Microsoft Word for New Business Owners

MS Word is currently the most widely used word processing application, but new business owners often spend too much valuable time asking, “I wonder if it could do this?” – the answer, in most cases, is “yes” – but how to get there?


Training topics will include:  familiarizing yourself with the tools of MS Word, document creation and revision, editing and formatting text, making professional documents, creating columns and tables, inserting headers and footers, saving time with templates (business cards and brochures), mail merge for mass mailings, and more!


This course is tailored to anyone who already has a basic knowledge of a modern word processing program, but wants to use it really effectively for a new business.


About Microsoft Word


Microsoft Word is a word processing program. It is available for the Microsoft Windows and Apple OS X platforms. The first version of Word, released in the autumn of 1983, was for the MS-DOS operating system and had the distinction of introducing the mouse to a broad population. Since then there have been new versions every few years.  Word for Mac was first released in 1985 and was the first graphical version of Microsoft Word.


Starting in 1995, Microsoft included Word in Microsoft Works and Office (a suite of desktop applications).  The first version of Office contained Microsoft Word, Microsoft Excel and Microsoft PowerPoint. Nowadays, over a billion people use Office worldwide.  The current versions are Office 2013 for Windows, released on October 11, 2012; and Office 2011 for OS X, released October 26, 2010.


Previous major Word releases include Word ’95, 2002 (Office XP), 2003 (Office 2003), 2007 (Office 2007) and 2010 (Office 2010).  While all are similar, newer releases add functionality and security, and often change the basic layout of the program.  These layout changes can cause confusion when switching between different versions, as it requires the user to hunt around for controls – nothing is quite where you expect it to be.


NoteThis training document was created using Microsoft Word.  If you look closely, you will see many of the techniques and topics we are covering today used in this document!

Word 2007 Ribbon Menu

Note:  While this document is based on the popular Word 2007 program, other than a few specific design elements, it can generally be applied to most modern Word versions and compatible open-source alternative word processing programs such as LibreOffice and Open Office.  Commands may be in different places, but most of the functionality is similar.


When you first open Word 2007, you may be surprised by its different look. Most of the changes are in the Ribbon, the area that spans the top of Word.  Microsoft products released since 2007 have introduced a form of modular ribbon as their main interface, where large tabbed toolbars, filled with graphical buttons and other controls, are grouped by functionality.


There are three basic components to the Ribbon. It’s good to know what each one is called so that you understand how to use it.


  1. Tabs. There are seven basic ones across the top. Each represents an activity area.
  2. Groups. Each tab has several groups that show related items together.
  3. Commands. A command is a button, a box to enter information, or a menu.


Everything on a tab has been selected according to user activities. For example, the Home tab contains all the things you use most often, such as the commands in the Font group for changing text font: FontFont SizeBold, Italic, and so on.

At first glance, you may not see a certain command from a previous version of Word.  Some groups have a small diagonal arrow in the lower-right corner  called a Dialog Box Launcher. If you click it, you’ll see more options related to that group. Those options will often appear in the form of a dialog box that you may recognize from a previous version of Word. Or they may appear in a familiar-looking task pane.


Speaking of previous versions, if you’re wondering whether you can get the same look and feel of a previous version of Word, unfortunately, the simple answer is: ‘no’.


Note:  Help is always available!  To find out how to do something, click the Word Help button in the upper-right corner of the window. Then type your question in the “Type words to search for” box, next to Search.  For example, to find out how to show or hide formatting marks, you could type “Turn formatting marks on.”


The Ribbon makes everything in Word 2007 centralized and (theoretically) easy to find. Sometimes, however, you don’t need to find things. You just want to work on your document, and you’d like more space to do that. So it’s as easy to hide the Ribbon temporarily.


Here’s how: Double-click the active tab. The groups disappear, so that you have more room.


Whenever you want to see all of the commands again, double-click the active tab to bring back the groups.

Keyboard Shortcuts

Note:  These keyboard shortcuts are for the Microsoft Windows operating system.  For Apple OSX, in most cases the Apple key can be substituted for the CTRL key.


There are two basic types of keyboard shortcuts:  Access Keys and Key Combinations.

Access Keys

Access keys give you access to the Ribbon. They relate directly to the tabs, commands, and other things that you see on the screen. You use access keys by pressing the ALT key followed by another key or a sequence of other keys.


Every single command on the Ribbon, the Microsoft Office Button menu, and the Quick Access Toolbar has an access key, and every access key is assigned a Key Tip. If you are familiar with the old system of underscored letters on menu items, think of Key Tips as the new version of those.


Note:  If a dialog box is open that uses the same letter in a shortcut as a Key Tip on the Ribbon, the dialog box has precedence.


How to use Key Tips


  • Press the ALT key.
  • Badges showing the Key Tips appear.
  • Press the key for the tab or Quick Access Toolbar command you want.
  • If you press a tab Key Tip, you see the Key Tips for every command on that tab. If you press a Quick Access Toolbar command Key Tip, the command is executed.
  • Press the key (or keys) for the tab command you want.
  • Depending on what command you choose, an action may be executed or a gallery or menu may open; in the latter case you can choose another Key Tip.


Tip:   If the Key Tip badge shows two letters, press them one after the other.


Navigate the Ribbon


You can move around the Ribbon by using the arrow or TAB keys.


  • Press the ALT key to move the focus to the Ribbon.
  • Move around the Ribbon:
  • Move left, right, up, or down by pressing the relevant arrow key.
  • Move from command to command within a group, then on to the next group, by pressing the TAB key. Press SHIFT+TAB to move backwards through commands and groups.


After cycling through the last group of commands on the tab, the TAB key moves the focus to the Help button, the Microsoft Office Button, and the Quick Access Toolbar, and then back to the first group on the tab.


Tip:   Once you start moving around the Ribbon like this, the Key Tip badges disappear. Get them back by pressing ALT twice.


Key Combinations


key combination keyboard shortcut is a set of keystrokes that, when pressed together, initiate an action.  A major advantage of key combination shortcuts is that most of the common ones are the same across the Office programs, whether they have the Ribbon or not, and they’re the same as in previous versions of Office.


Note:  This is the quickest way to use the keyboard. It’s slightly faster than Key Tips, but you either have to memorize the keys or you can find the key combination for a command by resting the mouse pointer over it.


Key combinations perform specific commands. They are unrelated to the Ribbon or other things that you see on screen. The keys need to be pressed together to trigger the action and most, but not all, involve pressing CTRL plus other keys (for example, CTRL+C to copy, CTRL+X to cut and CTRL+V to paste).


Other helpful keyboard tips and tricks


  • Use the TAB key and arrow keys to navigate a dialog box.
  • Activate a command by pressing ENTER. In some cases, this opens a gallery or menu so you can choose what you want and then activate it by pressing ENTER again. For some commands, like the Font box, use the arrow keys to scroll through lists. Once you’ve got what you want, press ENTER.
  • CTRL+TAB cycles through the tabs in a dialog box.
  • SPACEBAR selects and clears check boxes.
  • SHIFT+F10 opens the shortcut menu, which opens when you right-click an item.
  • ESC closes an open dialog box or shortcut menu. If nothing is open, it takes the focus away from the Ribbon and back to the main document.
  • To close a task pane, first press CTRL+SPACEBAR to open the task pane menu. Then press C to select Close on the menu.
  • ALT+F4 (pressed simultaneously) closes the active window.
  • F1 opens the Help window.



Word 2007 Ribbon Navigation Learning Check


The three main parts of the Ribbon are:

  1. Tabs, groups, and commands.
  2. The Microsoft Office Button, tabs, and access keys.
  3. Menus, toolbars, and commands.


In order to open and modify Word documents, I need to purchase Microsoft Office.

  1. True
  2. False


You can temporarily hide the ribbon to make more screen space.

  1. True.
  2. False.


Which of these statements about a key combination keyboard shortcut is true?

  1. It takes longer.
  2. The menu must be open.
  3. Letting the mouse hover over the button will pop-up the command.
  4. The Help window must be open.


You cannot use Word without knowing the proper Keyboard Shortcuts.

  1. True
  2. False


If I learn specific Microsoft Word 2007 controls, this won’t help me use LibreOffice Writer or a newer version of Word.

  1. True
  2. False


What key displays Key Tips to quickly navigate the ribbon?

  1. Tab
  2. Alt
  3. Ctrl
  4. Esc




Common Tasks and Commands in Word 2007

Microsoft Office Button

The place to start a Word document is the Microsoft Office Button.  This button is unique to this version of Word.  Newer and older versions of Word share the common File, Edit, and View menu layout.


Once you press the button, a menu appears. You may notice that this menu, shown here, looks a bit similar to the File menus in previous versions of Word. On the left of the menu, you see all the commands to work with a file. Here’s where to create a new document or open an existing one. You’ve got your Save and Save as commands here, too.


The right side of the menu lists your recently opened documents. These are always conveniently visible so that you don’t have to search your computer for a document you frequently work on.


Home Tab – Paragraph Group

Once you have a document open and have typed your text, you’ll no doubt want to format that text. Many familiar formatting commands are in view on the Home tab, in the Font group: Bold, Italic, Font Size, and so on.



In the Paragraph group you have the ever-popular bulleted lists, numbered lists, and multilevel lists. You’ve also got your indentation and alignment commands here as well.


Remember to click that small diagonal arrow Button image in the lower-right corner of the group, the Dialog Box Launcher, if you don’t see options that you are accustomed to using in Word. For example, clicking the arrow in the Paragraph group opens a familiar dialog box in which you can work with indentation, widow control, and much more.


Quick Styles

If you’re interested in a more powerful and efficient approach to formatting than just the bold and italic commands, you’ll want to know about styles in Word.



You work with styles on the Home tab, in the Styles group:


  1. Quick Styles are ready-made, professional styles, quick and easy to apply. The most frequently used Quick Styles will appear directly on the Ribbon.
  2. Click this button to see several more ready to use Quick Styles.
  3. Click the Dialog Box Launcher to open the Styles pane. This pane holds custom-made styles you might have made yourself in a previous version of Word, and it’s where you go to create new or amend existing styles.


Quick Styles are more than convenient, good-looking outfits for your document. Using these styles throughout your document gives you a great advantage: one-touch makeovers.


