Office Productivity Tools PDF

**Unit 5: Office Productivity Tools** ------------------------------------- **Topic 5.1: The Windows Environment** -------------------------------------- Related image **Learning Objectives** ------------------------------------- - Demonstrate practical knowledge and uses of Windows - Unders...

**Unit 5: Office Productivity Tools** ------------------------------------- **Topic 5.1: The Windows Environment** -------------------------------------- Related image **Learning Objectives** ------------------------------------- - Demonstrate practical knowledge and uses of Windows - Understand and use the different tools in making a document - Apply the technique to create, save, view and manage documents - Apply working knowledge in producing a mail merge **\ **  **Presentation of Contents** ---------------------------------------------------------------------------------------- The Windows Environment The Windows Desktop - Most windows desktops have the same features, through different users may prefer another arrangement - The desktop contains small pictures on the screen that represent something. The pictures are called icons. What is a Microsoft Windows? **Windows** may refer to any of the following:  - Microsoft Windows (also referred to as **Windows** or **Win**) is a graphical [operating system](https://www.computerhope.com/jargon/o/os.htm) developed and published by [Microsoft](https://www.computerhope.com/comp/msoft.htm). It provides a way to store [files](https://www.computerhope.com/jargon/f/file.htm), run [software](https://www.computerhope.com/jargon/s/software.htm), play [games](https://www.computerhope.com/jargon/g/game.htm), watch [videos](https://www.computerhope.com/jargon/v/video.htm), and connect to the [Internet](https://www.computerhope.com/jargon/i/internet.htm). Microsoft Windows was first introduced with version 1.0 on November 10, (https://www.computerhope.com/history/1983.htm). Over a dozen versions of Windows were released after that, including the current version, [Windows 10](https://www.computerhope.com/jargon/w/windows-10.htm). - In general, a **window** is a fundamental part of a computer GUI (graphical user interface). A window is an area of the display that contains a single running application. The window can be moved, resized, hidden, or maximized as desired by the user. The Microsoft Windows operating system is named after this UI element. **5.2. Word Processing using a Word Processor** MICROSOFT WORD Word 2 is a **word processing** application that allows users to create a variety of **documents **like letters, flyers, and reports. With the introduction of several **enhanced features**---including the ability to create and collaborate on documents online---Word has the ability to do more with word processing projects. The Word Interface When you open Word for the first time, the Word Start Screen will appear. From here, you\'ll be able to create a new document, choose a template, or access your recently edited documents. From the Word Start Screen, locate and select Blank document to access the Word interface.  **Quick Access Toolbar** The **Quick Access toolbar** lets you access common **commands** no matter which tab is selected. By default, it includes the **Save**, **Undo**, and **Redo** commands. You can add other commands depending on your preference.  **File Tab** The **File** tab provides you with the **Backstage** that provides information pertaining to your document and options to help setup your window defaults. The Backstage also contains standard commands such as, **Save**, **Save As**, **New**, **Print**, etc. **The Ribbon** The **Ribbon** contains all of the **commands** you will need to perform common tasks in Word. It has multiple** tabs**, each with several **groups** of commands. http://media.gcflearnfree.org/weborbassets/uploads/ID\_138/know\_ribbon\_commands.png **Title bar** Appears at the top of the application window and displays the name of the active file and application name. In most standard Windows applications, including the Office applications, the title bar also has the program icon on the far left. **Command Group** Each **group** contains a series of different **commands**. Simply click any command to apply it. Some groups also have an **arrow** in the bottom-right corner, which you can click to see even more commands.  **Scroll Bar** Click on \"Advanced.\" **Scroll** down to the \"Display\" section in the list of options displayed. Put a check mark next to all **scrollbar** options: \"Show horizontal **scroll bar**,\" \"Show vertical **scroll bar**\" and \"Show vertical **scroll bar** in Print Layout view.