VIPS/BBA/INTRODUCTION TO IT/LAB NOTES

MS WORD
Microsoft Word is a proprietary word processor designed by Microsoft. It was first released in
1983 under the name Multi-Tool Word for Xenix systems.
It is the world’s leading word processing application. It can be used to work with a wide range of
documents like letters, memos, newsletters, forms and now with blogs too with Word 2007.

Three features as you work within Word 2007 are :-

1) The Microsoft Office Button

2) The Quick Access Toolbar
3) The Ribbon

These three features contain many of the functions that were in the menu of previous versions of
Word. The functions of these three features will be outlined below.

Page 1
Prepared by: Ms. Kriti Dhingra
 VIPS/BBA/INTRODUCTION TO IT/LAB NOTES

The Microsoft Office Button

This button allows you to create a new document, open an existing document, save or save as,
print, send (through email or fax), publish or close.

The ribbon

The Ribbon is the panel at the top portion of the document. It has seven tabs: Home, Insert, Page
Layout, References, Mailings, Review and View that contain many new and existing features of
Word. Each tab is divided into groups. The groups are logical collections of features designed to
perform functions that you will utilize in developing or editing your Word document.
Commonly used features are displayed on the Ribbon to view additional features within each
group, click on the arrow at the bottom right of each group.

Each of the tabs contains the following tools:

Home: Clipboard, Fonts, Paragraph, Styles and Editing.

Insert: Pages, Tables, Illustrations, Links, Header & Footer, Text, and Symbols

Page Layout: Themes, Page Setup, Page Background, Paragraph, Arrange

Page 2
Prepared by: Ms. Kriti Dhingra
 VIPS/BBA/INTRODUCTION TO IT/LAB NOTES

References: Table of Contents, Footnote, Citation & Bibliography, Captions, Index and Table of
Authorities

Mailings: Create, Start Mail Merge, Write & Insert Fields, Preview Results, Finish

Review: Proofing, Comments, Tracking, Changes, Compare, Protect

View: Document Views, Show/Hide, Zoom, Window, Macros

Quick Access Toolbar

The quick access toolbar is a customizable toolbar that contains commands that you may want to
use. You can place the quick access toolbar above or below the ribbon. To change the location of
the quick access toolbar, click on the arrow at the end of the toolbar and click on Show Below
the Ribbon.

You can also add items to the quick access toolbar. Right click on any item in the Office Button or
the Ribbon and click on Add to Quick Access Toolbar and a short cut will be added to the Quick
Access Toolbar.

Page 3
Prepared by: Ms. Kriti Dhingra
 VIPS/BBA/INTRODUCTION TO IT/LAB NOTES
Create a New Document
There are several ways to create new documents, open existingdocuments, and save
documents in Word:

Click the Microsoft Office Button and Click New or

Press CTRL+N (Depress the CTRL key while pressing the “N”) on the keyboard

You will notice that when you click on the Microsoft Office Button and Click New, you have
many choices about the types of documents you can create. If you wish to start from a blank
document, click Blank. If you wish to start from a template, you can browse through your
choices on the left, see the choices on center screen, and preview the selection on the right
screen.

Page 4
Prepared by: Ms. Kriti Dhingra
 VIPS/BBA/INTRODUCTION TO IT/LAB NOTES

Opening an Existing Document

1) Click the Microsoft Office Button and Click Open, or

2) Press CTRL+O (Depress the CTRL key while pressing the “O”) on the keyboard.

Saving a Document

Click the Microsoft Office Button and Click Save or Save As (remember, if you’re
sending the document to someone who does not have Office 2007, you will need to click the
Office Button, click Save As and Click Word97-2003 Document),or
1) Press CTRL+S(Depress the CTRL key while pressing the “S”) on the keyboard, or
2) Click the File icon on the Quick Access Toolbar

Renaming Documents

To rename a Word document while using the program:

1. Click the Office Button and find the file you want to rename.
2. Right-click the document name with the mouse and select Rename from the shortcut menu.
3. Type the new name for the file and press the ENTER key.

