Reproduced or adapted from original content provided under Creative Commons license by The University of Queensland Library

Word 2016 Intermediate: Forms, Mail Merge and Templates

Course objectives:

• Design, Create and Protect a form • Create and edit form letters • Perform a mail merge with a selected data source • Create templates to provide standard documentation

Student Training and Support

Phone (07) 334 64312 Email askus@library.uq.edu.au Web http://www.library.uq.edu.au/library-services/training

Service Points

St Lucia: Main desk of the SSAH, ARMUS and DHESL libraries Hospitals: Main desk of the PACE, Herston and Mater libraries Gatton: Level 2, UQ Gatton Library

Staff Training and Support

Phone (07) 3365 2666 Email staffdev@uq.edu.au Web http://www.uq.edu.au/staffdevelopment Staff may contact their trainer with enquiries and feedback related to training content. Please contact Staff Development for booking enquiries or your local I.T. support for general technical enquiries.

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Table of Contents

Forms .......................................................................................................................................... 3 Tips for creating new forms .............................................................................. 3 Add the Developer tab to ribbon ....................................................................... 5 Creating a new form ......................................................................................... 6 Protect a form .................................................................................................. 8 Modify a form ................................................................................................... 9

Mail Merge ................................................................................................................................ 10 Mail merge using letters ................................................................................. 10 Mail merge using email .................................................................................. 14

Creating Labels ........................................................................................................................ 19 Create a labels template ................................................................................ 19 Create Labels using Mail merge ..................................................................... 21

Templates ................................................................................................................................. 26 Modify an existing document using building blocks ...................................... 26 Save as a template ...................................................................................... 31 Open a document based on the template ..................................................... 31 Open and modify the template ..................................................................... 31

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Forms

Tips for creating new forms A form is a document with spaces (also named fields or placeholders) in which to write or select, for a series of documents with similar contents. When creating a new form, it is easier and quicker if you have a plan. Having a good idea about what you want the form to look like and what fields and properties you require will make the creation process much easier.

• Draw a sketch of the form on paper to have an idea of the final look

• Include field names and possibly their

properties as well

• Consider using tables to help lay out the form in Word

• Insert the relevant controls

• Fill in required properties

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• Test the form to ensure accuracy

• Protect the form by using editing restrictions when complete

• Do NOT forget the password if you choose to set one

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Add the Developer tab to ribbon A form contains fields and tools that control the location and type of content that is entered in the document. Forms are created to be easily reused or modified. To be able to create a form using the Office 2016, form tools the document must be saved in an Office 2016 format. If the document is opened or saved in Compatibility Mode then only the older Office 2003 form tools will be available.

The Developer tab is needed to be able to modify or create a form in Microsoft Word 2016. It is not visible by default. To view the Developer tab:

1. Click the File tab 2. Click Options at the bottom of the file menu

3. Click Customize Ribbon

4. Under Customize the Ribbon choose Main Tabs 5. Check Developer 6. Click OK at the bottom of the Word Options

dialog box

The developer tab will appear towards the right of the Ribbon

The Controls section contains form fields to use in the word document. The most common fields are:

• Text Box • Combo box • Drop Down list • Date Picker • Legacy Tools

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Creating a new form

1. Open MailMergeLetter.docx and select the Developer Tab

2. Click alongside Date 3. In the Controls group click Date Picker icon 4. Click on Properties 5. Give it the title - Date

6. Select appropriate date format 7. Tick Content control cannot be deleted 8. Click OK

Date Picker

1. Click alongside Name 2. Click Plain Text Content Control 3. Click on Properties > Content control cannot

be deleted

Plain Text Content

1. Click alongside Faculty/Org Unit 2. Click Drop-Down List Content Control 3. Click Properties

Dropdown

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4. Type Faculty/Org Unit in the Title and Tag fields 5. To add items to drop down list, click on Add 6. Type in Education > OK. Add the rest of the

faculties below Engineering ICT Hospitality Media Social Sciences

7. Tick Content control cannot be deleted 8. Click on OK 9. Repeat to enter other content controls alongside:

University: Combo Box Special Dietary Preference: Checkbox Comments: Rich Text

1. Click alongside Gender 2. Click on Legacy Tools > ActiveX controls

>Option Button

3. Select the content control and click on Properties

4. In the Properties dialogue box select the Categorized tab type in

• Caption: Female

• Value: False 5. Close the Properties box 6. Repeat to enter another Option control in the

