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Sheffield Hallam University, Corporate Information Systems

How to use advanced features of Word 97
HOW1
Version 2
August 1999

Access using data from

Charts
Column layout
Converting files
Diagrams
Drawing Toolbar
Endnotes
Excel using data from
Exporting and importing files

ADVANCED
FEATURES
Footers
Footnotes
This document
Foreign Languages
tells you how to use
Graphics
features of Word 97 not
Headers
covered in the companion
document Word 97: Getting
Mail Merge
Started.
Sections
Sorting
These include creating tables,
using footnotes,handling graphics,
Special characters
creating diagrams, templates,
Symbols
headers and footers, working in
Tabs
foreign languages. Most of the features
Table of Contents
described here work the same way in
Word 2000.
Tables
Templates
Web pages
Corporate Information Systems
More

 Sheffield Hallam University, Corporate Information Systems

Contents
Introduction................................................................................................................ 1
Dividing a document into Sections............................................................................. 2
Using Column Layout ................................................................................................ 3
Using the Toolbar Column button; Using the Columns Dialog Box

Creating Tables.......................................................................................................... 4
Adjusting the width of table columns; Entering text (or figures) into the table .................
Inserting or deleting table rows or columns; Splitting a table ............................................
Printing a table without borders or gridlines; Formatting tables ........................................
Sorting into alphabetical order; Moving or deleting a table ...............................................
Transferring tables between different software ..................................................................

5
6
7
7
8

Using Tabs ................................................................................................................. 9

Setting up tabs from the ruler; Creating tabs with leaders

Adding Footnotes .......................................................................................................10

Headers and footers ......................................................................................................11
Generating a Table of Contents .................................................................................12
Saving and using a Template File..............................................................................13
Graphics and Diagrams.............................................................................................14
Inserting pictures in a Word file........................................................................................
The Drawing Toolbar; Creating lines, arrows and other simple objects ...........................
Using Text Boxes; Creating diagrams: good practice hints ..............................................
Selecting graphic objects; Moving and resizing................................................................
The Draw menu; Aligning; Ordering; Grouping. ..............................................................
The Picture toolbar; Cropping bitmap ...............................................................................
Wrapping text round graphics; Properties,the formatting box ..........................................
Copying and pasting graphics and charts; To link or not to link .......................................

14
15
16
17
18
19
20
21

Symbols and special characters .................................................................................22

Inserting symbols; Choosing your own symbol for bulleted points;
Setting up shortcuts for commonly used symbols

Working in foreign languages....................................................................................23

Converting files from other software .........................................................................24
Using Word's web tools..............................................................................................25
Using Mail Merge ......................................................................................................26
References and Further Reading ...............................................................................27
Index...........................................................................................................................28
Author: Jos Kingston.

With thanks to Trudi Armitage and Fiona Kilner.

Windows NT, Word 97, Excel 97, Access 97 and Office are trademarks of Microsoft Corporation in the United States and/or
other countries. Screen shots reprinted by permission from Microsoft Corporation.

 Sheffield Hallam University, Corporate Information Systems

Introduction
This document is a companion to Word 97: Getting Started. It
describes how to use some important capabilities of the software
which aren't covered there. You should be familiar with the content
of the "Getting Started" document before moving on to this one.
Use this document if you want to:
Page 4

Page 10

Page 12

Pages 14-21

Produce a well laid-out CV or bibliography; or lay

something out as a table. Words Table feature isnt just for
standard tables. Layout is much simpler if you type a CV or
bibliography straight into table format.

Include footnotes when you write your essay or
assignment. Using Word's Footnote feature can take all the
headaches out of footnoting.

Generate a Table of Contents. You can do this automatically
if you define styles for your different heading levels.

Create diagrams and drawings. Word 97 offers sophisticated
capabilities which weren't available in previous versions of the
software.

Import graphics from other software. This can be
problematic: increase your chances of avoiding misery by reading
the guidelines.

Page 11

Add Headers and/or Footers (running titles at the top or

bottom of every page) to your document.

Page 23

On SHU's computers, use Word's capabilities to make

working in other European languages much easier.

Page 25

Word 2000:
You may find it simpler
to learn if you change
the menu settings to
display all the
commands, not just a
pruned-down set. From
the Tools menu, select
Customise, then
Options, and switch off
Menus show recently
used commands first.

Introduction

Word 97 also offers Web page authoring capabilities.

You can save Word documents, including tables, in HTML
format, or set up simple hyperlinks to move around and between
documents. Word 2000 extends these capabilities much further.
Other features covered are: setting up a Template to apply
formatting consistently across a number of files; using Special
Characters, or Symbols; importing and exporting files from
and to different formats; and using Mailmerge for instance, to
send out a standard letter to a lot of people.
In Word, you can often do the same thing in many
different ways: using toolbars, right mouse button,
menus. This document doesn't attempt to describe all the
possible methods of achieving the same effect experiment!
Features described here can be used the same way
in Word 2000, but see the note on the left.

 Sheffield Hallam University, Corporate Information Systems

Dividing a document into Sections

There are a number of different reasons why you might wish to
divide your document into sections. In particular:
~ to include a table laid out landscape (short and wide) on a page,
within a document where you want the rest of the pages laid out
portrait (the usual tall and thin).
~ to have some parts of your document laid out in columns, and
other parts right across the page.
~ to set up different headers or footers for different chapters or
sections of a document.
~ to apply different page numbering formats to different sections of
a document most commonly, Roman numerals for introductory
pages.
It can be simpler to split a document between a
number of files rather than using section breaks.
And this is always a good plan of action if youre working
with a large document. See Word Getting Started, page 22.

Inserting a section break

 Click at the point in your text where you want a new section to
commence. Make sure the cursor is blinking right at the
beginning of the line the Home key gets you there quickly.
 From the Insert menu, select Break.
The Break Dialog Box will appear.
 Under Section Breaks, choose whether the new section is to
start on a new page, or continue on the same page, then OK.
 Keep an eye on the Status Bar at the bottom of the Word
window to check which section of the document you're
currently working within.

Status bar shows you're in

Section 2 of the document.

Once you have inserted section breaks into your document, you can
use page setup commands (orientation, margins, columns etc.) from
the menu and toolbars so that they apply only to the current section
of the document; and set up headers and footers, or page numbering,
differently for different sections.
See page 11 if you find that your page numbering
has gone wrong after adding section breaks.

 Sheffield Hallam University, Corporate Information Systems

Using Column Layout

Word's Column feature enables you to quickly format your document,
or parts of it, into columns.
 Use Page Layout view (Word Getting Started, page 6). You
won't see columns in their proper position in Normal view.

