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CS 161 Laboratory Exercise 7

Word Processor Produc t iv i ty Tools: document revis ions and m ail merge

In this session you will revise a document and then will produce a mass letter using mail merge. When youare done with both parts of the assignment please show your documents to the TAs and then upload therequired files to Blackboard Learn (see: What to Submitsection at the end of this document).

Software needed

For this lab you will need to use:

Microsoft Word 2010. To find Word 2010 in the lab machines go to the Start Menu, selectAll

Programs, then selectMicrosoft Office, and thenMicrosoft Word 2010:

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Set t ing up and dow nloading the f i les n eeded for this assignm ent

Create a folder on the desktop:

1) Right-click anywhere on the desktop

2)

From the pop-up menu, pickNew

and thenFolder

3) Name your folder CS161_Lab7

For this assignment you will need the following files which you should download from Bb Learn and save

them in the CS161_Lab7 folder:

w03hc1tulip.docx

tulip.xml

w04p1theatre.docx

w04p1patrons.xlsx

Document Revis ions and Research Papers

See attached document: collaborationAndResearch.pdf

Mail Merge

See attached document: MailMerge.pdf

What to submi t

When you are done with this lab and you have shown your work to the TA, upload the final versions of

w03hc1tulip.docx, andw04plticketletter.docxw and04plmoonletter.docx to

Learn and submit your lab.

http://localhost/var/www/apps/conversion/tmp/scratch_5/collaborationAndResearch.pdfhttp://localhost/var/www/apps/conversion/tmp/scratch_5/collaborationAndResearch.pdfhttp://localhost/var/www/apps/conversion/tmp/scratch_5/MailMerge.pdfhttp://localhost/var/www/apps/conversion/tmp/scratch_5/MailMerge.pdfhttp://localhost/var/www/apps/conversion/tmp/scratch_5/MailMerge.pdfhttp://localhost/var/www/apps/conversion/tmp/scratch_5/collaborationAndResearch.pdf

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ouare a member of the Horticulture Society and have been

asked

to

assist in the development

of

information packets

about a variety

of

flowers and plants. A report about tulips

has been started and you are responsible for completing the

document

so

that it is ready for the fall meeting. ou know of

many features

in

Word that you can use to finish and present

an

easy-to-follow report.

Track Revisions

The document you

receive

has a

few

comments and shows the last

few

changes by the author.

You will

accept or reject the changes, and

then make a few of your own.

You

will turn on track changes to dif-

ferentiate between your changes and the author s.

a. Open w03cltulip and

save it

as w03cltulip_Lastname

Firstname.

b. Scroll through the document

and

review the comment .

Return to the third page

and

reject the insertion

of

a

sentence

about

squirrels.

c. Accept all other tracked changes

in

the document. Keep

all comments.

d. Change all headings

that

use Heading 3 style so they use

Heading

I style,

as

per the comment left by the

author

e.

Click inside the author s comment,

and

then insert a new

comment. In the new comment, type a message indicating

you have made the style replacement. This new comment

will

display

l

after your name in the balloon to indicate

it

is

a response

to

the previous comment.

redit Sources

You

are now ready to add the citations

for

resources that the author

used when assembling this report. The author sent some source cita-

tions

as

an external

file

and she typed some of the source informa-

tion at the end of the document.

She

did not format it appropriately

for use as a citation, nor did she insert citations in the appropriate

places in the document

as

a footnote or endnote.

a. Use the Source Manager

tool

to open the file tulips.xml

and then

copy the citations into the current list for this

document.

b. Scroll to the

end of

the document to view a list

of

sources.

Use the Source Manager

tool

to create new citations for

each source. After you create the citations, delete the

Sources paragraph heading

and

each source below it.

c. Modify the source from the Gardenersnet Web site to

indicate the information was retrieved

on

June

7

2012.

Modify the source only

in

your current list.

d. Create a bibliography using MLA style

on

a separate page

at the

end of

the document.

e.

Insert an endnote

on

page 3, at the

end

of

the third

paragraph in the

Planting

section, which ends with

made

by

the planter. Type the following for the endnote:

Swezey,

Lauren

Bonar, A Westerner s Guide to Tulips

(Sunset,

October

1999). Change the

number

format for

endnotes

to I

2, 3 in the Footnotes dialog box launcher.