The Format Painter

Another high-speed formatting command is Format Painter. It’s on the very left of the Home tab, in the Clipboard group. In case you’re not familiar with the Format Painter, it’s a quick way of duplicating formatting from one section of text to another.


To use the Format Painter, place the cursor in the text whose format you want to copy and then click the Format Painter button. If you have more than one place to paint your formatting, make sure you double-click the Format Painter to get it to stay on. Then select the text that you want to paint on the new format.


To turn it off, you click the button again, or press ESC.


Insert Tab

The Insert tab offers your document a wealth of added information.


You can give your document power and punch.  To do this you may want pictures, clip art, charts, or shapes. The place to add these is the Insert tab.  But those aren’t the only commands on this tab: tables and hyperlinks, page numbers, text boxes, and WordArt.



After you insert something, you may need a closer look at its details. So you’ll definitely want to know where you zoom.  Look in the lower-right corner. Drag the slider to the right to zoom in, and drag it to the left to zoom out.





  • Clicking the percent number to the left of the slider will open the Zoom dialog box, where you can specify a zoom percentage.
  • If your mouse has a wheel, you can hold down the CTRL key and turn the wheel forward to zoom in, backward to zoom out.
  • You can also find Zoom commands on the View tab.

Spell Check

Make no mistake — when you’ve done most of the work on your document, you’ll want to check the spelling and the grammar before you print it.



Layout and Page Setup

You’re ready to print — but are you? First it’s smart to check how your pages are laid out for the printer. Everything you need is on the Page Layout tab. The Page Setup group contains Size (8.5 x 11, etc), Orientation (landscape and portrait), and Margins.



When you are finally ready to print, go back to the Microsoft Office Button.  If you click the Print command, you’ll get the Print dialog box. But point at the arrow on the right of the Print command instead, and you’ll see three commands:


  1. Print, which will open the Print dialog box.
  2. Quick Print, which sends your document immediately to the printer.
  3. Print Preview, which shows you how the printed document will look. If you use this command a lot you might like to add it to the Quick Access Toolbar.



Common Tasks and Commands Learning Check


Why use Quick Styles?

  1. To change all text to Times New Roman font.
  2. To makeover the look of your document with one click.
  3. To zoom in on the text.
  4. Either the first or second option above.


Which corner has the zoom control?

  1. Upper-right
  2. Upper-left
  3. Lower-left
  4. Lower-right


Where do you find margin controls?

  1. Layout and Page Setup
  2. Print Setup
  3. Insert Tab
  4. Format Painter


Why use Print Preview?

  1. To change the paper size.
  2. To select the proper printer.
  3. To change the margins.
  4. To show how the document will look.


The unified Microsoft Office button was the best design decision that Microsoft has ever made.

  1. True
  2. False


Use the Zoom function to enlarge text for printing.

  1. True
  2. False


The most common document editing commands are located on the Home Tab.

  1. True
  2. False


Word File Formats


The Word 2007 (and newer versions) document file format is based on the Office Open XML Formats (XML is short for Extensible Markup Language). Don’t worry, you don’t have to understand XML; it’s all behind the scenes. Just keep in mind that the new XML-based format:


  • Helps make your documents safer by separating files that contain scripts or macros, making it easier to identify and block unwanted code or macros.
  • Helps make your document file sizes smaller.
  • Helps make your documents less susceptible to damage.


The new file format also gives you the ability to use features that are available only in Word 2007 and newer versions. One example of such a feature is the new SmartArt Graphics, math equations, themes, and content controls.


File Extensions

Microsoft Word’s native file formats are denoted either by a .doc or .docx file extension.  For example:  documentname.doc or documentname.docx


Although the .doc extension has been used in many different versions of Word, it actually encompasses all the previous version file formats:  DOS, Word for Windows 1-6, 95, 97, 98 and Word 4, 5, 6 for Mac OS.


The newer .docx extension signifies the Office Open XML international standard for Office documents and is used by Word 2007, 2010 and 2013 for Windows, Word 2008 and 2011 for Mac OSX, as well as by a growing number of applications from other vendors, including (or LibreOffice) Writer, an open source word processing program.



You’re probably wondering, “What happens when I open my older documents in the new version of Word?”


Newer Word versions can open files created in all previous versions of Word. Word will open older documents in compatibility mode. You know this because at the top of the document “(Compatibility Mode)” appears next to the name of the file.


Note: older versions will not be able to open documents saved as .docx unless converted to .doc file format.


Tip:  It’s a good idea to stay in compatibility mode if you know you’ll be sharing your documents with a lot of people who are using older versions of Word. That way, what you see is what they see. And you will be able to anticipate what they can and can’t do in their version of Word.


How to Convert Files to the New File Format

With the document open in Word 2007, you just click the Microsoft Office Button, and then click the Convert command on the menu.


NoteIf you have Windows configured to show file extensions, the file name changes from My Document.doc to My Document.docx.


Saving Documents

When you create a new document in Word 2007, and then save the document, the new file format will automatically be chosen for you.  You can make sure of this by looking closely at the Save As dialog box. Notice that the Save as type box says Word Document. This means the new file format is being used.


How to Save a Document in an Older File Format

If you’re concerned that someone you send a document to doesn’t have a newer version of Word, then you’ll want to save your document with the older file format before e-mailing it.


Here’s how:


  1. Click the Microsoft Office Button, and on the menu, point to the arrow at the end of the Save As command.
  2. Click Word 97-2003 format on the list of options.


You may get a warning that saving in the older file format will cause certain features to be lost or modified. For example, if your document contains a new diagram, Word will notify you that the diagram will be combined into a single, un-editable picture.


Word File Format and Saving Learning Check


In the title bar of your Word document, it says, “Marketing report.doc (Compatibility Mode).” What does this mean?

  1. You can work with the document, but you can’t save it.
  2. You can’t work with the document, because it’s not compatible.
  3. You can work with the document using all the new Word features.
  4. You can work in the document, but Word will limit some new features.


Your friend e-mailed you a Word 2000 document. Can you open it in a newer version of Word?

  1. Yes, but you’ll get a warning telling you to get a converter.
  2. Yes, but the document will open in compatibility mode.
  3. Maybe, it depends if it was saved as  .doc or .docx file format.
  4. No, only files from Word 2002 and later can be opened in a new version of Word.


It is a good idea to save a document as .doc rather than .docx if you are going to email it to someone.

  1. True
  2. False




Document Creation

When you open Word, you see a blank document. It looks like a sheet of paper, and it takes up most of the space on the screen.


TipSave your document early.  To keep your work, you have to save it, and it’s never too early to do that.  Name it clearly and SAVE, SAVE, SAVE!

Let’s begin by helping you get comfortable with some Word basics:


  1. The Ribbon at the top of the page.
  2. The insertion point.



Word waits for you to start typing. The insertion point, a blinking vertical line (cursor) in the upper-left corner of the page, tells you where the content you type will appear on the page. The blank spaces to the left and above the insertion point are margins. If you start to type now, the page will begin to fill, starting in the upper-left corner.


If you’d like to start typing further down the page instead of at the very top, press the ENTER key on your keyboard until the insertion point is where you want to type.


If you want to indent the first line you type, press the TAB key on your keyboard before you start to type. This will move the insertion point one-half inch to the right.


As you type, the insertion point moves to the right. When you get to the end of a line on the right side of the page, just continue to type. Word will automatically move on to the next line for you as you type.


To type where you want to, you need to move the insertion point. There are different ways to move it:


  • With your mouse, move the pointer beside a letter and then click to insert the insertion point. Once you start typing, the existing text moves to the right as you enter the new sentence.
  • Press the UP ARROW key Up Arrow on your keyboard to move the insertion point up one line at a time. Then press the LEFT ARROW key Left Arrow to move the insertion point left, one character at a time. Or press CTRL+LEFT ARROW to move left one word at a time.

Formatting Marks

  1. Extra paragraph mark: ENTER was pressed twice.
  2. Extra tab mark: TAB was pressed twice, making the second paragraph indented more than the first.
  3. Extra space between words: the SPACEBAR was pressed twice instead of once.


Imagine that you have typed a few paragraphs. The paragraphs seem very far apart, and the second paragraph starts farther to the right than the first paragraph.  You can see what’s going on by looking at the formatting marks Word automatically inserts as you type. These marks are always in documents, but they are invisible until you display them.


To see formatting marks, use the Ribbon, at the top of the window. On the Home tab, in the Paragraph group, click the Show/Hide button. Click the button again to hide formatting marks.  These marks are not just for show. You can get rid of extra spacing by deleting extra marks.


Note: These marks do not print — they won’t be on printed pages, even when you see them on the screen.


So what are formatting marks, and what do they mean? Here are a few examples:


Word inserts a paragraph mark every time you press ENTER to start a new paragraph. In the picture, there’s an extra paragraph mark between the two paragraphs, which means that ENTER was pressed twice. This creates extra space. Deleting the extra paragraph mark will get rid of the extra space between the paragraphs.


One arrow appears each time TAB is pressed. In the picture there is one arrow in the first paragraph and two arrows in the second paragraph, so TAB was pressed twice in the second paragraph.


Dots show how many times you press the SPACEBAR between each word, or if you accidentally press the SPACEBAR between letters in a word. One dot is one space; two dots are two spaces. Normally there should be one space between each word. Dots, by the way, are different from periods at the ends of sentences. Periods (which you always see) are on the bottom of the line. Dots are higher up, toward the middle of the line.


Moving Text

  1. Select the text you want to move.
  2. Click Cut.
  3. Place the insertion point where you want the text to appear.
  4. Click Paste.



For example if you are looking at the first paragraph, you may decide that the sentence you added should be the last sentence in the paragraph.


You don’t have to delete the sentence and then type it again. Instead, you can move the sentence by performing a cut-and-paste operation: Cut the sentence to delete it from its current location, and then paste it into the new location.


Undo Unwanted Changes

  1. Undo button on the Quick Access Toolbar.
  2. Actions to undo: Paste and Cut.


You’ve moved a sentence, but now that you look at it, you’re not happy with the change. Fortunately, you don’t have to go through the entire cut-and-paste process again to move the sentence back. Instead, use Undo.


