MODULE OFFICE APPLICATION SOFTWARE - SOFAPP

CHAPTER 4: Advanced Operations with Word

Objectives:
a.) Determine the advanced operations that can be used in each
office tools
b.) Create files that can be compatible with any software or
office tools and make them more secured on sharing files.

Lesson 1: Performing Calculations in Tables in Word

Insert Formulas into Word Tables

Let’s start out by creating a simple test table. Click on the Insert tab and then click
on Table. Choose how many rows and columns you want from the grid.

Once your table has been inserted, go ahead and add in some data. I’ve just made a really
simple table with a couple of numbers for my example.

10 10 10
20 20 20
30 30 30

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Now let’s go ahead and insert a formula. In the first example, I’m going to add the first
three values in the first row together (10 + 10 + 10). To do this, click inside the last cell in the
fourth column, click on Layout in the ribbon and then click on Formula at the far right.

This will bring up the Formula dialog with a default of =SUM(LEFT).

If you were to simply click OK, you will see the value we are looking for in the cell (30).

10 10 10 30
20 20 20
30 30 30

Let’s talk about the formula. Just like Excel, a formula starts with an equals sign, followed
by a function name and arguments in parenthesis. In Excel, you only specify cell references or
named ranges like A1, A1:A3, etc., but in Word, you have these positional terms you can use.
In the example, LEFT means all cells that are to the left of the cell in which the formula is
entered. You can also use RIGHT, ABOVE and BELOW. You can use these positional arguments
with SUM, PRODUCT, MIN, MAX, COUNT and AVERAGE.
In addition, you can use these arguments in combination. For example, I could type
in =SUM(LEFT, RIGHT) and it would add all the cells that are to the left and right of that

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cell. =SUM(ABOVE, RIGHT) would add all numbers that are above the cell and to the right. You
get the picture.

Now let’s talk about some of the other functions and how we can specify cells in a
different manner. If I wanted to find the maximum number in the first column, I could add
another row and then use the =MAX(ABOVE) function to get 30. However, there is another way
you can do this. I could also simply go into any cell and type in =MAX(A1:A3), which references
the first three rows in the first column.

This is really convenient because you can put the formulas anywhere you want in the
table. You can also reference individual cells like writing =SUM(A1, A2, A3), which will give you
the same result. If you write =SUM(A1:B3), it will add A1, A2, A3, B1, B2, and B3. Using these
combinations, you can pretty much reference any data you like.

If you want to see a list of all the functions you can use in your Word formula, just click
on the Paste Function box.

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You can use IF statements, AND and OR operators and more. Let’s see an example of a
more complex formula.

In the example above, I have =IF(SUM(A1:A3) > 50, 50, 0), which means that if the sum
from A1 to A3 is greater than 50, show 50, otherwise show 0. It’s worth noting that all of these
functions really only work with numbers. You can’t do anything with text or strings and you can’t
output any text or string either. Everything has to be a number.

Here’s another example using the AND function. In this example, I am saying that if both
the sum and max value of A1 to A3 is greater than 50, then true otherwise false. True is
represented by a 1 and False by 0.

If you type in a formula and it’s got an error in it, you’ll see a syntax error message.

To fix the formula, just right click on the error and choose Edit Field.

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This will bring up the Field dialog. Here you just have to click on the Formula button.

This will bring up the same Formula editing dialog that we’ve been working with since the
beginning. That’s about all there is to inserting formulas into Word.

For more knowledge about creating calculations in word, please check the link the
online documentation from Microsoft.

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Lesson 2: Email Documents Using Word

Mailing Documents

Following are the simple steps to send a word document as an attachment at the given
email address.
Step 1 − Open the document you want to send using e-mail as an attachment.

Step 2 − Click the File tab and then click the Save & Send option from the left most
column; this will display a number of options to Save & Send, you will have to select the Send
using Email option available in the middle column.

Step 3 − The third column will have various options to send email which allows you to
send your document as an attachment in DOC format or you can send your Word document in a
PDF format. Click a method to send the document. I'm going to send my document in PDF format.

