Advanced Word

Processing-2
INSTRUCTOR DR. GÜLGÜN AFACAN ADANIR
3. Enhancing
Productivity
Forms, Templates
Various forms can be created with the Microsoft Word program.
Checkboxes, text boxes, drop-down lists and content controls can be added to the created
forms. Other users can fill out these forms on their own computers.
In order to use these form elements, the Developer tab must be activated. For this purpose,
the Customize Ribbon tab must be selected before the Options in the File menu. Then, from the
Customize the Ribbon section, Main Tabs should be selected and the Developer option check
box should be checked from the drop-down list.
Creating, modifying a form using the available
form field options: text field, checkbox, drop
down menu
Various form elements can be added to the Word document from the Controls group on the
Developer tab.
First, the Design Mode icon must be clicked and then the desired controls must be added.
Each content control has properties that can be set or changed. The desired properties can be
changed with the properties icon.
To protect, unprotect a form
When a form field or a form control is added, it can customize the form with various options.
For example, the text contains options that can control whether the information entered as a
form field is text, number, or date.
The Restrict Editing icon in the Protect group can be used on the Developer tab to prevent
users who will fill in the created form from changing it.
Select Allow only this type of editing in this document from here.
Saving the document as a template,
changing a template
A template is a type of document that creates a copy of itself when opened.
Content controls such as a predefined drop-down list or custom logo can be provided in a
template, along with recommended sections or required text for others to use.
Protection can be added to part of the template or a password can be applied to the template
to prevent the contents of the template from being changed.
To save a document as a template, to change a template, click Save As from the File menu, and
in the Save As dialog box that opens after the save location is specified, Save as the World
Template and type a filename for the new template.
To use or change this template, click the icon of the desired template under the PERSONAL
option by selecting New.
Change the default template
You can customize the default template and change the default settings for various aspects of
the document, such as text, paragraph and document formatting, styles, text, images, automatic
text entries, and keyboard shortcuts.
For this purpose, to make changes in the Normal.dotm file, the file must be opened from Word.
After opening the Normal.dotm file and making the desired changes, word creates a new blank
document based on this template.
4. Mail Merge
Mail Merge
Persons with address information can be combined with the letter written in the Word
Processing Program. Merge fields are used to customize document contents. When these fields
are added to the main document, they contain the individual records contained within the data
source.
If the Word Processor program cannot find the information it needs by automatically linking
the headers in the data source with the merge fields, it allows the user to do so while adding the
address and greeting fields or viewing the preview of the merge.
Preparing and opening a document as
the main document for mail merge
Prepare your letter before starting a mail
merge. For example, if you're notifying people
of an upcoming event, include the event
name, date, time, and location. These are the
details that are important to all recipients of
your letter. On the Mailings tab, in the Start
Mail Merge group, choose Start Mail Merge>
Letters.
Write your letter you want to send to
everyone in Word.
To choose mailing list, different data file
to use in mail merge
Now, open the data source for the mailing list
and you're ready to connect to your letter.
On the Mailings tab, in the Start Mail Merge
group, select Select Recipients and choose an
option.
You can do one of the following:
◦ If you don't have a mailing list, choose Type New
List and create the list.
◦ Or if your mailing list is in an Excel spreadsheet,
Access database, or other type of data file, choose
Use Existing List. Next, navigate to the location of
your list and select Open.
◦ Or, if you're using your Outlook contacts, choose
Choose from Outlook Contacts. Select File> Save as.
In the File name box, type the file name and select
Save.
Adding data fields (letters, address labels) to
the mail merge master document
Adding different content to your letter for each
recipient; For example, their names and
addresses.
On the Mailings tab, in the Write & Include
Fields group, choose Address Block.
In the Add Address Block dialog box, choose a
format for the recipient's name how the letter
will appear.
In the Write & Insert group, select a Greeting
line.
In the Add Greeting Line dialog box, select the
format you want to use.
Select OK to add the letter merge field.
Save the file to preserve it.
Combining the mailing list in the letter as
a new document or printout
On the Mailings tab, in the Start Mail Merge
group, select Edit Recipient List
In the Mail Merge Recipients dialog box,
select each entry to be added to the merge.
Select the checkbox next to the recipient.
Select Preview Results, and then select the
Next or Previous record button to make sure
the names and addresses appear correctly in
the body of your letter.
Select Finish & Merge> Print Documents.
5. Automation
The AutoFormat feature is used to apply or change the automatic formatting of items in text,
such as dashes, lines, fractions, hyperlinks, quotation marks, bulleted or numbered lists.
Changing automatic text formatting
options
To make changes to Word's automatic
text formatting options, you must first
select Options in the File menu, then
Proofing.
The AutoCorrect Options window
should open on this screen and the
checkbox in the desired options within
the AutoFormat As You Type tab should
be checked or removed.
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Creating, modifying, deleting automatic
text correction entries
The AutoCorrect tab from
the AutoCorrect Options
window should be used to
create, change and delete
auto text correction entries.
Recording a simple macro
If a task is recurring in Microsoft Word, this task can be automated using a macro.
A macro consists of a series of Word commands and instructions that are grouped together into
a single command for automatic execution of a task.
The macro recorder in Word works like a tape recorder. Pressing keys and mouse button clicks
are converted to Microsoft Visual Basic code and saved.
Recording a simple macro
The Macros icon from the View tab is used to record a Macro. Click on the Record Macro option
from the opened options.
In the Record Macro dialog that opens; The name of the macro can be entered in the Macro
name field, the name of the relevant document on which documents the macro is required to
run in, and a brief description of the macro can be entered in the Description section.
If you want the macro to work with the shortcut key on the keyboard, the corresponding
shortcut keys from the Keyboard option, if you want the macro to be saved as a button next to
the Toolbars, the Button option should be clicked.
After the relevant dialogue window is closed by pressing the OK button, Word starts to record
the operations performed and saves all the operations as a macro until the user stops it.
To stop recording, click the Stop Recording icon from the Macros option.
Running a macro
Three different options are available to run recorded macros.
The specified shortcut key or the button added to the toolbar can be pressed.
Or, the View Macros option can be used from the options opened by clicking the Macros option
from the View tab.
You can select the added macro from the opened Macros dialog and click the Run button.

Assigning a macro to a special key