On the Quick Access Toolbar at the very top of the window, click the arrow on the Undo button. Move the insertion point over the last two actions, Paste and Cut, and then click. This will undo the last two actions you took, and place the sentence back in its original location. Or, to use another handy keyboard shortcut, press CTRL+Z twice to do the same thing.


Auto-Underlined Text – Spelling and Grammar Mistakes


As you type, Word might on occasion insert a wavy red, green, or blue underline beneath text.


Red underline:  This indicates either a possible spelling error or that Word doesn’t recognize a word, such as a proper name or place. If you type a word that is correctly spelled, but Word doesn’t recognize it, you can add it to Word’s dictionary so that it is not underlined in the future.


Green underline:  Word thinks that grammar should be revised.


Blue underline:  A word is spelled correctly but does not seem to be the correct word for the sentence. For example, you type “too,” but the word should be “to.”


What do you do about the underlines? Right-click an underlined word to see suggested revisions (every once in a while Word may not have any alternate spellings). Click a revision to replace the word in the document and get rid of the underlines. Note that if you print a document with these underlines, they will not show up on printed pages.


Note:  Exercise caution with green and blue underlines: Word is really good at spelling, which is pretty straightforward (most of the time). But grammar and correct word usage take some judgment. If you think that you are right and Word is wrong, you can ignore the suggested revisions.


TipIf you prefer not to stop every time you see wavy underlines, you can just ignore them as you go. When you are through, you can tell Word to check spelling and grammar all at one time.


Page Margins

Page margins are the blank spaces around the edges of the page. There is a 1-inch (2.54 cm) page margin at the top, bottom, left, and right sides of the page. This is the most common margin width, which you might use for most of your documents.


But if you want different margins, you should know how to change them, which you can do at any time. When you type a brief letter, or a poster, an invitation, or an invoice, you might like different margins.


To change margins, use the Ribbon at the top of the window. Click the Page Layout tab. In the Page Setup group, click Margins. You’ll see different margin sizes, shown in little pictures (icons), along with the measurements for each of the margins.


The first margin in the list is Normal, the current margin. To get narrower margins, you would click Narrow. If you want the left and right margins to be much wider, click Wide. When you click the margin type that you want, your entire document automatically changes to the margin type you selected.


When you choose a margin, the icon for the margin you chose gets a different color background. If you click the Margins button again, that background color tells you which margin size has been set for your document.


The Scroll Bar

  1. The scroll bar.
  2. Drag the scroll box to move up or down in the document.
  3. Click the scroll arrows to move up or down in the document.



Perhaps you have a long document that you’d like to read all the way through without having to continuously press the arrow keys to move the insertion point. You can do that by scrolling, using the scroll bar.


The scroll bar is on the right side of the window, as shown in the picture. To use it, click the scroll box, and then drag it up or down to move through a document without moving the insertion point. Or click the single scroll arrows at either end of the scroll bar to move up or down.


To quickly scroll by using your keyboard, press Page Up to go up one screen or Page Down to go down one screen.




Advanced Navigation Tips


To select text by using the mouse:


TO SELECT                               DO THIS

Any amount of text              Click where you want to begin the selection, hold down the left mouse button, and then drag the pointer over the text you want to select.

A word                                                Double-click anywhere in the word.

A sentence                            Hold down CTRL, and then click anywhere in the sentence.

A paragraph                          Triple-click anywhere in the paragraph.

The entire document                      Move the pointer to the left of any text until it changes to a right-pointing arrow, and then triple-click.




To select text by using the keyboard:


TO SELECT                                                       DO THIS

A word from its beginning to its end       Place the insertion point at the beginning of the word, and then press CTRL+SHIFT+RIGHT ARROW.

A sentence                                                    Place the insertion point at the beginning of the sentence, and then press CTRL+SHIFT+RIGHT ARROW (hold the CTRL and SHIFT keys down, and then press RIGHT ARROW until the entire sentence, including the period at the end, is selected).

A paragraph from its beginning to its end         Move the insertion point to the beginning of the paragraph, and then press CTRL+SHIFT+DOWN ARROW.

The entire document                                              Press CTRL+A.

A word, sentence, paragraph, document            Press F8 to turn on selection mode, and then press F8 once to select a word, twice to select a sentence, three times to select a paragraph, or four times to select the document. Press ESC to turn off selection mode.



To move through your document:


TO MOVE                                            PRESS

One character to the left                LEFT ARROW

One character to the right              RIGHT ARROW

One word to the left                                    CTRL+LEFT ARROW

One word to the right                                  CTRL+RIGHT ARROW

Up one line                                       UP ARROW

Down one line                                             DOWN ARROW

One paragraph up                           CTRL+UP ARROW

One paragraph down                                  CTRL+DOWN ARROW

To the beginning of a document  CTRL+HOME

To the end of a document              CTRL+END

Up one screen at a time                 PAGE UP

Down one screen at a time                       PAGE DOWN


Note:  You can also move through a document by using the scroll bar. The scroll bar is on the right side of the window. To use it, click the scroll box on the scroll bar, and then drag it up or down to move through a document. Or click the single scroll arrows at either end of the scroll bar to move up or down.

Document Creation Learning Check


When should you save your document?

  1. Soon after you begin working.
  2. When you are through typing it.
  3. It doesn’t matter.


Word puts a red underline beneath text. The word must be misspelled.

  1. True.
  2. False.


As you type, press ENTER to move from one line to the next.

  1. True.
  2. False.


To correct a spelling error:

  1. Double-click, and select an option on the menu.
  2. Right-click, and select an option on the menu.
  3. Left-click, and select an option on the menu.


Word inserts a blue underline in your document. What’s going on?

  1. There’s a grammatical error.
  2. A word is correctly spelled but is used incorrectly in a sentence.
  3. A proper name is misspelled.


After you’ve deleted text, you can still get it back.

  1. True.
  2. False.


To delete text, the first thing you do is:

  1. Press DELETE.
  2. Press BACKSPACE.
  3. Select the text you want to delete.


To move text from one location to another, copy the text.

  1. True.
  2. False.


To read through a document, you must press the DOWN ARROW key to get from the top to the bottom of the document.

  1. True.
  2. False.

Document Creation – Hands on Learning Check

  1. Open Microsoft Word and create a new document.
  2. Save the document as “Word Training.doc” in Word 2003 compatibility mode.
  3. Type your name at the top of the page.
  4. Type your business name and address under your name.
  5. Enter 3 blank lines under your business address.
  6. Type the days of the week – starting with “Monday” – each on a separate line. Left justified.
  7. Change the page margins to Wide: 2.54 cm on the top and bottom and 5.08 cm on the sides.
  8. Tab “Wednesday” over to the right 4 times.
  9. Turn on Formatting Marks and identify the RETURN marks.
  10. Cut “Sunday” and paste it in the line above “Monday”.
  11. Save the document.








Formatting Documents

In the picture is a nicely typed press release. But all the text looks the same. There are no titles or headings, no signposts to guide you through the document — nothing says, “This is important, look here.”


Never fear, you can quickly change how a document looks. Emphasize text with bold, italic, or underlined formatting; create lists; and use style, a tool that helps you format a document. You do this by clicking a button or by using a simple keystroke.


Select the text you want to call attention to, and then on the Ribbon, on the Home tab, in the Font group, choose how to format the text. For example, click the Bold Button (you can do the same thing by pressing CTRL+B). This kind of formatting is especially handy when you want to change the format of just a few characters or words in the body of a document.


Remember:  If you decide that bold doesn’t look right, it’s easy to undo. Immediately after you make the text bold, on the Quick Access Toolbar at the very top of the window, click the Undo Button image button. Or select the text and click the bold button again.


You can also change the font color to make the text stand out even more. Select the text, and then, on the Home tab, in the Font group, point to the Font Color Button. Click the arrow, and move the insertion point over the colors. You get a preview in the document of how each color will look. When you see a color you like, click it.


TO                                           CLICK

Select another font             Font

Change font size                  Font Size Button

Increase font size                Grow Font Button

Decrease font size              Shrink Font Button

Change text color                 Font Color Button


Text Effects

You can add a great deal of impact to text just by changing the font effect.


Just open the Font dialog box (Format menu). Under Effects, in the center section, you’ll see these four effects:


  • Shadow darkens the text and adds a slight shadow behind it.
  • Outline removes the solid fill of the text, leaving just an outline.
  • Emboss makes the text look like it’s raised off the page in relief.
  • Engrave makes the text appear pressed into the page.




  • Often, these effects show up best when you use a larger font size.
  • In many cases, the effects look great when used in combination with other more basic effects, such as different fonts and font styles (for example, bold and italic).
  • Like anything fancy, these effects tend to work best when used sparingly, for example when limited to headings or emphasis text.
  • As you’ve seen in previous lessons, the best way to figure out what works is to try different combinations and see the results in the Preview section of the dialog box.

Watermarks and Backgrounds

Watermarks and backgrounds have a somewhat similar purpose in that they can both be used to add visual interest in the background of your document without overpowering the text. However, their form and function veer off from there.


The most significant difference between the two types of images is that watermarks are intended to appear in printed documents, behind the text, while backgrounds are used in Web pages. In addition, watermarks offer the capability to add additional text behind the main text, for example, “Confidential.”


You can add two types of watermarks to a document: a picture or text. You insert both from the Printed Watermark dialog box (on the Format menu, Background submenu).


For pictures, you can choose from any image on your hard disk or from clip art in the Microsoft Clip Organizer. Once you’ve selected the image, you can optionally scale it and wash it out so that it’s not as visible behind text.


For text, you can select the text you want from the drop-down list or type your own text, and select font, size, and color the same way you do with regular document text. You can also set transparency and diagonal or horizontal layout.


Once it’s inserted, you can see your watermark in print layout view (click Print Layout on the View menu), or in the printed document.



Borders, shading, and decorative fill effects aren’t just for holiday newsletters. Word offers a range of options for framing and emphasizing text, tables and table cells, graphics, and entire pages.


You can add full or partial borders to any portion of any page of a document. Word provides a variety of built-in page borders, from businesslike to fancy.