When you click the Send as PDF option, it displays the following screen where you can
type the email address to which you want to send your document, email subject and other
additional messages as well. To send email to multiple recipients, separate each e-mail address
with a semicolon (;) and a space.

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Lesson 3: Translate Document Using Microsoft Translator

The following steps will help you translate a document from one language to another
language.

Step 1 − Click the Review tab and then click the Translate button; this will display
different options to be selected.

Step 2 − Select the Choose Translation Language option simply by clicking over it. This
will display a Translation Language Options dialog box asking for selecting from and to
languages. Here From is the source document's language and To is the target document’s
language.

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Step 3 − After selecting From Language and To Language, click OK. Now again go
to Review tab and then click Translate button which will display different options to be selected.
Select top option Translate Document option from the given options, this will display Translate
Whole Document dialog box asking for your permission to send your document over the internet
to be translated by Microsoft Translator.

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Step 4 − To translate your document, you can click the Send button. This will send your
document over the internet to be translated and you will have your document translated in your
target language.

Step 5 − Now you can copy your translated content manually in any other document and
save it for final use.

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Lesson 4: Document Security

Set Document Password

Once you set a password for a document then you will be able to open the document only
if you know the password. If you forget your password, then there is no way to recover it and to
open the document. So you need to be careful while setting a password for your important
document.

The following steps will help you set a password for a Word document.

Step 1 − Open a Word document for which you want to set a password.

Step 2 − Click the File tab and then click the Info option and finally the Protect
Document button which will display a list of options to be selected.

Step 3 − Select the Encrypt with Password option simply by clicking over it. This will
display an Encrypt Document dialog box asking for a password to encrypt the document. The
same dialog box will appear twice to enter the same password. After entering password each
time, click the OK button.

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Step 4 − Save the changes, and finally you will have your document password protected.
Next time when someone tries to open this document, it will ask for the password before
displaying the document content, which confirms that now your document is password protected
and you need password to open the document.

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Remove Document Password

You can remove a document password only after opening it successfully. The following
steps will help you remove password protection from your Word document.

Step 1 − Open a Word document the password of which needs to be removed. You will
need the correct password to open the document.

Step 2 − Click the File tab followed by the Info option and finally the Protect
Document button which will display a list of options to be selected.

Step 3 − Select the Encrypt with Password option simply by clicking over it. This will
display an Encrypt Document dialog box and password which will be in a dotted pattern. You
need to remove this dotted pattern from the box and make it clear to remove the password from
the document.

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Now when you will open your document next time, Word will not ask you for any
password because you have removed the password protection from the document.

Set Editing & Formatting Restrictions

The following steps will help you set editing restrictions in a Word document.

Step 1 − Open a Word document for which you want to set editing restrictions.
Step 2 − Click the File tab and then click the Info option and finally the Protect
Document button which will display a list of options to be selected.

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Step 3 − Select the Restrict Editing option simply by clicking over it. This will open the
actual document and it will also give you the option to set editing restrictions in the Restrict
Formatting and Editing area. Here you can set formatting as well as editing restrictions on the
document.

Step 4 − One you are done with your setting, click the Yes, Start Enforcing
Protection button which will display a Start Enforcing Protection dialog box asking for password
so that no one else can change the setting. You can enter the password or you can leave it simply
blank which means there is no password setting for this protection.

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Step 5 − Finally click the OK button and you will find that your document is editing (or
formatting if you applied) protected.

Remove Editing & Formatting Restrictions

You can remove

the editing restriction
from your document
using these simple steps.
Step 1 − Open a
Word document for
which you want to
remove the editing
restriction.

Step 2 − Click
the File tab and then click
the Info option and
finally the Protect
Document button; this
will display a list of
options to be selected.

Step 3 − Select the Restrict Editing option simply by clicking over it. This will display the Restrict
Formatting and Editing area as follows.

