays the formatting marks,
including the {XE} field codes, which are hidden text. You can use options available
on the Display page in the Word Options dialog box to view only the hidden text, if
desired.

Creating main index entries

You can open the Mark Index Entry dialog box by pressing
[Alt+Shift+X].

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The Mark Index Entry dialog box remains open until you
select Close. Therefore, you can continue to select index
entries by selecting the desired text in the document. Simply
click in the dialog box, select the desired options and then,
select Mark.

You can also mark a single occurrence of text as an index


entry by entering the desired information in the Mark Index
Entry dialog box and pressing the [Enter] key.

Procedures
1. Select the text you want to mark as an index entry.
2. Select the References tab on the Ribbon.

3. Select

in the Index group.

4. Select

or

as desired.

5. Mark additional index entries as desired.


6. Select the Close button

Step-by-Step
From the Student Data directory, open PACK16.DOCX.
Create main entries for an index.
If necessary, go to the top of the document.

Page 196

Steps

Practice Data

1. Select the text you want to mark as an


index entry.
The text is selected.

Click in the selection bar


to the left of the Sporting
Equipment text

2. Select the References tab on the


Ribbon.
The References tab is displayed.

Click References

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Word 2007 - Lvl 3

Steps
3. Select the Mark Entry button in the
Index group.
The Mark Index Entry dialog box
opens with the selected text in the
Main entry box.
4. Select Mark or Mark All as desired.
The {XE} field code that marks the
index entry is inserted into the
document and the formatting marks
are displayed.
5. Select Close.
The Mark Index Entry dialog box
closes.

Lesson 10 - Creating an Index

Practice Data

Click

Click

Click

Practice the Concept: Mark Clothing on page 1 as a main index entry. Leave the
Mark Index Entry dialog box open.
Mark the following index entries by selecting each entry, clicking in the Mark Index
Entry dialog box to activate it, and selecting the appropriate Mark command.
Mark the Supplies and Memorabilia headings on page 1 as main index entries. Select
the word Features (in the Product Features heading) on page 2 and select the Mark
All button to mark all occurrences of the word in the document.
Close the Mark Index Entry dialog box.
Hide the formatting marks.

CREATING INDEX SUBENTRIES

Discussion
You can create one or more subentries for a main index entry, as well as subentries for
the subentries, up to a total of three index levels. For example, the main entry
Clothing could have the second-level subentries Children, Men, and Women. The
Children subentry could have the additional third-level subentries of Infant and
Adolescent.
You can use the Subentry box in the Mark Index Entry dialog box to create a secondlevel subentry. To create a third-level subentry, you must type the second-level
subentry followed by a colon (:) and the text of the third-level subentry.

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Creating an index subentry

You can continue to add subentries for a main entry without


closing the Mark Index Entry dialog box by replacing the text
in the Subentry box and selecting Mark or Mark All for each
additional subentry.

If you select text that is already marked as a main entry in


order to create a subentry for it, Word does not duplicate the
main entry {XE} field.

Procedures
1. Select the text you want to mark as the main index entry.

2. Select

in the Index group.

3. Select the Subentry box.


4. Type the desired subentry text.
5. Select

or

as desired.

6. Create additional subentries as desired.


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7. Select

Lesson 10 - Creating an Index

Step-by-Step
Create index subentries.
If necessary, go to the top of the document and display the References tab on the
Ribbon.

Steps

Practice Data

1. Select the text you want to mark as the


main index entry.
The text is highlighted as you drag.

Drag to select the


Products Distributed text
in the Products
Distributed by
Worldwide Sporting
Goods heading

2. Release the mouse button.


The text is selected.

Release the mouse button

3. Select the Mark Entry button in the


Index group.
The Mark Index Entry dialog box
opens with the selected text in the
Main entry box.

Click

4. Select the Subentry box.


The insertion point is placed in the
Subentry box.

Press [Tab]

5. Type the desired subentry text.


The text is entered in the Subentry
box.

Type Equipment

6. Select Mark or Mark All as desired.


The {XE} field code for the index entry
is inserted in the document.
7. Create additional subentries as desired.
An {XE} field code is inserted into the
document for each subentry.
8. Select Close.
The Mark Index Entry dialog box
closes.

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Click

Follow the instructions


shown below the table
before continuing on to
the next step
Click

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Lesson 10 - Creating an Index

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Click to the right of the existing main index entry after each of the following three
headings: Clothing, Supplies, and Memorabilia. Create index subentries; typing
Products Distributed as the main entry for each and the corresponding heading as the
subentry.
Return to the table and continue on to the next step (step 8).
Notice that each subentry appears in a separate {XE} field and includes the main
entry.

TYPING INDEX ENTRIES

Discussion
In addition to selecting text to mark as index entries, you can type index entries for
terms or phrases that do not actually appear in the document, but are implied or
understood. For example, the word backpack in a document about camping
equipment might be indexed by both pack and backpack.
An {XE} field code appears in the document for each index entry you create.

Procedures
1. Position the insertion point where you want to insert an index entry.

2. Select

in the Index group.

3. Type the desired text in the Main entry box.

4. Select

or

5. Select

as desired.

Step-by-Step
Type an index entry.
If necessary, go to the top of the document and display the References tab on the
Ribbon.

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Lesson 10 - Creating an Index

Steps

Practice Data

1. Position the insertion point where you


want to insert an index entry.
The insertion point is placed in the
desired location.

Scroll as necessary and


click in the blank line
above the Clothing
heading

2. Select the Mark Entry button in the


Index group.
The Mark Index Entry dialog box
opens with the insertion point in the
Main entry box.
3. Type the desired text.
The text is entered in the Main entry
box.
4. Select Mark or Mark All as desired.
The {XE} field code is inserted into the
document at the insertion point and
formatting marks are displayed.
5. Select Close.
The Mark Index Entry dialog box
closes.

Click
Type Apparel

Click

Click

CROSS-REFERENCING INDEX ENTRIES

Discussion
You can cross-reference one index entry to another. Generally, when you create a
cross-reference, you create a reference from each index entry to the other. For
example, if you cross-reference the Clothing index entry to the Bathing Suits index
entry, the Bathing Suits index entry would also be cross-referenced to the Clothing
index entry.
You can also create a cross-reference for a word that does not even appear in the
document. For example, a document about camping equipment might contain the
word backpack, but not the word pack. The index, however, could include entries for
both pack and backpack, cross-referenced to each other.
By default, Word inserts the italicized word See at the beginning of a cross-reference,
but you can remove or change it as desired. If you prefer, you could use the phrase
See also or Refer to instead of the word See.
Once the cross-reference has been entered into the Mark Index Entry dialog box or
into the document, you can apply formatting to it.

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In the index, cross-references appear at the end of the page listings. For example, the
main entry for Clothing might appear as:
Clothing, 1, 5, 6, 9. See Bathing Suits

Cross-referencing index entries

Procedures
1. Select the text you want to cross-reference.

2. Select

in the Index group.

3. Select the Cross-reference option.


4. Type the text to which you want to cross-reference the selected text.

Page 202

5. Select the Mark button

6. Select the Close button

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Lesson 10 - Creating an Index

Step-by-Step
Cross-reference index entries.
If necessary, go to the top of the document and display the References tab on the
Ribbon.

Steps

Practice Data

1. Select the text you want to crossreference.


The text is highlighted as you drag.

Scroll as necessary and


drag to select the limited
warranty text in the
second line of the first
paragraph under Sporting
Equipment

2. Release the mouse button.


The text is selected.

Release the mouse button

3. Select the Mark Entry button in the


Index group.
The Mark Index Entry dialog box
opens with the selected text in the
Main entry box.

Click

4. Select the Cross-reference option.


The Cross-reference option is selected
and the insertion point is placed in the
Cross-reference box after the word
See.

Click

5. Type the text to which you want to


cross-reference the selected text.
The text is entered in the Crossreference box.

Type Returns

6. Select Mark.
The {XE} field code is placed at the
insertion point in the document.
7. Select Close
The Mark Index Entry dialog box
closes.

Cross-reference

Click

Click

Practice the Concept: On page 4, select the Returns heading and create a crossreference to the limited warranty text; italicize the cross-reference entry. You can
italicize the text in the Mark Index Entry dialog box or, in the document.

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GENERATING AN INDEX

Discussion
After you have marked all desired index entries, you can format and compile the
index.
You can create one of two types of indexes: indented or run-in. An indented index
lists each index level on a separate line and applies the Index 1, Index 2, and Index 3
styles as appropriate; Index 2 subentries are indented below Index 1 main entries, and
Index 3 subentries are indented below Index 2 subentries. A run-in index lists all
subentries on the same line as the main entry and uses only the Index 1 style.
You can choose one of several built-in index formats. If none of the built-in index
formats meets your needs, you can design a custom index format by modifying one of
the built-in index formats. In addition, you can specify how many columns you want
the index to have as well as how you want the page numbers to appear.
When Word generates an index, it appears at the insertion point. Normally, indexes
appear at the end of a document.

The Index dialog box

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Lesson 10 - Creating an Index

Procedures
1. Position the insertion point where you want the index to be placed in
the document.
2. Select the Insert Index button

in the Index group.

3. Under Type, select the desired type of index.


4. Enter the number of columns you want to appear in the index in the
Columns spin box.
5. Select the Formats list.
6. Select the desired format.
7. Select the Right align page numbers option, if desired.
8. Select the Tab leader list.
9. Select the desired tab leader.
10. Select

Step-by-Step
Generate an index.
If necessary, display the References tab on the Ribbon.

Steps

Practice Data

1. Position the insertion point where you


want the index to be placed in the
document.
The insertion point is placed in the
desired location.

Press [Ctrl+End]

2. Select the Insert Index button in the


Index group.
The Index dialog box opens.

Click

3. Under Type, select the desired type of


index.
The option is selected.

Click Indented, if
necessary

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Steps

Practice Data

4. Enter the number of columns you want


to appear in the index in the Columns
spin box.
The number of columns is displayed in
the Columns spin box.

Click Columns
necessary

5. Select the Formats list.


A list of available formats is displayed.

Click Formats

6. Select the desired format.


The format is previewed in the Print
Preview box.

Scroll as necessary and


click Formal

7. Select the Right align page numbers


option, if desired.
The Right align page numbers option
is selected.

Click Right align page


numbers, if necessary

8. Select the Tab leader list.


A list of available tab leaders is
displayed.

Click Tab leader

9. Select the desired tab leader.


The tab leader is displayed in the Tab
leader box.

Click ....... (second


option), if necessary

10. Select OK.


The Index dialog box closes and the
index is entered at the insertion point.

to 2, if

Click

Hide the formatting marks and switch to Print Layout view to view the index, if
necessary.

VIEWING THE INDEX FIELD CODE

Discussion
Although an index usually appears as text, it is actually stored in an {INDEX} field.
You can view the {INDEX} field code instead of the index text. This option is helpful
because displaying the field code takes up less space on the screen. You can use a
keystroke or a shortcut menu command to toggle between the {INDEX} field code
and the index text.

Page 206

To display or hide the {INDEX} field code, you can rightclick the index text or the field code, as appropriate, and select
Toggle Field Codes from the shortcut menu.
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Lesson 10 - Creating an Index

You can toggle the display of all fields in a document between


text and field codes by pressing the [Alt+F9] key
combination.

Procedures
1. Position the insertion point anywhere in the index text.
2. Press [Shift+F9].

Step-by-Step
View the {INDEX} field code.
If necessary, go to the end of the document.

Steps

Practice Data

1. Position the insertion point anywhere


in the index text.
The insertion point is placed in the
index.

Click anywhere in the


index text

2. Press [Shift+F9].
The {INDEX} field code appears.

Press [Shift+F9]

Press [Shift+F9] again to view the index text.

UPDATING AN INDEX

Discussion
Once you have inserted an index into a document, changes made to the document can
make the index incorrect or incomplete. For example, if you insert manual page
breaks or add or delete enough text to affect the page breaks, the page numbers in the
index may become incorrect. Adding or deleting index entries can also make an index
incorrect.
You can quickly update an existing index without having to recreate and format a new
one.

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You can update an index by right-clicking in the index and


selecting Update Field from the shortcut menu.
You can also press [F9] to update an index.

Procedures
1. Position the insertion point in the index.
2. Select the Update Index button
on the References tab.

in the Index group

Step-by-Step
Update an index.
Position the insertion point before the Service Features heading on page 2 and press
[Ctrl+Enter] to insert a page break. Then, go to the end of the document and scroll to
view all of the index.

Steps

Practice Data

1. Position the insertion point in the


index.
The insertion point is placed in the
desired location.

Click anywhere in the


index text

2. Select the Update Index button in the


Index group on the References tab.
The index is updated.

Click

Notice that the page numbers in the index change to reflect the inserted page break.
Close PACK16.DOCX.

