Chapter 6:

Office Automation System

STID1103 : COMPUTER APPLICATION MANAGEMENT
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Introduction to Word Introduction to Spreadsheet

Processing.
(Slot 2 and 3).
(Slot 1)
Before class begins:

TABLE OF CONTETNTS

Presentation Application Completed!

(Slot 4)
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Introduction to Word
Processor:
 software or a device that allows users to
manipulate the documents that is includes
create, edit, and print documents
 enables the users to write text, store it
electronically, display it on a screen, modify
it by entering commands and characters
from the keyboard, and print it
 Use in many personal computer
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History of Word Processor:

 first released on October 25, 1983 called
Multi-Tool Word
 Running under DOS (1983), Apple
Macintosh running the Classic Mac OS
(1985), AT&T Unix PC (1985), Atari ST(1988),
OS/2 (1989), Microsoft Windows (1989), SCO
Unix (1994), and OS X (2001)
 Microsoft Word (or simply Word) is a word
processor developed by Microsoft
 Nowdays, the Microsoft Word is under
Microsoft Office
 Newest version Microsoft Office 360 (cloud
service) and Microsoft Office 2019
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Parts of Microsoft Word

2016:

You may sharpen your Mechanical pencils

pencil any time except are also allowed!
for during whole-class
instructions, activities,
or lessons.
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Creating a new 01 02 03
document
Click on Menu will Select one
File. Select appear and click
New. like below. on Create.
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Move in the document

Add new text  using a mouse

 Add text in the middle  Move the scroll bar

of the word (insert) and cursor

 connecting text  Using the keyboard

Editing in Microsoft  Use the arrows (arrow)

Word
Replacing New Word

 Edit Selecting text

 Replace  using a mouse

 Find what  Use of the keyboard

 Replace with..
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Printing – Print Layout

Ordering documents that contain
graphics and other objects

Full Screen

Display Formatting Full Screen Reading and View

Documents in Web Layout

Microsoft Word: They HTML documents to web view

Outline
See the outline of the document-

Normal / Draft
Word processing for general use
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Sending Documents
• Users can save the document and send in all
forms
• Select File > Share
• 4 options available
Share with people
• Save to cloud
Email
• Send as attachment, link, pdf, XPS,
Internet Fax
Present online
• Present online
Post to blog
Sharepoint Blog, Word Press, Telligent
Community, TypePad
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Generating Form Letters
• Mail is a important document in Management
• Mail used to convey information to individuals or
groups
• Transmission of the same letter to a group of
individuals is one of the tricky task if without
computer assistance.
• Microsoft Word provides facilities (Mail Merge) to
send a similar letter to many different individuals.
• It also provides templates for those who lack skills
to write various types of letters and fax
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Mail Merge

• The mail merge process involves the following:

The Main Document – contains the text and
graphics that are the same for each version of the
merged document.

Data Source – a file that contains the information to

be merged into a document. For example, the
names and addresses of the recipients of a letter.
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Mail Merge – Form Letters

• The following are guide to create letters using
mail merge:
Open Word and create a new blank document
Type the letter with all needed text and
formatting, leaving room for the data from the
data source (example: name, address, etc.)
Click the Mailings tab
Click Start Mail Merge
Click Step-by-Step Mail Merge Wizard
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Mail Merge – Form Letters

• The Mail Merge task pane appears on the right of
your screen. Note there are 6 steps.
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Mail Merge – Form Letters

• Step 1 – Select Document Type

Click Letters for the document type

Click Next: Starting document

• Step 2 – Select Starting Document

Click Use the current document under Select starting
document

• Step 3 – Select Recipients

The recipients can come from either an existing Excel file,
an Access table or you can create a new list in Word.
Mail Merge – Form Letters 15
• If using an Existing List:
Click Use an existing list under Select recipients

Click Browse

Select the file

Click Open

Select the worksheet tab name that contains the data

Click OK (Mail Merge Recipients opens showing the file

data)

Click OK

Click Next: Write the letter

Mail Merge – Form Letters 16
• If creating a New List:
Click Type a new list under Select recipients

Click Create

Click Customize Columns to modify the list of fields

Delete any unnecessary field names and/or add new ones

Click OK
Mail Merge – Form Letters 17
Begin typing records, hitting TAB to advance to the next
field and to continue adding new records.

Click OK

Click Save - The recipients list will be saved as a separate

file as a Microsoft Access file type. It is saved in the My
Data Sources folder. It is recommended to save the file in
this folder.

