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FORM LETTERS, ENVELOPES AND LABELS
TO MAKE BUSINESS CARDS AND LABELS
ADDITIONAL TUTORIALS FOR MICROSOFT OFFICE
You use mail merge when you need to send basically the same letter to many people. Mail Merge allows you to do one form letter, then copy that letter to many different people with enough flexibility for you to be able to add additional information into a specific letter. The variables are listed as fields.
To create a Mail merge you need to make three files (documents). The first with the letter you want to mail, the second with the list of who you want to send the letters to with special notations included, and the third is the actual merge file, which is the first two combined. Click on TOOLS - MAIL MERGE. Then create the three documents in sequence
MAIN DOCUMENT – CREATE – FORM LETTERS
This is where you write your general letter to be mailed to all the names and addresses you tell the computer to send it to. Wherever you want the computer to insert a particular person’s information, the computer will instruct you on how to tell it to do so by entering a field name. Stay patient and follow the instructions on the screen.
DATA SOURCE – LIST OF NAMES AND ADDRESSES
This is where you enter your names and addresses, or tell the computer to use and existing data source.
MERGE DOCUMENT
This created a third document that holds the blending of the first two. It produces the mailing letters.
You can also follow the instructions under mail merge to print envelopes and labels, or click on TOOLS – ENVELOPES AND LABELS then answer the questions in the dialogue box based on your preferences.
Go to the stationary store and purchase the Avery Labels you want, i.e. business cards, mailing labels, identification cards, etc. Go to TOOLS – ENVELOPES AND LABELS – OPTIONS. A dialogue box comes up and choose the number on the Avery label or card that you have. Fill in the little box with the information and print onto the card. Sometimes it’s best until you are satisfied to print on plain paper.
This area of the program is also where you can also print out CD covers and labels. In Office 2003 Professional there is a letter wizard that helps you structure your communication.
The first few mail merge attempts may be difficult. But after a few tries, like learning how to ride a bike, you’ll get the hang of it and will be doing mailings both on land and over the web.
Tables – Like in your checkbook, Tables are a way to lay out information so that it is logically presented in columns and rows. Click on TABLE – INSERT TABLE. Make your choices and click on OK
Cells – Boxes of information that are laid out in a logical fashion. Cells are where you put in your information and formulas in tables and spreadsheet programs.
To Insert A Table, click on INSERT – TABLE. Choose the number of columns and rows you wan, then choose your column width. If you want a classy look to your tables, choose AutoFormat. Click on the style of column you want. OK - OK
Use your tab key or your mouse to move from section to section (or in the language of computers – cell to cell).
Adding rows and columns to a table.- Rows – left to right Click inside the table where you want to insert the rows Click on TABLE – INSERT ROWS. Columns – top to bottom Click next to the column you want to insert. Click on TABLE – INSERT COLUMNS
Graphs - Build your graph in another program. or use Microsoft Graph. Click on INSERT – OBJECT. When the Object dialogue box opens up click on top the tab that says CREATE NEW or choose one of the programs listed in the dialogue box. Or scroll down on the list to where it says Microsoft Graph and click there. The click OK. Replace the sample data with the information you want in the chart.
Change row height or column width Click in or highlight the row or column you want to affect. Click on TABLE – CELL HEIGHT AND WIDTH – make your selections. Or, Click on the ruler bar in the gray marked area. When you get a double arrow click the left mouse button down and drag the arrows to the new location for the column’s edge.
Click on INSERT – TABLE. Choose the number of columns (up and down) and rows (left to right). Choose your column width. Choose AUTOFORMAT. Click on the style of column you want. OK, OK. Use your tab key or your mouse to move from section to section (or in the language of computers – cell to cell.)
