Microsoft Word 

To locate more help when using Microsoft Word:

Help can be found by pressing the F1 key on the keyboard after the Word program has been started, by clicking on the Office Assistant that appears, or by clicking on Help (located in the menu bar.) To use Help, click on the Search tab and type in a few keywords relating to the topic.

To start Microsoft Word:

Word can be opened from the Start menu on the taskbar or from the shortcut on the desktop. Word can be found under Start, Programs, Microsoft Office Pro.

To get the Toolbar back after it disappears:

• Under the Tools menu select Customize.
• Click the Toolbars tab.
• Scroll down the list of toolbars until you find the one that is missing.
• Click the box to the right of the toolbar name so a check appears. This will make the toolbar reappear.
• Click the Close button.

To save files:

Saving files regularly prevents the loss of data through power outages or system crashes. To save a document, click on the save button located on the standard menu bar. We recommend saving the information to your department (I:\) drive. To save the document as another name or to another location, click on File in the menu bar and then Save As. Select the alternate name or location and press OK.

To set default font settings in Word:

• Under the Format menu select Font.
• Select Font tab.
• In this window set the settings for the default font that you want to have.
• Once all the settings have been set to the way you desire, click on the Default... button.
• It will then ask you to confirm that you want to change the defaults, click Yes.

Merging information files and letters:

• Open the letter in MS Word
• Start Word.
• Choose File, Open.
• Locate and select the letter file to open.
• Click open.
• Click Tools and select Mail Merge.
• Select Create under Main Document.<.LI>
• From the pull down list, select Form Letter.
• Click Active Window.
• Click Get Data Source and select Open Data Source.
• Locate the download information file by clicking Browse, the I:\ drive (department on Siberian), and the MERGDATA folder.
• Change "File Type" at the bottom of the window to "All Files".
• Select the file by double-clicking the name in the window.
• To double check the information before merging, click Edit in Section 2 (Data Source) on the screen. You will see what information from a sample record will correspond with which merge code.
• To add an additional merge field, click the location for the field in the document.
• Click the "Insert Merge Field" button in the toolbar, then select the field from the list.
• Before merging the information, you can also sort the records by any of the merge codes to facilitate printing. For example, you can choose to sort by zip code so that large mailings won't need to be sorted later.
To sort records:
• Under Step 3 "Merge the Data with the Document", click Query Options.
• Select the Sort Records tab.
• Pull down the Sort by list and make a selection.
• You can make additional selections - for example sort by zip, then last name, then first name.
• Click Ok.
• You can also filter out particular records before merging the information:
• To Filter:
• Under Step 3 "Merge the Data with the Document", click Query Options.
• Select the Filter Records tab.
• Choose the merge field name where the information can be located - for example select "nickname", set Equal to as the condition, and "Billy" as the information to find in the record to be filtered out of the list.
• Click OK.
• Click Merge under Section 3.
• From here there are a few more options. "Merge to" provides the option to merge into the document and keep it on the screen, or you can select Printer to have the information merged as it prints instead of being added to the letter. You may want to use this option for letters that are used regularly to prevent old data from being used accidentally.
• You can also select which records to be used based on dates if needed.
• The "Do not Print Blank Lines When Data Fields Are Empty" will be helpful when someone only has a 3 line address instead of 4.
• Use the "Check Errors" button on the right to verify that the information being used is not corrupt before printing. Choose whichever method of reporting you would like for Word to use and click OK.
• All finished? Click "Merge".