Click Next: Write letter

• Step 4 – Write Your Letter

If including an address, click the location in your
document where the address data will be inserted

Click Address block…

Select the address elements you want included

Click OK
Mail Merge – Form Letters 18
The field name will look like this: <<AddressBlock>> The
address block will insert the following fields including any
necessary punctuation: First Name, Last Name, Company,
Address 1, Address 2, City, State, Postal Code. If the fields
do not match the ones listed above or user are not using
address fields, click More item.

Click on the field from the list

Click Insert

Click Close The field name will look like this - «First_Name»

Repeat this step until all fields have been inserted.

Remember to put spaces and punctuation where
needed.

Click Next: Preview your letters

Mail Merge – Form Letters 19
• Step 5 – Preview Your Letters
Here is where user can preview the first page with
the fields filled in.
Click Next: Complete the merge

• Step 6 – Complete the Merge

Click Print to send directly to the printer

Click Edit individual letters to create a new file

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Mail Merge – Labels

• The following are guide to create labels using
mail merge:
Create a new blank document
Click the Mailings tab
Click Start Mail Merge
Click Step-by-Step Mail Merge Wizard
Mail Merge – Labels 21
• There are 6 steps to follow:
• Step 1 – Select Document Type
Click Labels for the document type
Click Next: Starting document

• Step 2 – Select Starting Document

Click Use the current document
Click Label options under Change document layout
Choose the label style you are using
Click OK

• Step 3 – Select Recipients

Click Use an existing list under Select recipients (or you can
create a new list)
Click Browse
Select the file
Click Open
Select the worksheet tab name that contains the data
Click OK
Click Next: Arrange your labels
Mail Merge – Labels 22
• Step 4 – Arrange Your Labels
Click in the first label box and click on either Address block
or More items to insert the data fields

Click Update all labels to include the fields on all labels

Click Next: Preview your labels

• Step 5 – Preview Your Labels

Click Next: Complete the merge

• Step 6 – Complete the Merge

Click Print to send directly to the printer

or

Click Edit individual labels to create a new file

Mail Merge
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Formatting Large
documents, structuring
contents, and build indexes

• Management tasks and administrative

today require users to create large
documents.
• Word 2016 allows users to regularly
document preparation in accordance
with certain parts. Large document refers
to a document that has a title page,
contents page, bibliography page and
other pages.
• Documents that require compilation are
as financial reports, minutes of meetings
reports, papers and others.
Table of Content (TOC) 25
• enable users to make TOC more
complete without losing important
parts
• Readers easily find the desired section
without having to view the entire
document
Table of Content (TOC) 26
Insert TOC
• Open a New document & Save
• At the beginning of each paragraph
check Click Heading number (Various
Type Heading, select Heading 3)
• Place the cursor where you want the
table of contents to appear (usually,
the beginning of the document)
Table of Content (TOC) 27
• Click Table of Contents on the
References Tab, and choose one of the
types of tables of contents available.
Table of Content (TOC) 28
• The Custom Table of Contents…
option, user can format the way the
table of contents will look:
• Choose a different style, hide page
numbers, include more heading levels
than the default three levels, and
more..
Table of Content (TOC) 29
Providing that user have used the Heading (or
equivalent) styles in your document, follow these steps
to create a table of contents:
• Create a separate page for the TOC. Word places
the TOC field at the insertion pointer’s location,
though you probably prefer to have the thing on
its own page. A blank page near the start of your
document is ideal for a TOC.
• Click the mouse to place the insertion pointer on
the blank page. The TOC field is inserted at that
point.
• Click the References tab.
• In the Table of Contents group, click the Table of
Contents button. The Table of Contents menu
appears.
• Choose a format. The TOC is created and placed
in your document, page numbers and all.
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Update TOC
• To update the table of contents--for example, if
you changed the heading title or page numbers
have changed:
Click anywhere on the table of contents, then click
Update Table…
Choose to update either the entire table or just the
page numbers.