\" Microsoft Office Learning: Horizontal and Vertical Scroll Bars **Page Number Indicator** The **page number indicator** helps you keep track of the number of pages your document contains. Click the **page number indicator** to open the **document navigation pane**. Here, you can search your document by **headings** or **scroll **quickly through its pages.  **Word Count** **Word Count** displays the **number of words** in your document. Click Word Count to open the **Word Count dialog box. **Here, you can quickly view your document\'s statistics, like the number of **pages**, **paragraphs**,** **and **lines**. **Document Views** Three ways to view a document. Simply click to select the desired view:  **Read Mode** displays your document in full-screen mode.  **Print Layout** is selected by default. It shows the document as it would appear if it were printed.  **Webpage Layout** shows how your document would look as a webpage.  **Zoom Control** Click, hold, and drag the **slider** to use the **zoom** control. The number to the left of the slider bar reflects the **zoom percentage**. Where is the Zoom in Microsoft Word 2007, 2010, 2013, 2016, 2019 \... Word 2013 uses a **tabbed Ribbon system** instead of traditional menus. The **Ribbon** contains **multiple tabs**, each with several **groups of commands**. You will use these tabs to perform the most **common tasks** in Word. Click the arrows in the slideshow below to learn more about the different commands available within each tab on the Ribbon.  **Home **tab gives you access to some of the most commonly used commands for working with Word 2013, including **copying and pasting**, **formatting**, **aligning** **paragraphs**, and **choosing** **document** **styles**. The Home tab is selected by default whenever you open Word. Screenshot of Word 2013 The **Ribbon** is designed to respond to your current task, but you can choose to **minimize** the Ribbon if you find that it takes up too much screen space.  1. Click the **Ribbon Display Options** arrow in the upper-right corner of the Ribbon. 2. Select the desired minimizing option from the drop-down menu: Auto-hide Ribbon: Auto-hide displays your document in full screen mode and completely hides the Ribbon from view. To show the Ribbon, click the Expand Ribbon command at the top of screen. Screenshot of Word 2013 **Show tabs: **This option hides all command groups when not in use, but **tabs **will remain visible. To **show the Ribbon**, simply click a tab.  **Show tabs and commands:** This option maximizes the Ribbon. All of the tabs and commands will be visible. This option is selected by default when you open Word for the first time. **The Quick Access toolbar** Located just above the Ribbon, the **Quick Access toolbar** lets you access common commands no matter which tab is selected. By default, it shows the **Save**, **Undo**, and **Repeat** commands. You can add other commands depending on your preference. To add commands to the Quick Access toolbar: Click the **drop-down arrow** to the right of the **Quick Access toolbar**. Select the** command** you want to add from the drop-down menu. To choose from more commands, select **More Commands**. Screenshot of Word 2013 The Ruler The **Ruler** is located at the top and to the left of your document. It makes it easier to **adjust** your document with precision. If you want, you can hide the Ruler to create more screen space.  Screenshot of Word 2013 **Document Views** **View Modes** Microsoft Word 2013 has five view modes. +-----------------------------------+-----------------------------------+ | **View Name** | **Description** | +-----------------------------------+-----------------------------------+ | Read Mode | The best way to read a document, | | | including some tools designed for | | | reading instead of writing. | +-----------------------------------+-----------------------------------+ | Print Layout | Check out how your document will | | | look when it's printed. | +-----------------------------------+-----------------------------------+ | Web Layout | See how your document will look | | | as a webpage. | | | | | | This layout is also great if you | | | have wide tables in your | | | document. | +-----------------------------------+-----------------------------------+ | Outline | See your document in outline form | | | where content is shown as | | | bulleted points. | | | | | | This view is useful for creating | | | headings and moving whole | | | paragraphs within the document. | +-----------------------------------+-----------------------------------+ | Draft | Switch your view to see just the | | | text in your document. | | | | | | This is useful for quick editing | | | because headers/footers and | | | certain objects won't show up, | | | allowing you to focus on your | | | text. | +-----------------------------------+-----------------------------------+ - To **change document views**, locate and select the desired **document view command** in the bottom-right corner of the Word window.18 **Read Mode:** In this view, all of the editing commands are **hidden** so your document fills the screen. Arrows appear on the left and right side of the screen so you can toggle through the pages of your document. **Print Layout Mode:**  This is the default view, where you create and edit your document. There are page breaks in between each page, indicating how your document will look when printed.  **Webpage Layout** shows how your document would look as a webpage. What the page would look like if saved for the Web.  If your document has many pages, Word 2013 has a handy new feature called **Resume Reading** that allows you to open your document to the last page you were viewing. When opening a saved document, look for the **bookmark icon** to appear on the screen. Hover the mouse over the bookmark, and Word will ask if you want to pick up where you left off. Screenshot of Word 2013 Creating and Opening Documents Word files are called **documents**. Whenever you start a new project in Word, you\'ll need to **create a new document**, which can either be blank or from a template. You\'ll also need to know how to **open an existing document**. To create a new blank document: When beginning a new project in Word, you\'ll often want to start with a new blank document. 1\. Select the **File** tab.  **Backstage view **will appear.  2\. Select **New**, then click **Blank document**. Screenshot of Word 2013 3\. A new blank document will appear. To open an existing document: In addition to creating new documents, you\'ll often need to open a document that was previously saved. 1\. Navigate to **Backstage view**, then click **Open**.  2\. Select **Computer**, then click **Browse**. Alternatively, you can choose **OneDrive** (previously known as SkyDrive) to open files stored on your OneDr**i**ve. Screenshot of Word 2013 3\. The **Open** dialog box appears. Locate and select your **document**, then click **Open**.  If you\'ve opened the desired presentation recently, you can browse your **Recent Documents** rather than search for the file. Screenshot of Word 2013 Saving Documents When you create a new document in Word, you\'ll need to know how to **save** it so you can access and edit it later. As with previous versions of Word, you can save files to your **computer**. If you prefer, you can also save files to **the cloud** using **OneDrive**. OneDrive was previously called SkyDrive. There\'s nothing fundamentally different about the way OneDrive works; it\'s just a new name for an existing service. Over the next few months, you may still see SkyDrive in some Microsoft products. **Save and Save As** Word offers two ways to save a file: **Save** and **Save As**. These options work in similar ways, with a few important differences: - **Save**: When you create or edit a document, you\'ll use the **Save** command to save your changes. You\'ll use this command most of the time. When you save a file, you\'ll only need to choose a file name and location the first time. After that, you can click the Save command to save it with the same name and location. - **Save As**: You\'ll use this command to create a **copy** of a document while keeping the original. When you use Save As, you\'ll need to choose a different name and/or location for the copied version. 1\. Locate and select the **Save** command on the **Quick** **Access toolbar**.  2\. If you\'re saving the file for the first time, the** Save As **pane will appear in **Backstage** **view**. 3\. You\'ll then need to choose **where to save** the file and give it a **file name**. To save the document to your computer, select **Computer**, then click **Browse**. Alternatively, you can click **OneDrive** to save the file to your OneDrive. Screenshot of Word 2013 4\. The **Save As** dialog box will appear. Select the **location** where you want to save the document. 5\. Enter a **file name** for the document, then click **Save**. 6\. The document will be **saved**. You can click the **Save** command again to save your changes as you modify the document.  You can also access the **Save** command by pressing **Ctrl+S** on your keyboard. Using Save As to make a copy If you want to save a **different version** of a document while keeping the original, you can create a **copy**. For example, if you have a file named** Sales Report**, you could save it as **Sales Report 2** so you\'ll be able to edit the new file and still refer back to the original version. To do this, you\'ll click the** Save As** command in Backstage view. Just like when saving a file for the first time, you\'ll need to choose **where to save** the file and give it a new** file name**. Screenshot of Word 2013 By default, Word autosaves every 10 minutes. If you are editing a document for less than 10 minutes, Word may not create an autosaved version. If you don\'t see the file you need, you can browse all autosaved files from **Backstage** **view**. Select the** File**tab, click** Manage Versions**, then choose** Recover Unsaved Documents**.  **Page Layout** One formatting aspect you\'ll need to consider as you create your document is whether to make adjustments to the **layout of the page**. The page layout affects how content appears and includes the page\'s **orientation**, **margins**, and **size**. Page orientation Word offers two page orientation options:** landscape** and **portrait**. Landscape means the page is oriented **horizontally**, while portrait means the page is oriented **vertically**. Compare our example below to see how orientation can affect the appearance and spacing of text and images. Screenshot of Word 2013 **To change page orientation:** 1\. Select the **Page Layout** tab. 2\. Click the **Orientation** command in the Page Setup group.  3\. A drop-down menu will appear. Click either **Portrait** or  **Landscape** to change the page orientation. Screenshot of Word 2013 4\. The page orientation of the document will be changed. **Page margins** A **margin** is the **space** between the text and the edge of your document. By default, a new document\'s margins are set to **Normal**, which means it has a one-inch space between the text and each edge. Depending on your needs, Word allows you to change your document\'s margin size. To format page margins: Word has a variety of **predefined margin sizes** to choose from. 1\. Select the **Page Layout** tab, then click the **Margins** command.  2\. A drop-down menu will appear. Click the **predefined margin size** you want. Screenshot of Word 2013 3\. The margins of the document will be changed.  **Formatting Text** **Formatted text** can draw the reader\'s attention to specific parts of a document and emphasize important information. In Word, you have several options for adjusting the **font** of your text, including **size**,**color**, and inserting special **symbols**. You can also adjust the **alignment** of the text to change how it is displayed on the page. To change the font: By default, the font of each new document is set to Calibri. However, Word provides many other fonts you can use to customize text and titles. 1\. Select the text you want to modify. Screenshot of Word 2013 2\. On the **Home** tab, click the **drop-down arrow** next to the **Font** box. A menu of font styles will appear. 3\. Move the mouse over the various font styles. A live preview of the font will appear in the document. Select the font style you want to use.  4\. The font will change in the document. Screenshot of Word 2013 When creating a professional document or a document that contains multiple paragraphs, you\'ll want to select a font that\'s easy to read. Along with Calibri, standard reading fonts include Cambria, Times New Roman, and Arial. To change the font size:  2\. Select the desired font size formatting option: **Font size drop-down arrow: **On the **Home** tab, click the Font size drop-down arrow. A menu of font sizes will appear. When you move the mouse over the various font sizes, a live preview of the font size will appear in the document. Screenshot of Word 2013 **Font size box: **When the font size you need is not available in the Font size drop-down arrow, you can click the Font size box and **type** the desired font size, then press **Enter**.  **Grow and shrink font commands: **Click the **Grow Font** or **Shrink Font** commands to change the font size. Screenshot of Word 2013 3\. The font size will change in the document.  To change the font color: 1\. Select the text you want to modify. Screenshot of Word 2013 2\. On the **Home** tab, click the **Font Color** drop-down arrow. The **Font Color** menu appears. 3\. Move the mouse over the various font colors. A live preview of the color will appear in the document.  4\. Select the font color you want to use. The font color will change in the document. Screenshot of Word 2013 Your color choices aren\'t limited to the drop-down menu that appears. Select **More Colors\...** at the bottom of the menu to access the **Colors** dialog box. Choose the color you want, then click **OK**.  To highlight text: Highlighting can be a useful tool for marking important text in your document. 1\. Select the text you want to highlight. Screenshot of Word 2013 2\. From the **Home** tab, click the **Text Highlight Color** drop-down arrow. The **Highlight Color** menu appears.  3\. Select the desired highlight** color**. The selected text will then be highlighted in the document. Screenshot of Word 2013 If you need to highlight several lines of text, changing the mouse into a **highlighter** may be a helpful alternative to selecting and highlighting individual lines. Click the **Text Highlight Color** command, and the cursor changes into a highlighter  You can then click, hold, and drag the highlighter over the lines you want to highlight.  