Triad 2010 word_chapter_5

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  • Word Skills Page: WD-111 In this chapter, you will be introduced to long reports and the Word features that help users create properly formatted reports, which include table of contents, footnotes and endnotes, reference style, citations, bibliography, and index. You will also be shown how to use Word’s mail merge feature to create mailings, envelopes, and labels.
  • Word Skill 5.1 Inserting a Table of Contents Page: WD-112
  • Word Skill 5.1 Inserting a Table of Contents Page: WD-112; Figure WD 5.1 If you make changes to your document after you have inserted a table of contents, you should be sure to update the table of contents to keep the information accurate. To update the table of contents, click the Update Table button in the Table of Contents group. You can also update the table of contents by clicking on the table of contents and clicking the Update Table. . . button at the top of the control. tips & tricks - To remove a table of contents, click the Table of Contents button and select Remove Table of Contents at the bottom of the gallery. tell me more - A table of contents is typically based on heading styles, but you can create a table of contents based on custom styles or from marked entries. A table of contents is a building block that is added to the document. When you select the building block, extra controls appear at the top including the Table of Contents and the Update Table . . . buttons. try this - If you want to add your own customized table of contents, click Insert Table of Contents . . . at the bottom of the gallery. The Table of Contents dialog box opens. Here you can choose different options for the table of contents including tab leaders, formats, and page number formatting.
  • Word Skill 5.2 Inserting Footnotes and Endnotes Page: WD-113
  • Word Skill 5.2 Inserting Footnotes and Endnotes Page: WD-113; Figure WD 5.2 try this for another way to insert a footnote: To insert a footnote, you can also click the dialog launcher in the Footnotes group. In the Footnote and Endnote dialog box, verify that the Footnote radio button is selected and click Insert.
  • Word Skill 5.2 Inserting Footnotes and Endnotes Page: WD-113 tips & tricks Click the Next Footnote button to navigate to the next footnote in the document. Click the arrow next to the Next Footnote button to display a menu allowing you to navigate to previous footnotes and between endnotes in the document. To delete a footnote, you must first select the reference mark in the document and press Delete on the keyboard. If you select and delete the text of the footnote, the reference mark will remain and the footnote will not be removed from the document.
  • Word Skill 5.3 Selecting a Reference Style Page: WD-114 tips & tricks - When you change the reference style for a document, all citations are automatically updated to use the new style. tell me more - To see a preview of the source style, click the Manage Sources button in the Citations & Bibliography group. The preview box at the bottom of the Manage Sources dialog box shows how the selected reference will appear as a citation and in the bibliography.
  • Word Skill 5.3 Selecting a Reference Style Page: WD-114; table There are a number of other reference styles you can choose from. It is important that you use the correct reference style for the subject of your document.
  • Word Skill 5.3 Selecting a Reference Style Page: WD-114; Figure WD 5.3
  • Word Skill 5.4 Adding Citations to Documents Page: WD-115 When you use materials in a document from other sources, such as a book or a journal article, you need to give credit to the original source material.
  • Word Skill 5.4 Adding Citations to Documents Page: WD-115; Figure WD 5.4 To add a citation to a document, you must first create the source. After you have added a new source, it appears on the Insert Citation menu. To add the same source to another part of the document, click the Insert Citation button. Select the source for the citation.
  • Word Skill 5.5 Creating a Bibliography Page: WD-116
  • Word Skill 5.5 Creating a Bibliography Page: WD-116; Figures WD 5.5 and WD 5.6 tell me more - The bibliography building blocks include a formatted header for your bibliography. You can choose to have the section titled Bibliography or Works Cited. try this - To add a simple bibliography, click the Insert Bibliography command at the bottom of the Bibliography gallery.
  • Word Skill 5.6 Marking Entries for an Index Page: WD-117
  • Word Skill 5.6 Marking Entries for an Index Page: WD-117; Figure WD 5.7 tips & tricks - After you mark an entry, Word adds the XE (Index Entry) formatting mark to the word and displays all formatting marks in the document, so you can double-check your page layout. However, formatting marks should be hidden before you create and insert the index to make it easier to view your final document. tell me more - To add a reference to every instance of a word to the index, click the Mark All button in the Mark Index Entry dialog box. try this - To open the Mark Index Entry dialog box, you can also click the Insert Index button in the Index group. In the Index dialog box, click the Mark Entry. . . button.
