SOFAPP_CHAPTER 4.pdf

MODULE OFFICE APPLICATION SOFTWARE - SOFAPP CHAPTER 4: Advanced Operations with Word Objectives: a.) Determine the advanced operations that can be used in each office tools...

MODULE OFFICE APPLICATION SOFTWARE - SOFAPP CHAPTER 4: Advanced Operations with Word Objectives: a.) Determine the advanced operations that can be used in each office tools b.) Create files that can be compatible with any software or office tools and make them more secured on sharing files. Lesson 1: Performing Calculations in Tables in Word Insert Formulas into Word Tables Let’s start out by creating a simple test table. Click on the Insert tab and then click on Table. Choose how many rows and columns you want from the grid. Once your table has been inserted, go ahead and add in some data. I’ve just made a really simple table with a couple of numbers for my example. 10 10 10 20 20 20 30 30 30 Page 1  MODULE OFFICE APPLICATION SOFTWARE - SOFAPP Now let’s go ahead and insert a formula. In the first example, I’m going to add the first three values in the first row together (10 + 10 + 10). To do this, click inside the last cell in the fourth column, click on Layout in the ribbon and then click on Formula at the far right. This will bring up the Formula dialog with a default of =SUM(LEFT). If you were to simply click OK, you will see the value we are looking for in the cell (30). 10 10 10 30 20 20 20 30 30 30 Let’s talk about the formula. Just like Excel, a formula starts with an equals sign, followed by a function name and arguments in parenthesis. In Excel, you only specify cell references or named ranges like A1, A1:A3, etc., but in Word, you have these positional terms you can use. In the example, LEFT means all cells that are to the left of the cell in which the formula is entered. You can also use RIGHT, ABOVE and BELOW. You can use these positional arguments with SUM, PRODUCT, MIN, MAX, COUNT and AVERAGE. In addition, you can use these arguments in combination. For example, I could type in =SUM(LEFT, RIGHT) and it would add all the cells that are to the left and right of that Page 2  MODULE OFFICE APPLICATION SOFTWARE - SOFAPP cell. =SUM(ABOVE, RIGHT) would add all numbers that are above the cell and to the right. You get the picture. Now let’s talk about some of the other functions and how we can specify cells in a different manner. If I wanted to find the maximum number in the first column, I could add another row and then use the =MAX(ABOVE) function to get 30. However, there is another way you can do this. I could also simply go into any cell and type in =MAX(A1:A3), which references the first three rows in the first column. This is really convenient because you can put the formulas anywhere you want in the table. You can also reference individual cells like writing =SUM(A1, A2, A3), which will give you the same result. If you write =SUM(A1:B3), it will add A1, A2, A3, B1, B2, and B3. Using these combinations, you can pretty much reference any data you like. If you want to see a list of all the functions you can use in your Word formula, just click on the Paste Function box. Page 3  MODULE OFFICE APPLICATION SOFTWARE - SOFAPP You can use IF statements, AND and OR operators and more. Let’s see an example of a more complex formula. In the example above, I have =IF(SUM(A1:A3) > 50, 50, 0), which means that if the sum from A1 to A3 is greater than 50, show 50, otherwise show 0. It’s worth noting that all of these functions really only work with numbers. You can’t do anything with text or strings and you can’t output any text or string either. Everything has to be a number. Here’s another example using the AND function. In this example, I am saying that if both the sum and max value of A1 to A3 is greater than 50, then true otherwise false. True is represented by a 1 and False by 0. If you type in a formula and it’s got an error in it, you’ll see a syntax error message. To fix the formula, just right click on the error and choose Edit Field. Page 4  MODULE OFFICE APPLICATION SOFTWARE - SOFAPP This will bring up the Field dialog. Here you just have to click on the Formula button. This will bring up the same Formula editing dialog that we’ve been working with since the beginning. That’s about all there is to inserting formulas into Word. For more knowledge about creating calculations in word, please check the link the online documentation from Microsoft. Page 5  MODULE OFFICE APPLICATION SOFTWARE - SOFAPP Lesson 2: Email Documents Using Word Mailing Documents Following are the simple steps to send a word document as an attachment at the given email address. Step 1 − Open the document you want to send using e-mail as an attachment. Step 2 − Click the File tab and then click the Save & Send option from the left most column; this will display a number of options to Save & Send, you will have to select the Send using Email option available in the middle column. Step 3 − The third column will have various options to send email which allows you to send your document as an attachment in DOC format or you can send your Word document in a PDF format. Click a method to send the document. I'm going to send my document in PDF format. When you click the Send as PDF option, it displays the following screen where you can