• Remember to do this before finalize the

document so the table of contents will be
current.
• The table of contents is a finishing touch on long
documents, such as reports, manuals, or books.
Thankfully, user don't have to create and
manage one manually, as Word's built-in table
of contents tool does the heavy lifting for you.
Table of Contents
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Figure and Table
• User can list and organize the figures,
pictures, or tables in Word document
by creating a table of figures, much
like a table of contents.
• First add captions to your figures, and
then use the Insert Table of
Figures command on
the References tab.
• Word then searches the document for
your captions and automatically adds
a list of figures, sorted by page
number.
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Insert a table of figures
• Click in your document where you
want to insert the table of figures.
• Click References > Insert Table of
Figures.
• Adjust the Format and Options in
the Table of Figures dialog box.
• Click OK.
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Update a table of figures
• If add, delete, change, or move
captions, use Update Table so the
table of figures reflects your changes.
 Click on the table of figures in your
document. This will highlight the entire
table.

 Click References > Update Table.

-------------------------------------------------------------
• Select an Update in the in the Update
Table of Figures dialog box.
 Select Update page numbers if users
need to adjust the page numbers.

 Select Update entire table if users have

moved figures or altered captions.

•
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Table and Figure Captions
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Citation and Bibliography
• Proper citation and bibliography
information is necessary in research
papers and other written assignments.
• It is required that user use proper
references whenever necessary, i.e.,
when using the ideas of other people.
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Add a new citation and
source to a document

• On the References tab, in the Citations

& Bibliography group, click the arrow
next to Style and click the style that
want to use for the citation and source.
• For example, social sciences
documents usually use the MLA or APA
styles for citations and sources.
• Click at the end of the sentence or
phrase that you want to cite.
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Add a new citation and
source to a document

• On the Reference tab, click Insert Citation and

then do one of the following:
 To add thSource, and then, in the Create
Source dialog box, click the arrow next to Type of
Source, and select the type of source you want to
use (for example, a book section or a website).
 To add a placeholder, so that user can create a
citation and fill in the source information later,
click Add New Placeholder. A question mark
appears next to placeholder sources in Source e
source information, click Add New Manager.

• If user choose to add a source, enter the details

for the source. To add more information about
a source, click the Show All Bibliography
Fields check box.
• Click OK when finished. The source is added as
a citation at the place user selected in your
document.
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Citation and Bibliography
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Creating index
• An index lists the terms and topics that are
discussed in a document, along with the pages
that they appear on.
• To create an index, user mark the index entries
by providing the name of the main entry and
the cross-reference in your document, and
then you build the index.
• User can create an index entry for an individual
word, phrase, or symbol, for a topic that spans
a range of pages, or that refers to another
entry, such as "Transportation. See Bicycles."
• When user select text and mark it as an index
entry, Word adds a special XE (Index Entry) field
that includes the marked main entry and any
cross-reference information that you choose to
include.
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Creating index
• After user mark all the index entries, user
choose an index design and build the finished
index.
• Word collects the index entries, sorts them
alphabetically, references their page numbers,
finds and removes duplicate entries from the
same page, and displays the index in the
document.
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Mark the entries (Steps)
• Select the text user like to use as an index entry,
or just click where you want to insert the entry.
• On the References tab, in the Index group,
click Mark Entry.
• You can edit the text in the Mark Index
Entry dialog box.
 User can add a second-level in the Subentry box. If
you need a third level, follow the subentry text with a
colon.
 To create a cross-reference to another entry,
click Cross-reference under Options, and then type
the text for the other entry in the box.
 To format the page numbers that will appear in the
index, select the Bold check box or Italic check box
below Page number format.

• Click Mark to mark the index entry. To mark this

text everywhere it shows up in the document,
click Mark All.
• To mark additional index entries, select the text,
click in the Mark Index Entry dialog box,
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Create the index (Steps)
• After user mark the entries, users are ready to
insert the index into your document.
• Click where you want to add the index.
• On the References tab, in the Index group,
click Insert Index.
• In the Index dialog box, users can choose the
format for text entries, page numbers, tabs,
and
• Users can change the overall look of the index
by choosing from the Formats dropdown
menu. A preview is displayed in the window to
the top left.
• Click OK.
Edit or format an index 44
entry and update the
index
• If user mark more entries after creating index,
you’ll need to update the index to see them.
• If user don't see the XE fields, click Show/Hide
Button image in the Paragraph group on the
Home tab.
• Find the XE field for the entry that you want to
change, for example, { XE "Callisto" \t "See
Moons" }.
• To edit or format an index entry, change the
text inside the quotation marks.
• To update the index, click the index, and then
press F9. Or click Update Index in the Index
group on the References tab.
• If user find an error in the index, locate the
index entry that you want to change, make
the change, and then update the index.
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Creating Index
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25 Tips from Microsoft Word
Word processing

Thank You