Adding rows and columns to a table - Click inside the table where you want to insert the rows or columns. Click on TABLE – INSERT ROWS. You can also insert or delete columns or rows). The computer puts in or takes out an extra line or column at a time. To set the width of a column, move your mouse to the ruler bar. Point to the edge of the column that you want to affect. When you get a double arrow, click the left mouse button and hold it down. Drag the arrows to the new location for the columns edge and release the mouse button.
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(CELL) |
2004 | 2005 |
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Rent |
12,000 | 12,600 |
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Phone |
6,000 | 6,750 |
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Utilities |
980 | 1,125 |
Row left to right Column – Top to Bottom Table – combination of cells laid out in columns and rows (longitude and latitude) to make a point or demonstrate a solution to or facts of a situation.
The trick is in the style sheet. Click on FORMAT – STYLE and notice the different styles available. Return to your document and give all the items you listed the same style name, like Heading 1. Once complete, click on INSERT – INDEX AND TABLES – then click on the TABLE OF CONTENTS TAB. Choose the layout you want and click OK. It makes your Table of Contents. To update your TOC highlight the existing one, re-click on INSERT - INDEX AND TABLES and when prompted, say YES to overwrite the existing table.
STYLE SHEET TABLE OF CONTENTS SET UP
Style Sheets are pre-formatted looks that you can give your documents. Consider them a collection of special formatting. For example. All paragraphs with this style are called Normal. The title TABLE OF CONTENTS is Heading 3. The title of this section, WORKING WITH TABLES, is Heading 2 and LESSON 5 is Heading 1.
So each paragraph is assumed to be Normal or Body Text. From there you organize your headlines, like one would do an outline of a book report, and wherever you tell the computer to put the Table Of CONTENTS, it will run through the document listing items in order with page numbers if you want.
After you set up your document with style tags and make your table of contents, review it so that you are clear the structure reflect the best way to make your points. Reorganize material as needed.
A side note on style sheets. During your practice time, read the slide sheet tutorials that come with the program. The basic technique is that your want to format something so remember to put the computer’s attention on what you want to change, and click the style(s) you’d like to use.
CONVERT TABLE TO TEXT – TEXT TO TABLE
This feature is used if you want to change information from a table into traditional text or back. You can use paragraph marks, tabs, and other markings to help with the conversion. Try them all.
Clip Art basic - Microsoft Tutorial
Click on INSERT – PICTURE – CLIPART. Point and click through the clip art and choose one that you like. With the mouse pointer over your selection, click the right mouse button, and then click on Insert. Close the window and using drag and drop, move the clipart where you want it to go.
TEXT BORDER - To Insert A Border - HIGHLIGHT the area that you want the border around, either words or pictures. Click on FORMAT – BORDERS AND SHADING and you’ll get a dialogue box that offers you border choices. Choose what you want and click on OK.
PICTURE BORDER - Click on the picture you want to format. Double click on the picture. Under the Colors and Lines tab choose a line color, style, size and weight. Click on OK
PAGE BORDER -Click on FORMAT – BORDERS AND SHADING and you’ll get a dialogue box that offers you border choices. Click on the Tab that says PAGE BORDER. Choose either
Click on the picture you want to move. Hold down the mouse bottom. Drag the image to where you want it to appear on the screen. Release the image when it is in the correct position.
Formatting a picture is about it's position, left, right or centered, does the text wrap around the picture or is it on the top and bottom. Do you want to lighten, darken or make a smaller version of it, called a thumbnail.
Click on the picture you want to format. Go to FORMAT – PICTURE. A dialogue box comes up that gives you many formatting options like the layout and size. Also under the web tab you can write what you would want computer reading programs like Microsoft and Adobe Readers to say when they come to the picture. You can also double click on the picture and the editing dialogue box will come up. A faster way is to click on the picture and use the Picture Toolbar.
To crop (cut off the edges to create a new image) a picture, click on it, use the picture tool bar with the crop feature and click on it. It looks like two right angles overlapping. Then go down to your picture and from the dots on the edge, click and hold the mouse button down and drag the borders.