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Lesson 10 - Creating an Index

EXERCISE
CREATING AN INDEX

Task
Create index entries, generate and update an index.
1. Open INDEX6.DOCX.
2. Mark the Creating a Document heading as a main index entry.
3. Mark the Naming the Document heading as a subentry of Creating
a Document.
4. Go to page 3, mark the Modify Document Defaults text at the top of
the page as a main index entry. Do not include the text Screen.
5. On page 3, mark the Allow Widows and Orphans, Automatic Page
Breaks, and Backup Before Edit Document headings as subentries
of the text Modify Document Defaults. Mark them as main index
entries as well.
6. Position the insertion point in the line above the Backup Before
Edit Document heading and enter a main index entry of Saving a
File Copy. Cross-reference the Saving a File Copy entry to Backup
Before Edit Document and then, mark the entry.
7. Close the Mark Index Entry dialog box.
8. Press [Ctrl+End] to go to the end of the document.
9. Generate a Modern, two column index at the insertion point. Right
align the page numbers and select a tab leader of your choice.
10. View the {INDEX} field code and then, view the index text again.
11. Go to page 1 and select the word filename in the first paragraph
below the Naming the Document heading. Mark all occurrences of
filename as a main index entry.
12. Press [Ctrl+End] to go to the end of the document, then update the
index.
13. Close the document without saving it.

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LESSON 11 CREATING CAPTIONS


In this lesson, you will learn how to:
Insert a caption
Insert a Table of Figures
Update a Table of Figures
Insert a cross-reference

Lesson 11 - Creating Captions

Word 2007 - Lvl 3

INSERTING A CAPTION

Discussion
If you have created a document that contains images as well as text, you may want to
add captions to those images in order to describe or explain them. A caption is text
linked specifically to an image which, is separate from the main text of the document.
They are often used to provide extra information and to help the reader correctly
identify or interpret the image.
If you have used a lot of images, or if you are creating a more formal style of
document, then you will also want to number the captioned images so that you can
better organize and present them. Word 2007 provides an easy way to do all of this
through the Captions feature.
You can also caption tables, equations, and other items using the same method.

Inserting a caption

Page 212

By default Word 2007 begins a caption with Figure 1 (for


images), Table 1 or Equation 1. You can change this default
text. Select Exclude label from caption if you do not want to
include the label. Select New Label to create a different label
or, select Numbering to change the style from numbers to
letters or roman numerals.

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Lesson 11 - Creating Captions

If you are using a style set or template provided by Word


2007, then the Caption style will be automatically applied to
any captions you create.

Procedures
1. Select the item to which you want to add a caption.
2. Select the References tab on the Ribbon.

3. Select the Insert Caption button

in the Captions group.

4. Type the desired caption, including any punctuation to appear after


the label.
5. Select

Step-by-Step
From the Student Data directory, open CAPTION.DOCX.
Insert a caption.

Steps

Practice Data

1. Select the item to which you want to


add a caption.
The image is selected and selection
handles appear around the image. The
Format contextual tab is added to the
Ribbon.

Click the first image on


the first page

2. Select the References tab on the


Ribbon.
The References tab is displayed.

Click References

3. Select the Insert Caption button in


the Captions group.
The Caption dialog box opens. The
insertion point is placed after the
default label in the Caption box.

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Lesson 11 - Creating Captions

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Steps

Practice Data

4. Type the desired caption, including


any punctuation to appear after the
label.
The caption is entered.

Type : Soccer is growing


in popularity. (including
the colon and the period)

5. Select OK.
The caption is created and inserted
below the image.

Click

Practice the Concept: Scroll down and select the second image on the page. Then,
select the Insert Caption button. Note that Word has automatically assigned the label
Figure 2. Type : Baseball is always a winner., then click OK.

INSERTING A TABLE OF FIGURES

Discussion
If you have a number of captioned items in your document, you might find it useful to
include a Table of Figures so that readers can easily locate them. Captioned items can
include figures (images), tables, and equations.
The Table of Figures feature provides a list of those items, along with page numbers.
In effect it functions as a table of contents that looks only at a very specific type of
content. It relies on the information already provided through the Captions dialog box.

The Table of Figures dialog box

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Lesson 11 - Creating Captions

Word provides a complete and formatted Table of Figures.


The dialog box, however, also gives you the opportunity to
fine-tune it. You can adjust the presentation of the page
numbers, or decide not to include them. You can choose
formats based on the document template or other existing
styles such as Classic. You can also decide whether to include
the label and number, or not.

While it is called Table of Figures, this function can also be


used to provide a Table of Tables, a Table of Equations, or a
table of any captioned items.

Procedures
1. Position the insertion point where you want to insert the Table of
Figures.
2. Select the References tab.
3. Select the Insert Table of Figures button
the Captions group.
4. Select

in

Step-by-Step
Insert a Table of Figures.
To create a paragraph in which to insert the Table of Figures, click just before the
Worldwide Sporting Goods title, and press [Enter].

Steps

Practice Data

1. Position the insertion point where you


want to insert the Table of Figures.
The insertion point appears in the
desired location.

Press [Ctrl+Home], if
necessary

2. Select the References tab.


The References tab is displayed.

Click References

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Steps

Practice Data

3. Select the Insert Table of Figures


button in the Captions group.
The Table of Figures dialog box
opens.

Select

4. Select OK.
The Table of Figures is inserted in the
document.

Click

Type the heading Table of Figures just above the table.

UPDATING A TABLE OF FIGURES

Discussion
Once you have inserted a Table of Figures in your document, it provides a list of the
captioned items. The page numbers, caption labels and information drawn from the
actual captions are also included by default. If your document is a dynamic one,
however, new captioned items may be inserted, the existing captions may be edited,
and, the page numbering will often change.
Word 2007 enables you to update a Table of Figures quickly to reflect any changes.
Depending on the situation, you may choose to update either the page numbers only or
the entire table.

The Update Table of Figures dialog box

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Lesson 11 - Creating Captions

Procedures
1. Position the insertion point anywhere within the Table of Figures to
select it.
2. Select the References tab.
3. Select the Update Table button
group.

in the Captions

4. Select the desired option to update the entire table or only the page
numbers.
5. Select

Step-by-Step
Update a Table of Figures.
Make two changes to the document before updating the Table of Figures. Position the
insertion point at the beginning of the heading Worldwide Sporting Goods then,
create a page break by pressing [Ctrl+Enter]. Then, click in the caption box below
Figure 1. Place the insertion point at the end of the caption for Figure 1 and type the
following text to the end of the first caption: in professional and amateur circles.
Scroll up to the top of the document.

Steps

Practice Data

1. Position the insertion point anywhere


in the Table of Figures to select it.
The Table of Figures is selected.

Click within the Table of


Figures (not in the
heading, which is separate
text)

2. Select the References tab on the


Ribbon.
The References tab is displayed.

Click References

3. Select Update Table in the Captions


group.
The Update Table of Figures dialog
box opens.

Select

4. Select the Update entire table option.


The Update entire table option is
selected.

Click

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Steps

Practice Data

5. Select OK.
The Table of Figures is updated.

Click

The Table of Figures has been updated to reflect the edited caption for Figure 1 and
the revised page numbering.

INSERTING A CROSS-REFERENCE

Discussion
Cross-referencing lets you insert a reference to another item in your document, such
as a specific page, a heading, a subheading, a figure or, a table. The reference works
as a hyperlink, so that a reader viewing the document electronically can go to the item
referred to directly. The hyperlink in the reference will automatically update if the
item is moved within the document or the page numbering changes.

The Cross-reference dialog box

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Lesson 11 - Creating Captions

Procedures
1. Position the insertion point where you want to insert the crossreference.
2. Select the References tab on the Ribbon.
3. Select the Cross-reference button
group.

in the Captions

4. Select the Reference type list.


5. Select the required Reference Type.
6. Select the specific item you want to refer to in the For which [type]
box.
7. Select the Insert reference to list.
8. Select the required text for the reference (e.g. Entire caption,
Heading text or Page number, as appropriate).
9. Select

10. Select

11. Type appropriate text as desired either before or after the inserted
cross-reference.

Step-by-Step
Insert a cross-reference.
Scroll down to page 3 of the document.

Steps

Practice Data

1. Position the insertion point where you


want to insert the cross-reference.
The insertion point is placed in the
desired location.

Click after the text


cooperative advertising
agreements in list item 7

2. Select the References tab on the


Ribbon.
The References tab is displayed.

Click References

3. Select the Cross-reference button in


the Captions group.
The Cross-reference dialog box opens.

Select

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Steps

Practice Data

4. Select the Reference type list.


The Reference type list is displayed.

Click the Reference type

5. Select the desired Reference Type.


The Insert reference to and For which
[type] boxes are updated based on the
selected Reference Type.

Click Bookmark

6. Select the specific item you want to


refer to in the For which [type] box.
The item is selected.

Click Advertising, if
necessary

7. Select the Insert reference to list.


The Insert reference to list is
displayed.

Click the Insert reference

8. Select the required text for the


reference (e.g. Entire caption,
Heading text or Page number, as
appropriate).
The required text is selected.

Click Page number

9. Select Insert.
The cross-reference is inserted in the
document as a page number.
10. Select Close.
The Cross-reference dialog box closes.
11. Type appropriate text before and/or
after the cross-reference.
The cross-reference is presented as
desired.

to

Click

Click
Type - see page before the
reference link

Point to the cross-reference. Press [Ctrl] and click at the same time to follow the link.
Close CAPTION.DOCX.

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Lesson 11 - Creating Captions

EXERCISE
CREATING CAPTIONS

Task
Insert captions, tables of figures and a cross-reference.
1. Open CAPTIONEX.DOCX.
2. Select the first image on the right of page 1.
3. Add a caption and type - Meet world renowned figure skaters in
the Caption box.
4. Change the Numbering format to uppercase letters and then, click
OK.
5. Insert the caption.
6. Select the second image on the left of page 1. Insert the caption:
- Meet top flight footballers.
7. Select the table on page 2 then, change the Caption label to read
Table 1. Then, insert the caption text: - Sales by region for 2007.
(Hint: Click the Label list in the Caption dialog box, select Table to
change the label. Click in the caption box and type the caption text.)
8. Insert the caption.
9

Select the image on page 2, insert the caption: Figure C - Boxing is


creating sales interest. (Hint: Click the Label list in the Caption
dialog box, select Figure to change the label. Click in the caption
box and type the caption text.)

10. Select the table on page 3 and insert the caption: Table 2 - Our new
line in treadmills. (Hint: Click the Label list in the Caption dialog
box, select Table to change the label. Click in the caption box and
type the caption text.)
11. Insert two Tables of Figures (one each for figures and tables) below
the Equipment Showcase heading on page 1. (Hint: Use the
Caption label list under General in the Table of Figures dialog box
to select Figure and then, the Table label to insert the Tables of
Figures.)
12. Insert a new paragraph just before the tables of figures. Type the
heading: Figures and Tables and bold the text.

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13. Insert a page break just before the heading To our valued customers
on page 1 and then, update the page numbers for both of the tables of
figures.
14. Scroll down to page 2. Place the insertion point after new product
lines at the end of the first sentence in the second paragraph of text.
15. Insert a Cross-reference to Table 2. (Hint: Select Table from the
Reference Type list and then, choose the desired option in the For
which caption box. Then, select Page number from the Insert
reference to list.)
16. Type - for example, see page before the cross-reference entry in the
document.
17. Use the cross-reference entry to go to Table 2.
18. Close the document without saving it.

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LESSON 12 CREATING CITATIONS AND BIBLIOGRAPHY


In this lesson, you will learn how to:
Insert citations
Manage sources
Edit Citation and Bibliography styles
Insert a Bibliography

Lesson 12 - Creating Citations and Bibliography

Word 2007 - Lvl 3

INSERTING CITATIONS

Discussion
A bibliography is a list of sources, that you consulted or cited in creating the
document. It is usually placed at the end of a document. In Word 2007, you can
automatically generate a bibliography based on the source information that you
provide for the document.
Each time that you create a new source, the source information is saved on your
computer, so that you can find and use any source you have created.

The extended Create Source dialog box

To find additional sources, or additional information about


sources that you are citing, click Insert Citations and then,
click Search Libraries to open the Research task pane. You
can search a library database for every match of a particular
topic in that librarys collection. Then, you can insert the
citation in the document or, you can add the source
information to the current list of sources for later use.

If you choose a GOST or ISO 690 style for your sources and
a citation is not unique, append an alphabetic character to the
year. For example, a citation would appear as [Pasteur,
1848a].

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If you choose ISO 690 - Numerical Reference and you add


citations to your document, you must click the ISO 690 style
again to correctly order the citations.
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Word 2007 - Lvl 3

Lesson 12 - Creating Citations and Bibliography

Word gives you the opportunity to add the source information


directly or, to add a placeholder so that you can create a
citation and fill in the source information later. After clicking
the Insert Citation button, select Add new placeholder to tag
the source. You can add more information later by opening the
Edit Source dialog box.

Procedures
1. Select the References tab on the Ribbon.
2. Select the Style list in the Citations & Bibliography group.
3. Select the style that you want to use for the citation and source.
4. Place the insertion point at the end of the sentence or phrase in the
document that you want to cite.