You start from the Page Border tab in the Borders and Shading dialog box (Format menu). From there you can choose:


  • The type of overall border, from simple box to shadowed to 3-D to a custom style of your design.
  • The line style, color, and thickness.
  • The artistic style, which can be fun if your document is informal or tied to a special occasion, event, or holiday.
  • You can preview the design right inside the dialog box, so it’s easy to see how your chosen effects will look.


Background, Borders and Text Effects Quick Reference

Watermark Used in printed documents to add a subtle graphical background or convey textual information On the Format menu, point to Background, and then click Printed Watermark.
Background Adds visual interest to a Web page, much like the background image you use on your computer desktop. On the Format menu, point to Background, and then click Fill Effects.
Page border Used to refine or decorate the edge of an entire page or pages. On the Format menu, click Borders and Shading, and then click the Page Border tab.
Text borders and shading Helps call attention to particular passages of text, for example pull quotes or headings. On the Format menu, click Borders and Shading, and then click either the Borders tab or the Shading tab.
Graphic fill Add interest—for example, gradient effects—to drawing objects. Click the graphic. On the Drawing toolbar, click the arrow next to the Fill Color button , and click Fill Effects.
Table AutoFormat Quickly applies a pre-designed decorative scheme to a table. Select the table, and then on the Table menu, click Table AutoFormat.
Font effects and animation Adds fancy effects, such as emboss, engrave, and animation schemes. When used sparingly, these effects can create an attractive focal point. Select the text, and then on the Format menu, click Font. Use options on the Font or the Text Effects tab.
Drop caps Sets off the first letter of a paragraph from the rest of the text. Think “Once upon a time” or an illuminated manuscript. Select the letter, and then on the Format menu, click Drop Cap.
WordArt Turns any word or phrase into a shaped, high-impact extravaganza. On the Insert menu, point to Picture, and then click WordArt.


You can adjust how much space is between lines of text. If you’d like more or less space between lines throughout a document, or in a selected area of text, such as in a letter address, it’s easy to change the spacing.


To change the line spacing for an entire document, you need to select all the text in the document by pressing CTRL+A. To change line spacing for a single paragraph, you can just place the insertion point inside the text; you don’t have to select the text.


Then, on the Home tab, in the Paragraph group, click Line Spacing button. A check mark in the list tells you what the current line spacing is. Click the new line spacing you want.


Ways to Change Spacing


Select the text whose spacing you want to change. Then, on the Home tab, in the Paragraph group:


TO                                                       CLICK THIS

Center text on the page                  Center Button

Indent text to the right                   Increase Indent Button

Decrease the indent level             Decrease Indent Button

Adjust line spacing                         Line spacing Button


TipTo format line spacing so that there is very little space between lines, in the address block in a letter, for example, on the Home tab, in the Styles group, click No Spacing.


You might be used to applying all your formatting in many small steps. For example, to format a heading, you could use the Bold button and the Font and Font Size boxes on the Ribbon’s Home tab. Or you could open the Font dialog box and select more options there, such as an underline style.

You could do it this way, but it’s a lot of keystrokes. And what about when you want to use the same formats for another heading?


This is where styles come in. They’re specially crafted packages of formatting that apply many attributes at once. Instead of applying each thing individually, you apply the style once and you’re done.


To add a style, select the text you want to change. Then, on the Ribbon, on the Home tab, in the Styles group, place the pointer over a style. You can see how a style will look in your document just by pointing to it, without having to click it.


If you don’t see the style that you want, click the More button to expand the Quick Styles gallery. When you see a style that suits you, click it.


You don’t have to worry about making mistakes when you select a style. You can always change the style to another by using these same steps, or you can delete formatting and styles.


Create your own Quick Style Sets

If you modify a Quick Style set by changing colors and fonts, you can save your changes as your own Quick Style set. Then you don’t have to make changes to a style set each time you create a new document.


On the Home tab, in the Styles group, click Change Styles, and then point to Style Set. At the bottom of the styles list, click Save As Quick Style Set. The Save Quick Style Set dialog box opens. In the File name box, type a name: for example, “Weekly Report” or “Business.” Then click Save.


To reuse the style set, on the Home tab, in the Styles group, click Change Styles, and then point to Style Set. Click the name of your style set.


Remove Formatting and Styles


Immediately after you apply the formatting or styles, click the Undo Button on the Quick Access Toolbar at the top of the window. Or press CTRL+Z to do the same thing.


To remove all the formatting and styles from a document with one click, on the Home tab, in the Font group, click Clear Formatting.


Formatting Documents Learning Check


What’s the advantage of using a style to format a document?

  1. A style gives you access to the Font tab, which has many design choices.
  2. A style’s purpose is to apply many types of formatting at once.
  3. A style gives access to advanced formatting like emboss and engrave.


Why change the formatting in a document?

  1. To make text stand out.
  2. To make a document more interesting to read.
  3. To make a document more professional.
  4. All of the above.


You can use a Watermark to do the following:

  1. Add a picture to a single page.
  2. Make standout borders.
  3. Add ‘confidential’ to every page.
  4. All of the above.


Bold, Italicize and Underline are the only Text Effects.

  1. True
  2. False


Be careful adding formatting and styles. You can’t make changes afterwards.

  1. True.
  2. False.


The best way to create a heading in a document is to:

  1. Apply a larger font size to it than the body text.
  2. Add bold formatting by clicking the Bold button on the Mini toolbar.
  3. Apply a heading style.


You want to add emphasis to a few words of text that you have typed. The first step is to:

  1. Click Bold on the Mini toolbar.
  2. Select the text you want to format.
  3. Click Bold in the Font group on the Home tab.


You can change the color or fonts in a Quick Style set.

  1. True.
  2. False.


Formatting Documents – Hands On Learning Check

  1. Open the document you made in the first Hands On Learning Check.
  2. Change your name to Arial font, 16 point, bold.
  3. Italicize your business name.
  4. Center your name, business name and address.
  5. Create a single black line border (box) on the page.
  6. Apply 1.5 lines spacing to the days of the week.
  7. Emboss your business name.
  8. Turn off formatting marks.
  9. Make “Wednesday” line up with the other days.
  10. Insert a Watermark that says “important”.
  11. Apply the Intense Emphasis Style to just the days of the week.
  12. Save the document.







Bullets, Numbers and Lists

You can create numbered or bulleted lists to call attention to certain points or to show step-by-step instructions.  A single-level (or single-layer) list is one where all the items in the list have the same hierarchy and indentation.


If you already have text entered, you can simply select the text you want to make into a list. Then, on the Home tab, in the Paragraph group, click either Bullets Button or Numbering Button.


Create a List

To create a numbered list as you enter text, type: 1. (be sure to include a period after the 1), and press SPACEBAR to enter a space. The AutoCorrect Options button appears. If you didn’t want a list, you could click the button and select Undo Automatic Numbering.


Enter some text for step 1, and then press ENTER. Type what you want in the second step and then press ENTER. If you don’t need the next step after you press ENTER, press ENTER again to stop the list.


To create a bulleted list as you type, you enter an * (asterisk), without a period following it. Do include a space after the asterisk, and type your list, as above.


Symbols you can use for automatic bulleted lists


When you use an asterisk to start a list, the bullet is the conventional black circle. Create other styles by using these other symbols:


  • One minus sign (-)
  • Two minus signs (–)
  • One or two minus signs and a close angle bracket (-> or –>)
  • One or two equal signs and a close angle bracket (=> or ==>)
  • Open and close angle brackets (<>)
  • Close angle bracket (>)
  • Letter o (works when followed by a tab, not a space)


Formats you can use for automatic numbered lists


To start an automatic numbered or lettered list, use the starting value of a sequence (1, a, A, I, i, and so on) followed by one of these symbols and a space:


  • Period (.)
  • Right parenthesis ())
  • Period and right parenthesis (.))
  • Hyphen (–)
  • Close angle bracket (>)
  • You can also enclose the number or letter in parentheses ().


Stopping and Changing Lists

The easiest way to stop creating a list is to press ENTER twice. Every time you press ENTER at the end of the list you get a new bullet or number, but if you press ENTER again, the last bullet or number disappears and you’re ready to start a new paragraph on a new line.


If you need something slightly different, for example if you’re in the middle of a list and you want to type some text under your bullet that’s indented at the same level as the text above, use the BACKSPACE key. This removes the bullet but keeps the text indent identical. If you want the new text aligned under the bullet itself rather than in line with the text above, press BACKSPACE again. Finally to get out of the list indentation completely, press BACKSPACE again.


Tip:  If you want to sort a list after creating it, for example, into alphabetical order, you can use the Sort button in the Paragraph group on the Home tab of the Ribbon. Keep in mind that when you sort a numbered list, only the list items are sorted, not the numbers (so number 1 will still appear first, and so on).

If you have a bulleted list that uses the same dull, boring black circles, there’s good news: You can change the bullet design to one of many different built-in designs. Simply click the arrow next to the Bullets button to see the Bullet Library. If none of those designs appeal to you, you can create your own by clicking Define New Bullet at the bottom of the dialog box.


There are two types of bullet you can design: symbol and picture. Symbol bullets use a character from a font; for example, Webdings and Wingdings.   Font symbols are popular fonts for bullet symbols.


Once you’ve added a new design, it will appear in the Bullet or Numbering library from then onwards, unless you remove it by right-clicking it and then clicking Remove.


Tips for Working with Paragraphs in Lists

Suppose you’re creating a numbered or bulleted list and you need some of the list items to include subparagraphs (paragraphs that are not numbered or bulleted), as shown in the picture.


If you want to remove an existing bullet or number from a paragraph in a list, and you want to keep the text indented with the rest of the list items, as shown in the picture, click after the bullet or number you want to delete and press BACKSPACE. If you have subsequent paragraphs, you can indent them by using the TAB key or the Increase Indent button. This method is also good if you need clear definition between paragraphs (for example, because you’re monitoring the document statistics and want to know the total number of paragraphs).


If you want to remove an existing bullet or a number from a paragraph in a list and make the text line up with the margin rather than the rest of the list, click the bullet or number you want to remove and click DELETE.