To change the size of a picture click on it, go to one of the buttons on the corner, click and drag the edge to where you want. You can resize diagonally too.
Microsoft Word Keyboard Shortcuts
Set your margins and page lay out
FILE
PAGE SETUP
(Set Top, Bottom, Left & Right Margins at 0.5”)
PAPER SIZE
PAGE LAYOUT
PORTRAIT (for one column vertical flyer) or
LANDSCAPE (for two column flyer)
OK
Set your view use the percentage key on the toolbar or
VIEW
PAGE LAYOUT
VIEW
ZOOM
Set your view 10% is thumbnails of pages, 500% is up close.
Set type size
Ctrl A (Highlights all text areas) or just highlight what you want to affect.
FORMAT
FONT (Choose the type you want to use) – there is a preview box.
Set paragraph layout
FORMAT
PARAGRAPH
Make your choices
OK
Set Columns
FORMAT
COLUMNS
Choose the number of columns
Choose if you want a middle line
Choose Column widths
OK
To end one column and go onto the next
INSERT
BREAK
COLUMN BREAK (If you want to end the page, choose PAGE BREAK)
OK
To type in information
Wherever the blinking light, computer’s attention is, begin typing.
To align (center, left, right, justified) text –
Highlight what you want to affect click the buttons on the tool bars or
Click on FORMAT
PARAGRAPH
ALIGNMENT
Choose where you want the text to go (left, right, center, justified)
OK
To insert a picture
INSERT
PICTURE (or if it’s an object like a graph or file OBJECT)
CLIP ART (OBJECT – choose the type of object) or a picture from a FILE
Choose the picture or item you want
OK
To insert a text border
Highlight the text you want to place in the border
FORMAT
BORDERS AND SHADING
BORDERS
Also, you can highlight the text you want to affect and click on
INSERT
TEXT BOX
To insert a page border
FORMAT
BORDERS AND SHADING
PAGE BORDER
Choose the border you want; remember to look at ART for more choices.
To save your work
FILE
SAVE
Give your document a name
OK
To Preview
VIEW and choose if you want to see your work as a web page, in print preview, etc.
To copy one format to another place highlight what a spot that has the look you want. Click on the tool bar with the icon of a brush called Format Painter. Then drag that brush over what you want to reformat.
To Print
FILE -
PRINT -
Choose the number of pages and copies - OK
“What the mind of man can conceive and believe, it can achieve.”
Think and Grow Rich by Napoleon Hill
The first step to building a website is to think. You are taking your ideas, products, services, skills, whatever, and presenting them to the world. Know somewhere in a remote village far away, someone will see your page. Spend some time web surfing sites that are similar to what you want to convey.
Begin with a simple 4-page website. Take an 8 ½ X 11 piece of paper and fold it in half like a booklet. On the cover page is your home page. Where you show folks a bit of everything on your site. The other three pages are for targeted explanation of what you are conveying giving "headlines" and titles (like the kind you see on the pages in Internet explorer) for each page. The pages will be linkable – able to be reached with a click – from all pages. That’s called your page navigation system.
Idea on Paper structure Web Page Structure, i.e. My Church website
Panel 1: Home Page
Panel 2: Idea A Page Two - Church Folks
Panel 3: Idea B Page Three - Church Building
Panel 4: About Me Page 4 - About me and why I love my church.
Some ideas for different sites can be records, recipes, dances, quilts, books, etc.
Once you have the headlines, fill in the detail by product. It's helpful to write articles on your merchandise too. Think about what pictures do you want to use on which pages and what pricing and payment.
For example, say you want to do a site on your church group.
Your first page is Home (on the web it will index.html).
Page Name; My Church.
Page Headline: A Source of Pride For The Lord.
Page Picture: A digital photo of your church or folks in your church.
Page Text: Description of why your church is great.
Page Links: What other pages on the web would you like your visitors to see for additional information, like prayer groups.