Using the Toolbar Column button

When you use the Toolbar button, if the document has been broken
into sections only the current section will be reformatted. If there are
no section breaks and no text is selected, the entire document will be
reformatted. Remember that you're likely to want a main heading
across the whole page. If so you must either create section breaks; or
place the headings in text boxes (page 16).
1. Either:Add a section break if necessary (see previous page).
Then click anywhere within the section you want in columns.
Or: Select the text you want in columns. Word will then
automatically add a section break when you proceed as follows.
2. Click on the Column button in the Toolbar, then click on the
total number of columns you want. (For example, click the
third column to get three columns.)
3. If the text you want in columns isn't yet typed in, start typing.
When you have reached the bottom of one column, Word will
automatically place you at the top of the following column.
To insert a column break at a fixed point:
 From the Insert menu, select Break.
 Select Column Break, then OK.
To return from columns to the full page width:
 Insert a section break at the end of your columns.
 Click on the Column button in the Toolbar, then click on the
first column to set full page width.

Using the Columns Dialog Box

This provides a more sophisticated alternative to using the
Toolbar button. If you want columns of uneven widths, you
can set these from here.
 From the Format menu, select Columns. If you want
uneven column widths, switch off the Equal Column
Widths checkbox, then set Width and Spacing. Notice the
preset column format options available from the dialog box.
 Alter Apply To if necessary. A section break will be
added automatically if you set to From this Point forward.

Using Column Layout

 Sheffield Hallam University, Corporate Information Systems

Creating Tables
Name

Address

Smith, J.

10 Prospect Rd

Jones, P.

25 The Mews

A table is anything which is laid out in rows and columns. Each

separate data item is contained in a cell. Word offers tremendous
capabilities for creating tables, applying sophisticated formatting,
sorting into alphabetical order, and exchanging data to and from
spreadsheet, database and Web page (html) format.
Plan how you want your table to look.
 Decide whether the page should be "Portrait" (the usual way up)
or "Landscape" (short and wide). If necessary, add a section
break (page 2), and change page setup. (Word Getting
Started, page 14.)
 Decide how many columns you need in your table, and rough ly
how wide each column needs to be.
 It often helps to draw a rough "dummy" on paper.
Very large tables are usually best done in database
software, such as Access, and not Word. Word is slow
at handling tables of more than a page or two.
Word 97 offers various ways of creating tables.
Whichever you choose, you can easily add extra rows
in your table as you're working.
It doesn't matter if column and row widths aren't as
you want them when you first create the table. It's
easy to adjust them later. See page 5.
Method 1: Click on the Insert Table button.
 A Table Grid will appear. Drag the mouse over to the right to
highlight the total number of columns you want. Keep
dragging to the right if you want more than five columns.

"Drawing" a table like this is useful if

you want irregular rows and
columns, but if you don't, you may
find Insert Table is simpler.

Method 2: Click on the Tables and Borders button.

 A new toolbar will appear somewhere on the screen, (Page 7)
and the cursor will change to a pencil. Click and drag to set up
the table as you want it. The eraser tool is helpful!
 Switch off the Tables and Borders button will return you to
normal typing mode.
Method 3: Use the Table Menu. Do this if you need a large number
of columns in your table (up to 63).
 In the menu click on Table, then Insert Table. The Insert
Table Dialog Box will appear. Specify the number of
columns you want. A skeleton table will appear on screen
when you OK.

Creating Tables

 Sheffield Hallam University, Corporate Information Systems

Adjusting the width of table columns

 Systematically work from left to right of the table when adjusting
column widths.
 Move the mouse so that cursor is positioned over a column or
row separator line. Notice how the shape of the mouse cursor
changes when it's near a separator see the illustration. While
the mouse cursor is this "two-way arrow" shape:
 Click and drag to move the separator to the desired position.
Make sure all or none of your table is selected if you
want settings to apply to the whole of it. If only part of
your table is selected, the new settings will only apply
to the selected cells.
An alternative method of changing column width:
 Click anywhere in the table.
 Select Table in the Menu Bar, then Cell Height and Width.
(Word 2000: right-click the table, then select Table Properties.)
 Click on the Column tab.
 Use the Previous Column and Next Column buttons to
select which the column you want to change. Specify the
required width and adjust space between columns if you
want to.
 Once you have typed text or data into your table, you can use
Autofit to give the best fit automatically.
 Make sure the width of the table allows for margins.

Entering text (or figures) into the table

Note: the toolbar Show Formatting button

has been switched on in this illustration.
denotes a paragraph end; is a cell marker.

Once the first row is entered, Word will

automatically switch between (for
example) normal and italic for the two
columns as you type.

 Click in the first cell of the table, and start typing. Your
typing will automatically wrap to the column width.
 Press Enter to start a new paragraph within a cell.
 Press the Tab key to move on to the next cell.
 To create a new row at the bottom of your table: press
the Tab key from within the last cell of the table.
 Format and align the text in your table just as you would
any other text. Once you've formatted one cell, Word will
assume that you want the same settings (for instance bold
or aligned right) applied to subsequent cells in the same
column.
 To tab within a column: hold down Ctrl when you press
Tab.
 Click beneath the table to return to typing across your
whole page as usual. See bottom of page 7 if this proves
difficult.

Creating Tables

 Sheffield Hallam University, Corporate Information Systems

Inserting or deleting table rows or columns

To insert an extra row at any point in your table:
 Click anywhere in the row below where you want a new one
added. Make sure the cell you've clicked in isn't selected,
otherwise Word will assume you want to insert a column, not a
row.
 From the Table menu, select Insert Rows.
To insert an extra column in your table:
 Click anywhere in the column to the right of where you want a
new one added.
 From the Table menu, click on Select Column.
 From the Table menu, click on Insert Columns.
If you want to insert a number of adjacent new rows or columns, after
inserting the first one:
 In the Edit menu, click on Repeat...
To delete rows or columns:
 Select the row(s) or column(s) you want deleted. The quickest
way to select a single row is by clicking next to it in the left hand
margin.

Select a whole column like this

when you want to apply the
same formatting to all the cells in
a column, as well as to delete.

As an alternative to using the Table menu to select a single

column: move the cursor until it's just above the column. Click
when the cursor has changed to a black arrow, as in the
illustration.
 In the Toolbar, click on the Cut (scissors) button; or from the
Table menu, choose Delete Row or Delete Column.
Note: using the Delete key deletes only the contents of the table cells,
not the cells themselves.

Splitting a table
1996 sales totals
200

300

250

1997 sales totals

150

250

200

You may want paragraphs of normal body text, or headings, between

sections of a table. If so, split your table:
 Click anywhere in the row below where you want the split to be.
 From the Table menu, select Split Table (not Split Cells).
The table will be split, and the cursor will be blinking ready for you to
start typing between its two sections.
If you started your table right at the beginning of your
file, and want to get above it to add some headings or
introductory text, clicking in the top row then using
split table is an easy way to do it.

Creating Tables

 Sheffield Hallam University, Corporate Information Systems

Printing a table without borders or gridlines

No border

Tables will automatically be given black gridlines around each

cell, as in the illustration. If you want your table to print without
gridlines for instance, if it's a bibliography or CV:
 Click anywhere in the table.
 In the Table menu, click on Select Table. To apply different
borders to just some cells, select only those cells.
 In the Toolbar, click on the Borders button, then click the No
Border button. The grey cell borders which you'll continue to see
won't appear when printed.
Wider choices are available from the Tables and Borders toolbar (see
below); or use Borders and Shading from the Format menu.