To continue a list after the subparagraphs, type in the next number followed by a period and the list will automatically continue. If you use the Numbering button, you’ll notice that Word does not carry on the numbering from the first list; it starts a new list beginning at number 1 again, and the AutoCorrect Options button appears next to the list item. Click the AutoCorrect Options button and then click Continue Numbering. The new list item will join your list.

Pasting Lists

If you paste a list into or at the end of an existing list, Word automatically joins the lists together and the numbering for the two lists is combined. You can change this by clicking the Paste Options button that appears just after the pasted text, and then choosing Paste List Without Merging.

Tips and tricks for single-level lists

To finish a single-level list and have the next line start from the margin, press ENTER twice. To remove a bullet or number but keep the list indentation, press ENTER, and then BACKSPACE.


To sort a list:


  • Select the list.
  • Click the Sort button in the Paragraph group on the Home tab.
  • If you want to sort the list alphabetically in ascending order, just click OK to sort your list, because these are the default settings in the Sort Text dialog box. Otherwise, select your options in the dialog box.


To switch off automatic list formatting:


  • Click the Microsoft Office Button, and on the menu, click Word Options.
  • Click Proofing.
  • Click the AutoCorrect Options button.
  • Click the AutoFormat As You Type tab.
  • Clear the Automatic numbered lists check box or the Automatic bulleted lists check box, or both.
  • Click OK twice.


To copy the design of a list by using Format Painter:


  • Click anywhere in the list that has the design you want to copy.
  • On the Home tab, in the Clipboard group, click the Format Painter button Button image.
  • Click and drag over the list that has the design you want to change.


Multilevel Lists

A multilevel list has lists within lists, and can have many levels or layers. A multilevel list can be bulleted or numbered — or contain a mix of numbers, letters, and bullets.


What if some of your list items need to have subsets of information? You need a multilevel list. A multilevel list has lists within lists, in which you can have many levels, or layers. A multilevel list, like single-level ones, can be bulleted or numbered — but with the added bonus that you can mix numbers, letters, and bullets. So, for example, one layer could be bulleted, with a numbered list inside it.


As with single-level lists, you can choose what list design you want to use. But there’s an extra feature with multilevel lists: You can choose to design each level independently, exactly as you did with the single-layer lists, or you can do it all in one go.

Start by clicking the Multilevel List button to see the List Library. Once again, you can choose a built-in list or design your own. If you choose to design your own list, click Define New Multilevel List. You’ll have to set the characteristics you want for each level.


TipYou’ll find the different bullet designs in the Number style for this level list, because multilevel lists consider bullets to be just another type of number.


Tip:  If you want to use a particular list style throughout a document, apply it the first time you create a list in the document. Word will continue to use that list style every time you use the Bullets or Numbering button to create a list. (You can still create a different style of list automatically by using the symbols or number formats described above.)



Bullets, Numbers and Lists Learning Check

What is a single-level list?

  1. A list without sub-lists in any individual item.
  2. A list with only one item.
  3. A list that uses just numbers, no bullets.


The most efficient way to change a bulleted list into a numbered list is by clicking the Bullets button on the Ribbon to remove the bullets and then clicking the Numbering button to add numbers.

  1. True.
  2. False.


What is a multilevel list?

  1. A list with more than one item in it.
  2. A list with both numbers and bullets in it.
  3. A list with sub-lists under individual items in the main list.
  4. A document with more than one list in it.


When changing the design of a multilevel list, you have the following options:

  1. Bullets at every level.
  2. Numbers at every level.
  3. Letters at every level.
  4. A mixture of bullets, numbers, and letters.
  5. All of the above.


To end a bulleted list, press:

  2. ENTER twice.
  3. TAB key once.

Lists – Hands On Learning Check

  1. Open the previous Hands On Learning Check document.
  2. Change the days of the week into a bulleted single-level list.
  3. Change the bullets to square in shape.
  4. Add the words:  “Day Off, Sales, Receipts, Accounting, Manufacturing, Class, Day Off” under each of the days (one per day).  Sunday will have “Day Off” under it, Monday will have “Sales” under it, etc.
  5. Change the list so that it is a multi-level list with numbers preceding the days of the week and letters before the new sub-items.
  6. Add Bookkeeping below Tuesday’s Receipts sub-menu item (it should have a “b)” preceding it.
  7. Add Calls, Emails, and Letters below Bookkeeping (each in their own line: c, d and e).
  8. Use Sort to alphabetize the 5 items below Tuesday that you just entered in ascending order (i.e.:  Bookkeeping, Calls, Emails, Letters, Receipts).
  9. Save the document.












A Word table is something you can add to your document to help organize text and other content on a page. It’s simply a container that works very much like a closet organizer or that tray in your silverware drawer: it provides separate spaces for your important items so that things are easy to find, visually appealing, and don’t feel overcrowded.


In the picture, you see the main parts of a table. You also see how easy it is to grasp information once it’s in a table. For instance, if this table contained all employees within a company, you could easily count the number of people.


Tables are easy to create in a Word document. Once you have your insertion point where you want the table, you’re ready to go.  First, click the Insert tab. Next, click Table. Outline the number of rows and columns you want with your pointer, then click.


The table will be empty and the cursor will appear in the first row of the first column. Just like a silverware tray functions better when it holds forks, knives, and spoons, a table functions better when it contains information.


To add text to any cell in your table, click in the cell and begin typing. When you’re finished with that cell, move to the next cell by pressing the TAB key. Or just click in any cell.  If you’re at the last cell of a table, clicking the TAB key adds a new row to your table.


Note:  Pressing RETURN in a cell adds another line to that cell (and row).


If you want to move backwards using the keyboard, hold down the Shift key and press TAB. This moves you back one cell at a time. Of course, you can also use the arrow keys to move throughout the table.


Just because you created a table with three columns doesn’t mean that you have to be stuck with these three columns. If you decide you need a new column after your table has been created, you can add a column using one of the options in the Layout tab. Similarly, you can insert a row between existing rows, or even above existing rows.


The Office Ribbon adds two more tabs when your cursor is in a table — or when you’ve got all or parts of a table selected. The Layout tab enables you to change a table’s structure, like adding and deleting rows or columns.


The Design tab has lots of predefined table styles that will allow you to easily change the look of an entire table. First select the table that you want to format. Then, click the Design tab and check out all the table styles. You can use the arrow keys see your options one row at a time, or use the More button to show all of the table styles. Then, click the style that you want to use.

The AutoFit option currently associated with your table may affect your table width when adding a column. The AutoFit options are located in the Cell Size group of the Layout tab.


When you first create a table, it will automatically fit between the margins — that setting is called AutoFit to Window. When you use this setting, if you add a column before you add text, the size of the columns automatically adjusts to keep the table within the margins.


Another AutoFit option is AutoFit to Content, which changes column width based on what’s inside the cells. If you don’t have any text in the cells and choose this option, your cells will shrink to about a character width. If you begin adding text to a new table, and haven’t chosen an AutoFit option, your table will adjust column widths to accommodate your content.


If you want your columns to remain the same width, you can use the Fixed Column Width option.


Once you’ve added columns or rows, you may decide that a column needs to be wider or narrower, especially if one of the AutoFit options doesn’t do the trick.


The easiest way to change the width or height of a column or row is to rest the pointer over the right edge of the column or the bottom edge of the row until your pointer changes to a double-backed arrow. Then just click and drag to resize.


Note: If you select a single cell, only that cell will change size.

If your table doesn’t have borders, you might have trouble seeing the edges of the cells. Gridlines allow you to easily see cell edges. To turn on gridlines, click anywhere within the table, and then click View Gridlines in the Table group of the Layout tab.

Tables Quick Reference

Create a basic table


  1. Click where you want to create the table.
  2. Click the Insert tab.
  3. In the Tables group, click Table, and then outline the number of rows and columns that you want. Then, click the last box you’ve outlined.


Navigate in a table


  1. Use your mouse to click anywhere in the table. You can continue to use your mouse for navigation or:
  2. Press the TAB key to move to the next column. If you’re at the end of the column, pressing TAB moves the cursor to the next row. If you’re at the end of the last column in the last row, press TAB to create a new row.
  3. Hold the Shift key and press the TAB key to move to the previous column.


Select an AutoFit option


  1. Select a table.
  2. Click the Layout tab and select AutoFit from the Cell Size group.
  3. Choose AutoFit Contents to fit the column width to the content length. Choose AutoFit Window to fit all the columns between the page margins. Choose Fixed Column Width if you don’t want your column margins to move.


Add a picture


  1. Click in the table where you want to add a picture.
  2. Click the Insert tab and select Picture from the Illustrations group.
  3. Navigate to where the picture is stored on your computer. Once you’re in that directory, click the picture and then click Insert.


Format a table


  1. Select the table.
  2. Click the Design tab. Select or clear boxes in the Table Style Options group to show only styles that match the type of styles you want.
  3. If desired, click the More button from the Table Styles group to show more table styles at once.
  4. Click on the desired style.


Add a row to a table


  1. Click your cursor in the row of the table adjacent to where you want the new row inserted.
  2. Click the Layout tab and select Insert Above or Insert Below from the Rows and Columns group.


Add a column to a table


  1. Click your cursor in the column of the table next to where you want the new row inserted.
  2. Click the Layout tab and select Insert Left or Insert Right from the Rows and Columns group.


Change column width


  1. Check whether one of the AutoFit options changes the column width. If not, you’ll manually adjust a column.
  2. Rest the pointer over the column edge until the pointer changes into a double-backed arrow. Click and drag the edge to resize.


Repeat a table heading on subsequent pages


Repeated table headings are visible only in Print Layout view (Print Layout view: A view of a document or other object as it will appear when you print it. For example, items such as headers, footnotes, columns, and text boxes appear in their actual positions.) or when you print the document.


  1. Select the heading row or rows. The selection must include the first row of the table.
  2. Under Table Tools, on the Layout tab, in the Data group, click Repeat Header Rows.


Sort contents in a table


If you already have assigned heading rows to your tables, the header list will be selected in the lower left corner of the Sort box. Plus, the headings will populate the Sort bylist. If you do not have headings, No Header List will be selected and you sort by column number, with Column 1 being the first column on the left.