Page 5
Prepared by: Ms. Kriti Dhingra
 VIPS/BBA/INTRODUCTION TO IT/LAB NOTES

Working on Multiple Documents

Several documents can be opened simultaneously if you are typing or editing multiple
documents at once. All open documents will be listed in the View Tab of the Ribbon when
you click on Switch Windows. The current document has a check mark beside the filename.
Select another open document to view it.

Close a Document

To close a document:
1) Click the Office Button
2) Click Close

Editing a Document

Typing and inserting Text

To enter text just start typing! The text will appear where the blinking cursor is located.
Move the cursor by using the arrow buttons on the keyboard or positioning the mouse
and clicking the left button. The keyboard shortcuts listed below are also helpful when
moving through the text of a document:

Move Action Keystroke

Beginning of the line HOME
End of the line END
Top of the document CTRL+HOME
End of the document CTRL+END

Selecting Text

To change any attributes of text it must be highlighted first. Select the text by dragging the
mouse over the desired text while keeping the left mouse button depressed, or hold down
the SHIFT key on the keyboard while using the arrow buttons to highlight the text. The
following table contains shortcuts for selecting a portion of the text:

Page 6
Prepared by: Ms. Kriti Dhingra
 VIPS/BBA/INTRODUCTION TO IT/LAB NOTES

Selection Technique
Whole word double-click within the word
Whole paragraph triple-click within the paragraph
Several words Drag the mouse over the words, or hold down SHIFT while using
or lines the arrow keys

Entire document Choose Editing | Select | Select All from the Ribbon, or press
CTRL+A

Deselect the text by clicking anywhere outside of the selection on the page or press an
arrow key on the keyboard.

Proofing

This feature allows you personalize how word corrects and formats your text. You can
customize auto correction settings and have word ignore certain words or errors ina
document.

Page 7
Prepared by: Ms. Kriti Dhingra
 VIPS/BBA/INTRODUCTION TO IT/LAB NOTES

Illustrations, Pictures and Smart Art

Word2007 allows you to insert illustrations and pictures into a document. To insert
illustrations:
1. Place your cursor in the document where you want the illustration/picture
2. Click the Insert Tab on the Ribbon
3. Click the Clip Art Button
4. The dialog box will open on the screen and you can search for clip art.
5. Choose the illustration you wish to include

Page 8
Prepared by: Ms. Kriti Dhingra
 VIPS/BBA/INTRODUCTION TO IT/LAB NOTES

To insert a picture:
1. Place your cursor in the document where you want the illustration/picture
2. Click the Insert Tab on the Ribbon
3. Click the Picture Button
4. Browse to the picture you wish to include
5. Click the Picture
6. Click Insert

Page 9
Prepared by: Ms. Kriti Dhingra
 VIPS/BBA/INTRODUCTION TO IT/LAB NOTES

SmartArt is a collection of graphics you can utilize to organize information within your
document. It includes timelines, processes, or workflow. To insert Smart Art
1. Place your cursor in the document where you want the illustration/picture.
2. Click the Insert Tab on the Ribbon
3. Click the Smart Art button
4. Click the Smart Art you wish to include in your document
5. Click the arrow on the left side of the graphic to insert text or type the text in the graphic.

Resize Graphics
All graphics can be resized by clicking the image and clicking one corner of the image and
dragging the cursor to the size you want the picture.

Page 10
Prepared by: Ms. Kriti Dhingra
 VIPS/BBA/INTRODUCTION TO IT/LAB NOTES

Macros

Macros are advanced features that can speed up editing or formatting you may perform
often in a Word document. They record sequences of menu selections that you choose so
that a series of actions can be completed in one step.