5. Select

from the Citations and Bibliography group.

6. Select Add new source.


7. Select the Type of Source list.
8. Select the appropriate type of source.
9. To enter fuller information about a source, select the Show All
Bibliography Fields option, if desired.
10. Enter the bibliography information for the source.
11 Select

Step-by-Step
From the Student Data directory, open TELEWORKING.DOCX.
Insert citations.

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Lesson 12 - Creating Citations and Bibliography

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Steps

Practice Data

1. Select the References tab on the


Ribbon.
The References tab is displayed.

Click References

2. Select Style list in the Citations &


Click Style:
Bibliography group.
The list of available styles is displayed.
3. Select the required style.
The style is selected and displayed in
the Styles list box.

Click GOST - Name Sort

4. Place the insertion point at the end of


the sentence or phrase that you want to
cite.
The insertion point is placed in the
desired location.

Click at the end of the first


line after the text (Survey)

5. Select the Insert Citation button.


The Insert Citation menu opens.
Click
6. Select Add New Source.
The Create Source dialog box opens.

Click Add New Source

7. Select the Type of Source list.


The list of source types is displayed.

Click Type of Source

8. Select the appropriate type of source.


The type of source is selected.

Select Journal Article

9. Select the Show All Bibliography


Fields option.
The Create Source dialog box extends
to show all of the fields for the Type of
Source selected.

Click Show All


Bibliography Fields

10. Enter bibliography information for the


source.
The information is inserted into the
Bibliography Fields accordingly.

Follow the instructions


below the table before
continuing on to the next
step

11. Select OK.


The Create Source dialog box closes
and the citation is displayed at the
insertion point in the document.

Click

Type the following information in the Bibliography Fields:


Author:
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Walley, James
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Word 2007 - Lvl 3

Lesson 12 - Creating Citations and Bibliography

Socket to em now
Computer Users Journal
2006
40

Title:
Journal Name:
Year:
Pages:

Return to the table and continue on to the next step (step 11).

MANAGING SOURCES

Discussion
The list of sources that you consult or cite can become quite long, At times, you might
want to search for a source that you cited in the current document, or another
document, using the Manage Sources feature.

The Source Manager dialog box

If you open a new document that does not yet contain


citations, all of the sources that you used in previous
documents appear under Master List in the Source Manager
dialog box.

If you open a document that includes citations, the sources for


those citations appear under Current List, and all sources that
you have cited, either in previous documents or in the current
document, appear under Master List in the Source Manager
dialog box.

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Lesson 12 - Creating Citations and Bibliography

Word 2007 - Lvl 3

You can click the Browse button in the Source Manager


dialog box to open the Open Source List dialog box. You can
use this dialog box to search for another master list from
which you can import new sources into your document.

Procedures
1. Display the References tab on the Ribbon.
2. Select

in the Citations and Bibliography group.

3. To find a specific source, type a search term (e.g. Title, Author


name, publication name or, year) for the source in the Search box.
4. Select

Step-by-Step
Manage sources.
If necessary, display the References tab on the Ribbon.

Steps
1. Select the Manage Sources button in
the Citations and Bibliography
group.
The Source Manager dialog box
opens.
2. To find a specific source, type a search
term (e.g. Title, Author name,
publication name or, year) for the
source in the Search box.
The Current List narrows dynamically
to match your search term.
3. Select Close.
The Source Manager dialog box
closes.

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Practice Data
Click

Type Computer

Click

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Word 2007 - Lvl 3

Lesson 12 - Creating Citations and Bibliography

EDITING CITATION AND BIBLIOGRAPHY STYLES

Discussion
You may decide that you want to change the style of your citations and bibliography,
after you have entered them in your document. Word 2007 makes it easy to change
styles, for example, from Chicago to ISO 690 Numerical Reference.

The Style menu

When you change the style of the citation, the style of the
bibliography is updated automatically to reflect the changes
you have made.

There may be additional fields associated with the new


citation style that you did not complete when you originally
created the citation.

Procedures
1. Display the References tab on the Ribbon.
2. Place the insertion point in one of the citations you want to change.

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3. Select the Style list.


4. Select the style that you want to use for the citation and source.

Step-by-Step
Edit a citation and bibliography style.
If necessary, display the References tab on the Ribbon.

Steps

Practice Data

1. Place the insertion point in one of the


citations you want to change.
The citation is selected.

Click in the citation


(Survey) at the end of the
first line

2. Select the Style list.


Click Styles
The list of available styles is displayed.
3. Select the desired style.
The style is selected. The citation
format in the document changes and
the bibliography is updated to reflect
the new style.

Select ISO 690 Numerical Reference

Notice that all the citations on page 1 of the document have changed to style ISO 690
- Numerical reference because they were all based on the original style; GOST Name Sort.

INSERTING A BIBLIOGRAPHY

Discussion
You can create a bibliography after you insert one or more sources in a document.
You can use a placeholder citation, if you do not have all of the information to hand
that you need about a source to create a complete citation. You can complete the
source information later. Placeholder citations, however, do not appear in the
bibliography.

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Lesson 12 - Creating Citations and Bibliography

The Bibliography gallery

Placeholder sources are alphabetized in the Source Manager


dialog box. Any incomplete sources are displayed with a
question mark before the placeholder tag name. Placeholder
tag names are numbered by default, you can, however,
customize the names.

Any changes you make to a placeholder citation will be


automatically updated in the bibliography, even after you have
created one.

Procedures
1. Position the insertion point where you want the bibliography to be
inserted in the document.
2. If necessary, display the References tab on the Ribbon.
3. Select

in the Citations and Bibliography group.

4. Select your desired bibliography format, you can choose from BuiltIn styles in the Bibliography gallery or select Insert Bibliography.

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Lesson 12 - Creating Citations and Bibliography

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Step-by-Step
Insert a bibliography.
If necessary, display the References tab on the Ribbon.

Steps

Practice Data

1. Position the insertion point where you


want the bibliography to be inserted in
the document.
The insertion point is placed in the
desired location.

Click [Ctrl+End]

2. Select the Bibliography button in the


Citations and Bibliography group.
The Bibliography gallery opens.

Click

3. Under the Built-In section, select


Bibliography.
The Bibliography gallery closes. The
selected built-in bibliography is
inserted at the end of the document
listing all the sources cited in the
document.

Click the Bibliography


under the Built-In section

Notice that the Built-In bibliography style inserts a heading. The first citation
displays a numeric placeholder only because no information has been included in the
Source Manager.
Close TELEWORKING.DOCX.

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Lesson 12 - Creating Citations and Bibliography

EXERCISE
CREATING CITATIONS AND BIBLIOGRAPHY

Task
Create citations and a bibliography.
1. Open COMPUTING.DOCX.
2. Insert a new citation at the end of the first quotation, using the
Chicago style and inserting the following information:
Type of Source: Journal article
Author: Watson, Thomas
Title: The Future of Computing
Journal Name: IBM Journal
Year: 1940
Pages: 35
3. Copy the source Heathcote, PM; Advanced Computing (2000)
from the Current List to the Master List.
(Hint: open the Source Manager dialog box then, select the source
and use the Copy button to add the source to the Master List.)
4. Change the style of the citations and bibliography from Chicago to
ISO 690 - Numerical Reference.
5. Insert a bibliography at the end of the document using the
Bibliography style from the Bibliography gallery.
6. Close the document without saving it.

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LESSON 13 CREATING A TABLE OF AUTHORITIES


In this lesson, you will learn how to:
Mark citations
Insert a table of authorities
Update a table of authorities

Lesson 13 - Creating a Table of Authorities

Word 2007 - Lvl 3

MARKING CITATIONS

Discussion
A Table of Authorities is a standard way of declaring what authorities you have cited
in your document and where they appear.
To create a Table of Authorities, you must first mark the citations that you want to
include. The Mark Citation dialog box allows you to mark selected text in a document
and assign it to a category. Word provides several categories, including Cases,
Statutes, Other Authorities, Rules, Treatises, Regulations, and Constitutional
Provisions. You can also add your own categories to the list.
It may be helpful to review a printed copy of the legal document when marking
citations for a Table of Authorities so that you can determine which text you should
use for long and short citations. You should select long citations for marking and then
select the Mark All button; Word then marks the long citation and all associated short
citations. Alternatively, you can select the Mark button to mark only the current
selection.
Word stores the marked citation text in a {TA} field. As soon as you mark text for a
Table of Authorities, Word displays the formatting marks in the document, including
the {TA} field codes.

The citation has been inserted in the document in a TA field

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Lesson 13 - Creating a Table of Authorities

The Mark Citation dialog box remains open until you select
Close. Therefore, you can continue to mark citations by
selecting the desired text in the document and then, selecting
Mark or Mark All as desired.

You can use the Word shortcut keys or buttons on the Ribbon
to format text in the Selected text box.

Note that this procedure uses Mark Citation in the Table of


Authorities group on the References tab, not Insert Citation
in the Citations & Bibliography group.

Procedures
1. Select the text you want to mark as a citation.
2. Select the References tab on the Ribbon.

3. Select the Mark Citation button


group.

in the Table of Authorities

4. Type the desired abbreviated text for the short citation.


5. Select the Category list

6. Select the appropriate category.


7. Select
8. Select

or

as desired.

Step-by-Step
From the Student Data directory, open CASE9.DOCX.
Mark citations in a document.
Go to the second page (page 1 of section 2) of the document.

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Steps

Practice Data

1. Select the text you want to mark as a


citation.
The text is highlighted as you drag.

Scroll as necessary and


drag to select the Small
Business Credit Act, 12
U.S.C. 2001 - 2279AA14 text, in the second
paragraph under the
PROCEDURAL
HISTORY heading

2. Release the mouse button.


The text is selected.

Release the mouse button

3. Select the References tab on the


Ribbon.
The References tab is displayed.

Click References

4. Select the Mark Citation button in the


Table of Authorities group.
The Mark Citation dialog box opens.
The selected text is displayed in both
the Selected text and Short citation
boxes.
5. Type the desired abbreviated text for
the short citation.
The text is entered in the Short
citation box.
6. Select the Category list.
A list of available categories is
displayed.
7. Select the appropriate category.
The category is selected.
8. Select Mark or Mark All as desired.
The {TA} field code for the citation is
inserted in the document and the
formatting marks are displayed. Both
the short and the long citations are
entered in the corresponding boxes in
the Mark Citation dialog box.
9. Select Close.
The Mark Citation dialog box closes.

Click

Type 12 U.S.C.

Click Category

Click Statutes

Click

Click

Close CASE9.DOCX.

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Lesson 13 - Creating a Table of Authorities

INSERTING A TABLE OF AUTHORITIES

Discussion
A Table of Authorities is generally placed at the beginning of a legal document and
often uses Roman numerals for page numbers. If you want to format a Table of
Authorities differently from the rest of the document, you must insert it in a separate
section.
After you have marked all citations in a document, you can define the format of the
Table of Authorities and then, generate it. Word provides several built-in styles for
tables of authorities. If none of the built-in styles meets your needs, you can design a
custom format by modifying the various built-in styles.
In addition, you can keep the original formatting of citations as they appear in the
document, select the categories you want to include in the Table, and select a tab
leader (a series of characters that extends between the Table of Authority entries and
the corresponding page numbers).
You can also select the passim option on the Table of Authorities page in the Index
and Tables dialog box, which replaces five or more references to the same authority
with the word passim.

The Table of Authorities dialog box

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Lesson 13 - Creating a Table of Authorities

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The Tables of Authorities is inserted as a {TOA} field code.


You can toggle views between the Table of Authorities text
and its field code, by right-clicking in the Table and selecting
Toggle Field Codes from the shortcut menu. You can also use
the keyboard shortcut [Shift+F9] to carry out this action.

Procedures
1. Position the insertion point in the document where you want the
Table of Authorities to be inserted.
2. Select the References tab on the Ribbon.
3. Select the Insert Table of Authorities button
Authorities group.

in the Table of

4. Select the Use passim option, if desired.


5. Select the Keep original formatting option, if desired.
6. Select the Formats list.
7. Select the desired format.
8. Select the Tab leader list.
9. Select the desired tab leader.
10. Select the desired category from the Category box.
11. Select

Step-by-Step
From the Student Data directory, open CASE9U1.DOCX.
Create a Table of Authorities.
If necessary, go to the top of the document.

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Steps

Practice Data

1. Position the insertion point in the


document where you want the table of
authorities to be inserted.
The insertion point is place in the
desired location.

Click in the second line


below the TABLE OF
AUTHORITIES heading

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Word 2007 - Lvl 3

Lesson 13 - Creating a Table of Authorities

Steps

Practice Data

2. Select the References tab on the


Ribbon.
The References tab is displayed.

Click References

3. Select the Insert Table of Authorities


button in the Table of Authorities
group.
The Table of Authorities dialog box
opens.

Click

4. Select the Use passim option, if


desired.
The Use passim option is selected.