Formatting tables
You can easily format a row or column as a whole:
 Select the row or column. (See previous page.)
 Apply whatever formatting you require.
If you want more sophisticated formatting:
 Select your table, or the cells you want formatted.
 From the View menu, select Toolbars, then Tables and
Borders. An extra toolbar will appear in the document window.
(Usually, but not always, at the
bottom.) Move the cursor
slowly over each button to see what it does. Notice that you can
add shading from here; change text direction; and use the
Autosum feature. From Autoformat, a variety of presentation
formats are available.

Sorting into alphabetical order

 Click anywhere in the table.
 In the Table menu, select Sort.
Set the column or columns you want to Sort By. If your top row
consists of column headings, change My list has to Header Row.
You can sort any selected block of paragraphs using Sort from the
Table menu: the selected text doesnt need to be a table.

Moving or deleting a table

Word 2000: tables
are much easier to
move than in '97.
This works just like
moving graphics see page 17.

 Click anywhere within the table.

 Click on Table in the Menu Bar, then Select Table.
 Cut and paste as usual. (Word Getting Started, page 8.)
If you can't get outside your table to carry on typing as
normal: cut the table, press Enter a couple of times,
and paste the table back between two empty lines.

Creating Tables

 Sheffield Hallam University, Corporate Information Systems

Transferring tables between different software

Its easy to move data between a Word table, and a
spreadsheet or database these are basically tables
too. Take your table into Excel to use its sophisticated charts
and formulae capabilities. Using Access, you are able to
query the data in your table filter out the records which meet
certain conditions.
A simple formula like this can be
used on a column of figures from
the Table menu in Word.

If you find that your computer is handling a large Word table

very slowly, it's a good idea to move it into a database (if its
mostly text) or a spreadsheet (if its mostly figures).
In reverse, you might want to include part of a spreadsheet or
database, as a table in a document file. You're specially likely to
do this with the result of a filter, query or sort rather than the
whole table avoid Word tables of more than a page or so.
If you're designing a Web page and want to include a table, it's
easy to create it in Word then Save as HTML.

Pasting a Word table into Excel

 To paste an entire table into Excel: Click anywhere the table. In
the Table menu, click on Select Table.
Or: Select the part of the table you want.
 Copy the table or selection.
 Switch to Excel, and click in the cell where you want the top
left cell of your table to be positioned. (Windows NT/95: Getting
Started tells you about switching between different programs.)
 Paste the table, then reset column widths as required.

Pasting a Word table into Access

You must have a database table set up in Access ready to receive the
data, with the correct number and width of fields, before you can paste
a table from Word. It's often simpler to paste into Excel, then import the
Excel file into Access. In Excel, use Autofit to reset column widths
correctly before importing, or you may lose data.

Transferring data to Word from Excel or Access

 With Access, make sure the table or query you're using is
displayed in datasheet view, then select and copy the required
range of cells from your spreadsheet or database.
 When you paste into Word, your data will automatically be
formatted as a table.

Creating Tables

 Sheffield Hallam University, Corporate Information Systems

Using Tabs
Using tabs allows you to set text items at fixed positions on the line:
you can't line things up properly by using the space bar.
You may well find that you hardly ever need to use tabs:
 Its often simpler to create a table.
 To place blocks of text at a fixed position for instance, your
address on a letter at the right of the page you can set a
paragraph indent. If you want the first line of every
paragraph indented, you can set the top left ruler marker.
(Word Getting Started, pages 13,15)
For many things, alternatives are better than tabs tabs will often go
wrong if you change your mind about type size or style.

Setting up tabs from the ruler

Tab button is set to left tab

in the picture.
Formatting symbols
won't print. An arrow
denotes a tab.

 Click on the Tab Button at the left of the ruler. Keep

clicking, and notice that each time you do so, the icon will
change to a different tab formatting left, centre, right or
decimal point. (Note if tool tips aren't automatically
appearing to show you which is which, move the cursor well
away from the tab button, then back again.)
 In the Toolbar, click on the Show/Hide marker. Displaying
formatting markers makes it easier to see what's going on.
 With the Tab button set to the format you want, click in the
ruler bar at the point where you want a tab. Look at the
example in the illustration on the left. Right tabs have been set
so that numbers line up correctly with one another.
 Tabs can be moved by dragging them along the ruler bar; or
deleted by dragging them right off the ruler bar.
To clear all tabs:
 If necessary, select the text you want to remove tabs from.
 From the Format menu, select Tabs.
 In the Tabs Dialog Box, click the Clear All button.

Creating tabs with leaders

The settings above will create tabs

with leaders like this:
Introduction..................... Page 1
First memories................ Page 8

If you select Tabs from the Format menu, you can add leaders to
tabs you've already set from the ruler. If you prefer, you can do the
whole job of setting tab positions and alignment from here too.
If you want to use the same tab settings at a number
of places, create a style to apply them quickly. (Word
Getting Started, page 19.)

Using Tabs

 Sheffield Hallam University, Corporate Information Systems

Adding Footnotes
Word can take a lot of the headaches out of footnoting. You can trust
the computer to get it right, if you let it do the work for you.
~ You can add footnotes in any order, at any time you want.
~ You can "cut and paste" your document into a new order, and
the footnote renumbering will all take care of itself.
~ Choose between Footnotes, placed at the bottom of each
page; or Endnotes, placed together at the end of the file.
To insert a footnote or endnote:
 Click at the place in your text where you want the footnote
number to be inserted.
 Click on Insert in the Menu Bar, then Footnote.
The Footnote and Endnote dialog box will appear.
 Choose between Footnote or Endnote.
 Check that AutoNumber is selected. If you've chosen
Endnotes rather than Footnotes, the format will be set to
Roman numerals i,ii,iii. You'll often want to change this.
To change number format, or to start at a number other than 1:
 In the Footnote and Endnote box, click on Options.
The Note Options dialog box will appear.
 Set the Number Format and/or Start at Number as
required, and OK. OK again in the Footnote and Endnote box.
Word will put in the footnote number at your current position in the
text, then automatically take you to the footnote or endnote area.
 Type your reference in.
Things work slightly differently if you're using
Normal View rather than Page Layout view (Word
Getting Started, page 6). In Normal View, you move between
two windows displaying your main text and footnote areas. In
Page Layout view the default at SHU you see both areas,
and move between them, in the standard document window.
To return from the footnote area to your main text:
 Click anywhere in the main text of your document.
You can easily change your footnote text later on, so
when youre producing your first draft, you may just want to
add a "memory jogging" reference, and substitute full
bibliographical references later.

10

Adding Footnotes

 Sheffield Hallam University, Corporate Information Systems

Headers and footers

Don't confuse "Headers" with "Headings".