type the email address to which you want to send your document, email subject and other additional messages as well. To send email to multiple recipients, separate each e-mail address with a semicolon (;) and a space. Page 6  MODULE OFFICE APPLICATION SOFTWARE - SOFAPP Lesson 3: Translate Document Using Microsoft Translator The following steps will help you translate a document from one language to another language. Step 1 − Click the Review tab and then click the Translate button; this will display different options to be selected. Step 2 − Select the Choose Translation Language option simply by clicking over it. This will display a Translation Language Options dialog box asking for selecting from and to languages. Here From is the source document's language and To is the target document’s language. Page 7  MODULE OFFICE APPLICATION SOFTWARE - SOFAPP Step 3 − After selecting From Language and To Language, click OK. Now again go to Review tab and then click Translate button which will display different options to be selected. Select top option Translate Document option from the given options, this will display Translate Whole Document dialog box asking for your permission to send your document over the internet to be translated by Microsoft Translator. Page 8  MODULE OFFICE APPLICATION SOFTWARE - SOFAPP Step 4 − To translate your document, you can click the Send button. This will send your document over the internet to be translated and you will have your document translated in your target language. Step 5 − Now you can copy your translated content manually in any other document and save it for final use. Page 9  MODULE OFFICE APPLICATION SOFTWARE - SOFAPP Lesson 4: Document Security Set Document Password Once you set a password for a document then you will be able to open the document only if you know the password. If you forget your password, then there is no way to recover it and to open the document. So you need to be careful while setting a password for your important document. The following steps will help you set a password for a Word document. Step 1 − Open a Word document for which you want to set a password. Step 2 − Click the File tab and then click the Info option and finally the Protect Document button which will display a list of options to be selected. Step 3 − Select the Encrypt with Password option simply by clicking over it. This will display an Encrypt Document dialog box asking for a password to encrypt the document. The same dialog box will appear twice to enter the same password. After entering password each time, click the OK button. Page 10  MODULE OFFICE APPLICATION SOFTWARE - SOFAPP Step 4 − Save the changes, and finally you will have your document password protected. Next time when someone tries to open this document, it will ask for the password before displaying the document content, which confirms that now your document is password protected and you need password to open the document. Page 11  MODULE OFFICE APPLICATION SOFTWARE - SOFAPP Remove Document Password You can remove a document password only after opening it successfully. The following steps will help you remove password protection from your Word document. Step 1 − Open a Word document the password of which needs to be removed. You will need the correct password to open the document. Step 2 − Click the File tab followed by the Info option and finally the Protect Document button which will display a list of options to be selected. Step 3 − Select the Encrypt with Password option simply by clicking over it. This will display an Encrypt Document dialog box and password which will be in a dotted pattern. You need to remove this dotted pattern from the box and make it clear to remove the password from the document. Page 12  MODULE OFFICE APPLICATION SOFTWARE - SOFAPP Now when you will open your document next time, Word will not ask you for any password because you have removed the password protection from the document. Set Editing & Formatting Restrictions The following steps will help you set editing restrictions in a Word document. Step 1 − Open a Word document for which you want to set editing restrictions. Step 2 − Click the File tab and then click the Info option and finally the Protect Document button which will display a list of options to be selected. Page 13  MODULE OFFICE APPLICATION SOFTWARE - SOFAPP Step 3 − Select the Restrict Editing option simply by clicking over it. This will open the actual document and it will also give you the option to set editing restrictions in the Restrict Formatting and Editing area. Here you can set formatting as well as editing restrictions on the document. Step 4 − One you are done with your setting, click the Yes, Start Enforcing Protection button which will display a Start Enforcing Protection dialog box asking for password so that no one else can change the setting. You can enter the password or you can leave it simply blank which means there is no password setting for this protection. Page 14  MODULE OFFICE APPLICATION SOFTWARE - SOFAPP Step 5 − Finally click the OK button and you will find that your document is editing (or formatting if you applied) protected. Remove Editing & Formatting Restrictions You can remove the editing restriction from your document using these