To remove highlighting, select the highlighted text, then click the **Text Highlight Color** drop-down arrow. Select **No Color** from the drop-down menu. **To use the Bold, Italic, and Underline commands:** The Bold, Italic, and Underline commands can be used to help draw attention to important words or phrases. 1\. Select the text you want to modify. Screenshot of Word 2013 2\. On the Home tab, click the Bold (**B**), Italic (*I*), or Underline ([U]) command in the **Font** group. In our example, we\'ll click Bold.  **To use the Bold, Italic, and Underline commands:** The Bold, Italic, and Underline commands can be used to help draw attention to important words or phrases. 1\. Select the text you want to modify. Screenshot of Word 2013 2\. On the Home tab, click the Bold (**B**), Italic (*I*), or Underline ([U]) command in the **Font** group. In our example, we\'ll click Bold.  3\. The selected text will be modified in the document. Screenshot of Word 2013 **To change the text case:** When you need to quickly change text case, you can use the **Change Case** command instead of deleting and retyping text. 1\. Select the text you want to modify.  2\. On the Home tab, click the **Change Case** command in the **Font** group. 3\. A drop-down menu will appear. Select the desired case option from the menu. Screenshot of Word 2013 4\. The text case will be changed in the document.  To change text alignment: 1\. By default, Word aligns text to the **left margin** in new documents. However, there may be times when you want to adjust text alignment to the center or right. Screenshot of Word 2013 Click the arrows in the slideshow below to learn more about the four text alignment options.  **Align Text Left:**This aligns all selected text to the left margin. The Align Text Left command is the most common alignment and is selected by default when a new document is created. aligned center **Center:** Align selected text to the center of the document  **Align Text Right:**This aligns all selected text to the right margin. **Justify:** Distribute all text evenly between the margins. It gives your document clean, crisp edges so it looks more polished. Inserting objects, Layout, Designing documents **Symbols** Sometimes you may find that you need to add a **symbol** to your text, such as the Copyright symbol ©. Word offers a collection of symbols for currency, languages, mathematics, and more.  To insert a symbol: 1\. Place the **insertion point** in the location where you want to** insert** a symbol. Screenshot of Word 2013 2\. On the **Insert** tab, click the **Symbol** drop-down arrow. A menu of symbols will appear. 3\. Select the desired **symbol**  4\. The symbol will appear in your document. Screenshot of Word 2013  If you don\'t see the symbol you\'re looking for, click **More Symbols\...** to open the Symbol dialog box. Locate and select the desired symbol, then click Insert. **How to Make a Newsletter** http://s3.amazonaws.com/photography.prod.demandstudios.com/0300f783-974b-4d42-89be-9c77aa2c5b73.png Microsoft Word 2013 has everything you need to create a professional-looking newsletter, whether for printing or distributing via email. Before getting started, take a look at the templates available within Word. If you find something you like, it\'s much faster to edit an existing template for your newsletter than to design one from scratch. Creating A newsletter from scratch 1\. Create a new Word document and click the \"Page Layout\" tab. Click the \"Margins\" icon in the Ribbon to reduce the default 1-inch margins to a half-inch. Click the \"Columns\" icon and then click \"Two.\"  2\. Right-click the top edge of the page and select \"Open Header.\" The header is unaffected by the two columns you set, making it an ideal place to insert the newsletter\'s title, or masthead. Before editing the header, click the Header & Footer \"Design\" tab and then click the \"Different First Page\" check box. This option allows you to put the masthead on the first page without it appearing on other pages. http://s3.amazonaws.com/photography.prod.demandstudios.com/61921b26-f93b-456e-8386-28961f83a866.png 3\. Type the title of the newsletter in the header, using the Home tab options to set the font and alignment. To insert an image in the header, like a company logo, click the Header & Footer \"Design\" tab and click the \"Picture\" icon  4\. Double-click anywhere near the center of the page to exit the header. Enter the rest of the newsletter just as you would any other Word document. To specify font styles and colors, for example, click the \"Home\" tab. To insert images and text boxes, click the \"Insert\" tab. To have text wrap around an image or text box, right-click the object and select \"Wrap Text.