Recording a Macro
To record a Macro:

 Click the View Tab on the Ribbon

 Click Macros
 Click Record Macro

 Enter a name (without spaces)

 Click whether you want it assigned to a button (on the Quick Access Toolbar) or
the keyboard (a sequence of keys)
 To assign the macro a button on the Quick Access Toolbar:
o Click Button
o Under the Customize Quick Access Toolbar, select the document for
which you want the Macro available

Page 11
Prepared by: Ms. Kriti Dhingra
 VIPS/BBA/INTRODUCTION TO IT/LAB NOTES

o Under Choose Commands: Click the Macro that you are recording
o Click Add
o Click OK to begin Recording the Macro
o Perform the actions you want recorded in the Macro
o Click on Macros
o Click on Stop Recording Macros

 To assign a macro button to a keyboard shortcut:

o Click Keyboard
o In the Press New Shortcut Key box, type the key sequence that you want
and click Assign

Page 12
Prepared by: Ms. Kriti Dhingra
 VIPS/BBA/INTRODUCTION TO IT/LAB NOTES

o Click Close to begin recording the Macro

o Perform the actions you want recorded in the Macro
o Click on Macros
o Click on Stop Recording Macros

Running a Macro
Running a macro depends on whether it’s been added to the Quick Access Toolbar or if it’s
been given a Keyboard Shortcut.

 To run a Macro from the Quick Access Toolbar, simply click the Macro Icon

 To run a Macro from the Keyboard shortcut, simply press the keys that you have
programmed to run the Macro.

Page 13
Prepared by: Ms. Kriti Dhingra
 VIPS/BBA/INTRODUCTION TO IT/LAB NOTES

Formulae

Microsoft Word allows you to use mathematical formula in table cells which can be used to
add numbers, to find average of numbers, or find the largest or smallest number in table
cells you specify. There is a long list of formulas from which, a formula can be used based
on the requirement. This chapter will teach you how to use formula in word tables.

Add a Formula:

Following are the simple steps to add formula in a table cell available in word document.

Step (1): Consider the following table where we will have total of the rows. Click in a cell
that should contain the sum of a row.

Step (2): Now click the Layout tab and then click Formula button which will display a
Formula Dialog Box which will suggest a default formula, which is =SUM(LEFT) in our
case. You can select a number format using Number Format List Box to display the result
or you can change the formula using Formula List Box.

Page 14
Prepared by: Ms. Kriti Dhingra
 VIPS/BBA/INTRODUCTION TO IT/LAB NOTES

Step (3): Now click OK to apply the formula and you will see that left cells have been
added and its sum has been put in the total cell where we wanted to have it. You can repeat
the procedure to have sum of other two rows as well.

Page 15
Prepared by: Ms. Kriti Dhingra
 VIPS/BBA/INTRODUCTION TO IT/LAB NOTES

Cell Formulas:

The Formula dialog box provides following important functions to be used as formula in a
cell.

Formula Description
AVERAGE( ) The average of a list of cells.
COUNT( ) The number of items in a list of cells
MAX( ) The largest value in a list of cells
MIN( ) The smallest value in a list of cells
PRODUCT( ) The multiplication of a list of cells
SUM( ) The sum of a list of cells

If you are bit familiar with spreadsheet program, you can construct your word cell formula.
Word formulas use a reference system to refer to individual table cells. Each column is
identified by a letter, starting with A for the first column, B for the second column, and so
on. After the letter comes the row number. Thus, the first cell in the first row is A1, the
third cell in the fourth row is C4, and so on.

Following are useful points to help you in constructing word cell formula.

SN Cell References and Description

1 A single cell reference, such as B3 or F7
2 A range of cells, such as A4:A9 or C5:C13
3 A series of individual cells, such as A3,B4,C5
4 ABOVE, referring to all cells in the column above the current cell.
5 BELOW, referring to all cells in the column below the current cell.
6 LEFT, referring to all cells in the row to the left of the current cell
7 RIGHT, referring to all cells in the row to the right of the current cell

You can also construct simple math expressions, such as B3+B5*10 by using simple
mathematical operators +, -, /, *, %.