  • Word Skill 5.7 Creating an Index Page: WD-118
  • Word Skill 5.7 Creating an Index Page: WD-118; Figures WD 5.8 and 5.9 tips & tricks - To add new entries to an index, do not type directly in the index. Instead, mark the entries and then update the index. Any entries typed directly into the index will be deleted when the index is updated. To update an index, first select the index and then click the Update Index button in the Index group.
  • Word Skill 5.8 Customizing a Print Job Page: WD-119 But what if you only want to print one section of your document or print five copies of your document at once?
  • Word Skill 5.8 Customizing a Print Job Page: WD-119; Figure WD 5.10 tips & tricks - Past versions of Microsoft Word included a Print Preview command that allowed you to see how your document would display on the printed page before printing the document. In Word 2010, Print Preview has been integrated into the Print tab in Backstage view. As you adjust the settings for printing your document, Word displays a live preview of how the document will look when printed on the right side of the screen. tell me more - Use a hyphen to print a range of pages. Use a comma between page numbers to print individual pages. For example, if you type 1-5, page 1 through page 5 will print. If you type 1,5, page 1 and page 5 will print, but not pages 2, 3, and 4. try this - To display the Print tab in Backstage view, you can also press Ctrl + P on the keyboard.
  • Word Skill 5.9 Starting a Mail Merge Page: WD-120 Suppose you have a letter you want to send out to 20 recipients, but you want each person’s name to appear on the letter, giving it a more personal touch. You could write the letter and save out 20 versions—one for each recipient—but this is time-consuming and cumbersome. tips & tricks - Use mail merge to automatically create labels, envelopes, directories, and e-mails, as well as form letters. tell me more - The recipients list for a mail merge can be entered in manually by selecting Create New List. . . from the Select Recipients menu or can be imported from the list of contacts from Microsoft Outlook. When you import the list of contacts from Outlook, you then have the option to remove any contacts you do not want to include in the merge. try this - You can also create a mail merge using the Mail Merge Wizard, which will take you through creating the mail merge step by step. To display the Mail Merge Wizard, click the Start Mail Merge button and select Step by Step Mail Merge Wizard. . .
  • Word Skill 5.9 Starting a Mail Merge Page: WD-120; Figure WD 5.11
  • Word Skill 5.10 Inserting Fields and Writing the Mail Merge Document Page: WD-121 You can choose to add address blocks, greeting lines, and specific fields such as first names, last names, and e-mail addresses.
  • Word Skill 5.10 Inserting Fields and Writing the Mail Merge Document Page: WD-121; Figure WD 5.12 Similar steps are required to add a Greeting Line Merge Fieldor Individual Merge Fields. To Add a Greeting Line Merge Field: Click in the document where you want the merge field to appear. On the Mailings tab, in the Write & Insert Fields group, click the Greeting Line button. In the Insert Greeting Line dialog box, make any changes to the display and click OK. To Add Individual Merge Fields: Click in the document where you want the merge field to appear. Click the Insert Merge Field button and select an option to insert. tips & tricks - Both the Insert Address Block and the Insert Greeting Line dialog boxes include a preview of how the merge fields will display in the document. Click the next and previous buttons to navigate through the list of recipients to see how each one will display before finalizing your choices.
  • Word Skill 5.11 Previewing and Finishing the Mail Merge Page: WD-122 tell me more - If you want to modify letters individually, click Edit individual letters. . . Then, in the Merge to New Document dialog box, select the records you want to change and click OK. Word opens a new document based on the selected records. Make any changes you want, and then print or save the document just as you would any other file. If you want to send the document via e-mail, click Send E-mail Messages. . . Enter the subject line and mail format. Select the recipients you want to send the document to and click OK.
  • Word Skill 5.11 Previewing and Finishing the Mail Merge Page: WD-122; Figure WD 5.13
  • Word Skill 5.12 Creating Envelopes and Labels Page: WD-123 tips & tricks - You may not need to type an address. When you open the Envelopes and Labels dialog box, Word searches your document for an address. If it finds what looks like an address, it will copy it directly into the dialog box for you. Of course, you can always change this if it’s not what you need. try this - To open the Envelopes and Labels dialog box, you can also click the Labels button, and then click the Envelopes tab to create an envelope.