simple steps. Step 1 − Open a Word document for which you want to remove the editing restriction. Step 2 − Click the File tab and then click the Info option and finally the Protect Document button; this will display a list of options to be selected. Step 3 − Select the Restrict Editing option simply by clicking over it. This will display the Restrict Formatting and Editing area as follows. Page 15  MODULE OFFICE APPLICATION SOFTWARE - SOFAPP Step 4 − Now click the Stop Protection button. If you had set up a password at the time of setting the editing or formatting restrictions, then you will need the same password to remove the editing or formatting restrictions. Word will now ask for the same using the Unprotect Document Dialog box , otherwise it will simply remove the restrictions. Lesson 5: Watermark in a Document Set Standard Watermark The following steps will help you set standard watermark in word document. A standard watermark is the one which is already defined by words and cannot modify their font or color etc. Step 1 − Open a word document in which you want to add a watermark. Step 2 − Click the Page Layout tab and then click the Watermark button to display a list of standard watermark options. Page 16  MODULE OFFICE APPLICATION SOFTWARE - SOFAPP Step 3 − You can select any of the available standard watermarks by simply clicking over it. This will be applied to all the pages of the word. Assume we select the Confidential watermark. Page 17  MODULE OFFICE APPLICATION SOFTWARE - SOFAPP Set Custom Watermark The following steps will help you set custom watermark in word document. A custom watermark is the one which can be modified text and its font, color and size etc. Step 1 − Open a Word document in which you want to add a watermark. Step 2 − Click the Page Layout tab and then click the Watermark button to display a list of standard watermark options. At the bottom, you will find the Custom Watermark option. Step 3 − Click over the Custom Watermark option; this will display the Printed Watermark dialog box. Page 18  MODULE OFFICE APPLICATION SOFTWARE - SOFAPP Step 4 − Now you can set a picture as watermark or you can set predefined text as watermark; you can also type your text in the Text box available at Printed Watermark dialog box. We will set text watermark as DUPLICATE and also set its font color and font size. Once all the parameters are set, click the OK button to set the parameters. Page 19  MODULE OFFICE APPLICATION SOFTWARE - SOFAPP Remove Watermark The following steps will help you remove an existing watermark from a Word document. Step 1 − Open a Word document the watermark of which needs to be deleted. Step 2 − Click the Page Layout tab followed by the Watermark button to display a list of standard watermark options. At the bottom, you will find the Remove Watermark option. Step 3 − Click Remove Watermark option; this will delete the existing watermark from the document. Page 20  MODULE OFFICE APPLICATION SOFTWARE - SOFAPP Lesson 6: Mail Merge from Excel to Word Mail Merge from Excel to Word can be a real time-saver when it comes to sending large mailings. It lets you quickly create custom letters, emails or mailing labels in Word by merging the information you already have in your Excel spreadsheet. Mail Merge basics Doing a mail merge may look like a daunting task, but in fact the process is pretty simple. It may help to get the insight, if you think of the mail merge process in terms of 3 documents. 1. Word mail merge document with codes for the personalized fields. 2. Excel mail merge source file with information about the recipients, one row for each recipient. 3. The final Word document with the personalized letters, emails, envelops etc. The goal of the mail merge is to combine the data in File 1 and File 2 to create File 3. Preparing the Excel spreadsheet for Mail Merge When you run a mail merge, your Excel file will get connected to your Word mail merge document, and Microsoft Word will be pulling the recipients' names, addresses and other details directly from your Excel worksheet. So, before starting the merge in Word, make sure your Excel file has all the information you want to include such as first names, last names, salutations, zip codes, addresses, etc. If you want to add more contacts or other information, you'd better make the changes or additions in your Excel sheet now before running the mail merge. Important things to check:  The columns in your Excel sheet should match the fields you want to use when doing a mail merge. For instance, if you want to address your readers by the first name, be sure to create separate columns for first and last names. If you want to sort the recipients by state or city, verify that you have a separate State or City column.  If your Excel file includes dates, times, currency values, or postal codes that begin or end in 0, see how to correctly format mail merge numbers, dates and currency. Page 21  MODULE OFFICE APPLICATION SOFTWARE - SOFAPP  If you create an Excel spreadsheet by importing information from a.csv or a.txt file, then use the Text Import Wizard, as explained in Importing CSV files into Excel.  