Click Use passim, if


necessary

5. Select the Keep original formatting


Click Keep original
option, if desired.
formatting, if necessary
The Keep original formatting option is
selected.
6. Select the Formats list.
A list of available formats is displayed.
7. Select the desired format.
The selected format is displayed in the
Print Preview box.
8. Select the Tab leader list.
A list of available tab leaders is
displayed.

Click Formats
Click Formal

Click Tab leader

9. Select the desired tab leader.


The tab leader is displayed in the Tab
leader box.

Click
option)

10. Select the desired category from the


Category box.
The category is selected.

Click All, if necessary

11. Select OK.


The Table of Authorities dialog box
closes. The Table of Authorities is
inserted in the document at the
insertion point.

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Click

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Lesson 13 - Creating a Table of Authorities

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UPDATING A TABLE OF AUTHORITIES

Discussion
If you add or delete citations after you have inserted a Table of Authorities, you must
build a new Table of Authorities to replace the existing one. Although the options
selected for the existing Table of Authorities remain in effect, you can change any of
those options as desired.
If, however, the changes made to the document affect only the page numbering, you
do not need to build a new Table of Authorities. Instead, you can update just the page
numbers in the existing Table of Authorities.

You must rebuild a Table of Authorities if you want to change


its format.

Procedures
1. Select the References tab on the Ribbon.
2. Select the Insert Table of Authorities button
Authorities group.

in the Table of

3. Select the desired category from the Category list box.


4. Change any formatting, if desired.
5. Select
6. Select

.
.

Step-by-Step
Update a Table of Authorities.
Go to page 4 of the document. Mark the Pennsylvania Rule of Appellate Procedure
302(a) text in the second paragraph below argument B as a long citation in the Rules
category; type Pa. R.A.P. 302(a) as the short citation. Then, close the Mark Citation
dialog box and hide the formatting marks.

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Lesson 13 - Creating a Table of Authorities

It does not matter where the insertion point is within the document. You do not need
to select the existing Table of Authorities.

Steps

Practice Data

1. Select the References tab on the


Ribbon.
The References tab is displayed.

Click References

2. Select the Insert Table of Authorities


button in the Table of Authorities
group.
The Table of Authorities dialog box
opens.

Click

3. Select the desired category from the


Category list box.
The category is selected.

Click All, if necessary

4. Change any formatting, if desired.


The formatting is updated.

Select a different Tab


leader

5. Select OK.
Click
The Table of Authorities dialog box
closes. The existing Table of
Authorities Cases section in the
document is selected. A Microsoft
Office Word message box opens asking
if you want to replace the selected
Table of Authorities category.
6. Select Yes.
The Microsoft Office Word message
box closes. An updated Table of
Authorities is placed in the document.

Click

Practice the Concept: Go to the second page (page 1 in section 2) of the document.
Press [Ctrl+Enter] to insert a page break before the text PROCEDURAL
HISTORY. Then, scroll up to the existing Tables of Authorities and select all three of
them.
Click the Update Table of Authorities button in the Table of Authorities group. The
page numbers of all the citations are updated.
Close CASE9U1.DOCX.

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Lesson 13 - Creating a Table of Authorities

Word 2007 - Lvl 3

EXERCISE
CREATING A TABLE OF AUTHORITIES

Task
Mark citations, create and build a table of authorities.
If possible, print the document to determine which text contains citations.
1. Open BRIEF9.DOCX.
2. Select the References tab and open the Mark Citation dialog box for
a Table of Authorities.
3. Select the Next Citation button to find the first citation in the
document.
4. Select the text; Iorfida v. Mary Robert Realty Co. and mark it as a
citation in the Cases category, using Iorfida as the short citation.
(Hint: after selecting the text in the document, click on the Mark
Citation dialog box to insert the selected text.)
5. Find the next citation; Zack v. Borough of Saxonburg, (you may
need to scroll up in the document to view the citation which, is also
on page 4 of the document). Mark all citations of it in the Cases
category, using Zack as the short citation.
6. Find the next citation. Mark all occurrences of Yurechko v.
Allegheny County in the Cases category, using Yurechko as the
short citation.
7. Mark all citations of the last citation in the document (Bush v. Atlas
Automobile Finance Corp.) in the Cases category, using Bush as
the short citation. Then, close the Mark Citations dialog box and hide
the paragraph formatting marks.
8. Go to the top of the document and position the insertion point on the
second line below the TABLE OF AUTHORITIES text.
9. Insert a Table of Authorities using the Simple format and the Cases
category.
10. View the {TOA} field code; then display the Table of Authorities
text again.
11. Go to page 3 of the document and insert a page break on the line
above the ARGUMENT heading.

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Lesson 13 - Creating a Table of Authorities

12. Select the Table of Authorities and update it to reflect the change in
page numbers.
13. Close the document without saving it.

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LESSON 14 USING BOOKMARKS


In this lesson, you will learn how to:
Work with bookmarks
Create bookmarks
View bookmarks
Go to a bookmark
Cross-reference to a bookmark
Delete a bookmark

Lesson 14 - Using Bookmarks

Word 2007 - Lvl 3

WORKING WITH BOOKMARKS

Discussion
When you are working in a long document, it can be helpful to mark specific locations
in the document so that you can go back to those locations at a later time. You can use
bookmarks to mark a location in a document or to mark selected text, graphics, tables,
and other objects.
Bookmarks can also be used to create cross-references or mark a range of pages for an
index entry.

CREATING BOOKMARKS

Discussion
When you create a bookmark, you must give it a unique name. A bookmark name
must begin with a letter and can be up to 40 characters long. Only letters, numbers,
and the underscore ( _ ) character can be used in a bookmark name; it cannot contain
any spaces or punctuation.
When you create a bookmark, it is added to the list of existing bookmarks for that
document.

Creating a bookmark
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Lesson 14 - Using Bookmarks

You can create a bookmark to a location rather than text by


positioning the insertion point in the desired location and
naming the bookmark as desired.

To create a bookmark for the purpose of cross-referencing, or


creating a range of pages for an index entry, you must first
select the text and/or objects.

Procedures
1. Select the item to which you want to add a bookmark.
2. Select the Insert tab on the Ribbon.
3. Select the Bookmark button

in the Links group.

4. Type the desired bookmark name.


5. Select

Step-by-Step
From the Student Data directory, open PACK17.DOCX.
Create a bookmark.
Go to page 5 of the document.

Steps

Practice Data

1. Select the item to which you want to


add a bookmark.
The text is highlighted as you drag.

Drag to select the Fitness


Equipment heading

2. Release the mouse button.


The text is selected.

Release the mouse button

3. Select the Insert tab on the Ribbon.


The Insert tab is displayed.

Click Insert

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Steps

Practice Data

4. Select the Bookmark button in the


Links group.
The Bookmark dialog box opens with
the insertion point in the Bookmark
name box.

Click

5. Type the desired bookmark name.


The text is entered in the Bookmark
name box.

Type fitness

6. Select the Add button.


The Bookmark dialog box closes and
the bookmark is saved.

Click

Practice the Concept: Go to page 4, select the Minimum Order text and create a
bookmark named order.
Go to page 3, select the Advertising Agreement text and create a bookmark named
advertising. Click anywhere in the document to deselect the text.

VIEWING BOOKMARKS

Discussion
Word marks a bookmark by inserting hidden text in the document at the location of
the bookmark. At times, you may need to view the bookmarks in a document. You
can view bookmarks by selecting the Show bookmarks option on the Advanced page
in the Word Options dialog box.
Text that has been selected for a bookmark is enclosed in gray, square brackets ( [ ] ).
If a bookmark marks a location rather than text or an object, the bookmark is
displayed as a bold I-beam.

Procedures
1. Select the Office button
2. Select

.
at the bottom of the Office menu.

3. Select Advanced.

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Lesson 14 - Using Bookmarks

4. Under Show document content, select the Show bookmarks


option.
5. Select

Step-by-Step
View bookmarks.

Steps

Practice Data

1. Select the Office button.


The Office menu opens.

Click

2. Select Word Options.


The Word Options dialog box opens.

Click

3. Select Advanced.
The Advanced options are displayed
on the right-hand side of the dialog
box.

Click Advanced

4. Under Show document content,


select the Show bookmarks option.
The Show Bookmarks option is
selected.

Click Show
bookmarks

5. Select OK.
The Word Options dialog box closes
and the bookmarks are displayed in
the document.

Click

Scroll as necessary to view the bookmarks on pages 3, 4, and 5.


Open the Word Options dialog box again and deselect the Show Bookmarks option.

GOING TO A BOOKMARK

Discussion
One reason to create bookmarks is to mark specific locations in a document so that
you can go back to those locations at a later time. You can use a bookmark to quickly
move to bookmarked text or a bookmarked location.

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Bookmarks can be sorted in the Bookmark dialog box by name or by location in the
document.

You can also use the Go To page in the Find and Replace
dialog box to go to a bookmark. On the Go To page, select
Bookmark in the Go to what list box. Then, select the desired
bookmark from the Enter bookmark name list.

To open the Find and Replace dialog box, you can click the
Find button in the Editing group on the Home tab and select
the Go To page. Alternatively, if page numbers are displayed
on the status bar, you can click the page number area to open
the dialog box at the Go To page.

Procedures
1. Select the Insert tab on the Ribbon.
2. Select the Bookmark button

in the Links group.

3. Select the desired bookmark from the Bookmark name list box.

4. Select

5. Select

Step-by-Step
Go to a bookmark.
If necessary, go to the top of the document. Press [Ctrl+Home].

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Steps

Practice Data

1. Select the Insert tab on the Ribbon.


The Insert tab is displayed.

Click Insert, if necessary

2. Select the Bookmark button in the


Links group.
The Bookmark dialog box opens.

Click

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Lesson 14 - Using Bookmarks

Steps

Practice Data

3. Select the desired bookmark from the


Bookmark name list box.
The bookmark is displayed in the
Bookmark name box.

Click order

4. Select Go To.
The bookmarked text is selected in the
document.
5. Select Close.
The Bookmark dialog box closes.

Click

Click

Practice the Concept: Open the Bookmark dialog box, go to the fitness bookmark,
and then to the advertising bookmark without closing the Bookmark dialog box.
Then, close the Bookmark dialog box.

CROSS-REFERENCING TO A BOOKMARK

Discussion
You can use bookmarks to identify and go to specific locations in a document.
A cross-reference is used to refer to other text, an object, or a location in a document.
A cross-referenced location usually provides additional information related to the text
or object to which the cross-reference is attached. In a printed document, the reader
must go to a cross-referenced location manually in order to see the additional
information. A cross-reference is hyperlinked by default so that a reader, viewing an
electronic version of the document, can click the cross-reference to go directly to the
cross-referenced location.
Before you can cross-reference a bookmark, you must first define it. When you crossreference a bookmark, you must indicate whether you want to insert the crossreference to the actual bookmarked text, the page number on which the bookmark is
found, or the paragraph number in which the bookmark is located. If you crossreference to a page or paragraph number and select the Include above/below option,
Word includes the appropriate word (above or below) in the cross-reference.

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Cross-referencing to a bookmark

Procedures
1. Position the insertion point where you want to create a crossreference.
2. Type introductory text for the cross-reference in the document, if
desired.
3. Select the Insert tab on the Ribbon.
4. Select the Cross-reference button
group.

in the Links

5. Select the Reference type list.


6. Select Bookmark.
7. Select the Insert reference to list.
8. Select the desired option.
9. Select or deselect Insert as hyperlink, as desired.
10. Select the bookmark you want to include in the cross-reference from
the For which bookmark list box.
11. Select

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12. Select

Lesson 14 - Using Bookmarks

Step-by-Step
Cross-reference to a bookmark.
If necessary, go to the top of the document. Press [Ctrl+Home].

Steps

Practice Data

1. Position the insertion point where you


want to create a cross-reference.
The insertion point is placed in the
desired location.

Click at the end of the


third paragraph under the
Sporting Equipment
heading

2. Type introductory text for the crossreference, if desired.


The text is inserted at the insertion
point.

Type For specific items,


see

3. Select the Insert tab on the Ribbon.


The Insert tab is displayed.

Click Insert, if necessary

4. Select the Cross-reference button in


the Links group.
The Cross-reference dialog box opens.

Click

5. Select the Reference type list.


A list of available reference types is
displayed.

Click Reference type

6. Select Bookmark.
Bookmark is displayed in the
Reference type box and all bookmarks
defined in the document are displayed
in the For which bookmark list box.

Click Bookmark

7. Select the Insert reference to list.


A list of available options appears.

Click Insert reference to

8. Select the desired option.


The option is displayed in the Insert
reference to box.

Click Bookmark text

9. Select Insert as hyperlink.


The Insert as hyperlink option is
selected.

Click Insert as
hyperlink, if necessary

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Steps

Practice Data

10. Select the bookmark you want to


include in the cross-reference from the
For which bookmark list box.
The bookmark is selected.

Click fitness

11. Select Insert.


The bookmarked text is inserted in the
document as a cross-reference.
12. Select Close.
The Cross-reference dialog box closes.