Gender column. Set

• Caption: Male

• Value: False 7. Deselect Design Mode

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Form Protection Notice that the entire form can still be edited. Not just the fields but all other text. To lock the form so that only form fields can be changed it is necessary to Restrict Editing:

Protect a form

1. Click Restrict Editing in the Protect group on the Developer tab

The Restrict Editing task pane appears on the right hand side of the screen.

2. Check that the Allow only this type of editing in the document checkbox is ticked

3. Check that the option for editing is Filling in forms

4. Click Yes, Start Enforcing Protection button

You will be asked to enter an optional password. If you choose to set a password: carefully note your password in a secure location. Otherwise you will be unable to modify the form in the future.

The form is now locked from unintentional editing and only the form fields can be completed. To re-enable editing on the whole document:

• Press the Stop Protection button at the bottom.

• Enter the password if required

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Modify a form One common requirement when working with forms is to modify an existing form by updating the properties of a field to recognise a change of personnel.

• Open the Training Form document

1. Click on Developer tab 2. Select [--Select a name--] in the From section

Properties are now available on the ribbon

3. Click Properties in the Controls group on the

Developer tab

4. Click Add in the Content Control Properties

dialog box

5. Enter Captain Hook 6. Click on OK

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Entries are displayed as entered. If you require an alphabetised display then you need to move the entries to be in alphabetical order.

7. Select Captain Hook entry 8. Click Move up button until Captain Hook

reaches the top of the list Select other entries and Move Up or Move Down to display order alphabetically

Mail Merge A mail merge is generally used for bulk letter production and is a way of mixing personalized addresses, salutations etc. into a standard letter format. Mail merge is also very useful for the production of mailing labels. For this exercise we will create a mail merge for our invitation.

Mail merge using letters

Open the MailMergeLetter.docx

1. Click the Mailings tab 2. Click the Start Mail Merge tool

3. Choose Step by Step Mail Merge Wizard...

Experienced users may choose to use the ribbon tools rather than the equivalent step-by-step wizard.

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The Mail Merge Task Pane will appear on the right of the screen.

4. Select Letters

5. Click Next: Starting document link at the bottom

6. Select Use the current document

7. Click Next: Select recipients at the bottom of the pane

8. Select Use an existing list 9. Click Browse

An existing list can be in the form of a Word table, Excel spreadsheet or Access database.

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10. Navigate to DataSourceAus.xlsx 11. Click Open

12. Select the Australian Data sheet name 13. Click OK

14. Select Recipients if necessary

Or • Refine Recipients by using Sort, Filter,

Find duplicates, Find recipients or Validate addresses

15. Click Next: Write your letter at the bottom

16. Choose More items… Address block and Greeting line give choices of predefined merge fields

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17. Select each field as required and click Insert

It is necessary to insert all the merge fields required and then close the dialog box to change spacing and positioning of merge fields

18. Click Next: Preview your letters at the bottom

19. Use double arrows to navigate through each recipient to preview their personalised letter

20. Use Exclude this recipient to remove them from the final printout

21. Click Next: Complete the merge at the bottom

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22. Click Print to send the completed merge document to the printer

You are given the choice to print all, the current record only or a particular group when you choose Print

Or • Click Edit individual letters to produce

a new document containing all the newly merged letters

Mail merge using email

Sending information to recipients via email using the mail merge features of Word 2016 is possible if you have a properly configured copy of Microsoft Outlook 2016 installed on your computer. Using individual email addresses the mail merge feature can create and send personalised emails that will be addressed via the To field of the email. It is not possible to add an addressee to the cc field of an email using the mail merge feature.

Open SupaMailMergeLetter.docx

1. Click the Mailings tab 2. Click the Start Mail Merge tool

3. Choose Step by Step Mail Merge Wizard... Experienced users may choose to use the ribbon tools rather than the equivalent step-by-step wizard.