  • Word Skill 5.12 Creating Envelopes and Labels Page: WD-123; Figure WD 5.14
  • Word Skills Page: WD-111
  • Triad 2010 word_chapter_5

    1. 1. © 2012 The McGraw-Hill Companies, Inc. All rights reserved.word 2010Chapter 5Chapter 5Working withWorking withReferences andReferences andMailingsMailings
    2. 2. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Word 2010 Working with References and MailingsWord 2010 Working with References and Mailings• Skill 5.1 Inserting a Table ofContents• Skill 5.2 Inserting Footnotes andEndnotes• Skill 5.3 Selecting a ReferenceStyle• Skill 5.4 Adding Citations toDocuments• Skill 5.5 Creating a Bibliography• Skill 5.6 Marking Entries for anIndex• Skill 5.7 Creating an Index• Skill 5.8 Customizing a Print Job• Skill 5.9 Starting a Mail Merge• Skill 5.10 Inserting Fields andWriting the Mail Merge• Document• Skill 5.11 Previewing and Finishingthe Mail Merge• Skill 5.12 Creating Envelopes andLabels5-2
    3. 3. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Word Skill 5.1Word Skill 5.1Inserting a Table of ContentsInserting a Table of Contents• If you have a long document with many sections andheadings, it is a good idea to include a table ofcontents at the beginning of the document.– A table of contents lists the topics and associatedpage numbers, so the reader can easily locateinformation.• The table of contents is created from heading stylesin the document.– Apply heading styles to a document’s section titles sothat they display in the table of contents.5-3
    4. 4. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Verify the insertion point isat the beginning of thedocument.2. Click the References tab.3. In the Table of Contentsgroup, click the Table ofContents button and selectan option from the gallery.4. The table of contents isadded to the beginning ofthe document.5-4To Insert a Table of ContentsTo Insert a Table of Contents
    5. 5. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Word Skill 5.2Word Skill 5.2Inserting Footnotes and EndnotesInserting Footnotes and Endnotes• Footnotes and endnotes provide your reader with furtherinformation on a topic in a document.• They are often used for source references.• Footnotes and endnotes are comprised of two parts:– A reference mark (a superscript character placed next to the text).– The associated text.• Footnotes appear at the bottom of a page.• Endnotes are placed at the end of the document.• Once you have inserted and formatted your first footnote orendnote, Word automatically numbers all subsequent notes in yourdocument for you.– If you add a new footnote between two existing footnotes, Word willrenumber all the footnotes in the document, keeping them in sequentialorder.5-5
    6. 6. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Place cursor where footnoteor endnote is to appear.2. Click the References tab.3. In the Footnotes group, clickthe Insert Footnote button orInsert Endnote button.4. The superscript number isadded next to the text and1. Footnote: the cursor ismoved to the footnotearea at bottom of page.2. Endnote: the cursor ismoved to the endnotearea at end of document.5. Type the footnote or endnote.When finished, return todocument by clickinganywhere in main document.5-6To Insert a Footnote or an EndnoteTo Insert a Footnote or an Endnote
    7. 7. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Click the dialog launcherin the Footnotes group.2. In the Footnote andEndnote dialog box, clickthe Convert. . . Button.3. Choose an option.4. Click OK.5-7To Convert Footnotes to Endnotes or Vice VersaTo Convert Footnotes to Endnotes or Vice Versa
    8. 8. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Word Skill 5.3Word Skill 5.3Selecting a Reference StyleSelecting a Reference Style• A reference style is a set of rules used to displayreferences in a bibliography.– These rules include the order of information, when andhow punctuation is used, and the use of characterformatting, such as italics and bold.• The two most common reference styles in use todayare APA and Chicago.• When creating a bibliography, it is important to use aconsistent reference style for your citations. Wordmakes this easy by allowing you to set the referencestyle for the entire document at once.5-8
    9. 9. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Reference Styles in Word 2010Reference Styles in Word 20105-9
    10. 10. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Click the References tab.2. In the Citations &Bibliography group, clickthe arrow next to Style: andselect a style from the list.5-10To Change the Reference StyleTo Change the Reference Style