Click

Click

Add spaces and punctuation as necessary to the cross-reference in the document.


Then, press [Ctrl] and click the cross-reference to go to the cross-referenced text.

DELETING A BOOKMARK

Discussion
If you no longer need a bookmark, you can delete it, either directly in the document or
from the Bookmark dialog box.
If you delete a bookmark in the document, you must delete the gray, square brackets
( [ ] ) and their contents, thereby deleting the selected text or object of the bookmark
as well as the bookmark itself. You can delete a bookmark without deleting the
bookmarked item text by selecting the Delete button in the Bookmark dialog box.
After you have deleted a bookmark, you can use the same bookmark name to mark
another item.

Procedures
1. Select the Insert tab on the Ribbon.
2. Select the Bookmark button

in the Links group.

3. Select the bookmark you want to delete.

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4. Select

5. Select

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Lesson 14 - Using Bookmarks

Step-by-Step
Delete a bookmark.

Steps

Practice Data

1. Select the Insert tab on the Ribbon.


The Insert tab is displayed.

Click Insert, if necessary

2. Select the Bookmark button in the


Links group.
The Bookmark dialog box opens.

Click

3. Select the bookmark you want to


delete.
The bookmark is selected.

Click advertising

4. Select Delete.
The bookmark is deleted from the
Bookmark name list box and removed
from the document.
5. Select Close.
The Bookmark dialog box closes.

Click

Click

Close PACK17.DOCX.

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EXERCISE
USING BOOKMARKS

Task
Define and use bookmarks.
1. Open INVITE61.DOCX.
2. Create bookmarks for the following items:

Item

Page

Bookmark Name

Directions to the Showcase

directions

Seminars and Demonstrations

seminars

EXERCISE BIKES

bikes

ROWING MACHINES

rowers

STEPPERS

steppers

TREADMILLS

treadmills

3. Select the Show bookmarks option on the Advanced page in the


Word Options dialog box.
4. Use the directions bookmark to go to the Directions to the
Showcase text.
5. Go to the top of the document. Position the insertion point at the end
of the second paragraph and type: See.
6. Create a hyperlinked cross-reference to the seminars bookmark.
Close the Cross-reference dialog box. Add spacing and punctuation
as necessary. Press [Ctrl] and click the cross-reference to jump to
the cross-referenced text.
7. Delete the bikes and treadmills bookmarks.
8. Deselect the Bookmarks option on the Advanced page in the Word
Options dialog box.
9. Close the document without saving it.

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LESSON 15 USING FOOTNOTES AND ENDNOTES


In this lesson, you will learn how to:
Use notes
Insert notes
Set note options
View notes
Browse notes
Move and copy notes
Delete a note

Lesson 15 - Using Footnotes and Endnotes

Word 2007 - Lvl 3

USING NOTES

Discussion
You can use footnotes and endnotes to annotate text with additional information (such
as the source of the text, a definition, or a further explanation). Footnotes and
endnotes comprise two linked parts; a note reference mark in the document text and
its related note text. Footnotes usually appear at the bottom of the page while endnotes
usually appear in a group at the end of the document.
Although you would normally use either footnotes or endnotes in a document, you can
use both in the same document.

INSERTING NOTES

Discussion
Word automatically numbers both footnotes and endnotes. Consequently, Word
renumbers existing notes when you add or delete a note. Footnotes and endnotes,
however, are numbered independently of each other.
Footnote text always appears on the same page as the corresponding note reference
mark. Therefore, if changes made to document text move a footnote reference mark to
the following page, the footnote text also moves to the following page.
You can insert footnotes and endnotes in either Draft, Outline, Web Layout or Print
Layout views. When you insert a footnote in Web Layout, Outline or Draft views,
the note reference mark appears at the insertion point in the document and the
Footnotes pane opens in the document window. After you have typed the note text
into the Footnotes pane, you can leave the pane open and return to work in the
document. In this way, you can view the document footnotes at the same time as the
document text.
If you prefer to work in Print Layout view, you do not use the Footnotes pane.
Instead, the insertion point moves to the footnote area at the bottom of the current
page as soon as you insert a footnote, so that you can type the footnote text.
If you want to insert an endnote, an Endnotes pane opens when you work in Outline
or Draft views. To insert an endnote in Print Layout or Web Layout view, the
insertion point will automatically go to the end of the document, or to the end of the
current document section depending on the selected endnote options, so that you may
type the endnote text. After you have typed the footnote or endnote, you can doubleclick the note reference mark to return to the corresponding note reference mark in the
document text.

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Lesson 15 - Using Footnotes and Endnotes

A footnote in the note pane

To quickly insert a footnote or an endnote with their


associated default settings, you can use the Insert Footnote or
Insert Endnote buttons in the Footnotes group on the
References tab. You can make changes to the default options
at a later time by using the Footnotes launcher arrow to open
the Footnote and Endnote dialog box.

You can type, or select, a custom reference mark in the


Custom mark box in the Footnote and Endnote dialog box if
you prefer not to use numbers.

Procedures
1. Switch to Draft view.
2. Position the insertion point in the text to which you want to add a
note.
3. Select the References tab on the Ribbon.
4. Select the launcher arrow in the Footnotes group.
5. Under Location, select the desired type of note.
6. Select the Format options, as desired.

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7. Select

Word 2007 - Lvl 3

8. Enter the desired note text.


9. Select the Close button in the Footnotes or Endnotes pane, as
appropriate.

Step-by-Step
From the Student Data directory, open PACK18.DOCX.
Insert a note.
Switch to Draft view using the View Shortcuts button on the status bar.

Steps

Practice Data

1. Position the insertion point in the text


to which you want to add a note.
The insertion point is placed in the
desired location.

Click after warranty, at


the end of the first
paragraph under the
Sporting Equipment
heading

2. Select the References tab on the


Ribbon.
The References tab is displayed.

Click References

3. Select the Footnotes launcher arrow.


The Footnote and Endnote dialog box
opens.

Click
group

4. Under Location, select the desired


type of note.
The Footnotes option is selected.

Click Footnotes, if
necessary

5. Select the Numbering list under


Format.
A list of available options is displayed.

Click Numbering

6. Select the desired option.


The appropriate option is selected.

Click Continuous

7. Select Insert.
The Footnote and Endnote dialog box
closes. The note reference mark is
placed at the insertion point and the
Footnotes pane opens.

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in the Footnotes

Click

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Lesson 15 - Using Footnotes and Endnotes

Steps

Practice Data

8. Enter the desired note text.


The note text is entered in the
Footnotes pane.

Type See specific item


warranty for details.

9. Select the Close button in the


Footnotes pane.
The Footnotes pane closes.

Click

Practice the Concept: Go to page 3 and click at the end of the Item 2 Initial
advertising budget. Open the Footnote and Endnote dialog box to insert the
following endnote: This agreement will be reviewed after six months to determine
whether adjustments are necessary..
Go to page 6 and click at the end of the Exercise Bikes heading. Open the Footnote
and Endnote dialog box to insert the following footnote: Manufacturers extended
warranty is 60 days.. Then, close the Footnotes pane.
Preview the document by pointing to Print in the Office menu and then, clicking
Print Preview. Scroll the document to view the footnotes at the bottom of pages 1
and 6 and the endnote on page 7. Then, close Print Preview.

SETTING NOTE OPTIONS

Discussion
After footnotes and/or endnotes have been added, you can modify their placement and
appearance. Although footnotes usually appear at the bottom of the page, they can
also appear directly beneath the note reference mark in the document text. Endnotes
can appear at the end of the document or at the end of the document section in which
the note reference mark appears.
Footnote and endnote reference marks can appear as numbers, letters, Roman
numerals, or symbols. You can also create custom note reference marks. If you use
both footnotes and endnotes in the same document, you should select different
numbering formats for each.
You can select a different starting number for footnotes and endnotes, which is useful
if your document is to be added to another document. Footnote and endnote
numbering can be continuous throughout a document, or it can restart at each section.
Footnote numbering can also be set to restart for each page.

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Lesson 15 - Using Footnotes and Endnotes

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Procedures
1. Select the References tab on the Ribbon.
2. Select the launcher arrow in the Footnotes group.
3. Under Location, select the desired type of note.
4. Select the corresponding notes list.
5. Select the desired option.
6. Select the Number format list.
7. Select the desired number format.
8. Enter the number with which you want to start numbering in the
Start at box, if desired.
9. Select the Numbering list, if desired.
10. Select the desired option.
11. Select

Step-by-Step
Set note options.

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Steps

Practice Data

1. Select the References tab on the


Ribbon.
The References tab is displayed.

Click References, if
necessary

2. Select the launcher arrow in the


Footnotes group.
The Footnote and Endnote dialog box
opens.

Click
group

3. Under Location, select the desired


type of note.
The Endnotes option is selected.

Click Endnotes, if
necessary

5. Select the corresponding notes list.


A list of available options is displayed.

Click Endnotes

6. Select the desired option.


The option is selected.

Click End of document

in the Footnotes

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Lesson 15 - Using Footnotes and Endnotes

Steps

Practice Data

7. Select the Number format list.


A list of available number formats is
displayed.

Click Number format

8. Select the desired number format.


The number format is selected.

Click A, B, C,

9. Select Apply.
The Footnote and Endnote dialog box
closes and the note options are saved.

Click

Go to page 3 in the document. Notice that the endnote at the end of the Item 2
paragraph uses the letter A as the note reference mark.

VIEWING NOTES

Discussion
You can view the notes in a document in one of two ways. In Draft view, you can
open either the Footnotes or Endnotes panes to see all the footnotes or all the
endnotes in the document, respectively. In Print Layout view, notes appear in their
printed location. For example, footnotes appear at the bottom of the page in which the
corresponding note reference mark is located and endnotes appear at the end of the
document (or at the end of the section in which the corresponding note reference mark
is located, if applicable).
Pointing to a note reference mark displays the note text in a ScreenTip. There are
different methods you can use to move back and forth between a note reference mark
and its note text, depending upon the view. Regardless of the view, double-clicking a
note reference mark in the document will take you to its note text.

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Viewing footnotes in the Footnote pane

You can view Footnotes or Endnotes by selecting the Show


Notes button in the Footnotes group. You can then select
whether to view footnotes or endnotes. Depending on the
view, the footnotes or endnotes will either display in the
document, or in their respective panes.

Procedures
1. Switch to Draft view.
2. Point to the note reference mark in the document text to view the
note text in a ScreenTip.
3. Double-click the note reference mark in the document text to open
the Footnotes or Endnotes pane.
4. Click any note text in the Footnotes or Endnotes pane to view the
corresponding reference mark in the document.
5. Switch to Print Layout view.
6. Double-click any note reference mark in the document text.
7. Double-click any note reference mark in the note area.

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Lesson 15 - Using Footnotes and Endnotes

Step-by-Step
View notes in Draft and Print Layout views.
Go to page 1 and if necessary, switch to Draft view using the View Shortcuts buttons
on the status bar.

Steps

Practice Data

1. Point to the note reference mark in the


document text to view the note text in
a ScreenTip.
The note text is displayed in a
ScreenTip.

Point to the 1 note


reference mark at the end
of the first paragraph
under Sporting
Equipment

2. Double-click the note reference mark


in the document text to open the
Footnotes pane.
The Footnotes pane opens and the
insertion point is placed to the left of
the selected footnote text.

Double-click the 1 note


reference mark

3. Click any note text in the notes pane to


view the corresponding reference mark
in the document.
The note reference mark in the
document text is displayed.

Click in the
2 Manufacturers
extended warranty is 60
days

4. Switch to Print Layout view.


The document is displayed in Print
Layout view.

Click
on the right-hand
side of the status bar

5. Double-click any note reference mark


in the document text.
The Endnote text is displayed at the
end of the document. The insertion is
placed before the Endnote reference
mark.

Scroll to page 3 and


double-click the A note
reference mark at the end
of the Item 2 paragraph

6. Double-click any note reference mark


in the note area.
The Endnote reference mark is
displayed in the document text.

Double-click the A note


reference mark in the
endnote area

Switch to Draft view. Select the Show Notes button in the Footnotes group to open
the View Footnotes dialog box. Then, select the View footnote area option, if
necessary and click OK. Notice that the Footnotes pane opens. In footnote 2, change
60 days to 90 days and then, close the Footnotes pane. Point to the footnote 2 note
reference mark in the document to view the changed note text in the ScreenTip.

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BROWSING NOTES

Discussion
You can use the Go To feature to move quickly to a note. You can go to a specific
note, or you can browse through all document footnotes or endnotes.
The Select Browse Object button lets you open the Find and Replace dialog box as
well as browse by field, endnote, footnote, comment, section, page, edits, heading,
graphic, or table. If you choose to browse by footnote or endnote, you can view each
footnote or endnote in the document, one at a time.
When you select an object other than Browse by Page from the Select Browse
Object menu, the names of the Previous and Next buttons change accordingly and
the arrows on the buttons turn blue.
As soon as you select the object by which you want to browse, Word immediately
takes you to the next occurrence of that object in the current document. For example,
as soon as you select the Browse by Footnote button from the Select Browse Object
menu, the insertion point appears to the left of the next footnote in the document, if
one exists.
You can also select the Go To button from the Select Browse Object menu to open
the Find and Replace dialog box on the Go To page. On the Go To page, you can
enter the number of the specific footnote or endnote you want to view, or you can type
a plus (+) or minus (-) sign to view either the next or previous note accordingly. You
can also type a number after the plus or minus sign to move forward or backward a
specific number of notes.