\" http://s3.amazonaws.com/photography.prod.demandstudios.com/11d6eb0d-1ecd-4f81-92ae-36d2c8f68b4b.png 5\. Save a completed newsletter by clicking the \"Save\" icon in the upper-left corner of the page and use the default DOCX format. If you want to save the file as a template to write future issues of the newsletter, click the \"File\" menu and select \"Save As.\" Select \"My Computer\" and then change the file format to \"Word Template (\*.dotx).\" This saves the file as a template in your Custom Office Templates folder.  **WORKING FROM A NEWSLETTER TEMPLATE** **1. Launch Word. If Word is already open, click the \"File\" tab and then click \"New.\" To find a template online from the Microsoft template library, type \"newsletter\" in the Search field. Select a template and then click the \"Create\" button. To create a newsletter based on your own template, click the \"Personal\" link to open the Custom Templates folder and then click your newsletter template.** http://s3.amazonaws.com/photography.prod.demandstudios.com/7161cc5b-f1b5-44dc-9580-4b5caa78b844.png 2\. Replace images in the template with your own by right-clicking each image and selecting the \"Change Picture\" option. When you change the picture, the new image is resized to fit the space used by the previous image, saving you the time and effort of making manual adjustments every time you update the newsletter.  3\. Replace the text in the newsletter with your own. If you want to change the font or font size, click the \"Home\" tab. Writing content to fit exactly onto a page can be a challenge. If you find yourself with blank lines at the end of a newsletter page, or if the text is two or three lines too long, try tweaking the font size or the paragraph spacing. For example, if the font is 11 points, highlight a few paragraphs and manually type \"11.5\" to expand the paragraphs, or \"10.5\" to reduce the size. http://s3.amazonaws.com/photography.prod.demandstudios.com/47b58a43-d548-4926-b4b8-49f78a607676.png Inserting table A **table** is a grid of cells arranged in **rows** and **columns**. Tables are useful for various tasks such as presenting text information and numerical data. In Word, you can create a **blank** table, **convert text** to a table, and apply a variety of **styles** and **formats** to existing tables. To insert a blank table: 1\. Place your insertion point where you want the table to appear, then select the **Insert** tab. 2\. Click the **Table** command.  3\. A drop-down menu containing a grid of squares will appear. Hover the mouse over the grid to select the number of **columns** and **rows** in the table. Screenshot of Word 2013 5\. You can now place the insertion point anywhere in the table to add text.  To move the insertion point to the next cell, press the **Tab** key while typing. If the insertion point is in the last cell, pressing the **Tab** key will automatically create a new row. To merge cells in a table: 1\. Highlight the cells that you want to merge. 2\. Right click on the highlighted cells. 3\. Select **Merge cells and** click. 2\. Right click on the highlighted cells.  3\. Select **Merge cells and** click. Selected **cells** will be merged.  To convert existing text to a table: In this example, each row of information contains an **item name** and **price**, separated by tabs. Word can convert this information into a table, and it will use the tabs to separate the data into two columns. 1\. Select the text you want to convert. Screenshot of Word 2013 2\. From the **Insert** tab, click the **Table** command. 3\. Select **Convert Text to Table** from the drop-down menu.  4\. A dialog box will appear. Choose one of the options in the **Separate text at:** section. This is how Word knows what text to put in each column. Screenshot of Word 2013 5\. Click **OK**. The text appears in a table.  **Modifying tables** 1\. Hover the mouse near the location where you want to add a row or column, then click the **plus sign** that appears. Screenshot of Word 2013 2\. A new row or column will appear in the table.  Alternatively, you can right-click the table, then hover the mouse over **Insert** to see various row and column options. Screenshot of Word 2013 **To apply a table style:** 1.Click anywhere on the table, then click the **Design** tab on the right side of the Ribbon.  2\. Locate the **Table Styles** group, then click the **More** drop-down arrow to see all available table styles. Screenshot of Word 2013 3\. Select the **desired style**.  4\. The selected table style will appear. To add borders to a table: 1. Select the cells you want to add a border to. 2\. From the Design tab, select the desired Line Style, Line Weight, and Pen Color. 3\. Click the Borders drop-down arrow. 4\. Select the desired border type from the menu that appears.  