Chapter 11: Advance Features

In this chapter advance features in Microsoft Word will de discussed. These

features include creating macros, voice recognition and then mail merge.

Lesson 1: Creating Macros to Automate Tasks1

Macros are advanced features that speed repetitive tasks you may perform in a
Word document. It can record sequences of menu selections that you choose so that a
series of actions can be completed in one step.

A. Recording A Macro
1. Click Tools  Macro  Record New Macro

2. You will see the Record Macro dialog box

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3. Suppose I am typing a document in Word. I have to type the following
repetitively:
The answer to the question is:
4. Name the macro in the
Macro Name field. I named
mine "answer" The name
cannot contain spaces and
or begin with a number.
From the Store Macro In
drop-down box, select the
document you would like
the macro to be associated
with or choose "All
Documents" to be able to
use the macro in any
document.
5. Enter a description of the macro in the Description field. This is for your reference
so you remember what the macro does.

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 6. In the Assign Macro to: Press
Keyboard. I assigned my macro
to the keys Ctrl + N. Click
Assign, then Close to
begin recording
7. When you click Close, the
Recording Window will
appear.

8. Type: The
answer to the question is:, then
press the Stop Button
9. Now instead of typing the sentence, just type Control +N, and the sentence will be
typed automatically

Lesson 2: Using the Voice Recognition Feature of MS Word2

Speech recognition is installed in all Office programs by initially using the

feature in Microsoft Word. Install and train speech recognition. You'll save time if you
complete dictation first, review your file and then format text or make corrections. As a
result, you'll switch between using Dictation mode and Voice Command mode less often.

1. Position your microphone.

2. Click tools  speech

3. On the Language bar, click Microphone NOTE: if

the microphone is not already turned
on. Note While the blue bar is on
the screen, avoid using your mouse or
4. Switch between Dictation and Voice Command
keyboard to type or take other actions.
modes as you work:
This will interrupt speech recognition,
and your words will not be processed.

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5. To turn the words you speak into text, on the Language bar, click Dictation .

6. To select menu, toolbar, dialog box on the Language bar, click Voice
Command .

For example, to change font format, say "font" or "font face" to open the Font box
on the Formatting toolbar (toolbar: A bar with buttons and options that you use to
carry out commands. To display a toolbar, click Customize on the Tools menu, and
then click the Toolbars tab.), and then retain a font name. To format selected text, say
"bold" or "underline."

7. Turn the microphone off when you are through speaking to the computer by
clicking Microphone on the Language bar.

Lesson 3: Mail Merging Documents3

Mail merge can be used for creating many documents at once that contain
identical formatting, layout, text, graphics, etc., and where only certain portions of each
document varies. Mail merge is used for generating mailing labels, envelopes, address
lists. Mail merge primarily consists of two files, the Main Document and the Data
Source. The Main Document contains the information that will remain the same in each
record, and the Data Source contains all the variable information, in the form of fields.
.

A.

Step1. Create New document

1. Click File  New Document

2. Click Tools  Letter and Mailing  Mai Merge

3. Select Letter Document Type

4. click Next

Step 2: Select Starting Document

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 1. Use existing list if you have an existing document

2. Select from outlook contacts if you have documents created in your Microsoft
Outlook

3. If you don't have a database of recipients and wish to start from scratch, click
Type a new list, and then click Create. Enter the contacts names and c

4. Click “New” to create a new record.

5. Click “Close”

6. Give your data source a name and click “Save”

Step 3: Write your Letter

1. Now click where in your document you want your address block to appear.

2. Click Address Block to select the format of your recipients' names.

3. Choose if you want to use company names and postal addresses.

4. When you're done, click OK.

5. Now click where you want your greeting line to appear and click Greeting Line.

6. Select your greeting line format and click OK.

7. When you're happy click Next: Preview your letters

Step 6: Merge and Print

1. In the Merge to New Document dialog box, select letter you want to merge

2. Click “Ok”

3. This document will contain all the letters. Use this document to make changes to
individual letters

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 4. This document will contain all the letters. Use this document to make changes to
individual letters

5. When you’re done, print or save your document

B. Merge your Envelopes

1. Press Ctrl + N
2. Select Envelopes
3. Click Next: Starting Document
4. Change the document layout and click Envelope options
5. Choose your envelope size
6. If you need to, make changes to your layout and click OK
7. Click Next: Select recipients, and repeat Step Three
8. Click Next: Arrange your envelope
9. Click where you want the name and address to appear and click Address Block
10. Click Next: Preview your envelopes
11. Check your envelopes
12. Click Next: Complete the merge
13. Click Print. Select the envelopes you want to merge and click OK

Lesson 4: Protecting Documents in Microsoft Word

Word, Excel, PowerPoint, and other Microsoft Office 2003 programs offer
password protection to help prevent unwanted access to your critical information. There
are two password protection levels: Read – Only – Anyone can read the document, but
only those with password can modify the content. Password – Protected – can only be
opened with someone who know the password

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A. To use read-only protection:
1. Open the file
2. On the Tools Menu  click Option  click Security
3. In the Password to modify box, type a password, and then click OK.
4. In the Reenter
password to
modify box,
type the
password
again,
5. click OK

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B. To password protect a file:
1. Open the file.
2. On the Tools menu  click Options  click Security.
3. In the Password to open box, type a password, and then click OK.
4. In the Reenter password to open box, type the password again,

5. click OK

END NOTE

1. http://www.uwec.edu/help/Word03/AUTO-maccreate.htm
2.http://www.timeatlas.com/mos/Useful_Utilities/Free/Use_Your_Voice_to_Power_Micr
osoft_Word/
3. Microsoft Word Help

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