You can click the page area on the left end of the status bar to
open the Find and Replace dialog box on the Go To page.
Alternatively, you can open the Find and Replace dialog box
by selecting the Find or Replace buttons in the Editing group
on the Home tab.

Procedures
1. Select the Select Browse Object button

on the vertical scroll bar.

2. Select the Browse by Footnote button

or the Browse by

Endnote button

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, as desired.

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Lesson 15 - Using Footnotes and Endnotes

3. Select either the Previous button or the Next button on the vertical
scroll bar, as desired.

Step-by-Step
Browse notes.
If necessary, go to the top of the document and close the Footnotes pane.

Steps

Practice Data

1. Select the Select Browse Object


button on the vertical scroll bar.
The Select Browse Object menu opens.

Click
Object

2. Select the Browse by Footnote or


Browse by Endnote button as desired.
The insertion point is placed next to
the first footnote reference mark in the
document. The Previous and Next
buttons on the vertical scroll bar turn
blue.
3. Select either the Previous or Next
button on the scroll bar, as desired.
The insertion point is placed beside
the next footnote reference mark in the
document.

Select Browse

Click
Browse by
Footnote

Click

Next Footnote

Click the Select Browse Object button and select the Browse by Page button. Notice
that the Previous and Next buttons return to black.

MOVING AND COPYING NOTES

Discussion
You can move or copy a note from one location in a document to another by moving
or copying the note reference mark. You can use the Cut, Copy, and Paste buttons in
the Clipboard group on the Home tab to move or copy a note reference mark. You
can also drag a note reference mark as desired to move or copy the note.
Since notes are numbered automatically, Word renumbers notes as needed whenever
you move or copy a note reference mark.

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Procedures
1. In the document, select the note reference mark you want to move or
copy.
2. Select the Cut button
copy the note.

to move the note or the Copy button

to

3. Position the insertion point where you want to insert the note
reference mark.
4. Select the top part of the Paste button

in the Clipboard group.

Step-by-Step
Move and copy notes.
If necessary, go to page 6. Display the Home tab, if necessary.

Steps

Practice Data

1. In the document, select the note


reference mark you want to move or
copy.
The note reference mark is highlighted
as you drag.

Drag to select note


reference mark 2 to the
right of the EXERCISE
BIKES heading

2. Release the mouse button.


The note reference mark is selected.

Release the mouse button

3. Select the Cut button to move the note


or the Copy button to copy the note.
The note reference mark is copied to
the Clipboard.

Click

4. Position the insertion point where you


want to insert a copied note reference
mark.
The insertion point is placed in the
desired location.

Scroll to page 1 and click


at the end of the Sporting
Equipment heading

5. Select the top part of the Paste button


in the Clipboard group.
The note reference mark is pasted into
the new location. The footnotes are
renumbered accordingly.

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Copy

Click

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Lesson 15 - Using Footnotes and Endnotes

Press [Esc] to hide the Paste Options button.


Practice the Concept: Select and cut note 2 at the end of the first paragraph under the
Sporting Equipment heading and paste it on page 2 at the end of the unmatched
product warranties bulleted item. Press [Esc] to hide the Paste Options button.
Switch to Draft view, if necessary, using the Views Shortcut button on the status bar.
Open the Footnotes pane by double-clicking the note reference mark. Notice the
copied note and the renumbering. Close the Footnotes pane.

DELETING A NOTE

Discussion
If you want to delete a note, you must delete the note reference mark in the document
text. You cannot delete a note by deleting the footnote or endnote text, either in the
note panes in Draft view or in the note area in Print Layout view. The note text is
automatically removed when you delete the note reference mark.
Since notes are automatically numbered, Word renumbers any remaining notes
whenever you delete a note reference mark.

You can delete all automatically numbered footnotes or


endnotes in a document by opening the Find and Replace
dialog box. Select the More button to expand the dialog box
and then, choose the Special button to open a list. Select either
Footnote Mark or Endnote Mark from the list and then, by
clearing the Replace with box and selecting the Replace All
button, you can remove all the footnotes or endnotes. You
cannot delete all custom footnotes at one time.

Procedures
1. In the document, select the note reference mark you want to delete.
2. Press [Delete].

Step-by-Step
Delete a note.

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If necessary, go to page 2.

Steps

Practice Data

1. In the document, select the note


reference mark you want to delete.
The note reference mark is highlighted
as you drag.

Drag to select note


reference mark 2 at the end
of the unmatched
product warranties
bulleted item

2. Release the mouse button.


The note reference mark is selected.

Release the mouse button

3. Press [Delete].
The note reference mark is deleted and
the footnote text is removed. The
remaining notes are renumbered
accordingly.

Press [Delete]

Switch to Draft view, if necessary. Click the Show Notes button in the Footnotes
group on the References tab. View the footnote area in the Footnotes pane to verify
the deletion and then close the Footnotes pane.
Close PACK18.DOCX.

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Lesson 15 - Using Footnotes and Endnotes

EXERCISE
USING FOOTNOTES AND ENDNOTES

Task
Use footnotes and endnotes.
1. Open INVITE62.DOCX.
2. Switch to Draft view and go to the top of the document, if necessary.
3. Position the insertion point at the end of the second paragraph, after
the product training text.
4. Insert a footnote using the 1, 2, 3, number format. Type the
following footnote text: Sponsored by Fit-for-Life Sports..
5. Go to page 3 and position the insertion point above the table, to the
right of the MORNING SEMINARS text.
6. Insert an endnote; select the i, ii, iii, number format and apply the
changes to the whole document. Then, type the following endnote
text: Morning workshops only are included in the half-day
admission..
7. Switch to Print Layout view and scroll the document as needed to
view the footnotes and endnotes.
8. Switch to Draft view and then, open the Footnotes pane to view all
the footnotes in the document. Go to the reference mark in the
document for footnote 4.
9. Copy footnote 4 (Recommended by the AMA.), go to page 3, and
paste the footnote in the second row of the table, fourth column, after
the Product Demonstration: Life-Fit: the next generation of
Treadmills text. Press [Esc] to hide the Paste Options button.
(Notice in the Footnotes pane that Word automatically renumbers
the footnotes.)
10. Switch to the Endnotes pane. Then, close it.
11. Use the Select Browse Object button to select the Browse by
Footnote button. Go to footnote 3 and delete it.
12. Return the Select Browse Object menu to the Browse by Page
button.
13. Close the document without saving it.

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Villanova UNIT Training

LESSON 16 CREATING MASTER DOCUMENTS


In this lesson, you will learn how to:
Use a master document
Insert subdocuments
Collapse/Expand subdocuments
Unlink subdocuments
Split and merge subdocuments
Lock subdocuments
Open subdocuments

Lesson 16 - Creating Master Documents

Word 2007 - Lvl 3

USING A MASTER DOCUMENT

Discussion
It is often easier to manage a long document by working in smaller, separate
documents. You can then use the Master Document feature to display and manage
each of the separate documents in one combined document. Each document linked to
a master document is called a subdocument. Subdocuments appear as outline levels in
Outline view.
A master document can be created in Outline view from either a new or an existing
document. You can insert one or more existing files as subdocuments. You can also
use the Create Subdocument button to create a new subdocument without leaving
the master document; Word will create and save the new document, using its first
level heading as the file name.
Master documents allow you to view document flow, rearrange files as needed, and
generate both a table of contents and an index for the entire document, including all
subdocuments. You can also expand or collapse the master document to display or
hide the subdocument text.
The subdocuments are linked to the master document. The subdocument source file is
automatically updated whenever any changes are made to it within the master
document. The master document is updated as well whenever changes are made to
any of its subdocument files.
The Outlining tab provides buttons used to create, insert, and manage the master
document and its subdocuments.

You can break any long document down into subdocuments,


as long as heading styles have been applied to the titles in its
text.

Procedures
1. Select the View tab on the Ribbon.

2. Click the Outline button

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in the Document Views group.

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Word 2007 - Lvl 3

Lesson 16 - Creating Master Documents

Step-by-Step
From the Student Data directory, open MASTER.DOCX.
Use a master document.
If necessary, display the formatting marks.

Steps

Practice Data

1. Select the View tab on the Ribbon.


The View tab is displayed.

Click View

2. Click the Outline button in the


Document View group.
The document is displayed in Outline
view. The Outlining tab is displayed
on the Ribbon.

Click

INSERTING SUBDOCUMENTS

Discussion
Files inserted into a master document are called subdocuments. Subdocuments are
linked to their source files. Therefore, changes made to a source file are automatically
updated to the master document.
When you insert a subdocument into a master document, the subdocument text
appears in Outline view. You can then use buttons available on the Outlining tab to
collapse and expand the subdocument.
Word inserts a Next Page section break before each subdocument you insert and a
Continuous section break after it.
If the master document and the subdocuments contain duplicate style names with
different formatting, the subdocument text adopts the master document formatting
when inserted into the master document. For example, if the Heading 2 style is leftaligned in the subdocument but centered in the master document, all subdocument text
formatted with the Heading 2 style will be centered in the master document.

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Lesson 16 - Creating Master Documents

Word 2007 - Lvl 3

To create a new subdocument in the master document, make


sure that the current line is a heading level in the outline and
click the Create button in the Master Document group.
Position the insertion point next to the file icon below the
section break and enter the desired subdocument text. When
you then save the master document, Word will also save the
subdocument as a separate file.

Procedures
1. Switch to Outline view.
2. Position the insertion point in the document where you want to insert
a subdocument.

3. Select the Show Document button


Document group.
4. Click the Insert button

in the Master

in the Master Document group.

5. Select the Look in list or the Favorite Links list in the Insert
Subdocument dialog box.
6. Select the drive where the file you want to insert is stored.
7. Open the folder where the file you want to insert is stored.
8. Select the file you want to insert.
9. Select the left part of the Open button

10. If a Word message box opens, asking if you want to rename a style
found in both the subdocument you wish to insert and the master
document, select

Step-by-Step
Insert subdocuments into a master document.
If necessary, switch to Outline view and display the Outlining tab.

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Word 2007 - Lvl 3

Lesson 16 - Creating Master Documents

Steps

Practice Data

1. Position the insertion point in the


document where you want to insert a
subdocument.
The insertion point is placed in the
desired location.

Press [Ctrl+End]

2. Select the Show Document button.


The Master Document group of
buttons is displayed.
Click
3. Click the Insert button in the Master
Document group.
The Insert Subdocument dialog box
opens.

Click

4. Select the drive where the file you


want to insert is stored.
A list of available folders is displayed.

Click the student data


drive

5. Open the folder where the file you


want to insert is stored.
A list of available folders and files is
displayed.

Double-click the student


data folder

6. Select the file you want to insert.


The file is selected.

Click
PRODUCT6.DOCX

7. Select the left part of the Open button.


The Insert Subdocument dialog box
closes, and a Word message box may
open asking if you want to rename a
style found in both the subdocument
you wish to insert and the master
document.
8. If a Word message box opens, asking
if you want to rename a style found in
both the subdocument you wish to
insert and the master document, select
Yes.
The Word message box closes. The
subdocument file is inserted into the
master document and the Collapse
Subdocuments button in the Master
Document group is highlighted.

Click

Click

Practice the Concept: Insert BENEFIT6.DOCX and then TERMS6.DOCX as


subdocuments at the end of the master document.

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Lesson 16 - Creating Master Documents

Word 2007 - Lvl 3

At the top of the document, select and right-click the Error! No table of contents
entries found. {TOC} field code. Update the table of contents by selecting Update
Field from the shortcut menu. Display the formatted table of contents in Print Layout
view using the View Shortcuts button on the status bar. Then, switch back to Outline
view.
Click the Show Level list in the Outline Tools group on the Outlining tab to display
only level 2 and above. Then, display all the outline levels again.
Save the file to the student data folder as Master2.docx.

COLLAPSING/EXPANDING SUBDOCUMENTS

Discussion
You can expand and collapse the subdocuments in a master document. Collapsing
subdocuments allows you to view the overall structure of the master document,
including the source of each subdocument.
When you collapse a subdocument, a {HYPERLINK} field code appears with the
path and filename of the source file. In addition, Subdocument and Lock icons
appear in the margin to the left of the field code.
To view the subdocument text again, you must expand the subdocument.

Collapsed subdocuments

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Lesson 16 - Creating Master Documents

Procedures
1. Switch to Outline view.

2. Select the Expand Subdocuments button


Master Document group.

in the

3. Select the Collapse Subdocuments button


Master Document group.

in the

Step-by-Step
Collapse and expand subdocuments in a master document.
If necessary, switch to Outline view and display the Outlining tab.
Press [Alt+F9] to display the {TOC} field code instead of the table of contents text.