Page 16
Prepared by: Ms. Kriti Dhingra
 VIPS/BBA/INTRODUCTION TO IT/LAB NOTES

MS-EXCEL

Microsoft Excel is one of the most popular spreadsheet applications that helps you
manage data, create visually persuasive charts, and thought‐provoking graphs. Microsoft
Excel can also be used to balance a checkbook, create an expense report, build formulas,
and edit them.
CREATIEWDOCUME N
OPENING MICROSOFT EXCEL
To begin Microsoft Excel, Go to Start > All Programs > Applications > Microsoft
Office> Microsoft Excel (Figure 1). When opened a new spreadsheet will pop up
On the screen, if this does not happen click on the Office Icon > New. From here
A dialog box with various different templates will appear on the screen that you can
choose from. Once a template is chosen, click Create.

Figure1. Navigate to Microsoft Excel on a PC.

Figure2. Opening a new workbook

Page 17
Prepared by: Ms. Kriti Dhingra
 VIPS/BBA/INTRODUCTION TO IT/LAB NOTES

SAVING

Before you begin you should save your document. To do this, click on the floppy disk
located at the top of the screen . Then Microsoft Excel will open a dialog box (Figure
3) where you can specify the new file’s name, location of where you want it saved, and
format of the document. Once you have specified a name, place, and format for your new
file, press the Save button.

Note: Specifying your file format will allow you to open your documenton a PC as
well as a MAC. To do this you use the drop down menu next to the Format option.
Also, when you are specifying a file extension (i.e. .doc) make sure you know what
you need to use.

Figure3.Saving dialog box.

SAVING LATER

After you have initially saved your blank document under a new name, you can begin
your project. To save, just click on the floppy disk, or for a shortcut press CTRL + S.

Page 18
Prepared by: Ms. Kriti Dhingra
 VIPS/BBA/INTRODUCTION TO IT/LAB NOTES

TOOLBARS

In Microsoft Excel 2007 for a PC, the toolbars are automatically placed as tabs at the top
of the screen. Within these tabs you will find all of your options to change text, data,
page layout, and more. To be able access all of the certain toolbars youneed to click on a
certain tab that is located towards the top of the screen.

THREE COMMONLYUSED TABS

The Home Tab: (Figure 4). This is one of the most common tabs used in Excel. You
Are able to format the text in your document, cut, copy and paste information. Change
the alignment of your data, insert, delete, and format cells. The Home Tab also allows
you to change the number of your data (i.e. currency, time, date).

Figure4. Home Tab.

The Insert Tab: (Figure 5). This tab is mainly used for inserting visuals and graphics into
your document. There are various different things that can be inserted from
This tab such as pictures, clip art, charts, links, headers and footers, and word art.

Figure5. Insert Tab.

The Page Layout Tab: (Figure 6). Here you are able to add margins, themes to your
document, change the orientation, page breaks, and titles. The scale fit of your document
is also included as a feature within this tab, if needed.

Figure6.Page Layout Tab.

Page 19
Prepared by: Ms. Kriti Dhingra
 VIPS/BBA/INTRODUCTION TO IT/LAB NOTES

FORMATTING

WORKING WITH CELLS

Cells are an important part of any project being used in Microsoft Excel. Cells hold all of the
data that is being used to create the spreadsheet or workbook. To enter data into a cell you simply
click once inside of the desired cell, a black border will appear around the cell (Figure 7). This
border indicates that it is a selected cell. You may then begin typing in the data for that cell.

Figure7. Entering Data.

CHANGING AN ENTRY WITHINA CELL

You may change an entry within a cell two different ways:

• Click the cell one time and begin typing. The new information will replace
Any information that was previously entered.
• Double click the cell and a cursor will appear inside. This allows you to edit
certain pieces of information within the cells instead of replacing all of the data.

CUT, COPY AND PASTE

You can use the Cut, Copy and Paste features of Excel to change the data within your spreadsheet,
to move data from other spreadsheets into new spreadsheets and to save yourself the time of
re‐entering information in a spreadsheet. Cut will actually remove the selection from the original
location and allow it to be placed somewhere else. Copy allows you to leave the original selection
where it is and insert a copy elsewhere. Paste is used to insert data that has been cut or copied.

