microsoft word 2013 intermediate: templates and … or adapted from original content provided under...

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The University of Queensland Library

Microsoft Word 2013 Intermediate: Templates and

Mail Merge Course objectives:

Create templates to provide standard documentation

Design, Create and Protect a form

Create and edit form letters

Perform a mail merge with a selected data source

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2 of 27 Microsoft Word 2013: Templates and Mail Merge

Table of Contents

Templates ............................................................................................................................ 3 Modify an existing document ..................................................................... 3 Save as a template ................................................................................... 5 Open a document based on the template .................................................. 5 Open and modify the template .................................................................. 6

Labels .................................................................................................................................. 7 Create a new template .............................................................................. 7

Mail Merge ......................................................................................................................... 10 Mail merge using letters .......................................................................... 10 Mail merge using labels .......................................................................... 14 Mail merge using email ........................................................................... 18

Forms ................................................................................................................................. 22 Add the Developer tab to ribbon .............................................................. 22

Modify a form ........................................................................................ 23 Protect a form ....................................................................................... 24 Creating a new form .............................................................................. 25

Tips for creating new forms ............................................................................................. 26

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Notes


Templates A template is a document type that creates a new copy of itself every time you open it. The icon is a pad of paper: You write on the top sheet, tear it off, and there is a new clean sheet of paper underneath. In Microsoft Word 2013, a template can be a .dotx file (compatible with 2007/2010 or a 2003 compatible .dot file, or a .dotm file (which allows macros).

You usually add text, objects or styles to templates as well as content controls such as a predefined drop-down list or a special logo. One example of a template is the Normal template. Whenever you start a new blank document within Microsoft Word the Normal template is copied. It contains all the default fonts and customisations that determine the basic look of a document. Templates can be created by modifying an existing document or by setting up a new document and then saving the changes as a template.

Modify an existing document

Open the file Word2013TrainingForm.docx

Change the margins of the form:

1. Go to the Page Layout tab

2. Choose Margins

3. Choose one of the predefined margin settings

Or

Choose the Custom Margins option at the bottom to set your own margins

Gutter margins (found in the Custom Margins dialog box) are

used to give extra space when the document is going to be

bound.

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Notes


Add a Watermark:

1. Go to the Design tab

2. Choose Watermark from the Page Background group

3. Choose one of the predefined Confidential, Disclaimers or Urgent watermarks from the list

Or

Alternatively click the Custom Watermark tool at the bottom of the list

Custom Watermarks can be Pictures or Text. The existing text watermarks can be modified.

1. Select the Text watermark radio button

2. Locate and select Top Secret from the Text dropdown list

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Notes


3. Click next to “Top Secret” in the Text box

4. Add the text “EYES ONLY”

5. Click OK

To remove a watermark

1. Go to the Design tab

2. Choose Watermark

3. Click Remove Watermark at the bottom of the list

Save as a template

1. Click on the File tab

2. Choose Save As

3. In Save as type: select Word Template

Template types include

.dotx (2013/2010/2007 format),

.dotm (Macros) and

.dot (2003 format)

4. Select a Save location

5. Enter a filename for the document

It is worthwhile including the word “Template”

6. Click Save

7. Check the title bar for “.dotx”

8. Close the document

Open a document based on the template

1. Go to My Computer

2. Locate the template

3. Double-click the template

A copy of the template will open as a new document

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Notes


Open and modify the template

To open and modify the actual template you must open the template differently. Within Word:

1. Choose File tab

2. Click Open

3. Locate and select the template file

4. Click Open

Do NOT double click or you will open a new document based on the

template.

5. Make changes as necessary

6. Click Save on File Tab

Or In widows explorer

Right mouse click the template icon

Click Open Do NOT double click or you will open a new document based on the

template.

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Notes


Labels You can find Word templates for most kinds of documents on Microsoft Office Online. Alternatively, you can create your own templates. You can start with a blank document and save it as a template, or you can create a template that is based on an existing document or template.

Create a labels template

For this exercise we will create a template for some labels that will later be used as part of a mail merge.

1. Go to the Mailings tab

2. Click Labels in the Create group

The Envelopes and Labels dialog box will open:

3. Click the Options button

You can choose from predefined Label Vendors, and

sizes, or you can choose New Label... should you wish to

create your own.

4. Click New Label…

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Notes


5. Type Label name: UQ Labels

Add the following settings:

Top margin – 0.8cm

Side margin – 0cm

Label height – 3.5cm

Label width – 7cm

Number across – 3

Number down – 8 Vertical and Horizontal pitch must be completed after all of

the above

Vertical pitch – 3.5cm

Horizontal pitch – 7cm

Page size – A4

6. Click OK

The Label Vendor now changes to Other/Custom and has

a product number called UQ Labels.