Headings are formatted within the main text of your
document; headers and footers are created separately in the
top or bottom margin areas, and appear on every page.
If simple page numbering is all you require: See
Word Getting Started, page 17. (Or look in online Help.)

Adding headers or footers

 From the View menu, select Header/ Footer. The
Header/Footer window and toolbar will appear.

Move the cursor slowly over the toolbar buttons to see what

If you use the "Page X of Y"

autotext entry, you may find that it
doesn't update automatically as the
number of pages in your document
increases. If not, select the autotext
in the Header or Footer window, then
click F9 on the keyboard to update.

they do. Notice that you can insert Page Number and
Date from here. Some useful options are available
from Insert Autotext these include "Page X of
Y", and File Name. You can include any
combination of items, along with your own text.
 Switch between header and footer areas with the third button
from the right. The other buttons on the right are all to do with
document sections. If you want different headers and footers
for different sections of your document, Close the Header
and Footer Toolbar now, and divide your document into
sections first (page 2).
When a document is broken into sections, always
work through systematically from beginning to
end when adding headers or footers. Its important
whether the Same as Previous section button is set on
or off the default is on, but you may well want it off.
 Format items in a header or footer just as you would within
the main document text.
If you want differently positioned headers and footers for odd
and even pages; or if you want the first page to be different:
 Click on the Page Setup button in the Header and
Footer Toolbar. The Page Setup dialog box will be
displayed, with the Layout tab selected. Make your
choices from here.
If your document contains sections, you may need to reset the
page numbering so each new section doesn't start at 1.
 Click within the first section where numbering is wrong. In
the Insert menu, select Page Numbers, click Format in
the Dialog Box, then Continue from Previous Section.

Headers and Footers

11

 Sheffield Hallam University, Corporate Information Systems

Generating a Table of Contents

You can only generate a Table of Contents
automatically if you have created styles for your
headings; and its much simpler if you have used the default
Heading Style Names. (Heading 1, Heading 2, Heading 3
etc.) See Word Getting Started, page 19.
 Click at the point in your document where you want your
Table of Contents.
 Select Insert from the Menu, then Index and Tables.
The Index and Tables dialog box will appear.
 Click on the Table of Contents button.
 In the Show Levels box, specify how many
heading levels you want to include in the Contents.
The example on the left is set to include the top three
levels (Heading 1 to 3).
Try out the different formats available. Watch the
Preview window to see what they look like.
 OK, and your Table of Contents will appear.
You can change the formatting of the styles which Word uses in your
Table of Contents exactly as you would with any other style. See Word
Getting Started, page 20. The style names used for Contents are TOC1
(Heading 1 level), TOC2 (Heading 2), and so on. Don't make fiddly
formatting changes to Contents until you've completely finished
working on your document you may have to repeat your work if you
need to update the Table of Contents.
Its possible to generate a Table of Contents which runs
across a number of different files.
Word can also generate indexes, but this doesnt happen
by magic setting them up involves a good deal of work.
Its beyond the scope of this document to explain either of these
fairly complicated procedures. On-line help is fairly useful on
Indexes for Contents, you must look up Tables of Contents in
the Help Index.

Click when the cursor is a hand

shape to go to the page.

Once you've created a Table of Contents, you can

go straight to any page in your document by
clicking the page number in the Contents list.
To update a Table of Contents, select then press F9
on the keyboard. Don't forget to do this as a final stage of
document production!

12

Generating a Table of Contents

 Sheffield Hallam University, Corporate Information Systems

Saving and using a Template File

If you want to apply the same styles and page layout to a number of
files, you can make it simple by saving your settings as a template
file. When you have set up a file and defined the styles used within it
to your satisfaction:
 Save the file.
Be quite sure you've done this before going any further!
 Select Edit from the Menu, then Select All.
 Cut with the Cut button, or from the Edit menu.
You now have a file consisting only of formatting instructions, with
no text or graphics. (Sometimes you may want some text and/or
graphics in your template, in which case cut selectively.)
 Select File from the Menu, then Save As.
 From the Save File as Type picklist (bottom of
Dialog Box), select Document Template.
On your own computer, template files will be set to save to the
Microsoft Office Templates folder. If youre working at SHU you
will need to keep your template in your network space allocation or
on a floppy disk.
 Make sure that Save In is set as required.
 Give your template file a name. Word will automatically add
the document template extension: .dot.
To create a new file based on this template:
On your own computer, any templates you've saved in the Microsoft
Office templates folder will be available whenever you select File
from the menu, then New.
If your template isn't stored in the Office templates folder:
 Open an existing file, or create a new one based on the
standard blank document template what you get when you
click the New button on the toolbar.
 Attach your template to the document from the Tools
menu, select Templates and Add-ins. The Templates and
Add-ins dialog box will open. Click Attach, set the location
correctly in the Look In box, select your template file and
click Open.
 You'll be returned to the Templates and Add-ins dialog box,
where the name of your document template will now be
displayed. Check Automatically update document
styles, at the bottom of the dialog box click OK, and your
template styles will be applied to the new document.
Sometimes, styles won't change as they should if not, click
in the line, then click in the Style Box, and press Enter.

Saving and using a Template file

13

 Sheffield Hallam University, Corporate Information Systems

Graphics and Diagrams

A companion document: Graphics Handling: Getting
Started, introduces the concepts you need to
understand if you're aiming for high-quality work.
Technical note: why
you can run into
problems working from
floppy or a restricted
network space
allowance.
File corruption can
result when saving
graphics straight to
floppy- floppies can't
handle the data at the
speed which the
computer is sending it.
You will have problems
saving straight to
network space if there
isn't room there both for
the file, and for the
temporary workspace
Word requires at the
location it's saving to.

Word 97 compresses bitmap images contained within a

document, so files remain surprisingly small. However,
files containing a lot of graphics can cause printing problems
you may need to send to the printer page by page.
When you're including more than one or two small
graphics in a file, avoid working straight from floppy
disk wherever possible. You may also encounter problems
working from your limited network homespace allowance. On
SHU's computers, you have the option of working from a
Common Workspace folder on the hard disk. If you do this, you
must copy your files to your own disk space before logging out.
It's best to work with graphics in Page Layout view. In
Normal view, they won't appear in their correct position.
Handling graphics in Word 97 is very different from
previous versions. In particular, frames are no longer used.

Inserting pictures in a Word file

You can select from the pictures Word makes available, or use an image
which you have saved in any standard bitmap file format. (.BMP, .TIF,
.JPG and so on.) See page 17 for more about bitmaps.
 From the Insert Menu, select Picture. Choose Clipart to
select from the Word gallery, or From File to include a
picture you have saved.
Clip art:
 Select from what's available to you in the Clip Art gallery,
then click Insert. The full Word 97 clip art range may not be
available on SHU's computers.
From file:
Insert Picture from file opens a dialog box.

Word 2000: "Float over

text" is no longer an issue.
To link to file, click the arrow
by Insert and change the
setting from the picklist.

14

 Set Files of Type to All Pictures.

