Microsoft Office 2010: Advanced BTWs – Word Chapter 6

Microsoft Office 2010: Advanced BTWs ? Word Chapter 6

The Ribbon and Screen Resolution (WD 335) Word may change how the groups and buttons within the groups appear on the Ribbon, depending on the computer's screen resolution. Thus, your Ribbon may look different from the ones in this book if you are using a screen resolution other than 1024 3 768.

Fields and Records (WD 339) Field and record are terms that originate from the computer programming field. Do not be intimidated by these terms. A field is simply a column in a table, and a record is a row. Instead of as a field, some programmers identify a column of data as a variable or an attribute. All three terms (field, variable, and attribute) have the same meaning.

Q&As (WD 344) For a complete list of the Q&As found in many of the step-by-step sequences in this book, visit the Word 2010 Q&A Web page (wd2010/qa).

Saving Data Sources (WD 346) Word, by default, saves a data source in the My Data Sources folder on your computer's hard disk. Likewise, when you open a data source, Word initially looks in the My Data Sources folder for the file. Because the data source fi les you create in Word are saved as Microsoft Access database file types, if you are familiar with Microsoft Access, you can open and view these files in Access.

BTWs (WD 347) For a complete list of the BTWs found in the margins of this book, visit the Word 2010 BTW Web page (wd2010/btw).

Insert Merge Field Button (WD 353) If you click the Insert Merge Field button instead of the Insert Merge Field button arrow (Figure 6 ? 33), Word displays the Insert Merge Field dialog box instead of the Insert Merge Field menu. To insert fields from the dialog box, click the field name and then click the Insert button. The dialog box remains open so that you can insert multiple fields, if necessary. When you have finished inserting fields, click the Close button in the dialog box.

Merge Fields (WD 354) When you insert fields in a document, the displayed fields may be surrounded by braces instead of chevrons, and extra instructions may appear between the braces. If this occurs, then field codes have been turned on. To turn off field codes so that they are not displayed, press ALT+F9.

IF Fields (WD 355)

The phrase, IF field, originates from computer programming. Do not be intimidated by the terminology. An IF field simply specifies a decision. Some programmers refer to it as an IF statement. Complex IF statements include one or more nested IF fields, which is a second IF field inside the true or false text of the first IF field.

Word Fields (WD 357) In addition to the IF field, Word provides other fields that may be used in form letters. For example, the ASK and FILLIN fields prompt the user to enter data for each record in the data source. The SKIP RECORD IF field instructs the mail merge not to generate a form letter for a data record if a specific condition is met.

Converting Main Document Files (WD 359) If you wanted to convert a mail merge main document to a regular Word document, you would open the main document, click the Start Mail Merge button (Mailings tab | Start Mail Merge group), and then click Normal Word Document on the Start Mail Merge menu.

Data Source and Main Document Files (WD 360) When you open a main document, if Word cannot locate the associated data source fi le or it does not display a dialog box with the Find Data Source button, then the data source may not be associated with the main document. To associate the data source with the main document, click the Select Recipients button (Mailings tab | Start Mail Merge group), click Use Existing List, and then locate the data source file. When you save the main document, Word will associate the data source with the main document.

Locking Fields (WD 361) If you wanted to lock a field so that its field results cannot be changed, click the field and then press CTRL+F11. To subsequently unlock a field so that it may be updated, click the field and then press CTRL+SHIFT+F11.

Conserving Ink and Toner (WD 366) If you want to conserve ink or toner, you can instruct Word to print draft quality documents by clicking File on the Ribbon to open the Backstage view, clicking Options in the Backstage view to display the Word Options dialog box, clicking Advanced in the left pane (Word Options dialog box), scrolling to the Print area in the right pane, placing a check mark in the `Use draft quality' check box, and then clicking the OK button. Then, use the Backstage view to print the document as usual.

Closing Main Document Files (WD 370) Word always asks if you want to save changes when you close a main document, even if you just saved the document. If you are sure that no additional changes were made to the document, click the Don't Save button; otherwise, click the Save button -- just to be safe.

Validating Addresses (WD 376)

If you have installed address validation software, you can click the Validate addresses link in the Mail Merge Recipients dialog box to validate your recipients' addresses. If you have not yet installed address validation software and would like information about doing so, click the Validate addresses link in the Mail Merge Recipients dialog box and then click the Yes button in the Microsoft Word dialog box to display a related Microsoft Office Web page.

AddressBlock Merge Field (WD 377) Another way to insert the AddressBlock merge field in a document is to click the Address Block button (Mailings tab | Write & Insert Fields group).

Certification (WD 384) The Microsoft Office Specialist (MOS) program provides an opportunity for you to obtain a valuable industry credential -- proof that you have the Word 2010 skills required by employers. For more information, visit the Word 2010 Certification Web page (wd2010/cert).

Quick Reference (WD 386) For a table that lists how to complete the tasks covered in this book using the mouse, Ribbon, shortcut menu, and keyboard, see the Quick Reference Summary at the back of this book, or visit the Word 2010 Quick Reference Web page (wd2010/qr).

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