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The Mail Merge Task Pane will appear on the right of the screen.

4. Select E-mail messages

5. Click Next: Starting document link at the bottom

6. Select Use the current document

7. Click Next: Select recipients at the bottom of the pane

8. Select Use an existing list 9. Click Browse

An existing list can be in the form of a Word table, Excel spreadsheet or Access database.

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10. Navigate to DataSourceAus.xlsx 11. Click Open

12. Select the Australian Data sheet name 13. Click OK

14. Select Recipients if necessary

Or • Refine Recipients by using Sort, Filter,

Find duplicates, Find recipients or Validate addresses

15. Click Next: Write your e-mail message at the bottom

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16. Choose More items… Address block and Greeting line give choices of predefined merge fields

17. Select each field as required and click Insert

It is necessary to insert all the merge fields required and then close the dialog box to change spacing and positioning of merge fields

18. Click Next: Preview your e-mail message at the bottom

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19. Use double arrows to navigate through each recipient to preview their personalised letter

20. Use Exclude this recipient to remove them from the final mail out

21. Click Next: Complete the merge at the bottom

22. Click Electronic Mail 23. Confirm the To: field is set to Email 24. Add a Subject Line: Prize Letter 25. Confirm Mail format is set to HTML for best

results. Selecting HTML or Rich Text sends the content as the body of the email message. Sending the message as Plain Text will eliminate all formatting and images from the message. You are given the choice to print all, the current record only or a particular group when you choose Electronic Mail

26. Click OK to send the prize letter email

There is no obvious indication that the merge to email has been successful. Check the Sent Items in your mail system to confirm the letters have been sent.

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Creating Labels We will now create labels for our letter using mail merge. We will first begin by creating a template for the Labels.

Create a labels template

1. Go to the Mailings tab 2. Click Labels in the Create group

The Envelopes and Labels dialog box will open: 3. Click the Options button

You can choose from predefined Label Vendors, and sizes, or you can choose New Label... should you wish to create your own.

4. Click New Label…

5. Type Label name: UQ Labels

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Add the following settings: • Top margin – 0.8cm • Side margin – 0cm • Label height – 3.5cm • Label width – 7cm • Number across – 3 • Number down – 8

Vertical and Horizontal pitch must be completed after all of the above

• Vertical pitch – 3.5cm • Horizontal pitch – 7cm • Page size – A4

6. Click OK

The Label Vendor now changes to Other/Custom and has a product number called UQ Labels.

7. Click OK

8. Click New Document at the bottom of the Envelopes and Labels dialog box

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A blank document with the chosen label outline is opened on screen.

Save the labels as a template 1. Click on the File tab 2. Click Save As 3. In Save as type: select Word Template

4. Browse to a location to save template 5. Enter a document filename 6. Click Save

7. Check the title bar for “.dotx" 8. Close the document

Create Labels using Mail merge Mailing labels can be created using Mail merge in much the same way as a letter. Open a new Blank Document

1. Go to Mailings tab 2. Click Start Mail Merge 3. Click Step by Step Mail Merge

Wizard The Mail Merge Task Pane will appear on the right of the

screen.

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4. Select Labels

5. Click Next: Starting document link at the bottom

6. Select Change document layout 7. Click on Label options…

8. Choose UQ Labels from list of custom labels

9. Click OK

10. Click Next: Select recipients link at the bottom

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11. Click Use an existing list 12. Click Browse to locate the list 13. Navigate to DataSourceAUS.xlsx

14. Select the Australian Data sheet name

15. Click OK

16. Choose Recipients if necessary Or

• Refine Recipients by using Sort, Filter, Find duplicates, Find recipients or Validate addresses

17. Click Next: Arrange your labels link at the bottom

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18. Choose More items… Address block and Greeting line give choices of predefined merge fields.

19. Select each field as required and click Insert

It is necessary to insert all the merge fields required and then close the dialog box to change spacing and positioning of merge fields

20. Close the Insert Merge Field dialog box

21. Arrange the merge fields as necessary

22. Choose Update all labels

All labels within the document will be updated.