 Set Look in to the required location, select your
picture, and click Insert.
 You'll normally want to Save with Document (the
default) rather than linking to file. Page 21
Make sure Float over Text is selected. Otherwise you'll
have problems making text wrap around the picture.
Move, resize, crop and set text wrapping around your
picture as described on pages 17-20.

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 Sheffield Hallam University, Corporate Information Systems

Using Word 97's drawing tools

Word 97's Drawing tools offer a variety of sophisticated drawing
capabilities these work in much the same way as in specialist
drawing software like CorelDraw.

The Drawing Toolbar: an overview

 Create a new file to experiment in.
 If you don't see the Drawing Toolbar on screen (usually at
the bottom): in the Toolbar, click on the Drawing button.
 Move the cursor slowly over the drawing toolbar buttons to
see what they do.

Creating lines, arrows and other simple objects

 In the Drawing Toolbar, click on the Line tool.
 Click the mouse button, hold down and drag to create a line.
To be sure it's completely vertical or horizontal, hold down the
Shift key while you drag.
 Select the line if you want to modify it in any way. Click on
the Select Objects Tool, then click on the object.
 To change the angle of the line, or modify line length: select,
move the cursor over an end handle, then click and drag
when it's a two-way arrow shape, as in the illustration.
 To modify Line Style: in the Drawing Toolbar, click on the
Line Style, Dash Style or Arrow Style tool.
The direction of arrows relates to how you drew your line.
Forward arrow on line drawn right to left

Word Art text with an

Autoshape placed behind it,
and a shadow added to the
Autoshape.

Forward arrow on line drawn left to right

 To draw multiple lines: double-click on the line tool. It will

stay active until you click to switch it off. The other drawing
tools mostly also work like this.
 Experiment with drawing boxes and ellipses, and changing
fills. Try out Word Art and Autoshapes.
 You can insert text directly into a shape: click with the right
mouse button, then select Add Text. Work as you would
with a standard text box see next page. You do have more
control if you create text boxes separately, though.
You can move, delete, resize, align, order or group any
drawing objects or bitmaps see the following pages.
It's often wise to group a related set of drawing
objects (for example, diagram, captions, and
arrows), so they can be handled as one. See page 18.

Graphics and Diagrams

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Using Text Boxes

Text boxes are used when you want to handle blocks of text
separately from the main body of your document for example,
captions; headings in a document formatted in columns; information
boxes which you want your main text to wrap around.
 In the Drawing Toolbar, click on the Text Box tool. The
cursor will change to a + shape.
 Click and drag to set up your text box to roughly the shape
and size you want you can easily adjust it later.

By default, a text box will

have a line border. Click the
Line Colour tool and select
No line to remove it.

Some text in a
text box with a
25% grey fill
and a 3-D effect
applied.

 Click anywhere in the text box. Type in your text, and

format the size, typeface, alignment etc. as you want.
 Move and resize the text box just as you would any other
graphic object see the next page. The big difference from
other drawing objects is that when you resize a text box, type
size won't alter: text will reflow to fit the new box area.
 Set text wrap to Square rather than the default Top and
Bottom (page 20) if you're wanting an information box within
your main text area.
 Make sure the text box is selected (see next page), then use
the Line Style, Fill, and any of the various bells and whistles
in the toolbar to create the effects you want.
 You can control the internal margins between the box
border and the text it contains: see page 20.
 Text can be contained in a chain of linked text boxes. When
you have a text box selected, a Text Box toolbar becomes
available from the View-Toolbars menu. If you want to try
learning about this from online help, Text box links, creating
and Stories are useful index starting-points.

Creating diagrams: good practice hints

16

When using text boxes for captions, start with the one which
needs the most text in it, and use this as the basis for making
formatting decisions.
Diagrams look better if text isnt all different sizes and
formatting; if box sizes and positioning have some relationship to
one another; and lines, arrows etc. are consistent width.
To ensure consistency between these elements, it's usually best to
copy, paste and modify, rather than create each object separately.
Dont create diagrams within a file which is already large the
computer may run very slowly or crash.
You can scale your diagrams size up or down when its finished:
create it at the easiest size to work. Add captions at the correct
size, though.

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 Sheffield Hallam University, Corporate Information Systems

Basic graphics handling actions

Selecting graphic objects
Before you can do anything with a picture or drawing
object, you may need to select it first with the drawing
toolbar Select Objects tool. You may need to switch off
the tool to return to normal typing. Just to confuse you
though, this isn't always necessary!

In graphics software,
this is usually called
the Pick tool.

To select multiple objects:

 Click on the Select Objects tool, then click and drag to
create a fence (often called a marquee) around the objects you
want to select. Only objects entirely within the fence will be
selected. You can then move, resize etc. all in one go.
 Or: click Select Objects, then hold down the Shift key
while you click on each object. Clicking a second time on an
object with the Shift key held down will deselect it.

Moving and resizing

Handles

Move
cursor

Resize
cursor

 Insert a picture into your file, or create a drawing object. From

now on, either of these is described as a graphic.
If you've inserted a picture, it will probably be completely the wrong
size and in the wrong place when it first appears.
 Make sure the graphic is selected use the Pick tool if
necessary. When a graphic is selected, small white handles
will appear at its edges, as in the illustration.
 Move the mouse over the picture until the cursor is a cross
shape. To move the picture, click and drag while the
cursor is this shape.
 Move the mouse over one of the handles. The cursor will
change to a two-way arrow shape. To resize the picture,
click and drag while the cursor is this shape.
If you click and drag on a corner handle, the picture will
maintain its proportions; if you click and drag on an edge
handle, it will be stretched in that direction.

Jargon: bitmaps
and vectors.
Bitmaps are formed by
storing an image as a set
of dots. Vectors consist
of objects with attributes
for instance position,
line thickness, fill.

Don't enlarge the size of bitmap images too much.

Image quality will deteriorate significantly. If you're scanning
in images for use in a Word file, always scale to roughly the
size you'll want them in the final document at the scanning
stage. Word drawing objects and clip art will look OK when
enlarged. This is because they are vectors and not bitmaps.

Graphics and Diagrams

Pictures sometimes disappear mysteriously! If so, it's

often because it was anchored to a text paragraph which you
have deleted. Click the Show/hide tool so that anchors are
visible, then move the anchor elsewhere before deleting text.

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 Sheffield Hallam University, Corporate Information Systems

The Draw menu

 Click the Draw button at the left of the drawing toolbar. The
Draw menu will pop up. You mainly use this in order to
define how drawing objects are placed in relation to one
another. You can also rotate objects (including bitmaps) from
here.
When you click Set AutoShape Defaults in the Draw
menu, the settings for all drawing objects from now
on will reflect the formatting of the object currently
selected. You may not have expected this.
Much of what you can do from the Draw menu can
also be done with the right mouse button.