To Cut or Copy:

 Highlight the data or text by selecting the cells that they are held within.
 Go to the Home Tab > Copy (CTRL + C) or Home Tab > Cut (CTRL + X).
 Click the location where the information should be placed.
 Go to Home Tab > Paste (CTRL + V) to be able to paste your information.

Page 20
Prepared by: Ms. Kriti Dhingra
 VIPS/BBA/INTRODUCTION TO IT/LAB NOTES

FORMATTING CELLS

There are various different options that can be changed to format the spreadsheets cells
differently. When changing the format within cells you must select the cells that you
wish to format.

To get to the Format Cells dialog box select the cells you wish to change then go to
Home Tab > Format > Format Cells. A box will appear on the screen with six
different tab options (Figure 8). Explanations of the basic options in the format dialog
box are bulleted below.

Figure8. Formatting Cells

Number: Allows you to change the measurement in which your data is used. (If your
data is concerned with money the number that you would use is currency)
Alignment: This allows you to change the horizontal and vertical alignment of your text
within each cell. You can also change the orientation of the text within the cells and the
control of the text within the cells as well.
Font: Gives the option to change the size, style, color, and effects.
Border: Gives the option to change the design of the border around or through the
cells.

Page 21
Prepared by: Ms. Kriti Dhingra
 VIPS/BBA/INTRODUCTION TO IT/LAB NOTES

FORMATTING ROWS AND COLUMNS

When formatting rows and columns you can change the height, choose for your
information to auto fit to the cells, hide information within a row or column, un‐hide the
information. To format a row or column go to Home Tab > Row Height (or Column
Height), then choose which height you are going to use (Figure 9). The cell or cells that
are going to be formatted need to be selected before doing this.

Figure9. Formatting Rows and Columns Height

ADDING ROWS AND COLUMNS

When adding a row or column you are inserting a blank row or column next to your
already entered data. Before you can add a Row you are going to have to select the row
that you wish for your new row to be placed. (Rows are on the left hand side of the
spreadsheet) once the row is selected it is going to highlight the entire row that you
chose. To insert the row you have to go to Home Tab > Insert > Insert Sheet Rows
(Figure 10). The row will automatically be placed on the spreadsheet and any data that
was selected in the original row will be moved down below the new row.

Figure10. Inserting Rows

Page 22
Prepared by: Ms. Kriti Dhingra
 VIPS/BBA/INTRODUCTION TO IT/LAB NOTES

Before you can add a Column you are going to have to select a column on the
spreadsheet that is located in the area that you want to enter the new column. (Columns
are on the top part of the spreadsheet.) Once the column is selected it is going to
highlight the entire row that you chose. To insert a column you have to go to Home
Tab > Insert > Insert Sheet Column (Figure 11). The column will automatically be
place on the spreadsheet and any data to the right of the new column will be moved
more to the right.

Figure11. Inserting Columns

WORKING WITH CHARTS

Charts are an important part to being able to create a visual for spreadsheet data. In order
to create a chart within Excel the data that is going to be used for it needs to be entered
already into the spreadsheet document. Once the data is entered, the cells that are going
to be used for the chart need to be highlighted so that the software knows what to
include. Next, click on the Insert Tab that is located at the top of the screen. (Figure 12).

Figure12. Charts Tab

You may choose the chart that is desired by clicking the category of the chart you will
use. Once the category is chosen the charts will appear as small graphics within a drop
down menu. To choose a particular chart just click on its icon and it will be
Placed within the spreadsheet you are working on. To move the chart to a page of its own,
select the border of the chart and Right Click. This will bring up a drop down menu,
navigate to the option that says Move Chart. This will bring up a dialog box that says
Page 23
Prepared by: Ms. Kriti Dhingra
 VIPS/BBA/INTRODUCTION TO IT/LAB NOTES

Chart Location. From here you will need to select the circle next to As a New Sheet and
name the sheet that will hold your chart. The chart will pop up larger in a separate sheet
(Figure 13), but in the same workbook as your entered data.