Figure References

The graphics in the document are quite informative, and you want

to

add descriptive captions to them and to list them on a reference

page.

a. Select the tulip picture

on

the left side of

the

first row,

and then

assign the following caption below the photo:

Figure

I

Angelique.

b. Assign captions to the remaining tulip photos

on that

page using informat ion in the comments fields. Delete

the comments after you create the captions.

c.

Assign the caption

Planting

Depth

Guide to the graphic

titled Planting Guide

at

a Glance.

d. Create a blank page following the cover page,

and then

insert a table

of

figures, using the Distinctive format.

Type Table of Figures at the top,

and then

format with

the

Heading

I style.

Finish with Table

o

ontents and Index

To

put the finishing touches on your document, you add a table of

contents and an index. The document

is

short, but you decide to

include both because they demonstrate a higher

level

of profession-

alism in your work.

a.

Automatically generate a table

of

contents and display it

on

a page between the cover page and the table

of

figures.

b.

Mark

the following words as index entries:

Holland

perennials deadheading soil store. Create

an

index cross-

reference

entry

using the word

storage

in

the index

to

indicate where the word store

is

used in the document.

c.

Add

an

index

to

the

end of

the document. Use the

Classic

index

format. Format the Index title using the

Heading

I style.

d. Find the sentence

See the depth chart in Figure 6

which

displays

in

the third paragraph in the Planting section.

Before the per iod

and

following the

number

6 add

the

following text: on page . Then insert a cross reference to

Figure

6.

I f

correct, it informs the reader that the graphic

is

found

on

page

5.

e.

Display a page

number

in the footer

of

the document

using Accent

Bar

4 format. Start numbering on the page

that

contains the Table

of

Contents. Also, in the left side

of the footer, display the text

Compiled by your name

but

use your first

and

last name.

f. Update all tables to reflect any changes made

throughout

this project.

g. Save

and dose

the file,

and

submit based on your

instructor s directions.

Capstone Exercise

Word

2 1

Collaboration and Research

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Mail Merge

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TROUBLESHOOTING If

yo

u find it difficu lt to determ

in

e where to place the curso

r

click

Show/H

de

iJ) on the

Home

tab to display formatting marks such as spaces .

Move the insertion point to the end

of

the last sentence

of

the second paragraph just before

the ending period. Click

Insert

Merge Field arrow and then click Date.

e.

Click Preview Results.

To

correct the extra spacing around the address block complete these steps:

Select the three lines that make up the address block.

Click the Page Layout tab .

Click the Spacing After

arrow

in the Paragraph group until 0

pt

displays .

f.

Finish the merge by completing these steps:

Click the Mailings tab click Finish Merge and then click Edit Individual Documents.

Click From type 1 in the first bo

x,

type 34 in the second bo

x,

and then click OK. There were four

records at the end of the

lis

t that did not contain addresses. You do not want to print those letters.

Save the new document as w04plticketletter_LastnameFirstname. Close the file.

g. Select w04p1 heatre_LastnameFirstname and then save it as w04p 1 heatre2_LastnameFirstname.

h. Filter the recipient list in preparation for creating letters to patrons attending the January production

by completing the following steps:

Click the Mailings tab if necessary and then click Edit Recipient List to display the Mail

Merge Recipients dialog bo

x.

Click Filter to display the Filter and Sort dialog box. Click the Filte r Records tab if necessary.

Click the Field

arrow

and then click Show.

Click the

Comparison arrow and then click Contains.

Type Moon in the Compare to box and then click OK.

Click OK again to close the Mail Merge Recipients dialog box.

i

Click Last Record to determine how many pages yo ur m erge will create. If the filter is set correctly

ur merge w

ill

create 12 lette

rs.

J Click Finish Merge click Edit Individual Docume nts click All and then click OK.

k.

Save the new

docum

e

nt

as w04plmoonletter_LastnameFirstname . Compare your letter to

Figure 4.35 and then close the document.

I Save and close all documents, and submit based on your instructor

s

directions.