Aligning objects
Proper alignment between objects makes all the difference between
amateurish and professional-looking presentation.
 Select the objects you want to align (page 17).
 From the Draw menu, select Align or Distribute.
 Make your alignment choices from the menu which appears.
Using a grid helps you to align objects as you create them:
 From the Draw menu, select Grid.
The Snap to Grid Dialog Box will appear. Make sure that the
horizontal and vertical spacing is set up appropriately for your
purposes. New objects will snap automatically to the grid;
existing objects will snap as soon as you move them. If you're
making fine adjustments to an object's position, switch off
Snap to grid from here by default, it's switched on.

Ordering objects
You'll often need to change the order of one object in relation to
another for example, put a text box on top of a shape or picture.
 Select the object whose order you want to change.
 From the Draw menu, select Order.
 Make your choices from the menu which appears.

Grouping objects
Once you've got your graphic objects correctly positioned in relation
to one another, group them so that you can't accidentally destroy this
relationship, and can move, resize etc. as one object.
 Select the objects you want to group (page 17).
 From the Draw menu, select Group.
 You'll need to ungroup if you want to modify one object
within the group, without affecting any others.

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 Sheffield Hallam University, Corporate Information Systems

The Picture toolbar

The picture toolbar gives you quick access to some basic tools for
adjusting bitmap images, and also for controlling text wrap around
either a bitmap or a drawing object.
The toolbar will usually appear automatically on the screen when
you select a bitmap picture. If it doesn't, or if
you want it available to set text wrap around a
drawing object:
 From the View menu, select Toolbars, then Picture.
 Run the cursor slowly over the buttons to see the Tool Tips
telling you what each one is for. Notice that you can Insert
Picture from here rather than using the Insert menu. Image
Control lets you convert a colour image to greyscale or just
black and white; or use an image as a watermark. You can
also make adjustments to the brightness and contrast of an
image from the Picture toolbar, although you have more
control and may find it quicker to do so from the object's
Format box (page 20). This can be reached either from
Format Object in the picture toolbar, or with the right
mouse button.

Cropping bitmaps
It's far better to crop substantial amounts from
bitmaps before inserting them in your Word file.
When you crop in Word, all the cropped area remains stored with
your image, making your file unnecessarily large. If you're scanning,
crop at that stage; otherwise use software like Photoshop or
Paintshop Pro to crop and resave your picture before bringing it into
Word. If you're just wanting to tidy up by taking thin slivers off sides
of a picture, cropping in Word is fine the discarded edges won't add
much to the file size.
 Select the bitmap you want to crop.
 In the Picture toolbar select the Crop tool.
 Move the mouse towards the edge that you want to crop. When
the cursor changes to the crop shape as illustrated, click and
drag. If you've cropped too much, drag outwards again.
You can't crop Word drawing objects.
If you want to create the same effect on a complex object or
group of objects, create white rectangles with no outline and
place these over the parts of the image you want to obscure.
Then group these with the image so they stay in place.

Graphics and Diagrams

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 Sheffield Hallam University, Corporate Information Systems

Wrapping text round graphics

Control over how the text runs round a picture is essential when
handling graphics. What Word gives you when you first insert a
picture or create a drawing object is often not what you desire.
 Select the graphic you want to wrap text around.
 In the Picture toolbar (page 19) select Text Wrapping.
 Select the type of wrapping you want from the popup menu.
Choose None if you want your image to appear behind the
text. (It can also be useful to prevent bulleted points going
wrong when wrapped round a picture. If this happens, in
combination with wrap set to None, set indents from the ruler
bar so text is the correct distance from the picture.)
1. At first, the wrap
shape will be
rectangular. Drag
the corner nodes to
change the shape.
2. Click and drag
anywhere on the
wrap outline to
create more nodes.
It takes a while to
get the knack!

change the shape of the

 Edit Wrap Points lets you
wraparound area. In
this paragraph wrap
points have been
edited so that text
wraps just round the
butterfly, which is on a
white background
area in a bitmap. Notice
how wraparound can
make the text hard to
follow you don't know whether to read across or in columns.
You'll often want to adjust the distance between text
and the graphic it runs around to do this, you need
to change settings from the object's formatting box.

Changing properties from the formatting box

 Click on the graphic with the right mouse button; or select,
then click Format Object/Picture in the Picture toolbar.
Word 2000: the arrangement of
the Format Picture box is
changed. Layout replaces the
Wrapping tab: click Advanced to
set Distance from Text and for
further wrapping options.

A popup menu will appear. Select the bottom option, which will be
Format Picture, Autoshape, or Text Box, depending on the type
of object currently selected. A tab box will open, giving you access
to the full range of formatting commands. You can make almost all
formatting adjustments from here instead of the toolbars if you wish.
 To control the distance between a graphic and text
running round it: click the Wrapping tab, then set
Distance from Text.
 To control the internal margins in a text box: click the
Text Box tab, and set from there.
 If you can't wrap text round an object: click the
Position tab, and make sure Float over Text is
checked. You're likely to need to do this if you've
brought a file containing graphics in frames from an
earlier version of Word into Word 97.

20

Graphics and Diagrams

 Sheffield Hallam University, Corporate Information Systems

Copying and pasting graphics and charts

When you paste graphics into Word, you have the
choice between Paste and Paste Special. Paste
Special gives you control over the format which the
graphic is pasted in. Using the Paste button on the toolbar
doesn't give you this control you must select Paste
Special from the Edit menu.
If you're simply pasting Word drawing objects to make copies of boxes,
captions, etc., it's fine just to use the Paste button. It's when you're
pasting graphics from other software that the choices matter. You won't
find any entries under Paste in Word's online help index. This is a pity,
because Paste Special needs some explaining!
Try following these instructions to copy and paste a graphic from
software like CorelDraw or Paintshop Pro, or a chart from Excel:
 In the source software, select and copy your graphic.
 Switch to Word. From the Edit menu, select Paste Special.
The Paste Special dialog box will open. The choices
available to you will depend on the source software
and the kind of object you're pasting.
 Leave Float Over Text on if you want to
control text wrap.
 Click on each format option and read the Result
box at the bottom of the window.
Unless you understand how Object Linking and Embedding (OLE)
works, it's best to avoid using the Graphic Object option. Ignore
warnings that Word 97may give you about bitmap formats creating
large files - bitmaps are compressed automatically. If you simply want
to display an image within your file, not to edit it, pasting as bitmap
may be more reliable than pasting as picture. Experiment!

To link or not to link...

A final graphics
warning!
The author has
encountered more than
one occasion when a Word
97 file containing bitmaps
has suddenly "blipped". All
the bitmaps have been
replaced with a red cross,
and can't be retrieved. This
is a horrible shock. Be very
careful to make regular
backups of important files,
and hold on to your original
image files just in case.

Graphics and Diagrams

When you paste special a graphic into Word, sometimes you get
the option to link and sometimes you don't. You always get the link
option when you insert a picture into a Word file (page 14).
Saving with the document (without linking) is the default. Because
Word automatically uses a compressed format for saving pictures,
your file size will stay compact. But do also keep your original image
files if you may want to use them in other contexts at maximum
quality.
If you Link, any changes to your original will be carried through into
the document, but if you don't also Save with document the original
must be available at the specified location for Word to link to. If
you're using Word to produce Web pages, linking your .jpg or .gif
files will give you a much better results than if you save with the
document and don't link.