Figure13. Chart in new sheet

CHART DESIGN

There are various different features that you can change to make your chart more
appealing. To be able to make these changes you will need to have the chart selected or
be viewing the chart page that is within your workbook. Once you have done that the
Design Tab will appear highlighted with various different options to format
Your graphic (Figure 14).

Figure14. Design Tab for chart design.

Page 24
Prepared by: Ms. Kriti Dhingra
 VIPS/BBA/INTRODUCTION TO IT/LAB NOTES

CHART OPTIONS:
Titles: To add titles to a chart of graphic you have to click on the Insert Tab. Once you
have done this, click on the Text Box Icon. This will insert a text box that you can type
the title and place anywhere you wish on the chart.

Change Chart Type: You can change your chart easily by selecting this icon and
navigating to a more desirable chart. This feature is very convenient for someone who
chose the wrong chart and doesn’t wish to reselect all their data and go through the process
a second time.

Format Chart Area: This allows for changes to be made to the chards border, style, fill,
shadows, and more. To get this option you will need to right click on the charts border
and navigate to the Format Chart Areaoption. Once this is clicked a dialog box will
appear.

CHART STYLE:
Here you are able to change the color of the bars that are within your chart.

SPICTURES
To insert Pictures:
 Go to the Insert Tab> Picture, a dialog box will appear and then you can select
the desired picture from the location that is it stored (Figure 15).
 The picture will be inserted directly onto your document, where you can change
the size of it as desired.

Figure15. Inserting a picture

Page 25
Prepared by: Ms. Kriti Dhingra
 VIPS/BBA/INTRODUCTION TO IT/LAB NOTES

Inserting Clipart:
 To insert Clip Art you will need to go to the Insert Tab > Clip Art.
 A navigation pane will appear on the left hand side of the screen where you can
search for words that pertain to the picture you are looking for.

Figure16. Clip Art

Page 26
Prepared by: Ms. Kriti Dhingra
 VIPS/BBA/INTRODUCTION TO IT/LAB NOTES

CREATING FUNCTIONS

When creating a function in Excel you must first have the data that you wish to perform
the function with selected.
• Select the cell that you wish for the calculation to be entered in (i.e.: if I want to know
the sum of B1:B5 I will highlight cell B6 for my sum to be entered into) (Figure 17).

Figure17. Choosing calculation cell

• Once you have done this you will need to select the Formulas Tab located at
the top of the screen.
• A list of Most Recently Used, Financial, Logical, Text, Date and Time,
Math and Trig formulas will appear. To choose one of the formulas click the icon
that holds the formula you are looking for.
• Once you have clicked your formula this will display a dialog box on your
screen.(Figure 18)

Figure18. First calculation display

In this screen it lists the cells that are being calculated, the values within the cells, and the
end result.

To accept that calculation you can press OK and the result will show up in the selected cell.

PRINTING

Page 27
Prepared by: Ms. Kriti Dhingra
 VIPS/BBA/INTRODUCTION TO IT/LAB NOTES

Excel COUNT Function

 COUNT Function Syntax

=COUNT(value1, [value2], …)
Where ‘value’ can be a single cell (you wouldn’t do this though as I hope you can already count
to 1, if not my 2 year old can teach you, or for advanced counting my 5 year old says he can
count to infinity!) or, more likely you will enter a range of cells in place of each ‘value’.
For example; you can count one range of cells:
=COUNT(A1:A500)
Or multiple ranges of non contiguous cells:
=COUNT(A1:A500,C1:C500,E1:G500)
There can be up to 30 ‘values’.
COUNT Function Rules
 It only counts cells containing numbers
 It ignores blank cells
 It ignores cells containing anything but a number
Ok, that’s 3 ways to say the same thing but it leads me nicely onto the COUNTA function.

 Excel COUNTA Function

Excel’s COUNTA function counts cells that are not empty.
That means it includes error values, like #VALUE!, numbers and blank spaces. I don’t mean
blank cells, I mean cells with empty text like for example if you entered a space in a cell then
COUNTA would count that cell.
COUNTA doesn’t count empty or blank cells. You need the COUNTBLANK function for that.
More on COUNTBLANK below.
COUNTA Function Syntax
=COUNTA(value1, [value2], …)
Ditto COUNT function formula examples. That is; the 'value' in the COUNTA function syntax
works the same as they do for the COUNT function.