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Step 4 − Now click the Stop Protection button. If you had set up a password at the time
of setting the editing or formatting restrictions, then you will need the same password to remove
the editing or formatting restrictions. Word will now ask for the same using the Unprotect
Document Dialog box , otherwise it will simply remove the restrictions.

Lesson 5: Watermark in a Document

Set Standard Watermark

The following steps will help you set standard watermark in word document. A standard
watermark is the one which is already defined by words and cannot modify their font or color
etc.
Step 1 − Open a word document in which you want to add a watermark.

Step 2 − Click the Page Layout tab and then click the Watermark button to display a list
of standard watermark options.

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Step 3 − You can select any of the available standard watermarks by simply clicking over
it. This will be applied to all the pages of the word. Assume we select
the Confidential watermark.

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Set Custom Watermark

The following steps will help you set custom watermark in word document. A custom
watermark is the one which can be modified text and its font, color and size etc.

Step 1 − Open a Word document in which you want to add a watermark.

Step 2 − Click the Page Layout tab and then click the Watermark button to display a list of
standard watermark options. At the bottom, you will find the Custom Watermark option.

Step 3 − Click over the Custom Watermark option; this will display the Printed
Watermark dialog box.

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Step 4 − Now you can set a picture as watermark or you can set predefined text as watermark;
you can also type your text in the Text box available at Printed Watermark dialog box. We will
set text watermark as DUPLICATE and also set its font color and font size. Once all the
parameters are set, click the OK button to set the parameters.

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Remove Watermark
The following steps will help you remove an existing watermark from a Word document.

Step 1 − Open a Word document the watermark of which needs to be deleted.

Step 2 − Click the Page Layout tab followed by the Watermark button to display a list of
standard watermark options. At the bottom, you will find the Remove Watermark option.

Step 3 − Click Remove Watermark option; this will delete the existing watermark from the
document.

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Lesson 6: Mail Merge from Excel to Word

Mail Merge from Excel to Word can be a real time-saver when it comes to sending large
mailings. It lets you quickly create custom letters, emails or mailing labels in Word by merging
the information you already have in your Excel spreadsheet.
Mail Merge basics

Doing a mail merge may look like a daunting task, but in

fact the process is pretty simple.

It may help to get the insight, if you think of the mail

merge process in terms of 3 documents.
1. Word mail merge document with codes for the
personalized fields.
2. Excel mail merge source file with information about
the recipients, one row for each recipient.
3. The final Word document with the personalized
letters, emails, envelops etc.

The goal of the mail merge is to combine the data in File

1 and File 2 to create File 3.
Preparing the Excel spreadsheet for Mail Merge

When you run a mail merge, your Excel file will get connected to your Word mail merge
document, and Microsoft Word will be pulling the recipients' names, addresses and other details
directly from your Excel worksheet.

So, before starting the merge in Word, make sure your Excel file has all the information you want
to include such as first names, last names, salutations, zip codes, addresses, etc. If you want to
add more contacts or other information, you'd better make the changes or additions in your Excel
sheet now before running the mail merge.
Important things to check:
 The columns in your Excel sheet should match the fields you want to use when doing a
mail merge. For instance, if you want to address your readers by the first name, be sure
to create separate columns for first and last names. If you want to sort the recipients by
state or city, verify that you have a separate State or City column.

 If your Excel file includes dates, times, currency values, or postal codes that begin or end
in 0, see how to correctly format mail merge numbers, dates and currency.

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 If you create an Excel spreadsheet by importing information from a .csv or a .txt file, then
use the Text Import Wizard, as explained in Importing CSV files into Excel.

 If you want to export Outlook contacts, the following article may be helpful - How to
export Outlook contacts to Excel.
How to mail merge from Excel to Word?

When your Excel spreadsheet is set up and reviewed, you are ready to run the mail merge. In this
example, we will be merging the letter with a recipient list in Word 2010. If you are using Word
2013 or Word 2016, the steps will be exactly the same.

