Word Lesson 8
Increasing Efficiency Using Word
Microsoft Office 2007:
Introductory
1
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Objectives
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Word – Lesson 8
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Use and create templates.
Use mail merge.
Create and print envelopes and labels.
Understand workgroup collaboration.
Insert, view, edit, and print comments.
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Microsoft Office 2007: Introductory
Objectives (continued)
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Word – Lesson 8
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3
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Track changes.
Accept and reject changes and delete
comments.
Combine different versions of a document.
Customize Word.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Vocabulary
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Word – Lesson 8
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Data source
Mail merge
Main document
Merge field
Pasewark & Pasewark
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Template
Track Changes
Workgroup
collaboration
Microsoft Office 2007: Introductory
Using Templates
Word – Lesson 8
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A template is a file that already contains the basic
elements of a document, such as page and
paragraph formatting, fonts, and text.
You can customize the template to create a new
document that is similar to the original.
Word contains many templates you can use to
create documents. Some are installed on your
computer, and others are available on the Microsoft
Office Online Web site. To use an installed Word
template, click the Office Button, and then click New.
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Microsoft Office 2007: Introductory
Using Templates (continued)
Word – Lesson 8
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To create a template, you need to save the
document as a template. Click the Office Button,
point to Save As, and then click Word Template.
To create a new document based on your template,
open the New Document dialog box. In the list on the
left, under Template, click New from existing. The
New from Existing Document dialog box opens.
After you make changes to this document, you can
save the document as you normally would.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Using Mail Merge
Word – Lesson 8
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Mail merge combines a document with information
that personalizes it. For example, you might send a
letter where in every letter, the text is the same but
the names of the recipients are different.
The document with the information that does not
change is called the main document.
The data source is the file containing the information
that varies in each document.
Merge fields are placeholders that are replaced with
data from the data source when you perform the
merge.
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Microsoft Office 2007: Introductory
Creating and Printing Envelopes
Word – Lesson 8
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8
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Addressing envelopes is easy using Word. Click the
Mailings tab on the Ribbon. In the Create group,
click the Envelopes button to open the Envelopes
and Labels dialog box with the Envelopes tab on top.
To print the envelope, insert an envelope in your
printer, click Print, and then click OK in the Print
dialog box.
To see the envelope layout before you print, click
Add to Document. The envelope appears at the top
of the current document.
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Microsoft Office 2007: Introductory
Creating and Printing Labels
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Word – Lesson 8
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Creating labels is similar to creating envelopes. On the Mailings
tab, click the Labels button in the Create group. The Envelopes
and Labels dialog box opens with the Labels tab on top.
Type the address you want to appear on the labels. The default
is to print a full page of the same label. If you want to print just
one label, in the Print section, click the Single label option
button.
To print the labels, insert a sheet of labels in your printer, click
Print, and then click OK in the Print dialog box.
To see the layout of the labels before you print, click New
Document. A new document opens with the labels.
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Microsoft Office 2007: Introductory
Collaborating with a Workgroup Using
Comments and Tracked Changes
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Word – Lesson 8
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The process of working together in teams, sharing comments,
and exchanging ideas for a common purpose is called
workgroup collaboration.
The team meets to review each other’s work, comment on it,
and suggest changes.
When you make certain changes to a document, Word
identifies the changes with the user name.
To change the user name that appears for these changes, you
need to open the Word Options dialog box. Click the Office
Button, and then click Word Options at the bottom of the Office
menu.
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Microsoft Office 2007: Introductory
Collaborating with a Workgroup Using
Comments and Tracked Changes (continued)
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Word – Lesson 8
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11
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One way to collaborate is to send a document out for review.
Each person can insert comments in the document.
To insert a comment, either position the pointer or select the
text you are referencing. On the Ribbon, click the Review tab,
then in the Comments group, click the New Comment button.
A tool called Track Changes keeps a record of any changes
you or a reviewer makes in a document. If you turn this feature
on, any changes made are marked in the document.
To turn on the Track Changes feature, click the Review tab on
the Ribbon, and then, in the Tracking group, click the Track
Changes button.
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Microsoft Office 2007: Introductory
Collaborating with a Workgroup Using
Comments and Tracked Changes (continued)
Word – Lesson 8
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12
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Now that the changes have been made to the
document, you have an opportunity to either accept
or reject them.
To accept or reject a change in the document, click
the text that has been changed to select it, and then
click the Accept or Reject button in the Changes
group on the Review tab.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Combine Different Versions of a
Document
Word – Lesson 8
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13
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The Compare and Combine commands are useful
ways to see differences between documents. Using
this command, you can merge the team’s comments
and changes into one document for easy review.
To combine documents, click the Review tab on the
Ribbon. In the Compare group, click the Compare
button. On the menu that opens, click Combine. The
Combine Documents dialog box opens.
Look over the combined document carefully to make
sure the results are what you expect.
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Microsoft Office 2007: Introductory
Customizing Word
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You can customize many Word features by using the Word
Options dialog box.
Word – Lesson 8
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Select Popular to display the most common options for
customizing Word.
Select Display to show how the document looks onscreen and in
print.
Select Proofing to affect the spelling and grammar checker.
Select Save to change default save locations and behaviors.
Select Advanced to show categories of advanced options.
You can also customize the Quick Access Toolbar. Click
Customize in the list on the left of the Word Options dialog box.
The dialog box changes to allow you to adjust the commands.
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Microsoft Office 2007: Introductory
Summary
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Word – Lesson 8
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15
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Templates allow you to save the format, font choices, and text
of commonly produced documents.
You can use installed templates, templates available on
Microsoft Office Online, or you can create your own.
Mail merge lets you insert changing information into a standard
document.
You can quickly create envelopes and labels in Word.
When working in a group, suggesting changes to a document is
easily done by inserting comments, which are labeled with the
person's name and the date and time the comment was made.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Summary (continued)
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Word – Lesson 8
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16
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Changes made by each person can be identified and labeled
by using the Track Changes feature.
You can accept or reject tracked changes and delete
comments.
You can print a document with tracked changes and comments,
or you can print the document without the comments and as if
all the tracked changes were accepted.
You can combine documents with comments and changes into
one document for easy review.
You can customize Word by changing the options in the Word
Options dialog box.
Pasewark & Pasewark
Microsoft Office 2007: Introductory