MICROSOFT WORD 2003 MAIL MERGE

Welcome to Microsoft Word 2003 Mail Merge. Mail merge allows for the creation of custom

letters, documents, labels, envelopes and emails to be sent to multiple recipients. The

Word 2003 Mail Merge Workshop will review changes to the appearance, functions and

overall layout of mail merge. Many features, although setup differently, will be easily

recognized while other features are new and enhanced.

To begin mail merge go to Tools > Letters & Mailings > Mail Merge. A task pane will

automatically open to the right-hand side of the document. The task pane acts as a Mail

Merge wizard with six (6) steps to follow to complete the merge.

STEP 1 OF 6: SELECT DOCUMENT TYPE

http://www.scrippscollege.edu/campus/it/pdf/word-mail-merge.pdf

Begin by selecting a document type from the list provided:

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Letters

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E-mail messages

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Envelopes

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Labels• Directory

Print it out

After you have your brochure laid out and formatted the way you want it, you are ready to print. Getting the document to print correctly depends on your printer. Check your printer's instruction manual to determine the right way to place the paper to get the pages to print correctly. Remember, the pages will be back to back. If your printer has a duplexer attachment, this process may actually be automatic.

Add pictures

 
Along with your text, you may want to add some pictures to your layout. For example, if you are creating a product brochure, you may want to include a photograph of the product. Avoid using cheesy clip art just because it's there. Bad clip art rarely adds to the layout. To insert a picture from a file you already have, choose Insert|Picture|From File. Find your file on the hard disk and click Insert. The picture appears on the screen. You can size it by clicking and dragging one of the corner handles. More recent versions of Word also include a number of other picture manipulation options, which you can access by right-clicking on the picture.

Set up columns

Now you are ready to set up the columns. The trick to keeping your brochure from looking lopsided when you fold the brochure is to make sure that the number you type into the Spacing box in the Columns dialog box is double that of your margins. (Technically, this space is called the gutter between columns.) So if your margins are .5 inches, make your gutter between the columns 1 inch. Choose Format|Columns and click the icon for three columns under Presets. Now change the default spacing amount that Word has entered to be double that of your margins and click OK.

Set up the page

Next you want to set up the margins for your brochure. Remember that some printers have restrictions on their "live" printable area, so don't make the margins too small. (Inkjets are especially likely to require extra large margins.) To set up your page, choose File|Page Setup. Click the Paper Size tab and change the orientation to Landscape. Now, click the Margins tab and set your margins. For example, you might make your margins .5" all the way around.

Create a hyperlink

Mark the hyperlink location

You can mark the hyperlink location by using either a bookmark (bookmark: A location or selection of text in a file that you name for reference purposes. Bookmarks identify a location within your file that you can later refer or link to.) or a heading style (heading style: Formatting applied to a heading. Microsoft Word has nine different built-in styles: Heading 1 through Heading 9.) in Word.

Insert a bookmark

In the current document, do the following:

1. Select the text or item to which you want to assign a bookmark, or click where you want to insert a bookmark.
2. On the Insert tab, in the Links group, click Bookmark.

3. Under Bookmark name, type a name.

Bookmark names must begin with a letter and can contain numbers. You can't include spaces in a bookmark name. However, you can use the underscore character to separate words — for example, First_heading.

4. Click Add.

Apply a heading style

You can apply one of the built-in heading styles in Word to the text at the location that you want to go to. In the current document, do the following:

1. Select the text to which you want to apply a heading style.
2. On the Home tab, in the Styles group, click the style that you want.

For example, if you selected text that you want to style as a main heading, click the style called Heading 1 in the Quick Styles gallery.

Add the link

1. Select the text or object that you want to display as the hyperlink.
2. Right-click and then click Hyperlink on the shortcut menu.
3. Under Link to, click Place in This Document.
4. In the list, select the heading or bookmark that you want to link to.

 Note   To customize the ScreenTip that appears when you rest the pointer over the hyperlink, click ScreenTip, and then type the text that you want. If you don't specify a tip, Word uses "Current document" as the tip for links to headings. For links to bookmarks, Word uses the bookmark name.

Create a hyperlink to a specific location in another document or Web page

To link to a location in a document or Web page that you created in Word, you must mark the hyperlink location, or destination, and then add the link to it.