  1. In Print Layout view, move the pointer over the table until the table move handle appears.
  2. Click the table move handle to select the table that you want to sort.
  3. Under Table Tools, on the Layout tab, in the Data group, click Sort.
  4. In the Sort dialog box, select the options that you want.


Merge cells


  1. Select the cells that you want to merge.
  2. Click the Layout tab and select Merge Cells from the Merge group.


Split a single cell


  1. Select the cell that you want to merge.
  2. Click the Layout tab and select Split Cells from the Merge group.
  3. Choose the number of rows and columns that you want to split the cell into. Then, click OK.


Split more than one cell


  1. Select the cells that you want to split.
  2. Click the Layout tab and select Split Cells from the Merge group.
  3. If you want Word to merge the cells and then split that one cell into a specific number of rows and columns, select Merge cells before split. If you want Word to split each of the cells into the number of rows and columns that you are about to select, do not select Merge cells before split.
  4. Choose the number of rows and columns that you want to split the cell into. Then, click OK.


Align text in a table


  1. Select the cells that you want to align.
  2. Click the Layout tab and select the button select the button that represents how you would like the text to align from the Align group.


Split a table


  1. Highlight the table row that you want to make the first row of the new table.
  2. Click the Layout tab and select Split Table from the Merge group.


Change a table’s borders or background


You might consider this procedure to make changes to an existing table style. Remember, if you select a border that you already have it will turn it off.


  1. Select the table or cells with the borders or background you wish to change.
  2. Click the Design tab and select Borders from the Table Styles group.
  3. To change a border, select a button from the Borders list.
  4. As an alternative or to select more than one option, click Borders and Shading. The Borders and Shading box opens.
  5. Use settings on the Borders tab to apply borders.
  6. To change the background of a table, use settings on the Shading tab in the Borders and Shading box.


Change table to text


  1. Select the rows or table that you want to convert to paragraphs.
  2. Under Table Tools, on the Layout tab, in the Data group, click Convert to Text.
  3. Under Separate text at, click the option for the separator character that you want to use in place of the column boundaries.
  4. Click OK.


Change text to table


Insert separator characters — such as commas or tabs — to indicate where you want to divide the text into columns. Use paragraph marks to indicate where you want to begin a new row.


  1. Select the text that you want to convert.
  2. On the Insert tab, in the Tables group, click Table, and then click Convert Text to Table.
  3. In the Convert Text to Table box, under Separate text at, click the option for the separator character that is in your text.
  4. In the Number of columns box, check the number of columns.

    If you don’t see the number of columns that you expect, you may be missing a separator character in one or more lines of text.

  5. Select your AutoFit behavior.
  6. In Separate text at, click how you want your text separated.
  7. Click OK.


Delete a table


Here are two ways to delete a table.


  1. Select the table.
  2. Press BACKSPACE.



  1. Place the cursor anywhere in the table.
  2. On the Layout tab, in the Rows and Columns group, click Delete, and then click Delete Table.


Tables Hands On Learning Check

  1. Create a new blank word document.
  2. Insert a table that has the days of the week as rows (in column 1 – starting with Sunday) and 3 columns total.  The top cell above the days of the week should be labeled “Days”.
  3. Label the second column “Tasks”.
  4. Label the third column “Completed”.
  5. Make all the headings text Bold and Centered.
  6. Change the heading cells to black background with white text.
  7. For Tuesday, Under Tasks, enter “Create Table”.
  8. Enter “Yes” in the cell to the right of Create Table.
  9. Add a column between Days and Tasks.
  10. Make this new column 1 cm wide.
  11. Fill the cells in this new column with a black background.
  12. Split only the bottom right cell (Saturday, Completed) into 2 cells.
  13. Close the document without saving.









Header and Footers

The Header and Footer workspace includes areas at the top and bottom of a document page that are specifically for header and footer content. After you’ve inserted a header or footer, the areas become active and editable, and they’re marked with a dashed line, as the picture shows.


The main point is that header and footer content inhabits a layer of the document that is separate from the main body. This is because headers and footers behave differently than your document’s main content. When you add one header or footer, such as a page number or date, it appears on every page. In the case of page numbers, they’re also programmed to be consecutive and to update themselves automatically when the number of pages changes.


Add page numbers

  1. On the Ribbon, click the Insert tab, and in the Header & Footer group, click Page Number.




  1. Point to a position for the page numbers, on the menu, and click a page number type from the gallery.


TipThe page number formatting that looks like “Page X of Y” is available from the gallery.


The page numbers are inserted, and Word 2007 opens the header and footer workspace. Header & Footer Tools are available on the Ribbon, up on the right.


Change page number formatting


  1. On either the Insert tab or the Design tab within Header & Footer Tools:  Click Page Number, in the Header & Footer group, and below the gallery, click Format Page Numbers.


  1. Use options in the Page Number Format dialog box to change how the numbers look or to specify which number the page numbers should start with.


Add page numbers using fields


If you want to use one of the header or footer gallery styles that don’t come with a page number, and you want to add a page number separately, you can do that, but you have to insert the page number from the Field dialog box.


Note: A field is a piece of code that makes information, such as page numbers, update automatically.


  1. Position the cursor in the header or footer in which you want the page number. If there’s a default text area there that you don’t want, select it and press DELETE.
  2. In Header & Footer Tools, in the Insert group, click Quick Parts, and click Field.
  3. In the Field names list in the Field dialog box, click Page.
  4. If you want a 1, 2, 3 type of formatting, click OK. If you want something different, select what you want in the Format list under Field Properties, and click OK.


Tip about customizations    


Once you’ve added your own text to a header or footer, it’s best to keep customizing it manually. If you apply one of the built-in gallery styles over it, you will lose your customizations, including text and fields that you have added.


Add other types of headers or footers


When you want more information than a page number in a header or footer, use the Header and Footer galleries:


  • On the Insert tab, click Header or Footer, and click the type of header or footer that you want. The offerings in the galleries contain a range of different styles and types of text, and some of them also include page numbers.
  • When the header and footer workspace is open, these galleries are always available from within Header & Footer Tools.


Open or close the header and footer workspace


The header and footer workspace opens automatically when you insert a page number or other header or footer using the galleries on the Insert tab or the Design tab in Header & Footer Tools.


Here are other ways to open the workspace:


  • Double-click at the top or bottom of the page.
  • On the Insert tab, click either Header or Footer, and click Edit Header or Edit Footer, at the bottom of the gallery.
  • Right-click at the top or bottom of the page. You’ll see this type of pop-up button for a header or footer:




Click it to open the workspace.


Ways to close the workspace:


  • Press ESC.
  • Double-click outside the header or footer area.
  • Click Close Header and Footer, on the Design tab in Header & Footer Tools.


Navigate within the workspace


To move between a header and footer on a page, click Go to Header or Go to Footer, in the Navigation group in Header & Footer Tools.


Position the cursor


When you want to position the cursor in a header or footer, refrain from using the TAB key if you can. Instead, click Insert Alignment Tab, in the Position group inHeader & Footer Tools. Then use the LeftCenter, and Right options in the dialog box to position the cursor.


The reason to use the Insert Alignment Tab command instead of the TAB key is that this command is set up to update header or footer positioning in case you change the page margins in the document. If you use the TAB key, your header position will not adapt with changed margins.


Look at headers and footers in print preview


  1. To get a full view of your headers and footers, look at the document in Print Preview: Click the Microsoft Office Button , point to Print, and click Print Preview.
  2. In Print Preview, click Two Pages, in the Zoom group.


Position headers and footers on the page


In the Position group in Header & Footer Tools, use the Header from Top andFooter from Bottom up and down arrows to adjust the position of the header or footer relative to the top and bottom of the page.


Insert a Date & Time command

Insert a Date & Time command in a header or footer when you want that information to update each time you open the document.


  1. Use the Insert Alignment Tab in Header & Footer Tools to position the cursor where you want the command. Or, if there’s already a text area provided in the header or footer, select it and press DELETE.
  2. In Header & Footer Tools, in the Insert group, click the Date & Time command.
  3. In the dialog box that opens, select a format. Then click the check box next to Update automatically, and click OK.


The current date and time (if you selected a format with the time) are inserted.


If you have a document open for a while and you want the precise date and time captured before saving or printing, click the date and time text. A tab appears called Update; click it.


Tip     You can also select a setting that will always update fields before you print: Click the Microsoft Office Button, and click Word Options. On the left, click Display. Toward the bottom of the options, click Update fields before printing.


Add the document path and file name

  1. In the header or footer, position the cursor where you want the information to go.
  2. In the Insert group in Header & Footer Tools, click Quick Parts, and click Field.



  1. In the Field dialog box, under Field names, click Filename. Over to the right in the dialog box, click the check box next to Add path to filename. Click OK.


The path and file name for your document are inserted in the header or footer.





  • To keep the path and filename information current in case that the document gets moved somewhere else, do this: Open the header and footer workspace, right-click the path and file name, and click Update Field.
  • You can also select to update fields before you print. Click the Microsoft Office Button, and click Word Options. On the left, click Display. Toward the bottom of the options, click Update fields before printing.
  • Remember: Be careful that you don’t include network path information that shouldn’t be publicized in the document.


Apply formatting to a header or footer


Use the Mini toolbar.


  1. Select the text you want to format.
    • To select a row of the header or footer, point to the margin and click when the pointer appears. That will also make the Mini toolbar appear. Drag the selection down to select other rows.
    • To select just some of the header or footer text, triple-click on the text you want to select; that should select the text and make the Mini toolbar appear.
  2. Point to the Mini toolbar, and click the formatting button, such as Font Color or Font Size, and make the selection that you want.


Remove headers and footers


To remove a page number:


  1. On either the Insert tab or the Design tab within Header & Footer Tools, click Page Number.
  2. At the bottom of the gallery, click Remove Page Numbers.


To remove other headers or footers that you have inserted using the Header and Footer galleries:


  1. On either the Insert tab or the Design tab within Header & Footer Tools, click Header or Footer.
  2. At the bottom of the gallery, click Remove Header or Remove Footer.


Note     To remove headers and footers that you have created manually, instead of applying a header or footer from the galleries, remove this content manually too. Select each part of the header or footer, and press DELETE.