    11. 11. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Word Skill 5.4Word Skill 5.4Adding Citations to DocumentsAdding Citations to Documents• A citation is a reference to source material. Citations includeinformation such as the author, title, publisher, and the publish date.• When you add a citation, the citation appears inside parentheses atthe place where you inserted it.– A citation includes basic information from the source including theauthor, year, title, and pages.– A bibliography lists all the citations in a document, and includes more ofthe source information than the citation.• Citations appear in the document as a control.– When you click the control, you will see an arrow on the right side.– Click the arrow to display a menu for editing the source and the citation.– In the Edit Source dialog box, you can change the information youadded when you created the source.– In the Edit Citation dialog box, you can change information specific tothe citation, such as page numbers.5-11
    12. 12. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Place the cursor where youwant to add the citation.2. Click the References tab.3. In the Citations &Bibliography group, clickthe Insert Citation buttonand select Add NewSource. . .4. In the Create Source dialogbox, click the arrow next toType of Source and selectan option to enter relevantsource information.5. When you are finished,click OK to add the citationto the document.5-12To Create a Source for a CitationTo Create a Source for a Citation
    13. 13. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Word Skill 5.5Word Skill 5.5Creating a BibliographyCreating a Bibliography• A bibliography is a compiled list of sources youreferenced in your document.• Typically, bibliographies appear at the end of a documentand list all the sources you marked throughout thedocument.• Microsoft Word 2010 comes with a number of prebuiltbibliography building blocks for you to use.• When you select one of these building blocks, Word willsearch the document and compile all the sources fromyour document and format them according to the styleyou chose.5-13
    14. 14. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Place the cursor at the end ofthe document.2. Click the References button.3. In the Citations &Bibliography group, click theBibliography button andselect one of the bibliographybuilding blocks.4. The bibliography is added tothe end of the document,listing all the sourcesreferenced in the document.5-14To Add a BibliographyTo Add a Bibliography
    15. 15. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Word Skill 5.6Word Skill 5.6Marking Entries for an IndexMarking Entries for an Index• When creating long documents, you may want to add anindex to the document to help your readers quicklylocate specific information.• To create an index you must first mark the topics youwant to include, and then create the index.• When formatting marks are hidden, marked entries lookno different than other text in the document.• However, when the index is created, Word finds all themarked entries and adds them to the index.5-15
    16. 16. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Select the word you want toadd to the index.2. Click the References tab.3. In the Index group, click theMark Entry button.4. The word appears in theMain entry: box.5. Click the Mark button tomark the entry.6. Click the Close button toclose the Mark Index Entrydialog box.5-16To Mark EntriesTo Mark Entries
    17. 17. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Word Skill 5.7Word Skill 5.7Creating an IndexCreating an Index• An index is a list of topics and associated page numbersthat typically appears at the end of a document.– Adding an index to your document can help your readersfind information quickly.– An index entry can reference a single word, a phrase, or atopic spanning several pages.• You can also add cross references to your index.– A cross-reference is an index entry that refers to anotherentry in the index rather than to a page in the document.– Cross-references are often used to direct readers from anuncommon entry to a more frequently used one.5-17
    18. 18. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Place the cursor at the endof the document.2. Click the Referencesbutton.3. In the Index group, click theInsert Index button.4. The Index dialog boxopens.5. Click the Formats: arrowand select a format.6. Modify the other optionsuntil the preview looks theway you want.7. Click OK to insert the indexinto your document.5-18To Add an Index to a DocumentTo Add an Index to a Document
    19. 19. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Word Skill 5.8Word Skill 5.8Customizing a Print JobCustomizing a Print Job• The default Print command in Word prints one copyof the entire document.• From the Print tab in Backstage view, you cancustomize how your document prints, includingchanging the number of copies and specifying whichpages to print.5-19
    20. 20. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Click the File tab.2. Click Print.3. Verify that the correctprinter name is displayed inthe Printer section.4. In the Copies: box, enterthe number of copies youwant to print.5. In the Pages: box, type therange of pages you want toprint.6. Click Print.5-20To Modify Print Settings from Backstage ViewTo Modify Print Settings from Backstage View