1. If you have already composed your letter, you can open an existing Word document,
otherwise create a new one.
2. Choose what kind of merge you want to run. Switch to the Mailings tab > Start Mail
Merge group, and select the mail merge type - letters, email messages, labels, envelopes
or documents. We are choosing Letters.

3. Select the recipients. On the Mailings tab, click Select Recipients > Use Existing List.

4. Connect your Excel spreadsheet and Word document. By setting the connection
between your Excel sheet and the Word document you ensure that your mail merge data

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source will be automatically updated each time you make changes to the Excel file that
contains the recipients data.

In the Select Data Source dialog, browse to your Excel sheet and click Open. If Word prompts you
to select a table, do this and click OK.

5. If you want to include only some of your Excel entries,

then click the Edit Recipient List button in the Start Mail
Merge group.

The Mail Merge Recipients dialog opens and you check or

uncheck checkboxes to add or remove the recipients from the mail merge.

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Tip. You can also sort, filter and dedupe the recipients list as well as validate the email addresses
by clicking the corresponding option under the Refine Recipients List section.

Okay, we are finished with the recipients list and you are ready to start on the letter. Type the
text as you usually do in a Word document or copy/paste from an external source.
6. Add placeholders. Now you need to add placeholders for the Address Block and
Greeting Line for Mail Merge to know exactly where to add the data. To add a
placeholder, click the corresponding button on the ribbon Mailing > Write & Insert
Fields.

Depending on the placeholder you are adding, a dialog box will appear with various options.
Select the desired options, verify the results under the Preview section and click OK. You can use
the right and left arrows to switch to the next or previous recipient's preview.

When done, the corresponding placeholder will appear in your document, as shown in the
screenshot below:

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For some letters, adding only the Address block and Greeting line will suffice. When the letter is
printed out, all the copies will be identical except for the recipients' names and addresses.

In other cases you may wish to place the recipient's data within the letter text to personalize it
further. To do this, click Insert Merge Field and choose the data you want to insert from the
drop-down list.

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7. Preview the letter. To make sure the recipients data correctly appear in the letter, click
the Preview Results button on the Mailing tab.

You can use the left and right arrows to view each letter with the recipient's data.

8. Finish Mail Merge. If you are happy with all the previews, head over to the Finish group
and click the Finish & Merge button. Here you can choose to print the letters or send them
as email messages.

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If you want to make some edits before printing / emailing, click Edit Individual Documents. A
new document will open and you will be able to make the desired changes in each particular
letter.

9. Save the mail merge document. You save the mail merge file as a usual Word document
by clicking the Save button or pressing Ctrl+S.
Once it is saved, the file will stay connected to your Excel mailing list. When you want to use the
mail merge document again, open it and click Yes when Microsoft Word prompts you to retain
that connection.

In addition to the Mail Merge options available on the ribbon that we've just discussed, Microsoft
Excel provides exactly the same features in the form of the Mail Merge Wizard.
You can start the wizard via Mailings tab > Start Mail Merge > Step-by-Step Mail Merge Wizard...

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Once clicked, the Mail Merge Wizard will open on the right of your screen and walk you through
the merge process step-by-step.

In my opinion, working with the ribbon is more convenient because you can view all the merge
options at once and quickly pick the needed one. However, if you are doing the mail merge for
the first time, you may find the wizard's step-by-step guidance helpful.

For more knowledge about Microsoft Word Advanced operation , please check the
link provided;
https://www.youtube.com/watch?v=Fvrtt0h84Mg&list=PL_iwD7O7FG7iZ_Ammd16DtJyIyyG
EHKga&index=3

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REFERENCES

https://www.online-tech-tips.com/ms-office-tips/create-and-use-formulas-in-tables-in-word/
https://www.tutorialspoint.com/word/word_email_documents.htm

https://www.tutorialspoint.com/word/word_translate_documents.htm
https://www.tutorialspoint.com/word/word_document_security.htm

https://www.tutorialspoint.com/word/word_set_watermark.htm

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