If you want to export Outlook contacts, the following article may be helpful - How to export Outlook contacts to Excel. How to mail merge from Excel to Word? When your Excel spreadsheet is set up and reviewed, you are ready to run the mail merge. In this example, we will be merging the letter with a recipient list in Word 2010. If you are using Word 2013 or Word 2016, the steps will be exactly the same. 1. If you have already composed your letter, you can open an existing Word document, otherwise create a new one. 2. Choose what kind of merge you want to run. Switch to the Mailings tab > Start Mail Merge group, and select the mail merge type - letters, email messages, labels, envelopes or documents. We are choosing Letters. 3. Select the recipients. On the Mailings tab, click Select Recipients > Use Existing List. 4. Connect your Excel spreadsheet and Word document. By setting the connection between your Excel sheet and the Word document you ensure that your mail merge data Page 22  MODULE OFFICE APPLICATION SOFTWARE - SOFAPP source will be automatically updated each time you make changes to the Excel file that contains the recipients data. In the Select Data Source dialog, browse to your Excel sheet and click Open. If Word prompts you to select a table, do this and click OK. 5. If you want to include only some of your Excel entries, then click the Edit Recipient List button in the Start Mail Merge group. The Mail Merge Recipients dialog opens and you check or uncheck checkboxes to add or remove the recipients from the mail merge. Page 23  MODULE OFFICE APPLICATION SOFTWARE - SOFAPP Tip. You can also sort, filter and dedupe the recipients list as well as validate the email addresses by clicking the corresponding option under the Refine Recipients List section. Okay, we are finished with the recipients list and you are ready to start on the letter. Type the text as you usually do in a Word document or copy/paste from an external source. 6. Add placeholders. Now you need to add placeholders for the Address Block and Greeting Line for Mail Merge to know exactly where to add the data. To add a placeholder, click the corresponding button on the ribbon Mailing > Write & Insert Fields. Depending on the placeholder you are adding, a dialog box will appear with various options. Select the desired options, verify the results under the Preview section and click OK. You can use the right and left arrows to switch to the next or previous recipient's preview. When done, the corresponding placeholder will appear in your document, as shown in the screenshot below: Page 24  MODULE OFFICE APPLICATION SOFTWARE - SOFAPP For some letters, adding only the Address block and Greeting line will suffice. When the letter is printed out, all the copies will be identical except for the recipients' names and addresses. In other cases you may wish to place the recipient's data within the letter text to personalize it further. To do this, click Insert Merge Field and choose the data you want to insert from the drop-down list. Page 25  MODULE OFFICE APPLICATION SOFTWARE - SOFAPP 7. Preview the letter. To make sure the recipients data correctly appear in the letter, click the Preview Results button on the Mailing tab. You can use the left and right arrows to view each letter with the recipient's data. 8. Finish Mail Merge. If you are happy with all the previews, head over to the Finish group and click the Finish & Merge button. Here you can choose to print the letters or send them as email messages. Page 26  MODULE OFFICE APPLICATION SOFTWARE - SOFAPP If you want to make some edits before printing / emailing, click Edit Individual Documents. A new document will open and you will be able to make the desired changes in each particular letter. 9. Save the mail merge document. You save the mail merge file as a usual Word document by clicking the Save button or pressing Ctrl+S. Once it is saved, the file will stay connected to your Excel mailing list. When you want to use the mail merge document again, open it and click Yes when Microsoft Word prompts you to retain that connection. In addition to the Mail Merge options available on the ribbon that we've just discussed, Microsoft Excel provides exactly the same features in the form of the Mail Merge Wizard. You can start the wizard via Mailings tab > Start Mail Merge > Step-by-Step Mail Merge Wizard... Page 27  MODULE OFFICE APPLICATION SOFTWARE - SOFAPP Once clicked, the Mail Merge Wizard will open on the right of your screen and walk you through the merge process step-by-step. In my opinion, working with the ribbon is more convenient because you can view all the merge options at once and quickly pick the needed one. However, if you are doing the mail merge for the first time, you may find the wizard's step-by-step guidance helpful. For more knowledge about Microsoft Word Advanced operation , please check the link provided; https://www.youtube.com/watch?v=Fvrtt0h84Mg&list=PL_iwD7O7FG7iZ_Ammd16DtJyIyyG EHKga&index=3 Page 28  MODULE OFFICE APPLICATION SOFTWARE - SOFAPP REFERENCES https://www.online-tech-tips.com/ms-office-tips/create-and-use-formulas-in-tables-in-word/ https://www.tutorialspoint.com/word/word_email_documents.htm https://www.tutorialspoint.com/word/word_translate_documents.htm https://www.tutorialspoint.com/word/word_document_security.htm https://www.tutorialspoint.com/word/word_set_watermark.htm Page 29