If you find yourself with a document from which you want to remove all headers and footers, you can do that by running Document Inspector.


  1. Click the Microsoft Office Button.
  2. Point to Prepare, and click Inspect Document.
  3. By default, the option Headers, Footers, and Watermarks is selected. Click Inspect.


Word looks for these in the document and, when it’s done checking, will give you the option to click Remove All. Click it, and click Close.

Header and Footer Learning Check


To insert a header or footer, you must first open the header and footer workspace.

  1. True.
  2. False.


You added a header to your document, and then you did some other things to the main body of the document. Now you want to make a change to the header. How do you open it for editing?

  1. Right-click in the header area of the document, and click Edit Header.
  2. Double-click in the header area of the document.
  3. On the Insert tab, click Header, and click Edit Header at the bottom of the gallery.
  4. All of the above.



Header and Footer Hands On Learning Check

  • Open a new blank Word document.
  • Recreate the footer in this training document.
  • Create a header with your name and the current date.

Saving Time With Templates

A template is a starting point for documents.


A template is a type of document that already contains content, such as text, styles, and formatting; page layout, such as margins and line spacing; and design elements, such as special colors, borders, and accents, typical of a Word theme.


Think of a template as a very helpful starting point. If, for example, you have weekly work meetings and have to create the same meeting agenda over and over but with slightly different details every time, starting out with a lot of information already in place will vastly speed up your work.

Let’s say that on your job you frequently have the task of sending a fax to another company. You always need a cover page for the fax. You could spend the time and create this page in Word every time. Or you could use a fax cover sheet that Word already contains.


You will find this, and other templates, among Word’s installed templates. The picture gives you an example. The template is set up so that it’s simple to complete. Just fill in the blanks with your information, print the sheet, and fax it. Even if you have to add something to the sheet, or delete another part, the essential content is there already; you needn’t build it from the ground up.


Before you start from a blank page, have a look at the collection of templates available on Microsoft Office Online — you can link directly to these from within Word. This vast and varied collection has different categories of templates. Some of the most popular are Agendas, Calendars, Flyers, Letters, and Resumes. Within each, you have several choices of template type.






Word 2007 includes over 30 pre-installed templates for document types such as letters, faxes, reports, résumés, and blog posts. Here’s how you find them:


  1. Click the Microsoft Office Button, and click New.
  2. In the New Document window, click Installed Templates.
  3. Click one of the thumbnails, and see its preview on the right.
  4. When you’ve found the template you want, click Create.


A new document opens that’s based on the template, and you make the changes to it that you want.  When you open a template, a new document opens that’s based on the template you selected. That is, you’re really opening a copy of the template, not the template itself.


And that’s a template’s special power: It opens up a copy of itself, imparting everything it contains to a new, fresh document. You work in that new document, benefitting from everything that was built into the template, plus adding or deleting what you need to. Because the new document is not the template itself, your changes are saved to the document, and the template is left in its original state. Therefore, one template can be the basis for an unlimited number of documents.


Every document is based on a template of some kind; the template just lives in the background.


Use templates on Microsoft Office Online


  • Click the Microsoft Office Button, and click New.
  • Under Microsoft Office Online, click a category.
  • For some templates, subcategories appear when you click a category, and you choose from one of those or you can search.
  • Click a thumbnail for the template you want, and click Download.


Creating Templates for Common Tasks


Here’s a scenario you may relate to: Imagine that you use a certain document, an invoice, over and over, to bill a client. Its basic content stays the same, but certain details change, such as the type of work done and the dates involved. Your method is to open the invoice document, change those parts that are outdated, and then save the document with a new name.


In effect, you’re using your original document as a template, although you may never have turned it into one. Why not do so? By turning your invoice document into a template, you will have one clear master to work from, and you won’t have to undo outdated content when you’re preparing a current invoice.


You can beef up the template with everything you always want in the invoice, including text placeholders that make typing in new stuff easy. Then always use that one template file as the basis for all your new invoices.


There are more advantages. See what they are. Then learn to save a file as a template, and how to find, use, and edit it.


Sticking with the example of an invoice document, here are some things you’d gain by turning the document into a template:


  • You wouldn’t have to search through various document versions, looking for particular and most recent changes. They would all be stored in the template.
  • Since a template opens up a copy of itself as a fresh, new document, you wouldn’t have to worry about accidentally saving over one of your previous invoices.
  • You could alter the template’s content so that it contained only that information you wanted for every single invoice. This way, you would not always have to delete outdated information, and that would save you time and bother.
  • By taking out the obsolete content, you’d reduce the chance of saving and accidentally sending out an invoice with unwanted information.
  • The template would always be in the same location in Word, with all your other templates.



Let’s walk through the process of creating and using your own template.


Part of the process of creating a template is leaving or creating just the information in it that you want. This is the content that you’d want each new document that was based on the template to start with. Much of what you put in the template depends on your own preferences and the particulars of the content.


First, open the document you want to use to create the template (in this case, the invoice document), or open a blank document. Here are typical things you might do afterward:


  1. Leave in the content that’s bound to stay the same for a while — for example, your own business’s logo, name, and address. (Those things are easy to update in the template when you need to.)
  2. Insert a Date & Time command for the invoice’s date area. This will automatically put the current date into a new document.
  3. Leave text placeholder areas for information that will change per invoice, such as the company name and address the invoice goes to.
  4. Leave empty the areas that will change for every invoice, such as a description of the work done, the number of hours, and the total cost.


Add Date and Text Areas to a Template


This command puts the current date and time into the document whenever you open the document.


  • Position your cursor in the document in the position you want for the date.
  • Click the Insert tab.
  • In the Text group, click Date & Time.
  • Select the type of format you want, and click OK.
  • If you want to change the format later, right-click the date command in the document, and click Edit Field.
  • If the document remains open for a while and you want the date area to update, click it, and click Update.



To save a document as a template, you select the file type called Word Template. Then save it as a trusted template, to make it very easy to find and open. Here are the steps:


  1. Click the Microsoft Office Button, point to Save As, and click Word Template.
  2. In the Save As dialog box, click Trusted Templates, as the place in which to save the template.
  3. Then name the template, and click Save. Note that, if you have set up Windows to show file extensions, you’ll see the extension .dotx at the end of the file name. This denotes a template type of file in Word 2007. (In contrast with the file type for documents, which is .docx.)



Importance of Trusted Templates    


Putting the template in Trusted Templates tells Word that it is safe to open even if the template should contain macros or other code. Because macros can contain malicious code, Word is on the lookout against opening documents with macros. If your computer security settings are at the recommended level, Word will open any template file, but it will disable any macros it contains. For templates that are in the Trusted Templates folder, however, Word doesn’t disable the macros. It assumes the files are safe, so be sure the files you store there are from a trusted source.


Another advantage of saving a template in the Trusted Templates folder is that Word then makes it very easy to find.


  1. In the New Document window, click My templates.
  2. Click the template you want.
  3. Make sure that Document is selected on the lower right, under Create New, and then click OK. (This is the default setting because Word assumes that you want to open the template as a document that you would complete and save.)


Tip:  You’ll notice that there’s an option in the New window to open the template in Template format. This opens a copy of the template as a template, which you can edit and save as a new version of the template





What if some vital part of the template information becomes outdated? Suppose you update your company logo and want the new logo to appear in the template. Here’s how you’d open it up and edit it:

  1. Click the Microsoft Office Button, and click Open.
  2. Click the Trusted Templates folder.
  3. Select the template, and click Open.


Rather than opening up a copy of itself, the template itself opens up in this case. Changes you make and save are saved to the template file. From now on, when you fill out a new invoice based on this template, your new logo will be in place.



Protecting your Templates    


If you have created a template that other people in your company plan to use, consider protecting the template’s contents against edits to the template that you may not want. For example, you can set up a password for the template that a person would need to know in order to edit it.



Creating a Single Business Card or a Single Sheet of Business Cards

  1. In Word 2003 or earlier versions, on the Tools menu, click Envelopes And Labels.  In Word 2007 or later choose Labels from the Mailings tab.
  2. On the Labels tab, click Options.
  3. In the Labels Product list, click Avery Standard.
  4. In the Product Number list, click the type of Avery label you are using, such as 5371, 5372, 5376, or 5377 and click OK.
  5. In the Address area, enter the address information for the business card.

    NOTE: To modify the formatting of the address, select the address, click the right mouse button (Windows) or hold down CONTROL and click the mouse (Macintosh), and then click Font or click Paragraph on the shortcut menu. Make the appropriate changes in the Font or Paragraph dialog boxes, and then click OK.


  1. Print your business card, using the appropriate method below:


    1. Printing a Single Business Card 

To print a single business card at a specific location on the sheet of labels, follow these steps in the Envelopes and Labels dialog box:

  1.                                               i.     Under Print, click Single Label.
  2.                                             ii.     Type the row and column for the print location of the card on the sheet of labels.
  3.                                           iii.     Click Print. (On the Macintosh, click Print again).


    1. Printing an Entire Sheet of Business Cards

To print an entire sheet of the same business card, follow these steps in the Envelopes and Labels dialog box:

  1.                                               i.     Under Print, click “Full page of the same label.”
  2.                                             ii.     Click Print. (On the Macintosh, click Print again.)
  3.                                           iii.     To manually edit each card on the sheet, click New Document. Word creates a new document containing a sheet of business cards that you can edit before printing. You may also want to save the document as a template.


Templates Learning Check

You must save with a different name each time you use a template, because once you use a template it is copied over.

  1. True
  2. False


Why create your own invoice template?

  1. Because it saves time in future.
  2. It presents a professional image.
  3. It lets you customize it with your business logo.
  4. All of the above


You cannot put a color picture or logo in your own template.

  1. True
  2. False


If a template is not available built into a specific version Word, there is no way to get new templates.

  1. True
  2. False


Templates Hands On Learning Check


  1. Open a new business card template document (your choice of style).
  2. Edit the card text with your business information.
  3. Format the style of the card text to best represent your business.
  4. Close the document without saving.
  5. Open a new Business Brochure template document.
  6. Change the Company Information to match your business.
  7. Close the document without saving.


