Student Name: Roll No: Section:

Lab 02: Application Software - MS WORD contd.

Let’s explore some features of the MS WORD & EXCEL.

1. FEATURES OF WORD 2013

1.1. USING TEMPLATES

Your first step in creating a document in Word 2013 is to choose whether to start from a blank
document or to let a template do much of the work for you. Each time you start Word 2013, you can
choose a template from the gallery, click a category to see the templates it contains, or search for
more templates online.

Figure 1. Templates

1.2. TRACK CHANGES

When you’re working on a document, you can turn on the “TRACK CHANGES” option to see every
change. Word marks all additions, deletions, moves, and format changes. In order to turn on Track
Changes follow these steps:

Open the document to be reviewed.

Click Review >Track Changes > Track Changes.

CS 111| Introduction to ICT 1

Student Name: Roll No: Section:

Figure 2. Track changes

A red line will appear beside the edited text, along the left margin of page, consider figure 3. You can
click the line to view your changes as shown in figure 4.

Figure 3. Before any change

Figure 4. Changes being tracked

You turn Track Changes off the same way you turn it on:

Click Review > Track Changes, choose No Markup in the Display for Review, but it only hides
tracked changes temporarily. The changes are not deleted, and they’ll show up again the next time
anyone opens the document. To delete the tracked changes permanently, you need to accept or reject
them. To accept all the changes at the same time, click the arrow by Accept and click Accept All
Changes.

Click Review > Next > Accept or Reject.

CS 111| Introduction to ICT 2

Student Name: Roll No: Section:

Figure 5. Accept Changes

1.3. CREATING LABELS

Labels can be used in a variety of ways to make organization easier. Microsoft Word provides an easy
way to make customized labels that suit your needs. Just type in an address, a file folder or CD case
name, and choose a label setup. We would be making a simple address label. Follow the steps listed
below to learn how to make such labels.
Open a blank document.

Click Mailings > Labels.

Figure 6. Creating Labels

Now a window will pop up with the name Envelopes and Labels. In this window (consider figure
7) look for a button named Options, click it.

Figure 7. Envelopes and Labels

Now you need to set the size and orientation of your label. Let’s use an inbuilt template for our label.
For that, first we need to specify the label vendor, select Avery US Letter. That gives us a standard
page size of US letter. Then you need to select the product number, you can check the details of each

CS 111| Introduction to ICT 3

Student Name: Roll No: Section:

product in order to make a label according to your requirements. For now let’s select 48160 Eco
Friendly Address Labels. After these two selections, click OK.

Figure 8. Label Options

Now you will be back to the window Envelopes and Labels, here you need to enter content of your
label i.e. specify an address, as shown in figure 9. Once you have done that click the button named
New Document.

Figure 9. Specify address

Your created label will be displayed in a new word document. Now you can print it and use it.

CS 111| Introduction to ICT 4

Student Name: Roll No: Section:

Figure 10. Labels Created

1.4. MAIL MERGE

Mail Merge is a useful tool that allows you to produce multiple letters, labels, envelopes,
name tags, and more using information stored in a list, database, or spreadsheet. Let’s learn
how to do it.

Source Generic Final

Data Letter Letter

Figure 11 Mail Merge Explained

CS 111| Introduction to ICT 5

Student Name: Roll No: Section:

Source Data List of names & addresses

1.4.1. Can be in excel

Generic Letter Letter that is common to all

1.4.2. Same skeleton could be used multiple times by a
company e.g. letter for an Annual Dinner sent every year to
multiple stakeholders.

Final Letter Created by Mail Merge

1.4.3. If you have 100 names in the source data you get 100 letters.

Organizations communicate with customers throughout their day-to-day operations.

Communication can take different forms: welcome letters, special announcements, thank-
you emails, and invoices to name just a few. The mail merge feature in Word can help
organizations produce various forms of written communication more efficiently.

With the mail merge process, your organization can create a batch of personalized letters
or emails to send to your professional contacts. Each letter or email can include both
standard and custom content. You can choose, for example, to greet each recipient by their
first name, use their mailing address, or add unique information like a membership
number. All the information you use to customize the letter or email is taken from entries
in your data source, which can be a mailing list.

With the combination of your letter or email and a mailing list, you can create a mail merge
document that sends out bulk mail to specific people or to all people on your mailing list.
You also can create and print mailing labels and envelopes by using mail merge.