Mark the hyperlink location

1. Insert a bookmark in the destination file or Web page.
2. Open the file that you want to link from, and select the text or object you want to display as the hyperlink.
3. Right-click and then click Hyperlink on the shortcut menu.
4. Under Link to, click Existing File or Web Page.
5. In the Look in box, click the down arrow, and navigate to and select the file that you want to link to.
6. Click Bookmark, select the bookmark that you want, and then click OK.

 Note   To customize the ScreenTip that appears when you rest the pointer over the hyperlink, click ScreenTip and then type the text that you want. If you don't specify a tip, Word uses the path to the file, including the bookmark name, as the tip.

Add the link

1. Select the text or object that you want to display as the hyperlink.
2. Right-click and then click Hyperlink on the shortcut menu.
3. Under Link to, click Place in This Document.
4. In the list, select the heading or bookmark that you want to link to.

 Note   To customize the ScreenTip that appears when you rest the pointer over the hyperlink, click ScreenTip and then type the text that you want. If you don't specify a tip, Word uses "Current document" as the tip for links to headings. For links to bookmarks, Word uses the bookmark name.

 Tip   From Word documents, you can create links to specific locations in files that are saved in the Microsoft Office Excel (.xls) file format or the Microsoft Office PowerPoint (.ppt) file format. To link to a specific location in an Excel workbook, create a defined name in the workbook, and then at the end of the file name in the hyperlink, type # (number sign) followed by the defined name. To link to a specific slide in a PowerPoint presentation, type # followed by the slide number after the file name.

Quickly create a hyperlink to another file

You can create a hyperlink quickly without having to use the Insert Hyperlink dialog box by dragging selected text or pictures from a Word document or by dragging a Web address or hyperlink from some Web browsers (Web browser: Software that interprets HTML files, formats them into Web pages, and displays them. A Web browser, such as Windows Internet Explorer, can follow hyperlinks, transfer files, and play sound or video files that are embedded in Web pages.). You can also copy a selected cell or range in Microsoft Office Excel.
For example, you may want to create a hyperlink to a longer explanation in another document or to a news story on a Web page.
 Important   The text that you copy must come from a file that has already been saved.
 Note   You cannot drag drawing objects, such as Shapes, to create hyperlinks. To create a hyperlink for a drawing object, select the object, right-click, and then click Hyperlink on the shortcut menu.

Create a hyperlink by dragging content from another Word document

1. Save the file that you want to link to. This is the destination document.
2. Open the document where you want to add a hyperlink.
3. Open the destination document and select the text, graphic, or other item you want to go to.

For example, you might want to select the first few words of a section of a document that you want to link to.

4. Right-click the selected item, drag it to the task bar and rest over the icon of the document to which you want to add a hyperlink.
5. Release the right mouse button where you want the hyperlink to appear on the page, and then click Create Hyperlink Here .

 Note   The text, graphic, or other item that you selected is the link to the destination document.

Create a hyperlink by dragging from a Web page

1. Open the document where you want to add a hyperlink.
2. Open a Web page and right-click the item that you want to link to on the Web page.
3. Drag the item to the task bar and rest over the document icon to which you want to add a hyperlink.
4. Release the right mouse button where you want the hyperlink to appear on the page, and then click Create Hyperlink Here .

Create a hyperlink by copying and pasting from an Excel worksheet

1. Open the Excel worksheet that you want to link to, and select a cell or range of cells to link to.
2. Right-click and then click Copy on the shortcut menu.
3. Open the Word document where you want to add a hyperlink.
4. On the Home tab, in the Clipboard group, click the Paste arrow, and then click Paste as Hyperlink.

How To Add and Play Audio / Video Files In Microsoft Word

Step 1: Open the MS Word file and start your work with it.

Step 2: Now, when you need to add an audio file or music file, simple place your cursor at that particular point and click on Insert tab.

Step 3: Now, click on the Text option, and there click on the button labeled as Object.

Step 4: This will open a window which will ask you to choose the type of file. Here, you can simply locate the particular file type and then click on OK button.

Step 5: Now, this will add a Speaker symbol on your MS Word file. So, when someone clicks on that icon, the audio or video added by you is played.

When you have the power of voice, then why to use text.