7. Click OK

8. Click New Document at the bottom of the Envelopes and Labels dialog box

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Notes


A blank document with the chosen label outline is opened

on screen.

Save the labels as a template

1. Click on the File tab

2. Click Save As

3. In Save as type: select Word Template

4. Browse to a location to save template

5. Enter a document filename

6. Click Save

7. Check the title bar for “.dotx"

8. Close the document

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Notes


Mail Merge A mail merge is generally used for bulk letter production and is a way of mixing personalized addresses, salutations etc. into a standard letter format. Mail merge is also very useful for the production of mailing labels.

Mail merge using letters

Open SupaMailMergeLetter.docx

1. Click the Mailings tab

2. Click the Start Mail Merge tool

3. Choose Step by Step Mail Merge Wizard...

Experienced users may choose to use the ribbon tools rather

than the equivalent step-by-step wizard.

The Mail Merge Task Pane will appear on the right of the

screen.

4. Select Letters

5. Click Next: Starting document link at the bottom

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Notes


6. Select Use the current document

7. Click Next: Select recipients at the bottom of the pane

8. Select Use an existing list

9. Click Browse

An existing list can be in the form of a Word table, Excel

spreadsheet or Access database.

10. Navigate to DataSourceAus.xlsx

11. Click Open

12. Select the Australian Data sheet name

13. Click OK

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Notes


14. Select Recipients if necessary

Or

Refine Recipients by using Sort, Filter, Find duplicates, Find recipients or Validate addresses

15. Click Next: Write your letter at the bottom

16. Choose More items…

Address block and Greeting line give choices of predefined

merge fields

17. Select each field as required and click Insert

It is necessary to insert all the merge fields required and then

close the dialog box to change spacing and positioning of

merge fields

18. Click Next: Preview your letters at the bottom

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Notes


19. Use double arrows to navigate through each recipient to preview their personalised letter

20. Use Exclude this recipient to remove them from the final printout

21. Click Next: Complete the merge at the bottom

22. Click Print to send the completed merge document to the printer

You are given the choice to print all, the current record only or

a particular group when you choose Print

Or

Click Edit individual letters to produce a new document containing all the newly merged letters

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Notes


Mail merge using labels

Mailing labels can be created using Mail merge in much the same way as a letter.

Open a new Blank Document

1. Go to Mailings tab

2. Click Start Mail Merge

3. Click Step by Step Mail Merge Wizard

The Mail Merge Task Pane will appear on the right of the screen.

4. Select Labels


6. Select Change document layout

7. Click on Label options…

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Notes


8. Choose UQ Labels from list of custom labels

9. Click OK

10. Click Next: Select recipients link at the bottom

11. Click Use an existing list

12. Click Browse to locate the list

13. Navigate to DataSourceAUS.xlsx


15. Click OK

16. Choose Recipients if necessary

Or


17. Click Next: Arrange your labels link at the bottom

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Notes




merge fields.



close the dialog box to change spacing and positioning of merge

fields

20. Close the Insert Merge Field dialog box

21. Arrange the merge fields as necessary

22. Choose Update all labels

All labels within the document will be updated.

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Notes


23. Select Next: Preview your labels

24. Navigate through the labels to preview them as necessary

25. Select Next: Complete the merge

26. Click Print to send the completed merge document to the printer

You are given the choice to print all, the current record only or a

particular group when you choose Print

Or

Click Edit individual labels to produce a new document containing all the newly merged labels

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Notes


Mail merge using email

Sending information to recipients via email using the mail merge features of Word 2013 is possible if you have a properly configured copy of Microsoft Outlook 2013 installed on your computer. Using individual email addresses the mail merge feature can create and send personalised emails that will be addressed via the To field of the email. It is not possible to add an addressee to the cc field of an email using the mail merge feature.

Open SupaMailMergeLetter.docx

1. Click the Mailings tab

2. Click the Start Mail Merge tool

3. Choose Step by Step Mail Merge Wizard...

Experienced users may choose to use the ribbon tools rather

than the equivalent step-by-step wizard.

The Mail Merge Task Pane will appear on the right of the screen.

4. Select E-mail messages


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6. Select Use the current document

7. Click Next: Select recipients at the bottom of the pane

8. Select Use an existing list

9. Click Browse

An existing list can be in the form of a Word table, Excel

spreadsheet or Access database.