    21. 21. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Word Skill 5.9Word Skill 5.9Starting a Mail MergeStarting a Mail Merge• In Word, you can take a list of names and addressesand merge them with a standard document, creatinga personalized document for each name on your list.• This process is called a mail merge.• Before you can create a mail merge, you must firstselect a main document and select recipients.5-21
    22. 22. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Click the Mailings tab.2. In the Start Mail Mergegroup, click the Start MailMerge button and selectLetters.3. Click the Select Recipientsbutton and select UseExisting List. . .4. In the Select Data Sourcedialog box, select a datasource and click Open.5-22To Set Up the Main Document and Select RecipientsTo Set Up the Main Document and Select Recipients
    23. 23. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Word Skill 5.10Word Skill 5.10Inserting Fields and Writing the Mail Merge DocumentInserting Fields and Writing the Mail Merge Document• The main document of a mail merge contains the textand merge fields, which appear on every version of themerged document.• Merge fields are placeholders that insert specific datafrom the recipients list you created.• The three basic types of merge fields are– Address Block —inserts a merge field with the name andaddress of the recipient.– Greeting Line —inserts a field with a greeting and therecipient’s name.– Merge Fields —allows you to insert merge fields based on yourdata source, such as first names, last names, addresses, phonenumbers, and e-mail addresses.5-23
    24. 24. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Click in the documentwhere you want the mergefield to appear.2. On the Mailings tab, in theWrite & Insert Fields group,click the Address Blockbutton.3. In the Insert Address Blockdialog box, make anychanges to the display andclick OK.5-24To Add an Address Block Merge FieldTo Add an Address Block Merge Field
    25. 25. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Word Skill 5.11Word Skill 5.11Previewing and Finishing the Mail MergePreviewing and Finishing the Mail Merge• Before you complete the mail merge and print yourdocuments, it is a good idea to review eachdocument created in the merge.– Before you finish the merge, click the Auto Check forErrors button to review your documents for errors.• After you have previewed the mail merge, the laststep is to finish the merge by printing thedocuments.5-25
    26. 26. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.To preview the mail merge:1.In the Preview Results group,click the Preview Resultsbutton.2.Click the Next Record andPrevious Record buttons tonavigate among differentdocuments.To print the documents in themail merge:1.In the Finish group, click theFinish & Merge button andselect Print Documents. . .2.In the Merge to Printer dialogbox, click OK.5-26To Preview and Print Documents in Mail MergeTo Preview and Print Documents in Mail Merge
    27. 27. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Word Skill 5.12Word Skill 5.12Creating Envelopes and LabelsCreating Envelopes and Labels• With Word you can create an envelope and print itwithout leaving the document you are working on.Word’s preset formats take care of the measuring andlayout for you.• Word also comes with a number of preset options forcreating mailing labels.– To create and print labels, in the Create group, click theLabels button.– From the Labels tab, you can create a single label or anentire sheet of labels.– You can also choose to send the labels directly to theprinter or create a new document of labels to save andprint whenever you need them.5-27
    28. 28. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Click the Mailings tab.2. In the Create group, clickthe Envelopes button.3. Type the address of theperson you are sending thedocument to in the Deliveryaddress: text box.4. Type your address in theReturn address: text box.5. Click the Options. . . button.6. Click the Envelope size:arrow and select anenvelope size.7. Click OK in the EnvelopeOptions dialog box.8. Click the Print button in theEnvelopes and Labelsdialog box.5-28To Create and Print an EnvelopeTo Create and Print an Envelope
    29. 29. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Word 2010 Working with References and Mailings RecapWord 2010 Working with References and Mailings Recap• Skill 5.1 Inserting a Table ofContents• Skill 5.2 Inserting Footnotes andEndnotes• Skill 5.3 Selecting a ReferenceStyle• Skill 5.4 Adding Citations toDocuments• Skill 5.5 Creating a Bibliography• Skill 5.6 Marking Entries for anIndex• Skill 5.7 Creating an Index• Skill 5.8 Customizing a Print Job• Skill 5.9 Starting a Mail Merge• Skill 5.10 Inserting Fields andWriting the Mail Merge• Document• Skill 5.11 Previewing and Finishingthe Mail Merge• Skill 5.12 Creating Envelopes andLabels5-29

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