CS 111| Introduction to ICT 6

STEPS:

Open an existing Word document, or create a new one.

From the Mailings tab, click the Start Mail Merge command. Now a list of options is
available for you to select the type of document you wish to create.

For now select “Letters”. Then you need to select the recipients of your letter, for that click
the “Select Recipients” command. Now you can either type in a new list or use an existing
one.

Figure 12. Start Mail Merge

If you’ll chose to type in a new list, a window with four columns (figure 12-b), will pop up, for you to
enter the data. You can customize these columns. Moreover you can also sort your data.

CS 111| Introduction to ICT 7

Student Name: Roll No: Section:

Figure 13-a. Selecting Type a New list Figure 13-b. Making a new list

If you need to send the letter to an existing list. Select the relevant command and then a window
will let you browse your data source. Your existing data source can be from Access, you can select
data from any table or query defined in the database or as shown in figure below you can select
data from any worksheet or named range within a workbook in Excel.

Figure 14-a. Selecting data source Figure 14-b. Selecting Table

Now you can view your inserted list in the Mail Merge Recipients dialog box, you
can check or uncheck each box to control which recipient is included in the merge. By default, all
recipients should be selected Further more you can sort, filter and find duplicates in your list. When
you're done, click OK.

CS 111| Introduction to ICT 8

Student Name: Roll No: Section:

Figure 15. Mail Merge Recipients

Now you're ready to write your letter. When it's printed, each copy of the letter will basically be the
same; only the recipient data (such as the name and address) will be different. You'll need to
add placeholders for the recipient data so Mail Merge knows exactly where to add the data.
When you are done writing the letter, then choose your placeholder options: Address block
or greeting line, listed under the mailings tab.
Address block command when clicked, opens a pop up window. This lets you determine the format
of your address block, it also provides preview of the address blocks for each entry of your table. As
shown in figure 15. If you find any item of your address block missing , you can click the button Match
Fields to overcome such problem.

Figure 16. Inserting Address Block

CS 111| Introduction to ICT 9

Student Name: Roll No: Section:

Similarly you can also format and preview the greeting line of your letter for each entry of your
table.

Figure 17. Placing Address Block and Greeting Line

You can preview the letters to make sure the information from the recipient list appears correctly in
the letter. You can use the left and right scroll arrows (next to the preview results command) to view
each document, consider figure 17.

Figure 18. Preview Letters

If you are satisfied with the previews, you can now click the command Finish and Merge, and can
print the letters.

CS 111| Introduction to ICT 10

 Student Name: Roll No: Section:

Figure 19. Finish Merge

1.5. MULTI-LEVEL LIST

A multilevel list shows the list items at different levels rather than at one level.

1. Click where you want to begin your list.

2. On the Home tab, in the Paragraph group, click the arrow next to Multilevel List.

3. Click a multilevel list style in the gallery of styles.

4. Type your list. Press the TAB key or SHIFT+TAB to change levels.

1.6. INSERT A SECTION BREAK

You can break down sections, for example, into parts or chapters, and add formatting such as columns,
headers and footers, page borders, to each.

CS 111| Introduction to ICT 11

 1.7. CREATE A TABLE OF CONTENTS

To create a table of contents that’s easy to keep up-to-date, apply heading styles to the text you want to
include in the table of contents. After that, Word will build it automatically, from those headings.

Apply heading styles

Select the text you want to include in the table of contents, and then on the Home tab, click a heading
style, such as Heading 1.

Word uses the headings in your document to build an automatic table of contents that can be updated
when you change the heading text, sequence, or level.

1. Click where you want to insert the table of contents – usually near the beginning of a document.

2. Click References > Table of Contents, and then choose an Automatic Table of Contents style from
the list.

CS 111| Introduction to ICT 12

 1.8. INSERT SHAPES & PICTURES

You can add shapes, such as boxes, circles, and arrows, to your documents. To add a shape, click
Insert, click Shapes, select a shape, and then click and drag to draw the shape.

CS 111| Introduction to ICT 13

Student Name: Roll No: Section:

Student Tasks:
1. In the given document to track changes in word, and attach screenshots.
2. Create a set of address labels.
3. Perform Mail Merge for Letters in MS Word to announce to a data set of 5 students their
admission at UIT.

Home tasks:
1. Create a label containing an image.
2. Perform Mail Merge for envelopes. Attach screenshots.

CS 111| Introduction to ICT 14