Steps
1. Click the Expand Subdocuments
button in the Master Document
group.
The text for all inserted subdocuments
is displayed.
2. Click the Collapse Subdocuments
button in the Master Document
group.
The inserted subdocuments are
displayed as hyperlinks with the path
and filename of the source file.

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Practice Data

Click

Click

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Lesson 16 - Creating Master Documents

Word 2007 - Lvl 3

UNLINKING SUBDOCUMENTS

Discussion
You can unlink a subdocument from the master document. This copies the text of the
subdocument into the master document and removes the link to the subdocument.
From then on, any edits to the contents of the unlinked subdocument will no longer be
reflected in the master document. Similarly, the text now contained in the master
document can be edited without having any effect on the unlinked subdocument.

Procedures
1. Switch to Outline view.

2. Select
text.

to expand and display the all the subdocument

3. Select the subdocument you want to unlink.


4. Select

in the Master Document group.

Step-by-Step
Unlink a subdocument.
Switch to Outline view, if necessary. Then, expand the subdocuments.

Page 284

Steps

Practice Data

1. Select the subdocument you want to


unlink.
The subdocument is selected.

Scroll down and click


anywhere in the
subdocument under the
Terms and Conditions of
Sale heading

2. Select the Unlink button in the


Master Document group.
The link is removed and the text of the
subdocument is copied into the master
document.

Click

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Word 2007 - Lvl 3

Lesson 16 - Creating Master Documents

SPLITTING AND MERGING SUBDOCUMENTS

Discussion
You can split a subdocument from within the master document. This automatically
creates a second subdocument. The contents of the original subdocument are split
appropriately, with the relevant content cut from the original and pasted into the new
subdocument.
You can also merge two or more subdocuments (or parts of a split subdocument) into
one. This copies the text from the second subdocument into the first subdocument, and
unlinks the second subdocument from the master document. However, the second
subdocument is not automatically deleted, and remains as an independent, unlinked
file.

In the process of splitting or merging subdocuments, Word


may insert an extra blank paragraph into your content. You
may want to tidy up your content afterwards.

Procedures
1. Switch to Outline view.

2. Select
text.

to expand and display the all the subdocument

3. Place the insertion point in the subdocument at the point where you
want to split the subdocument.
4. Select the Split button

in the Master Document group.

5. Select the contents of the subdocuments you want to merge.


6. Select the Merge button

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in the Master Document group.

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Lesson 16 - Creating Master Documents

Word 2007 - Lvl 3

Step-by-Step
Split and merge a subdocument.
Switch to Outline view, if necessary, then select the Expand Subdocuments button
to display the text of all subdocuments.

Steps

Practice Data

1. Place the insertion point at the point


where you want to split the
subdocument.
The insertion point is placed in the
desired location.

Click just before the


Clothing subheading in
the first subdocument

2. Select the Split button in the Master


Document group.
The subdocument is split in the master
document. The contents of the original
subdocument are divided between the
original subdocument file and a new
file that contains all the content after
the insertion point.

Click

3. Select the contents of the


subdocuments you want to merge.
The text in the subdocuments is
highlighted as you drag.

Drag to select the contents


of the split subdocuments
(from the Products
Distributed heading in
the first split document to
the end of paragraph
headed Memorabilia,
including any blank
paragraphs at the end)

4. Release the mouse button.


The text in the subdocuments is
selected.

Release the mouse button

5. Select the Merge button in the Master


Document group.
The content is merged in both the
master document and the first
subdocument file.

Click

The new file created when the subdocument was split still exists, containing the
content from the start of the split to the end of the original subdocument. However, it
is no longer linked to the master document and can be deleted safely.

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Word 2007 - Lvl 3

Lesson 16 - Creating Master Documents

LOCKING SUBDOCUMENTS

Discussion
While working in the master document, you can lock one or more subdocuments so
that they cannot be edited by you or another person. If you open a locked
subdocument, it will be made available in Read-Only mode.
This setting, however, cannot be saved. Therefore, it does not protect the
subdocuments from changes once you have closed the master document.

You can also make the master document Read-Only by


selecting the Lock Document button in the Master
Document group. The Word title bar indicates whether the
document is in Read-Only mode or not. Using this feature,
however, does not prevent editing of the subdocuments and
the setting cannot be saved.

Procedures
1. Switch to Outline view.

2. Select
text.

to expand and display the all the subdocument

3. Select the subdocument you want to lock.


4. Select the Lock Document button
Document group.

in the Master

Step-by-Step
Lock a subdocument.
Switch to Outline view, if necessary. Then, select the Expand Subdocuments button
to display the text of all subdocuments.

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Lesson 16 - Creating Master Documents

Word 2007 - Lvl 3

Steps

Practice Data

1. Select the subdocument you want to


lock.
The subdocument is selected.

Click anywhere in the first


subdocument.

2. Select the Lock Document button in


the Master Document group.
The subdocument is locked. A padlock
is displayed against the subdocument
in the left margin of the master
document.

Click

The subdocument can only be opened in Read-Only mode.

OPENING SUBDOCUMENTS

Discussion
If a subdocument source file is open at the same time as the master document, the
subdocument is locked in the master document. You can view a locked subdocument
in the master document, but you cannot make changes to it.
When a subdocument is locked, a locked icon appears in the margin to the left of the
subdocument.
You can edit a subdocument in its source file or the master document. Since a
subdocument is linked to its source file, changes made to it in the master document
are updated to the source file and vice versa.

You can also open a collapsed subdocument by doubleclicking the subdocument icon to the left of the hyperlink. If
you prefer, you can open a collapsed subdocument by rightclicking its field code to open the shortcut menu then,
selecting Open Hyperlink.

Procedures
1. Switch to Outline view.
2. Double-click the subdocument icon
you want to open.

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to the left of the subdocument

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Word 2007 - Lvl 3

Lesson 16 - Creating Master Documents

Step-by-Step
Open a subdocument.
Switch to Outline view, if necessary. Then, select the Expand Subdocuments button
to display the text of all subdocuments. All documents should be unlocked.
Open PRODUCT6.DOCX and view the Products Distributed by Worldwide
Sporting Goods heading. This is the same heading text that is displayed in the master
document. Then, close PRODUCT6.DOCX.
In MASTER2a.DOCX, type , Inc. at the end of the Products Distributed by
Worldwide Sporting Goods heading at the top of the first subdocument.

Steps

Practice Data

1. Double-click the subdocument icon to


the left of the subdocument you want
to open.
The subdocument opens in its own
application window.

Double-click to the left


of the first subdocument

Notice that the text , Inc. has been updated to the source file, PRODUCT6.DOCX.
With PRODUCT6.DOCX still open, switch back to MASTER2a.DOCX. Notice
that the locked icon now appears below the subdocument icon to the left of the
expanded subdocument.
Switch back to PRODUCT6.DOCX, select the Worldwide Sporting Goods text in
the first sentence of the first paragraph under the Products Distributed by
Worldwide Sporting Goods, Inc. heading and bold it. Then, save
PRODUCT6.DOCX.
With PRODUCT6.DOCX still open, switch back to MASTER2a.DOCX. Notice
that the bolding is automatically updated to the master document. While the
subdocument is open, you can only edit the contents within the separate subdocument
file but the editing changes are incorporated in the master document.
While you are in MASTER2a.DOCX, try to bold the next instance of the Worldwide
Sporting Goods text. You are unable to edit the subdocument because the file is open
and it is locked to prevent editing in the master document. Close
PRODUCT6.DOCX. Now the subdocument is unlocked and you are able to edit the
subdocument in the master document.
Close MASTER2.DOCX.

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Lesson 16 - Creating Master Documents

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EXERCISE
CREATING MASTER DOCUMENTS

Task
Create a master document.
1. Create a new, blank document.
2. Switch to Outline view and insert the following subdocuments:
INVITE.DOCX, DIRECTN.DOCX, and LIST.DOCX.
3. Delete the Next Page section break at the top of the document.
(Hint: Press [Ctrl+Home] to go to the top of the document. Display
the formatting marks and then, select and delete the Next Page
section break. Turn off the formatting marks.)
4. Save the file to the student data folder as SHOWCASE_L3.DOCX.
5. Collapse, then expand the subdocuments.
6. In the master document, go to the DIRECTIONS TO THE
SHOWCASE subdocument and change three to four in step 4.
7. Open the DIRECTN.DOCX subdocument; notice that the text in
step 4 has been updated.
8. Switch back to the SHOWCASE_L3.DOCX and go to the top of
the document.
9. Place the insertion point before the word Morning in the first
subdocument and insert a split.
10. Lock the new subdocument and then, use the subdocument icon to
open the document.
11. Close all open documents without saving them.

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LESSON 17 CUSTOMIZING WORD PREFERENCES


In this lesson, you will learn how to:
Change the default font attributes
Change the default page settings
Set Word options
Modify default file locations
Customize the Quick Access toolbar

Lesson 17 - Customizing Word Preferences

Word 2007 - Lvl 3

CHANGING THE DEFAULT FONT ATTRIBUTES

Discussion
When you begin a new document, the font, font size, and font style used in the
document are based on the Normal style. If you prefer to create new documents using
different font attributes, you can change the default settings, including the default
style. When you change the default font attributes in the Normal template
(Normal.dotm) Word changes the font attributes for any styles based on the Normal
template. The changes, however, affect only the styles in that template.

Changing the default font attributes

Page 292

You can also make changes to the Normal style by rightclicking on the Normal style in the Styles group on the Home
tab. This action opens a shortcut menu. You can select Modify
to open the Modify Style dialog box. After making the desired
changes, you can choose the option to make this style
applicable to New documents based on this template.

You can open and use the Styles task pane to select the
Normal list and choose Modify to open the Modify Style
dialog box.

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Word 2007 - Lvl 3

Lesson 17 - Customizing Word Preferences

When you select the Default button in the Font dialog box,
Word uses all the attributes, such as font style, font color, and
effects, as default settings for the Normal template.

Procedures
1. Create a new, blank document.
2. Select the launcher arrow in the Font group on the Home tab.
3. Select or change the desired font attributes.
4. Select
5. Select

.
.

Step-by-Step
Change the default font attributes.
If necessary, create a new, blank document.

Steps

Practice Data

1. Select the launcher arrow in the Font


group on the Home tab.
The Font dialog box opens.

Click

2. Select or change the desired font


attributes.
The desired font size is selected.

Click 10 in the Size list


box

3. Select Default.
A Microsoft Office Word message box
opens asking you to confirm that you
want the change to affect all new
documents based on the Normal
template.
4. Select Yes.
The Microsoft Office Word message
box and the Font dialog box close. The
new default font attributes are saved to
the Normal template.

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in the Font group

Click

Click

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Lesson 17 - Customizing Word Preferences

Word 2007 - Lvl 3

Notice that 10 appears in the Font Size list box in the Font group.
Practice the Concept: Re-open the Font dialog box and return the default font size to
12.

CHANGING THE DEFAULT PAGE SETTINGS

Discussion
When you create a new document, the margins, paper size, paper source, and page
layout settings have already been defined. If you want to use different page settings
for all new documents based on the Normal template (Normal.dotm), you can
change the default page settings.
Changes to the page settings are made in the Page Setup dialog box.

Changing the default page settings

Page 294

When you select the Default button in the Page setup dialog
box, Word uses all the attributes for margins, paper and layout
as default settings for the Normal template.

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Word 2007 - Lvl 3

Lesson 17 - Customizing Word Preferences

Procedures
1. Create a new, blank document.
2. Select the Page Layout tab on the Ribbon.
3. Select the launcher arrow in the Page Setup group.
4. Select the desired tab in the Page Setup dialog box.
5. Select the desired default settings.
6. Select
7. Select

.
.

Step-by-Step
Change the default page settings.
If necessary, create a new, blank document and switch to Print Layout view.
Notice the size of the left margin. Select the View Ruler button above the vertical
scroll bar, if desired.

Steps

Practice Data

1. Select the Page Layout tab on the


Ribbon.
The Page Layout tab is displayed.

Click Page Layout

2. Select the launcher arrow in the Page


Setup group.
The Page Setup dialog box opens.

Click
in the Page
Setup group

3. Select the desired page in the dialog


box.
The Margins page is displayed.

Click the Margins tab, if


necessary

4. Select the desired default settings.


The settings are selected or deselected
accordingly.

Click Left
to 1.5"

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to increase

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Lesson 17 - Customizing Word Preferences

Steps
5. Select Default.
A Microsoft Office Word message box
opens asking you to confirm that you
want the change to affect all new
documents based on the Normal
template.
6. Select Yes.
The Microsoft Word message box and
the Page Setup dialog box close. The
new default page settings are saved to
the Normal template.

Word 2007 - Lvl 3

Practice Data
Click

Click

Notice that the left margin of the current document has increased to 1.5 inches.
Practice the Concept: Re-open the Page Setup dialog box and return the default left
margin to 1".