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 Sheffield Hallam University, Corporate Information Systems

Symbols and special characters

Warning:
With some symbols, most
especially if you don't stick
to TrueType fonts, what
you see on screen may not
be what you get from the
printer.

Word gives you access to a wide range of symbols and special

characters, including maths symbols, accented letters, and bullets.

Inserting symbols and special characters

 Click at the point in the text where you want the symbol.
 Click on Insert in the Menu Bar, then on Symbol. The
Symbol Dialog Box will appear.
 Use the arrow by the Font box to select Normal Text if
you want accented letters. If you want symbols,
WingDings offers a popular range. Click the Special
Characters tab if you want copyright symbols etc.
 Hold down the mouse button while you run the
cursor over the characters to see them in enlarged view.
When the one you want is selected, click on Insert.

Choosing your own symbol for bulleted points

 If you've already typed the text you want bulleted, select it.
 Click the right mouse button (or the Format menu), then
select Bullets and Numbering.
 Click the Customise button, then the Bullet button.
 Choose Wingdings or another suitable font and select your
symbol.
 Change indent position settings if required (watch the
preview window), and OK.
 Your choice of bullet will remain in force until you change it
again in the same way.

Setting up shortcuts for commonly used symbols

If you constantly want to use the same symbols or special characters,
assigning keyboard shortcuts will speed things up.
 Choose the symbol or character as described above.
 In the Symbol box, click on the Shortcut key. The Customise
Keyboard dialog box will appear.

Word has shortcuts already

assigned to some characters and
actions. It does no harm to
reassign them however you want!

22

 Press the keystroke combination you want to use as a shortcut.

This will appear in the Press New Shortcut Key box. If
you change your mind, close the box without assigning.
 Click the Assign button when youre satisfied, then close the
Customise Keyboard and Symbol boxes. You can now use
your shortcut whenever you want.

Symbols and special characters

 Sheffield Hallam University, Corporate Information Systems

Working in foreign languages

The previous page explained how to access the accented letters and
special characters which you are most likely to need when working
in another European language. But even if you set up keyboard
shortcuts, this is a fairly slow way of typing more than a few
paragraphs.
It's much quicker if you have a dictionary in the appropriate language
installed into Word 97. This means that you can forget about accents
when you're typing in, then set language to what you want, and run a
spellcheck to generate a correct version, including accented
characters. If you're working on your own computer, you have to
purchase the supplementary dictionaries required as extras. In the
online help index, look up Languages, Dictionaries to find out more
about this.
On SHU's computers, supplementary dictionaries for French,
Spanish, German and Italian are available.
1. Select the block of text which you want a foreign language
spellcheck applied to. If you want it applied to the whole
document, from the Edit menu choose Select All.
2. From the Tools menu, select Language, then Set Language.

On SHU's computers,
just click OK when you
see this. You can't use a
grammar check, but you
can spellcheck in the
available languages.

You will see that there are many languages in the list a full list of
what it's possible to purchase is displayed, even though none or only
some of them may be installed on the computer.
3. At SHU, select the standard version of French, German,
Italian, Spanish from the picklist of languages, and the
appropriate dictionary will become available.
4. Type in your text without worrying about accents, then use the
spellcheck to correct it Word Getting Started, page 10.
Just OK when you get a warning message all it means is that
you can only have a spellcheck, not a grammar check.
5. Reset the language to English (British) if you want to return to
using an English spellcheck.
In general, working in foreign languages isn't as
easy as you might hope! Keyboard layouts are
language-specific, and for "non-Latin" languages you need a
different typeface font containing the required character set.
If the language reads from right to left, you also need special
software versions to handle this.
If you want to find more about setting up your own
computer to work in another language: in Word online
help, look up language, then multi-language support. Note
that Word 2000 offers greatly extended foreign language
capabilities over Word 97.

Working in foreign languages

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 Sheffield Hallam University, Corporate Information Systems

Converting files from other software

cant just bring along a file created in other

You
software and hope it will open in Word. You must
know what software the file was created in, and
check that Word is capable of converting it.

If a converter isn't available, any document can be

saved as text only from the software it was created
in. Formatting will be lost, but all your words will be there.

Different setups:
In the standard Word setup, converters are only supplied for previous versions of Word;
Wordperfect; and Works. If you want to convert from or to any other format on your own
computer, you need to install supplementary converters. These can be obtained free of charge
from the Microsoft Web site.
At SHU, we have installed a wide range of supplementary file converters to cater for most word
processing software that students are likely to have installed on their own PCs or Macs.
Converting from Amigas, Ataris, BBCs etc. isn't possible.

To open a file created in different software:

 Click Open in the toolbar or file menu.
 The Open File Dialog Box will appear.
 Click on the arrow by the List Files of Type box,
and select All Files (*.*). All the files on your disk
will now be listed, not just Word document files.
 Highlight the file name, and OK.
If Word immediately recognises your file format, it will open straight
away. If not, the Convert File Dialog Box will appear.
 Select the file format you want, and OK.
If youre converting a plain text file, you will need to make the
bewildering choice between Text only, MS-DOS text, and Unicode text.
Try the different options and see which works best.

1. Find two consecutive paragraph

endings. Replace with marker text.

2. Now replace all paragraph

endings with nothing at all..

3. Finally, replace your marker text

with paragraph endings.

24

You may need to "tidy up" imported text files. You will often find a
paragraph ending on every line, which will result in unwanted line
breaks. In the Toolbar, click on the Show/Hide button to display
paragraph markers and see if this has happened. If you like being
ingenious, you can devise a set of Replace routines to solve problems
like this. In the Replace dialog box, click on the Special button if
you want to search and replace formatting characters like paragraph
markers. The example illustrated works only if the typist followed
the usual practice of pressing enter twice between paragraphs.
This is the sort of procedure that can be stored as a
macro for future use. Not all macros are malicious viruses
they're a great way of storing a sequence of instructions you
may want to use again in future. Look up macro, creating in
Word Index help.

Converting files from other software

 Sheffield Hallam University, Corporate Information Systems

Using Word 97's web tools

Word 2000 has much

more sophisticated Web
page "bells and whistles"
than Word 97. The Web
page Wizard is still a good
starting-point for creating
Web pages, but its extra
sophistications might
make it more difficult for
novices to use!

These are only some very brief pointers to introduce you to Word's
Web authoring capabilities. For comprehensive information:
 In the Help Contents, select Creating and Working with
Web pages.

