Lesson for Day Seven

 

 

In this lesson, we will review and learn to:

Work with tables

Work with mail merge

 

To create a table,

1. Click where you want to create a table.
   2.  Click “Table,” “Insert,” “Table” on the menu bar.
   3.   Drag to select the number of rows and columns you want.

 

 

 

Now, if you need to select the table to center it or move it, you may do the following:

1. Click within the table.
2. Click “Table,” “Select,” “Table” on the Standard toolbar.
3. You should notice the entire table is selected.

 

You may also select a table by floating over it with your pointer and clicking on the little box, which appears on the upper left hand corner.

 

 

To change the background for a table, you may do the following:

1. Select the table.
2. Click on “Format,” “borders and Shading…” found on the menu bar.
3. Click on the Shading tab.
4. Click on the shade, which you wish to use.

 

Mail Merge

This tool is helpful when you need to merge a letter with a set of names or addresses.

 

Create form letters

Step 1: Open or create the main document

1. Do one of the following:
• Open an existing letter.
• Create a new letter.
2. On the Tools menu, click Mail Merge.
3. Under Main document, click Create, and then click Form Letters.
4. Click Active Window.

The active document becomes the main document.

Step 2: Open or create the data source

1. In the Mail Merge Helper dialog box, do one of the following:
• Create a new data source. Use this method if you haven't already stored the names, addresses, and other data in a data source, and want to store the data in a Word table.
• Use data in an existing data source. Under Data source, click Get Data, and then click Open Data Source. Select a Microsoft Word document, or a worksheet, database, or other list, and then click Open. Click Edit Main Document.
• Use addresses from an electronic address book. Under Data source, click Get Data, and then click Use Address Book. Select an address book, and then click OK. Click Edit Main Document.

Step 3: Edit the main document and insert merge fields

1. In the main document, type the text that you want to appear in every form letter.
2. Insert merge fields where you want to merge names, addresses, and other data from the data source. To insert a merge field, click in the main document, click Insert Merge Field on the Mail Merge toolbar, and then click the field name you want.

For more information, see tips on inserting merge fields.

3. After you complete the main document and insert all of the merge fields, click Save As on the File menu. Name the document, and then click Save.

Step 4: Merge the data into the main document

1. On the Tools menu, click Mail Merge.
2. If you want to specify the order in which data is merged, or to merge only part of the data, then you can sort and select data records to merge.
3. If you want to see how the merged data will appear, then you can preview the merged documents.
4. In the Mail Merge Helper dialog box, click Merge under Merge the data with the document.
5. If you want to check the data source for errors before you merge, click Check Errors. Choose an option, and then click OK.
6. Do one of the following:
• Send the merged letters directly to a printer. In the Merge to box, click Printer, and then click Merge.
• Store the merged letters in a new document, so you can review, edit, and print them later.
• Distribute the merged letters to e-mail addresses or fax numbers.