 Excel’s COUNTBLANK Function

COUNTBLANK Function Syntax
=COUNTBLANK(range)
You’ll notice that the syntax is ‘range’ and there’s only one of them. This is because unlike
COUNT and COUNTA, the COUNTBLANK function cannot handle non-contiguous ranges.
The solution to this is to add COUNTBLANK functions together like this:
=COUNTBLANK(A4:B10)+COUNTBLANK(D4:D10)
COUNT, COUNTA and COUNTBLANK Examples

Page 28
Prepared by: Ms. Kriti Dhingra
 VIPS/BBA/INTRODUCTION TO IT/LAB NOTES

It is important to always save your document before you print!

PRINTING

To print your document, go to the Office Icon > Print, select your desired settings, and then
click OK. You can also do this by using the shortcut CTRL + P.

To be able to change the orientation of your page for printing you can click on the
Properties button under the option to Print then click the Layout Tab (Figure 19).

Figure19. Page Setup button and printing

Page 29
Prepared by: Ms. Kriti Dhingra
 VIPS/BBA/INTRODUCTION TO IT/LAB NOTES

UNDO AND REDO

In order to undo an action, you can click on the blue arrow icon that is pointing to the left at
the top of the screen. To redo an action, you can click on the blue arrow icon pointing to the
right. It is important to note that not all actions are undoable,
Thus it is important to save before you make any major changes in your document so
You can revert back to your saved document.

QUITTING

Before you quit, it's a good idea to save your document one final time. You will need to
choose the Office Icon and choose Exit Excel. This is better than just closing the window, as
it insures your document quits correctly.

Page 30
Prepared by: Ms. Kriti Dhingra
 VIPS/BBA/INTRODUCTION TO IT/LAB NOTES

Mail Merge in MS Word

Mail Merge and its importance

Mail merge is a feature in MS-Word that enables you to create multiple copies of a document
with small changes in each. It is a way of placing content from a spreadsheet, database, or table
into a Microsoft Word document. Mail merge is ideal for creating personalized form letters or
labels instead of editing the original letter several times to input different personalized
information. As you can imagine, this can save a lot of time as well as worry about not changing
all of the information for the new recipient.

Take an example of appointment letter. For every employee the format and structure of letter is
almost identical except those information related to the employee.

Steps of creating a Mail Merge in MS WORD 2007

Page 31
Prepared by: Ms. Kriti Dhingra
 VIPS/BBA/INTRODUCTION TO IT/LAB NOTES

Step 1
On the Mailings tab, click Start Mail Merge, and then click Step by Step Mail Merge Wizard.

Page 32
Prepared by: Ms. Kriti Dhingra
 VIPS/BBA/INTRODUCTION TO IT/LAB NOTES

Step 2

Select document type

1. In the Mail Merge task pane, click Letters. This will allow you to send letters to a group
of people and personalize the results of the letter that each person receives.
2. Click Next: Starting document.

Page 33
Prepared by: Ms. Kriti Dhingra
 VIPS/BBA/INTRODUCTION TO IT/LAB NOTES

Step 3
Select the starting document

1. Click one of the following options:

o Use the current document: Use the currently open document as your main
document.
o Start from a template: Select one of the ready-to-use mail merge templates.
o Start from existing document: Open an existing document to use as your mail
merge main document.

Currently select “Start from existing document” as the invitation is available with
you.

2. In the Mail Merge task pane, click Next: Select recipients.

Page 34
Prepared by: Ms. Kriti Dhingra
 VIPS/BBA/INTRODUCTION TO IT/LAB NOTES

Step 4
Select recipients

When you open or create a data source by using the Mail Merge Wizard, you are telling Word to
use a specific set of variable information for your merge. Use one of the following methods to
attach the main document to the data source.
1. In the Mail Merge task pane, click Next: Select Recipients.
2. Click Type a new list.
3. Click Create.
The New Address List dialog box appears.