SETTING WORD OPTIONS

Discussion
Word Options lets you set personal preferences for a wide variety of features and
settings in Word 2007. Two entirely new options are the Trust Center and
Resources. The Trust Center lets you choose how to keep your documents safe and
your computer healthy. Resources provides easy access to online support and helps
you to maintain your Office 2007 programs.

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Word 2007 - Lvl 3

Lesson 17 - Customizing Word Preferences

Setting Word options

The Advanced category brings together many familiar options


from previous versions of Word such as, the Editing, Display,
Print and Save options. New Web and Service options can
also be accessed under the General section.

Add-ins are extra functions you can use to add specialized


features and custom commands to Office 2007 programs. You
can view and manage Add-ins in the Word Options dialog
box.

Procedures
1. Select the Office button

2. Select the Word Options button

3. Select a category from the left-hand side of the Word Options dialog
box.
4. Select the options you wish to change.
5. Select

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Lesson 17 - Customizing Word Preferences

Word 2007 - Lvl 3

Step-by-Step
Change options in Word.
On the Home tab, point to the launcher arrow in the Font group to see
how the ScreenTip appears.

Steps

Practice Data

1. Select the Office button.


The Office menu opens.

Click

2. Select the Word Options button.


The Word Options dialog box opens.
3. Select the options you wish to change.
The desired options are selected.

4. Select OK.
The Word Options dialog box closes
and the change is applied.

Click
Follow the instructions
shown below the table
before continuing on to
the next step
Click

Click the ScreenTip style list.


Select Dont show feature descriptions in ScreenTips.
Return to the table and continue on to the next step (step 4).
Practice the Concept: On the Home tab, point to the launcher arrow in the Font
group to view how the change has been applied to the selected option.
Click the Word Options button in the Office menu. Select Show feature
descriptions in ScreenTips from the ScreenTip style list box in the Popular
category.
Select other categories from the left-hand side of the Word Options dialog box to view
the options you can change. Select the OK button when you have finished viewing the
options.

MODIFYING DEFAULT FILE LOCATIONS

Discussion
When you want to save a Word document you can choose where to save it by using
the Save As dialog box. Some Word features, such as templates or a database file for a

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Word 2007 - Lvl 3

Lesson 17 - Customizing Word Preferences

mail merge are saved in specific locations or folders on your computer. Word uses a
number default file locations for different file types.
If you have a large number of folders on your computer or a complex folder structure
to navigate, you can modify the default file location to save you time and organize
your files to suit your requirements.
You can use the File Locations dialog box to view and, if desired, modify the default
file locations.

The File Locations dialog box

If you want to view the default file location for saving


documents only, you can select the Save category in the Word
Options dialog box. By clicking on the Browse button on the
right of the Default file location box, you can open the
Modify Location dialog box and choose a revised location to
save your documents by default.

You can change the default folder for templates, Clip Art,
Tools, Startup files and AutoRecover files.

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Lesson 17 - Customizing Word Preferences

Word 2007 - Lvl 3

Procedures
1. Select the Office button
2. Select

.
.

3. Select the Advanced category.


4. Scroll down to the General section.
5. Select

6. Select the File type for which you want to change the location.
7. Select

8. Select the double arrow at the left of the Address bar at the top of
the dialog box.
9. Select the desired drive.
10. Select the folder that you want to designate as the new default
location.
11. Select the left-hand part of the OK button
selection.
12. Select

to save the

Step-by-Step
Modify the default file location.

Steps

Practice Data

1. Select the Office button.


The Office menu opens.

Click

2. Select the Word Options button.


The Word Options dialog box opens.
3. Select the Advanced category.
The Advanced options are displayed.

Page 300

Click
Click Advanced

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Word 2007 - Lvl 3

Lesson 17 - Customizing Word Preferences

Steps

Practice Data

4. Scroll down to the General section.


The General section is displayed in the
right-hand pane of the dialog box.

Scroll down to the


General section

5. Select the File Locations button.


The File Locations dialog box opens
and the Documents file type and
location is selected.

Click

6. Select the File type for which you


want to change the location.
The Documents file type is selected.

Click Documents, if
necessary

7. Select the Modify button.


The Modify Location dialog box opens
with the current default location
selected.

Click

8. Select the double arrow at the left of


the Address bar at the top of the
dialog box.
A list of available drives and common
folders is displayed.

Click

9. Select the desired drive.


A list of available folders is displayed
in the right-hand pane of the dialog
box and below the Folders section.

Click the student data


drive

10. Select the folder that you want to


designate as the new default location.
The desired folder is selected.

Click the student data


folder

11. Select the left-hand part of the OK


button to save the selection.
The Modify Location dialog box
closes.

Click
to close
the dialog box without
saving the change

12. Select the OK button.


For this exercise, the File Locations
dialog box is closed without saving the
new, modified location.

Click
to close
the dialog box without
saving changes

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Lesson 17 - Customizing Word Preferences

Word 2007 - Lvl 3

CUSTOMIZING THE QUICK ACCESS TOOLBAR

Discussion
The Quick Access Toolbar has three commands by default; Save, Undo and Redo.
However, you may find that there are other commands that you use frequently and
wish to add to the Quick Access Toolbar. You may want to remove some commands
that you find less useful.

Customizing the Quick Access Toolbar

Page 302

You can access a comprehensive list of commands easily by


selecting More Commands from the Customize Quick
Access Toolbar menu.

You can also quickly add any button that you see on the
Ribbon to the Quick Access Toolbar. A menu is displayed
by right-clicking on the button you want to add. By choosing
Add to Quick Access Toolbar from the menu, you can add
the selected button to the Quick Access Toolbar.

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Lesson 17 - Customizing Word Preferences

Procedures
1. Select More arrow

to the right of the Quick Access Toolbar.

2. Select the command you wish to appear on the Quick Access


Toolbar.

Step-by-Step
Customize the Quick Access Toolbar.

Steps

Practice Data

1. Select the More arrow to the right of


the Quick Access Toolbar.
The Customize Quick Access Toolbar
menu is displayed.

Click to the right of the


Quick Access Toolbar

2. Select the command you wish to


Click New
appear on the Quick Access Toolbar.
The Customize Quick Access Toolbar
menu closes and the selected command
is added to the toolbar.
Practice the Concept: Select More Commands from the Quick Access Toolbar
menu.
Select the <Separator> from the list box below Popular Commands on the lefthand side of the Word Options dialog box.
Click the Add button to add the <Separator> to the Customize Quick Access
Toolbar list box.
Add the Open command and the Spelling & Grammar command to the Customize
Quick Access Toolbar list box.
Click the OK button in the Word Options dialog box to view the changes you have
made to the Quick Access Toolbar.
To remove the Open button, the Spelling & Grammar button and, the <Separator>,
right-click on each of the icons in the Quick Access Toolbar and select Remove
from Quick Access Toolbar in the shortcut menu that opens.

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Lesson 17 - Customizing Word Preferences

Word 2007 - Lvl 3

EXERCISE
CUSTOMIZING WORD PREFERENCES

Task
Customize Word preferences.
1. If necessary, create a new, blank document.
2. Note the current default font type in the Font dialog box. Then,
change the font type of the Normal template to Tahoma. Return to
the default font type.
3. If necessary, switch to Print Layout view and display the rulers in
the document window. Change the default top margin to 1.5". Then,
return the default top margin to 1".
4. Add the Open, Save and Quick Print commands to the Quick
Access Toolbar.
5. Use the Separator and then, add the Page Setup and Show All
commands to the Quick Access Toolbar.
6. Modify the Documents default folder to another designated folder in
the Advanced category, without saving the changes.
7. Change the Save AutoRecover information to every five minutes in
the Save category. Then, reset AutoRecover to its original ten minute
setting.
8. Activate the Hide spelling errors in this document only option in
the Proofing category.
9. Select the Print background colors and images option in the
Display category.
10. Change the Color scheme to Silver in the Popular category. Then,
reset the Color scheme to its original Blue setting.
11. Close the document without saving it.

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INDEX
Bibliography
inserting, 230, 231, 232
Bookmarks
creating, 248, 249
cross-referencing to, 253, 254, 255
deleting, 256, 257
going to, 251, 252
introduction, 248
viewing, 250, 251
Captions
inserting, 212, 213
inserting a table of figures, 214, 215
updating a table of figures, 216, 217
Citations
editing styles, 229, 230
inserting, 224, 225
managing sources, 227, 228
Cross-reference
inserting in a document, 218, 219
Developer tab
displaying, 106, 107
Documents
protecting, 128, 129
Endnotes
browsing, 270, 271
copying or moving, 271, 272
deleting, 273, 274
inserting, 262, 263, 264
setting options, 265, 266
using, 262
viewing, 267, 268, 269
Footnotes
browsing, 270, 271
copying or moving, 271, 272
deleting, 273
inserting, 262, 263, 264
setting options, 265, 266
using, 262
viewing, 267, 268, 269
Forms
ActiveX Controls, 155, 156
creating, 146, 148
deleting a form template, 162, 163, 164
entering data, 161, 162
inserting content controls, 146, 148
Legacy Tools, 155, 156
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printing, 164, 165


protecting, 157, 159
saving as a template, 149, 150, 151
setting properties for controls, 151, 153
Formulas
creating in table cells, 78, 79, 80
displaying field codes, 85, 86, 87
formatting results, 84
recalculating in tables, 87, 88
Indexes
creating main entries, 195, 196
creating subentries, 197, 198, 199
cross-referencing entries, 201, 202, 203
generating, 204, 205
typing entries, 200
updating, 207, 208
using, 194
viewing the {INDEX} field code, 206, 207
Lists
apply formatting to multilevel lists, 95, 96, 97
creating styles, 97, 98, 99
customizing numbered or bulleted lists, 92, 93, 94
sorting alphabetically, 101, 102
Macros
adding a macro button to the Quick Access Toolbar, 116, 117, 118
deleting, 123, 124
editing, 113, 114, 115
organizing macro projects, 120, 121
recording, 106, 107, 109, 110
running, 112
Mail merge, 2
attaching a data source, 46, 47
creating a data source, 7, 8
creating directories, 53, 54
creating labels, 42, 43
customizing recipient list columns, 9, 10, 11
entering recipient list records, 15, 16
identifying the main document, 5, 6
inserting label merge fields, 48, 49
inserting merge fields, 24, 25, 26
merging labels to a new document, 51, 52
merging to a new document, 29, 30
merging to the printer, 31
merging with alternate data source, 55, 56, 57
previewing merged data, 27, 28
rearranging recipient list columns, 12
recipient list, 7, 8
saving a recipient list, 13, 14
selecting label options, 44, 45
sending e-mail messages, 32, 33, 34
setting document display options, 22, 23
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sorting records to be merged, 19, 20


starting, 3, 4
step by step wizard, 3, 4
Master documents
collapsing subdocuments, 282, 283
expanding subdocuments, 282, 283
inserting subdocuments, 279, 280
opening subdocuments, 288, 289
unlink a subdocument, 284
using, 278, 279
Notes
browsing, 270, 271
copying or moving, 271, 272
deleting, 273
inserting, 262, 263, 264
setting options, 265, 266
using, 262
viewing, 267, 268, 269
Preferences
changing the default font attributes, 292, 293
changing the default page settings, 294, 295
customize the Quick Access Toolbar, 302, 303
modifying the default file location, 298, 300
Word Options, 296, 297, 298
Printing
forms, 164, 165
merged documents, 31
Protecting documents
editing restriction exceptions, 136, 138, 139
formatting and editing task pane, 128, 129
restrict editing, 133, 134, 135
restrict formatting, 129, 130, 131
Quick Access Toolbar
customizing, 116, 117, 118, 302, 303
Sorting
alphabetically in a table, 64, 65, 66
alphabetically in lists, 101, 102
numerically in a table, 67, 68
tables, 64
tables by date, 69, 70
tables by multiple columns, 71, 72
Subdocuments
collapsing, 282, 283
expanding, 282, 283
inserting, 279, 280
locking, 287
merging, 285, 286
opening, 288, 289
splitting, 285, 286
unlinking from a master document, 284
Table of authorities
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creating, 239, 240


marking citations, 236, 237
updating, 242
Table of contents
generating, 170, 171, 172
generating from {TC} fields, 183, 184, 185
generating from custom styles, 174, 175, 176
inserting {TC} field codes, 181, 182
removing, 173, 174
updating, 179, 180
using outline levels, 186, 187
viewing the {TOC} field code, 177, 178, 179
Table of figures
inserting, 214, 215
updating, 216, 217
Tables
creating a formula in a cell, 78, 79, 80
designing to be sorted, 64
displaying field codes, 85, 86, 87
formatting formula results, 84
recalculating formulas, 87, 88
sorting alphabetically, 64, 65, 66
sorting by date, 69, 70
sorting by multiple columns, 71, 72
sorting numerically, 67, 68
using a function in a cell, 81, 82
Templates
deleting a form template, 162, 163, 164
saving forms, 149, 150, 151

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