Creating a document as a Web page

 From the File menu, select New. Click the Web Pages tab,
then choose the Web page Wizard.
Working with the Wizard, you can select from a variety of layout
templates experiment, but note that some of the templates,
especially forms, may take a surprisingly long time to load.
 Once you've made your layout and style choices, type in
your own text to replace what's in the template, and alter
the formatting as you want. You'll notice some changes in
the toolbar when you're using aWeb template. With many
layouts, you'll see that you're working with tables.
 Always use the Web Page Preview (available from the
File menu) to check your layout. You'll find that some
A Wizard layout template - simple layout,
formatting changes, for instance to table cell height and
using festive style.
width, may not take effect as you expect.
Documents based on a Web template will automatically be saved to
html format.

Saving existing documents in html format

Column layout with text box before and

after saving as HTML.

 From the File menu, select Save as HTML.

This usually works well with simple text and with tables, but text
boxes and column layouts won't be honoured. You can often use
a table layout instead to create almost the same effects.

If you've used fonts other than Times and Arial typefaces, you
may get unsatisfactory results when these standard fonts are
substituted in html for the ones you had chosen. Standard type
sizes will also be substituted for your choices. If your file
contains graphics, you may get an unacceptable loss of quality by
saving as html. You'll get better results if your document is created
from scratch as a Web page; or if you have linked your images to the
Word file rather than saving them in the document. (See page 21.)

Using Word's web tools

After you've been using Word's web tools, you

may find that the Web toolbar gets in the way of
the standard toolbar. If so, click and drag on the left
edge of the web toolbar. It will then become a floating
toolbar, which you can position anywhere on screen. Click
the X button top right of the toolbar if you want to close it.

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 Sheffield Hallam University, Corporate Information Systems

Using Mail Merge

If you have never
used a database, you are
likely to find MailMerge
difficult to understand.
The companion document
Access: Getting Started
includes an introduction to
basic concepts.

Mail Merge lets you take data from a table organised as a database in
fields and records, and merge this at specified points in a document.
You can use this feature to print out personalised copies of a standard
letter; or to generate labels.
You can use existing data kept in a Word table, an Access database
table, or an Excel spreadsheet, as the data source for your mail
merge. Or, set up the data from scratch when you run Mail Merge.
Before using Mail Merge, look at the on-line help available.
 From the Help menu, select Contents, then scroll down the
list to find Assembling Documents with Mail Merge.
Once you're prepared:
 From the Tools menu, select Mail Merge.
The Mail Merge Helper will appear.
 Dont be confused by the Helpers use of the word
create. You may have already prepared your main document
text and/or your data source, but you must still work through
each step. Click create, then choose what type of mailmerge
you want form letters, labels, envelopes, catalog.
 You'll then be asked whether to use the active document
window or open a new one for the main document. If you're
creating a form letter, the main document needs to contain the
letter text; if you're creating labels, use a blank document.
 Now click on Get Data. If you've already created a table
containing the data, choose Open Source; otherwise select
Create Data Source.
 If you're creating Labels: Once your data is ready, an extra
Setup button will appear in the Helper next to Main
document. Click on this and choose the correct label type and
size.
 At the top of the screen, you'll see the Mail Merge toolbar.

A form letter might look

something like this when you
have merged fields.

26

 Click Insert Merge Field, then select the fields you want to
use in the mailmerge. Add spaces, paragraph returns etc. as
required between the fields. If you're creating labels, you'll see
the field information repeated for each one.
 Select the field names and format as you require.
 To view your data: click the View merged data button, and
use the video controls on the toolbar.
 When you're ready to print: in the Mailmerge toolbar, click the
Merge to Printer button.
The Mailmerge toolbar won't switch itself off
automatically do so from the View menu.

Using Mail Merge

 Sheffield Hallam University, Corporate Information Systems

References and Further Reading

There are three main companion documents to this one:
Windows NT/95: Getting Started (GS1) 30p
Word 97: Getting Started (GS2) 60p
Graphics Handling: Getting Started (GS30) 30p
Excel 97: Getting Started (GS3) and Access 97: Getting Started
(GS22) (both 60p) may also be helpful if you want to move data
between Word tables, spreadsheets and databases.
These and other useful documents can be purchased from CIS
Student Reception on the 4th Floor of the Atrium, or from the
computing Help Desks at Collegiate Crescent and Psalter Lane.

If you've understood how to use the features described here, you

should be able to learn for yourself from online help about Word 97's
other capabilities which haven't been covered. Features which you
may want to investigate include:
 Outline view: helpful for writing documents which are clearly
structured with headings, sub-headings, sub-sub headings etc.
 Cross-referencing, bookmarks and hyperlinking: let you jump
quickly from one part of a document to another; or to and
from a different document.
 Reviewing features: where a draft document needs to go to a
number of readers for comment, readers can add comments
which appear in pop-up boxes to assist online editing.
 Captions: provide the capability to automatically add Fig 1,
Fig 2 etc. numbering to diagrams.
 Autosummarise: possibly of more interest for amusement
value than anything else!

References

27

 Sheffield Hallam University, Corporate Information Systems

Index
Access using data from
8
Alignment
G9
Arrows
15
Borders
G18
Boxed text
G18
Bulleted points
G16,A22
Character formatting
G9
Closing a file
G5
Column layout
G17,A3
Contents, Table of
12
Converting files
G5,A24
Copying text
G8
Creating a new file
G4
Cutting & pasting
G8
Deleting text
G7,8
Diagrams
14-16
Draft printout
G21
Drawing Toolbar
15
Endnotes
10
Excel using data from
8
File names
G4
File size
G22
Files, opening
G5
Finding (locating) text
G12
Fonts
G9
Footers
11
Footnotes
10
Foreign Languages
23
Format Painter
G19
Grammar check
G10
Graphics
14-21
Graphics, moving & resizing
17
Graphics, cropping
19
Graphics, text wrapping
20
Headers
11
Headings
G16,19
Help
G3
HTML
26
Hyphenation
G10
Importing graphics
17
Indents
G15,16
Justification
G9
Leaving Word
G5
Line spacing
G16
Lines, creating
G18,A15
Mail Merge
25
Margins, changing
G15
Moving text
G8

28

Normal View
Numbered points
On-line help
Opening a file created in
different software
Page breaks, inserting
Page Layout view
Page Numbering
Paper size, orientation
Paragraph Spacing
Pictures, inserting
Print Preview
Printer setup
Printing
Replacing
Saving files
Sections
Selecting text
Shaded background
Sorting
Special characters
Spell check
Splitting up files
Styles
Symbols
Tabs
Table of Contents
Tables
Templates
Text boxes
Thesaurus
Toolbar
Type size, changing
Type style, changing
Typefaces
Undoing changes
View modes
Watermarks
Web pages, creating
Word Count
Zooming

G6
G16
G3
G5,A24
G17
G6
G17
G14
G16
14
G6,21
G24
G21
G12
G4,5
2
G8
G18
7
22
G10
G22
G19
22
9
12
4-8
13
16
G10
G2
G9
G9
G9
G11
G6
19
26
G10
G6

Page numbers prefixed with the letter G

refer to Word 97: Getting Started.
Where there are references in both
documents to the same topic, the prefix
A refers to this one.

Index