Page 35
Prepared by: Ms. Kriti Dhingra
 VIPS/BBA/INTRODUCTION TO IT/LAB NOTES

In this dialog box, enter the address information for each record. If there is no information for a
particular field, leave the box blank.

By default, Word skips blank fields. Therefore, the merge is not affected if blank entries are in
the data form. The set of information in each form makes up one data record.
 After you type the information for a record, click New Entry to move to the next record.

Page 36
Prepared by: Ms. Kriti Dhingra
 VIPS/BBA/INTRODUCTION TO IT/LAB NOTES

To delete a record, click Delete Entry. To search for a specific record, click Find Entry. To
customize your list, click Customize. In the Customize Address List dialog box, you can add,
delete, rename, and reorder the merge fields.
 In the New Address List dialog box, click OK. In the Save Address List dialog box,
type the name that you want to give to your data source in the File name box, and then
click Save.
 In the Mail Merge Recipients dialog box, make any changes that you want, and then
click OK.
 Click Next: Write your letter to finish setting up your letter.
 Save the main document.
When you save the main document at this point, you are also saving the data source and
attaching the data source to the main document.
 Type the name that you want to give to your main document, and then click Save.
To proceed to the next step, click Next: Write your letter.

Page 37
Prepared by: Ms. Kriti Dhingra
 VIPS/BBA/INTRODUCTION TO IT/LAB NOTES

Step 5

Write your letter

In this step, you set up your main document.

1. Type or add any text and graphics that you want to include in your letter.
2. Add the field codes where you want the variable information to appear. In the Mail
Merge task pane, you have four options:
o Address block: Use this option to insert a formatted address.
o Greeting line: Use this option to insert a formatted salutation.
o Electronic postage: Use this option to insert electronic postage.

Note This option requires that you have a postage software program installed on
your computer.
o More items: Use this option to insert individual merge fields. When you click
More Items, the Insert Merge Field dialog box appears.

Note Make sure that your cursor is where you want to insert the information from
your data source before you click More Items.

Page 38
Prepared by: Ms. Kriti Dhingra
 VIPS/BBA/INTRODUCTION TO IT/LAB NOTES

3. When you finish editing the main document, click Save or Save As on the File menu.

NoteIn Word 2007, click the Microsoft Office Button, and then click Save or Save As.

Name the file, and then click Save. To proceed to the next step, click Next: Preview
your letters.

Page 39
Prepared by: Ms. Kriti Dhingra
 VIPS/BBA/INTRODUCTION TO IT/LAB NOTES

Step 6

Preview your letters

This step allows you to preview your merged data, one letter at a time. You can also make
changes to your recipient list or personalize individual letters. To move between the recipients in
the list one can click the “>>”.

On clicking the “>>” the next recipient’s name and address block appears in the letter.

Page 40
Prepared by: Ms. Kriti Dhingra
 VIPS/BBA/INTRODUCTION TO IT/LAB NOTES

To proceed to the next step, click Next: Complete the merge.

Page 41
Prepared by: Ms. Kriti Dhingra
 VIPS/BBA/INTRODUCTION TO IT/LAB NOTES

Step 7

Complete the merge

This step merges the variable information with the form letter. You can output the merge result
by using either of the following options:

 Print: Select this option to send the merged document directly to the printer. You will not
be able to view the document on your screen.
When you click Print, the Merge to Printer dialog box appears. In the Merge to
Printer dialog box, you can choose which records to merge. When you click OK, the
Print dialog box appears. Click Print to print the merge document.
Edit individual letters: Select this option to display the merged document on your screen.
When you click Edit individual letters, the Merge to New Document dialog box appears. In
the Merge to New Document dialog box, you can choose which records to merge. When you
click OK, the documents are merged to a new Word document. To print the file, on the File
menu, click Print.

Page 42
Prepared by: Ms. Kriti Dhingra