5\. The border will appear around the selected cells. **Inserting pictures** **Add a Picture** Microsoft Office is equipped with a Picture folder with several photo selections. You can also save additional photos to the Picture folder or create a new folder for your pictures. From the **Insert** ribbon, you can add a picture to your document:  1\. Click on the **Picture** button, from the **Illustrations** group. 2\. Navigate to your desired **Picture** folder. 3\. Select a **photo**. 4\. Click on the **Insert** button. **B. Online Pictures** Within Microsoft Office there are numerous online pictures (clip art and stock photographs) to illustrate a specific topic. From the Insert ribbon, add a graphic to your document: 1\. Click on the **Online Pictures** button, from the **Illustration** group. 2\. The **Insert Picture** window will appear. 3\. In the **Search** box, type your desire graphic topic, and then press the **Enter** key. 4\. Select your desired **Picture**, and then click on the **Insert** button. **B. Shapes** The Shapes option allows you to insert a variety of shapes on to your document, such as rectangles, circles, arrows, lines, flowchart symbols, and callouts. From the Insert ribbon, add a shape to your document from the multiple selections: 1\. Click on the **Shapes** button, from the Illustration group. 2\. The **Shape panel** will appear, select your desired shape. 3\. The mouse pointer will change into a plus sign. 4\. Hold the left mouse button down, and while dragging your desired shape will appear. **Note**: Continuing to drag the mouse will enlarge the shape. **C. SmartArt** SmartArt allows you to change graphic images into visual communication information including graphical lists, process diagrams, organizational charts, etc. From the Insert ribbon, incorporate SmartArt onto your document: 1\. Click on the **SmartArt** button, from the Illustration group. 2\. The **SmartArt panel** will appear. 3\. Select your desired graphic image, and then click on the **OK** button. **Note**: Depending on your selection, text and/or photos can be added. **D. Chart** To illustrate and compare data you are able to utilize the chart option. This is similar to the Excel chart feature. From the Insert ribbon, add a chart onto your document: 1\. Click on the **Chart** button, from the Illustration group. 2\. The **Chart panel** will appear. 3\. Select your desired chart type, and then click on the **OK** button. 4\. Your selected chart type will appear next to a spreadsheet. 5\. Enter your desired data onto the spreadsheet and the chart will reflect your data. 6\. On the spreadsheet window, click on the Close window button, and then your chart will appear on your document. **Using References Productively** **Additional Quick References** **A. Cover Page** Microsoft Word enables you to insert a variety of predesigned cover pages into your document automatically. 1\. Click on the **Insert** tab, and then go to the **Pages** group. 2\. Click on the **Cover Page** button. 3\. The **Built-In** window will appear with predesign cover pages. 4\. Select a cover page of your choice. 5\. On the **Pages** group you can insert a **Blank Page** or **Page Break** as well. **Track Changes Quick Reference** Track Changes is a tool that is utilized in Microsoft Word 2013 for electronically reviewing and marking up a document. A document can be reviewed and edited by a group of readers and the author of the document has final control over which changes to accept or reject. The instructions in this section are a quick reference that will help you use Track Changes. **A. Turning on Track Changes** This will mark changes in the current document and keep track of each change by reviewer name. 1\. Click on the **Review** tab. 2\. In the **Tracking** group, click on the **Track Changes** button. 3\. Now the document can be edited with Track Changes. *Click on the **Track Changes** button a second time to turn it off.* **Example:** **B. Apply comments to Track Changes.** 1\. Select the Track Change text to which you want to apply a comment. 2\. Click on the **Review** tab. In the **Comments** group, click on the **New Comment** button. 3\. The text you select will be highlighted and a comment box will display on the right side of the document. 4\. Type your comments in the **Comment** box. *Click anywhere in the document to deselect the comment area.