Word Chapter 4 - Document productivity Flashcards
Insert a table
Tables represent a very powerful capability within Word and are used to organize a variety of data in documents. Tables are made up of rows and columns; the intersection of a row and column is called a cell. You can insert additional rows and columns if you need to add more data to a table, or you can delete a row or column if you no longer need data in the respective row or column. Individual cells can be merged to create a larger cell. Conversely, you can split a single cell into multiple cells. The rows in a table can be different heights and/or each column can be a different width.
Format a table
Each cell in a table is formatted independently and may contain text, numbers, and/or graphics. To enhance readability of table data, you can apply a predefined style, which Word provides, or use Borders and Shading tools to add color and enhance it. Furthermore, you can align table data—at the left margin, at the right margin, or centered between the margins. You also can change the text direction within a cell.
Sort and apply formulas to table data
You can sort the rows in a table to display the data in ascending or descending sequence, according to the values in one or more columns in the table. Sorting is accomplished by selecting the rows within the table that are to be sorted, and then executing the Sort command on the Layout tab. Calculations can be performed within a table using the Formula command in the same tab.
Convert text to a table
If you have a list of tabulated items that would be easier to manipulate in a table, you can use the Convert Text to Table command. The command also works in reverse, enabling you to remove data from a table and format it as tabulated text.
Select a main document
The mail merge process uses two files as input, a main document and a data source; by merging these two files, you can create a set of individualized letters, envelopes, e-mails, or other documents. The main document, also known as a source or starting document, contains the information that stays the same for all recipients. A wizard makes a process easier by asking a series of questions, and then creating a template based on your answers. If you want to create individual envelopes or a sheet of mailing labels, which are not part of a mail merge process, the Create group on the Mailings tab includes commands that you use to select the correct settings.
Select or create recipients
A recipient list, sometimes called a data source, contains individual pieces of data known as fields. Common fields in a data source include first name, last name, street, city, state, ZIP code, phone number, and e-mail address. You can sort or filter the recipient list to specify criteria for including records that meet certain conditions during the merge process. The Sort Records tab enables you to specify up to three levels for sorting records. You can also use Excel spreadsheets or Access databases or queries as source data for a mail merge.
Insert merge fields
When you write your letter or set up your e-mail in preparation for a mail merge, you insert a merge field in the main document. The merge field is a placeholder that specifies where information from the data source will display in the main document. The merge fields display in the main document within angle brackets. Because it corresponds with a field in the data source, matching the two fields guarantees that the right data will be inserted into the main document when you complete the merge.
Merge a main document and a data source
The merge process examines each record in the data source, and when a match is found, it replaces the merge field in the main document with the information from the data source. A copy of the main document is created for each record in the data source, thus creating individual form letters.