10. Navigate to DataSourceAus.xlsx

11. Click Open


13. Click OK

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Notes


14. Select Recipients if necessary

Or


15. Click Next: Write your e-mail message at the bottom



merge fields



close the dialog box to change spacing and positioning of merge

fields

18. Click Next: Preview your e-mail message at the bottom

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Notes


19. Use double arrows to navigate through each recipient to preview their personalised letter

20. Use Exclude this recipient to remove them from the final mail out

21. Click Next: Complete the merge at the bottom

22. Click Electronic Mail

23. Confirm the To: field is set to Email

24. Add a Subject Line: Prize Letter

25. Confirm Mail format is set to HTML for best results.

Selecting HTML or Rich Text sends the content as the body of

the email message.Sending the message as Plain Text will

eliminate all formatting and images from the message.

You are given the choice to print all, the current record only or a

particular group when you choose Electronic Mail

26. Click OK to send the prize letter email

There is no obvious indication that the merge to email has been

successful. Check the Sent Items in your mail system to confirm

the letters have been sent.

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Notes


Forms

Add the Developer tab to ribbon

A form contains fields and tools that control the location and type of content that is entered in the document. Forms are created to be easily reused or modified. To be able to create a form using the Office 2013 form tools the document must be saved in an Office 2013 format. If the

document is opened or saved in Compatibility Mode then only the older Office 2003 form tools will be available.

The Developer tab is needed to be able to modify or create a form in Microsoft Word 2013. It is not visible by default.

To view the Developer tab:

1. Click the File tab

2. Click Options at the bottom of the file menu

3. Click Customize Ribbon

4. Under Customize the Ribbon choose Main Tabs

5. Check Developer

6. Click OK at the bottom of the Word Options dialog box

The developer tab will appear towards the right of the Ribbon

The Controls section contains form fields to use in the word document. The most common fields are:

Text Box

Combo box

Drop Down list

Date Picker

Legacy Tools

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Modify a form

One common requirement when working with forms is to modify an existing form by updating the properties of a field to recognise a change of personnel.

Open a document based on Training Form Template.dotx

Double click to open a copy of the file

1. Click on Developer tab

2. Select [--Select a name--] in the From section

Properties are now available on the ribbon

3. Click Properties in the Controls group on the Developer tab

4. Click Add in the Content Control Properties dialog box

5. Enter Captain Hook

6. Click on OK

Entries are displayed as entered. If you require an

alphabetised display then you need to move the entries to be

in alphabetical order.

7. Select Captain Hook entry

8. Click Move up button until Captain Hook reaches the top of the list

Select other entries and Move Up or Move Down to display order

alphabetically

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Notes


Form Protection

Notice that the entire form can still be edited. Not just the fields but all other text. To lock the form so that only form fields can be changed it is necessary to Restrict Editing:

Protect a form

1. Click Restrict Editing in the Protect group on the Developer tab

The Restrict Editing task pane appears on the right hand side of

the screen.

2. Check that the Allow only this type of editing in the document checkbox is ticked

3. Check that the option for editing is Filling in forms

4. Click Yes, Start Enforcing Protection button

You will be asked to enter an optional password. If you choose to set a password: carefully note your password in a

secure location. Otherwise you will be unable to modify the form in

the future.

The form is now locked from unintentional editing and only the form fields can be completed. To re-enable editing on the whole document:

Press the Stop Protection button at the bottom.

Enter the password if required

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Notes


Creating a new form

1. Open SeminarRegistrationForm.docx

2. Click alongside Seminar Title

3. Click Rich Text Content field

Rich Text Content

4. Click alongside Start Date

5. Click Date Picker Field

6. Repeat for Finish Date

Date Picker

7. Click alongside Seminar Venue

8. Click Plain Text Content field

9. Repeat for Your Name

Plain Text Content

10. Click alongside Faculty/Org Unit

11. Click DropDown field

12. Click Properties to add items to drop down list

Education Engineering ICT

Hospitality Media Social Sciences

Dropdown

13. Click on OK

Repeat to enter other content controls alongside:

University: Combo

Gender: Checkbox

Occupation: Rich Text

Comments: Rich Text

14. Apply editing restrictions for Filling in Forms

15. Save Blank Seminar Registration form as a template

Combo

Checkbox

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Notes


Tips for creating new forms When creating a new form it is easier and quicker if you have a plan. Having a good idea about what you want the form to look like and what fields and properties you require will make the creation process much easier.

Draw a sketch on some paper

Include field names and possibly their properties as well

Consider using tables to help lay out the form in Word

Insert the relevant controls

Fill in required properties

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Notes


Test the form to ensure accuracy

Protect the form by using editing restrictions when complete

Do NOT forget the password if you choose to set one

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