Site Navigation: What pages link within the site and what kind of buttons do you want to use..
Each page, with the exception of the home page, when complete is assigned an extension .htm. Your home page is index.html. This lets the reader know that it is best viewed with Internet Explorer or Netscape. Htm stands for hypertext mark up.
Go to Geocities which you can get to from the front page of yahoo.com. Sign in using your yahoo e-mail and password. Follow the directions on the screen to build your site as you insert your material in their format…picture here, words there. There are programs you can use to make web pages including Word, Front Page and Publisher. For your first one though, use the template, the stencil they have on line. Send me your web address: cureworks@yahoo.com .
SETTING UP YOUR ACCOUNT
E-commerce is the style of business done on the web. An e-commerce site is one that does business on the web. Here’s a couple of financial things to consider doing.
If you have a checking account and your own computer, consider on-line banking. On line banking and bill paying good way to keep track of your cash. You can pay bills, move money from accounts, SAVE, etc.. I don’t recommend sharing your financial data with anyone, without exception. That is because people die and once they are gone, their data bases can be acquired by anyone with access.
Consider going to www.paypal.com and set up an account. It takes a few days to set it up, but once completed they credit your account fast and you can pick up your money at your bank or ATM. They process credit cards too. If they ask who referred you, cureworks@yahoo.com.
Payments are safer through PayPal (not an endorsement, just based on experience) or directly from your bank because they share only your e-mail address, and not your bank account numbers. Ebay owns PayPal so that makes it easier for on line auctions. Others to consider are StormPay and ClickBank.
Once you have your PayPal account, go to PayPal and sign in. Look around at the different tabs.
ACCEPTING WEBSITE PAYMENTS
In order to
make payment buttons (or donation buttons) sign into your PayPal account
page. Click on the Merchants Tools tab. Scroll down until you can click on
PayPal Shopping Cart or Buy Now or Donations or whatever else they have
listed that meets your needs Buttons. When you get into PayPal, check-out
their HELP to learn how to electronically manage your money that comes
through the web.
One note about e-commerce. Ship a product as soon as possible and stay in touch with your customers.
RECOMMENDED ADDITIONAL TRAINING AND TUTORIALS FROM MICROSOFT.COM
Help protect yourself: Security in Office
Length: 30 min
Audio course: Decorate documents with backgrounds, borders, and text effects
Length: 40 min Length: 50 minAdd graphics and keep them where you want them
Length: 50 minTable of Contents I: Create a basic TOC
Length: 30 minTable of Contents II: Advanced TOCs, long documents, and other tables
Length: 40 minCreate individual envelopes and labels
Length: 40 minUse mail merge for mass mailings and more
Length: 50 minHeaders and footers, simple to elaborate
Length: 50 min
“Dr. Martin Luther King’s dream of one day the sons of former slaves sitting at the table of brotherhood with the sons of former slave owners has been achieved. It is a table with a computer on it and good people around it. Via computers and other Internet access tools, people see the quality of ideas and availability of products before they know a person’s race, religion or gender. I have been living Dr. King’s dream since 1977, solving problems on computers with the sons of former slaves and slave owners, and I have had a good time doing it. Now is the time to Learn & Profit from the JOY OF COMPUTERS.”
J. Nayer Hardin,
Computer Underground Railroad Enterprises
H A P P Y CO M P U T I N G
Microsoft Office Additional Training On Line
ADDITIONAL TUTORIALS FOR THE WEB
Go back over the lesson in your lab time and click the links and visit those sites.
Click below for the Free Training Notes
E-book
HOW TO COMPUTE
H A P P Y C O M P U T I N G
J. Nayer Hardin
Computer Underground Railroad Enterprises
Copyright #PAu2-759-072
HOW TO COMPUTE, By: J. Nayer Hardin, Published as a series from 1994-2005
ALL RIGHTS RESERVED
MOSES - A MOVEMENT TO FREEDOM © 2003