Use Mail Merge

You use mail merge when you want to create a set of documents, such as a form letter that is sent to many customers. Each letter has the same kind of information, yet the content is unique. For example, in letters to your customers, each letter can be personalized to address each customer by name. The unique information in each letter comes from entries in a data source.


The mail merge process entails the following overall steps:


  1. Set up the main document.
  • The main document contains the text and graphics that are the same for each version of the merged document — for example, the return address or salutation in a form letter.
  • A data source is a file that contains the information to be merged into a document. For example, the names and addresses of the recipients of a letter.
  • Microsoft Office Word generates a copy of the main document for each item, or record, in your data file. If your data file is a mailing list, these items are probably recipients of your mailing. If you want to generate copies for only certain items in your data file, you can choose which items (records) to include.
  • When you perform the mail merge, the mail merge fields are filled with information from your data file.
  • You can preview each copy of the document before you print the whole set.
  1. Connect the document to a data source.
  1. Refine the list of recipients or items.
  1. Add placeholders, called mail merge fields, to the document.
  1. Preview and complete the merge.


1.  Set up the Main Document

You use commands on the Mailings tab to perform a mail merge.


Tip:   You can also perform a mail merge by using the Mail Merge task pane, which leads you step by step through the process. To use the task pane, in the Start Mail Merge group on the Mailings tab, click Start Mail Merge, and then click Step by Step Mail Merge Wizard.


You can also use mail merge to create:


  • A catalog or directory    The same kind of information, such as name and description, is shown for each item, but the name and description in each item is unique. Click Directory to create this type of document.
  • A set of envelopes     The return address is the same on all the envelopes, but the destination address is unique on each one.
  • A set of mailing labels    Each label shows a person’s name and address, but the name and address on each label is unique.
  • A set of e-mail messages     The basic content is the same in all the messages, but each message goes to the individual recipient and each message contains information that is specific to that recipient, such as the recipient’s name or some other piece of information.


Resume a mail merge


If you need to stop working on a mail merge, you can save the main document and resume the merge later. Microsoft Office Word retains the data source and field information. If you were using the Mail Merge task pane, Word returns to your place in the task pane when you resume the merge.


  1. When you’re ready to resume the merge, open the document.


Word displays a message that asks you to confirm whether you want to open the document, which will run a command.


  1. Because this document is connected to a data source and you want to retrieve the data, click Yes. If you were opening a document that you did not realize was connected to a data source, you could click No to prevent potentially malicious access to data.


The text of the document, along with any fields that you inserted, appears.


  1. Click the Mailings tab, and resume your work.


2.  Connect the document to a data source


To merge information into your main document, you must connect the document to a data source, or a data file. If you don’t already have a data file, you can create one during the mail merge process.


IMPORTANT   If you use an existing list, make sure that it contains the information that you want to use, including all the columns and the rows. You can make some changes during the merge, but you can’t open your data source separately during the merge. The merge process is easier if your data source is ready before you connect to it.


Choose a data file


  1. On the Mailings tab, in the Start Mail Merge group, click Select Recipients.



  1. Do one of the following:


  • Use Outlook Contacts    If you want to use your Contacts list in Outlook, click Select from Outlook Contacts.


  • Use an existing data source file    If you have a Microsoft Office Excel worksheet, a Microsoft Office Access database, or another type of data file, click Use Existing List, and then locate the file in the Select Data Source dialog box.  These can include database files, HTML documents with a single table, electronic address books, a Word document with a single table, or a comma or tab separated text document.


  • Create a new data file in Word    If you don’t have a data file yet, click Type New List, and then use the form that opens to create your list. The list is saved as a database (.mdb) file that you can reuse.


3.  Refine the list of recipients or items

When you connect to a certain data file, you might not want to merge information from all the records in that data file into your main document.


To narrow the list of recipients or use a subset of the items in your data file, do the following:

  1. On the Mailings tab, in the Start Mail Merge group, click Edit Recipient List.


  1. In the Mail Merge Recipients dialog box, do any of the following:
  • Select individual records    This method is most useful if your list is short. Select the check boxes next to the recipients you want to include, and clear the check boxes next to the recipients you want to exclude.


If you know that you want to include only a few records in your merge, you can clear the check box in the header row and then select only those records that you want. Similarly, if you want to include most of the list, select the check box in the header row, and then clear the check boxes for the records that you don’t want to include.


  • Sort records    Click the column heading of the item that you want to sort by. The list sorts in ascending alphabetical order (from A to Z). Click the column heading again to sort the list in descending alphabetical order (Z to A).


If you want more complex sorting, click Sort under Refine recipient list and choose your sorting preferences on the Sort Records tab of the Filter and Sort dialog box. For example, you can use this type of sorting if you want recipient addresses to be alphabetized by last name within each zip code and the zip codes listed in numerical order.


  • Filter records    This is useful if the list contains records that you know you don’t want to see or include in the merge. After you filter the list, you can use the check boxes to include and exclude records.


4.  Add placeholders, called mail merge fields, to the document


After you connect your main document to a data file, you are ready to type the text of the document and add placeholders that indicate where the unique information will appear in each copy of the document.


The placeholders, such as address and greeting, are called mail merge fields. Fields in Word correspond to the column headings in the data file that you select.


  1. Columns in a data file represent categories of information. Fields that you add to the main document are placeholders for these categories.
  2. Rows in a data file represent records of information. Word generates a copy of the main document for each record when you perform a mail merge.

By putting a field in your main document, you indicate that you want a certain category of information, such as name or address, to appear in that location.


NOTE   When you insert a mail merge field into the main document, the field name is always surrounded by chevrons (« »). These chevrons do not show up in the merged documents. They just help you distinguish the fields in the main document from the regular text.


What happens when you merge


When you merge, information from the first row in the data file replaces the fields in your main document to create the first merged document. Information from the second row in the data file replaces the fields to create the second merged document, and so on.


You can combine fields and separate them by punctuation marks. For example, to create an address, you can set up the fields in your main document like this:

«First Name» «Last Name»

«Street Address»

«City», «State» «Postal code»


For things that you use frequently, like address blocks and greeting lines, Word provides composite fields that group a number of fields together. For example:

  • The Address Block field is a combination of several fields, including first name, last name, street address, city, and postal code.


  • The Greeting Line field can include one or more name fields, depending on your chosen salutation.


You can customize the content in each of these composite fields. For example, in the address, you may want to select a formal name format (Mr. Joshua Randall Jr.); in the greeting, you may want to use “To” instead of “Dear.”


Map mail merge fields to your data file


To make sure that Word can find a column in your data file that corresponds to every address or greeting element, you may need to map the mail merge fields in Word to the columns in your data file.


To map the fields, click Match Fields in the Write & Insert Fields group of the Mailings tab.

The Match Fields dialog box opens.


The elements of an address and greeting are listed on the left. Column headings from your data file are listed on the right.


Word searches for the column that matches each element. In the illustration, Word automatically matched the data file’s Surname column to Last Name. But Word was unable to match other elements. From this data file, for example, Word can’t match First Name.


In the list on the right, you can select the column from your data file that matches the element on the left. In the illustration, the Name column now matches First Name. It’s okay that Courtesy TitleUnique Identifier, andMiddle Name aren’t matched. Your mail merge document doesn’t need to use every field. If you add a field that does not contain data from your data file, it will appear in the merged document as an empty placeholder — usually a blank line or a hidden field.



Type the content and add the placeholders, or fields


  1. In the main document, type any content that you want to appear on every copy of the document.

To add a picture, such as a logo, click Picture in the Illustrations group on the Home tab.


  1. Click where you want to insert the field.
  2. Use the Write & Insert Fields group on the Mailings tab.
  1. Add any of the following:
  • Address block with name, address, and other information
  • Greeting line
  • Individual fields
  • Custom fields from Outlook contacts


Format the merged data


Database and spreadsheet programs, such as Microsoft Office Access and Microsoft Office Excel, store the information that you type in cells as raw data. Formatting that you apply in Access or Excel, such as fonts and colors, isn’t stored with the raw data. When you merge information from a data file into a Word document, you are merging the raw data without the applied formatting.


Add formatting


  1. Select the mail merge field. Make sure that the selection includes the chevrons (« ») that surround the field.
  2. On the Home tab, in the Font group, apply the formatting that you want. Or click the Font Dialog Box launcher for more options.


5.  Preview, complete the merge, and print the documents

After you add fields to your main document, you are ready to preview the merge results. When you are satisfied with the preview, you can complete the merge.


Preview the merge


You can preview your merged documents and make changes before you actually complete the merge.


To preview, do any of the following in the Preview Results group of the Mailings tab:


  • Click Preview Results.
  • Page through each merged document by using the Next Record and Previous Record buttons in thePreview Results group.
  • Preview a specific document by clicking Find Recipient.


Note:  Click Edit Recipient List in the Start Mail Merge group on the Mailings tab to open the Mail Merge Recipients dialog box, where you can filter the list or clear recipients if you see records that you don’t want to include.


Complete the merge


You can print the merged documents or modify them individually. You can print or change all or just a subset of the documents.


If you want to print a subset of the documents, you can specify the set by a range of record numbers.


Print the merged documents

  1. On the Mailings tab, in the Finish group, click Finish & Merge, and then click Print Documents.


  1. Choose whether to print the whole set of documents, only the copy that’s currently visible, or a subset of the set, which you specify by record number.


Change individual copies of the document


  1. On the Mailings tab, in the Finish group, click Finish & Merge, and then click Edit Individual Documents.


  1. Choose whether you want to edit the whole set of documents, only the copy that’s currently visible, or a subset of the set, which you specify by record number. Word saves the copies that you want to edit to a single file, with a page break between each copy of the document.


After you finish editing the new file of labels, you can print the labels by clicking the Microsoft Office Button  and then clicking Print.


Save the main document


Remember that merged documents that you save are separate from the main document. It’s a good idea to save the main document itself if you plan to use it for another mail merge.  When you save the main document, you also save its connection to the data file. The next time that you open the main document, you are prompted to choose whether you want the information from the data file to be merged again into the main document.


If you click Yes, the document opens with information from the first record merged in.  If you click No, the connection between the main document and the data file is broken. The main document becomes a standard Word document. Fields are replaced with the unique information from the first record.