* **Mail Merge** Introduction Mail Merge is a useful tool that allows you to produce multiple letters, labels, envelopes, name tags, and more using information stored in a list, database, or spreadsheet. When performing a Mail Merge, you will need a Word document (you can start with an existing one or create a new one) and a recipient list, which is typically an Excel workbook Practice document (Word document) Address list (Excel workbook) To use Mail Merge: Open an existing Word document, or create a new one. From the Mailings tab, click the Start Mail Merge command and select Step by Step Mail Merge Wizard from the drop-down menu. Screenshot of Word 2013 The Mail Merge pane appears and will guide you through the six main steps to complete a merge. The following example demonstrates how to create a form letter and merge the letter with a recipient list. Step 1: Choose the type of document you want to create. In our example, we\'ll select Letters. Then click Next: Starting document to move to Step 2.  Step 2: Select Use the current document, then click Next: Select recipients to move to Step 3. Step 3: Now you\'ll need an address list so Word can automatically place each address into the document. The list can be in an existing file, such as an Excel workbook, or you can type a new address list from within the Mail Merge Wizard. From the Mail Merge task pane, select Use an existing list, then click Browse\... to select the file.  Locate your file and click Open. If the address list is in an Excel workbook, select the worksheet that contains the list and click OK.  In the Mail Merge Recipients dialog box, you can check or uncheck each box to control which recipients are included in the merge. By default, all recipients should be selected. When you\'re done, click OK. From the Mail Merge task pane, click Next: Write your letter to move to Step 4.  If you don\'t have an existing address list, you can click the Type a new list button and click Create. You can then type your address list. Step 4: Now you\'re ready to write your letter. When it\'s printed, each copy of the letter will basically be the same; only the recipient data (such as the name and address) will be different. You\'ll need to add placeholders for the recipient data so Mail Merge knows exactly where to add the data. To insert recipient data: Place the insertion point in the document where you want the information to appear. Choose one of the four placeholder options: Address block, Greeting line, Electronic postage, or More items.  Depending on your selection, a dialog box may appear with various options. Select the desired options and click OK. A placeholder will appear in your document (for example, «AddressBlock»).  Repeat these steps each time you need to enter information from your data record. In our example, we\'ll add a Greeting line. When you\'re done, click Next: Preview your letters to move to Step 5. For some letters, you\'ll only need to add an Address block and Greeting line. Sometimes, however, you may want to place recipient data within the body of the letter to personalize it even further.  Step 5: Preview the letters to make sure the information from the recipient list appears correctly in the letter. You can use the left and right scroll arrows to view each document. Click Next: Complete the merge to move to Step 6. Step 6:  Click Print\... to print the letters. A dialog box will appear. Click All, then click OK.  The Print dialog box will appear. Adjust the print settings if needed, then click OK. The letters will be printed.  **Application** ------------------------------------------------------------------------------------- Follow the instructions below. **Inserting Smart art, Chart, Symbols, Equation, Date and Time, Drop Cap,** **Footnotes and Two columns** Instruction: 1. Title: Font type: Palatino Linotype, bold, Font size: 11 2. Body: Font type: Palatino Linotype, Font size: 11 3. Date and Time: Font type: Calligraph421BT, Font size: 11 4. Save your work at My Documents with your name and computer number as the filename. **Smart art: Chart:** [\[CHART\]]{.chart} **Drop cap** **mart but not talkative; Intelligent but not wise to refuse**. It's another girl's thing to appreciate and like boys who are good academically or in decision-making. Guys who outsmart girls are like to be admired and loved by the opposite sex. [^1^](#fn1){#fnref1.footnote-ref} **uggable and flawless**. A very neatly characteristic that shows tidiness-in all things, from the personal belongings to carrying of yourself to how you act at all times.[^2^](#fn2){#fnref2.footnote-ref} **Second Column** **Symbol:** F^2^~3~ = F^2^~2~ -- 2F~1~F~2~COS Φ F^2^~3~ = F^2^~1~ + F^2^~2~ COS Φ ©maria\@yahoo.com **Equation:** F^2^~R~ = Σ F~X~^R^ + Σ **Mail Merge Application Exercise** 1. Open an existing Word document. If you want, you can use our Practice document (Word document) and Address list (Excel workbook). 2. Use the Mail Merge Wizard to merge the letter with the recipient list. 3. Place an Address Block at the top of the page and a Greeting line above the body of the letter. 4. Print the document. ::: {.section.footnotes} ------------------------------------------------------------------------ 1. ::: {#fn1} **S**[↩](#fnref1){.footnote-back} ::: 2. ::: {#fn2} **H**[↩](#fnref2){.footnote-back} ::: :::