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23. Select Next: Preview your labels

24. Navigate through the labels to preview them as necessary

25. Select Next: Complete the merge

26. Click Print to send the completed merge document to the printer

You are given the choice to print all, the current record only or a particular group when you choose Print

Or • Click Edit individual labels to

produce a new document containing all the newly merged labels

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Templates A template is a document type that creates a new copy of itself every time you open it. The icon is a pad of paper: You write on the top sheet, tear it off, and there is a new clean sheet of paper underneath. In Microsoft Word 2016, a template can be a .dotx file (compatible with 2007/2010/2013 or a 2003 compatible .dot file, or a .dotm file (which allows macros).

You usually add text, objects or styles to templates as well as content controls such as a predefined drop-down list or a special logo. One example of a template is the Normal template. Whenever you start a new blank document within Microsoft Word the Normal template is copied. It contains all the default fonts and customisations that determine the basic look of a document. Templates can be created by modifying an existing document or by setting up a new document and then saving the changes as a template.

Modify an existing document using building blocks Open the file Template.docx

Add the following information on the page: • Assignment Topic – Align Center

• Student Name: - Bold

• Student ID: - Bold

• Course Code: - Bold On the second page of the document add the following headings:

• Executive Summary

• Table of Contents

1. Select Executive Summary > Home Tab > Styles > Heading 1

Do the same for the Table of Contents

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Assignment Topic Building Block:

1. Select Assignment Topic > Insert Tab > Text group > Quick Parts

2. Select Save Selection to Quick Part Gallery.

Alternatively, you can use the keyboard shortcut Alt + F3

3. Add the following information:

o Name: Assignment Topic o Gallery: AutoText o Category: Create New Category

> Assignment Topic o Save in: Building Blocks o Options: Insert content in its own

paragraph 4. Click OK

Create Assignment Topic content control:

1. Select Assignment Topic > Developer Tab > controls group > Building block Gallery Content Control

2. Click on Properties

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3. Set the properties as shown in the image 4. Click OK

Student Details: 1. Add your Name and ID next to the

appropriate Labels.

Add an Automatic Date Field 1. Click next to Date 2. Go to the Insert Tab > Text group >

Field

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3. Under Categories choose Date

4. Select the appropriate format 5. Click OK

The date field updates automatically anytime the document is opened

Add Predefined Fields for Course Codes

1. Go to the second page of your document and type the following under Executive Summary

• ICT1234

• BUS5678

• ENG9012 2. Select ICT1234 > Insert Tab > Text

group > Quick Parts 3. Select Save Selection to Quick Part

Gallery Alternatively, you can use the keyboard shortcut Alt + F3

5. Add the following information: o Name: ICT1234 o Gallery: AutoText o Category: Create New Category

> Course Codes o Save in: Building Blocks o Options: Insert content only

6. Click OK Follow the same steps to create building blocks for BUS5678 and ENG9012.

Delete the content from the Executive Summary section when done

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Create Course Code content control: 1. Click next to Course Code > Developer

Tab > controls group > Building block Gallery Content Control

2. Click on Properties

3. Set the properties as shown in the image 4. Click OK

5. Click Design Mode in the Controls group of the Developer tab

6. Change Choose a building block to Course Code

7. Click on the Design Mode again to exit editing

You can now access all your course codes from the Quick Parts icon

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Save as a template

1. Click on the File tab 2. Choose Save As 3. Click on Browse

4. In Save as type: select Word Template

Template types include .dotx (2016/2013/2010/2007 format), .dotm (Macros) and .dot (2003 format)

5. Select a Save location 6. Enter a filename for the document

It is worthwhile including the word “Template”

7. Click Save 8. Close the document

Open a document based on the template

1. Go to My Computer 2. Locate the template 3. Double-click the template

A copy of the template will open as a new document

Open and modify the template

To open and modify the actual template you must open the template differently. Within Word:

1. Choose File tab 2. Click Open > Browse

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3. Locate and select the template file 4. Click Open

Do NOT double click or you will open a new document based on the template.

5. Make changes as necessary 6. Click Save on File Tab

Or In windows explorer

• Right mouse click the template icon • Click Open

Do NOT double click or you will open a new document based on the template.