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    Advanced Guide to MS Word v6-2000

Footnotes and Endnotes: Section I

Footnotes and endnotes explain, clarify, or provide reference to text within your document. The footnote or endnote consists of two linked parts - the note reference mark and the corresponding note text. When you add, delete, or move notes that are automatically numbered, MS Word renumbers the note reference marks. You can add note text of any length and format note text just as you would any other text. 

Working with Footnotes:
To begin working with footnotes, simply click where you would like to insert the note reference mark.

  • Choose Insert from the toolbar, and click Footnote.

  • The following screen appears, select the appropriate option: 

A footnote pane will appear, and the text can be entered. Once finished with the footnote, click in the document to continue typing.

Viewing Footnotes and Endnotes:

  1. From the Tools menu, click Options and then click the View tab. 

  2. Select the Screen Tips check box 

  3. In the document, rest the pointer on the note reference mark. The note text appears above the mark. 

  4. To scroll through all footnotes or endnotes in the note pane, click Footnotes on the View menu, and then click All Footnotes or All Endnotes. 


Moving, Copying, or Deleting Footnotes and Endnotes:
When you want to move, copy, or delete a note, you work with the note reference mark in the document window, not the text in the note pane. If you move, copy, or delete an automatically numbered note reference mark, MS Word will renumber the notes in the new order.

In the document, select the reference mark of the note you would like to move or copy.

  • To move the note reference mark, simply drag it to its new location.

  • To copy the reference mark, hold down CTRL, and then drag the mark to the new location. Word will renumber the notes in the new order.

  • To delete, select the reference mark within the document, and press the delete key. To delete all automatically numbered footnotes or endnotes, click Replace from the Edit menu. On the Replace tab, click More, select Special, and then choose Endnote or Footnote mark. Make sure that the Replace with box is empty, and then click All. You will not be able to delete all custom footnote reference marks at one time.


Referring to the Same Footnote or Endnote More than Once:

  1. Click in the document where you want the reference located. 

  2. On the Insert menu, click Cross-reference.

  3. In the Reference type box, click Footnote or Endnote. 

  4. In the For which box, click the note to which you want to refer. 

  5. In the Insert reference to box, click Footnote or Endnote number 

  6. Click Insert, and then select Close. 

The new numbers that Word inserts are actually cross-references to the original reference mark. Again, Word will update the cross-reference numbers if they are automatically numbered.

Converting Footnotes to Endnotes

  1. On the View menu, click Footnotes. 

  2. In the note pane, click All Footnotes or All Endnotes, and then select the notes you want to convert. 

  3. Point to the selected notes, and then right-click with your mouse. 

  4. Click the appropriate Convert option from the shortcut menu. 

To convert all notes perform step 1. Then choose Options, and click on Convert. Then choose the option you would like.


Headers and Footers: Section II

Headers and footers are created in the same manner as regular text, with the same options available. However they respond differently, depending on your document layout. If your document is composed of sections you can customize them for each section. To begin working with your headers and footers, select View and choose the header and footer option. The following toolbar appears in your screen:

These icons will be used to navigate through the header and footer sections: 

   Moves between the header and footer
    Shows previous header or footer
    Displays the next footer
  Closes the header and footer toolbar

  1. The default settings bring us to the Header first. Type your name and then press tab. Notice that the tab key will bring you to the center, press tab again and press the date icon. This will automatically insert the current date in the right hand corner. 

  2. Now use the appropriate icon to move to the footer section. 

  3. Press the tab key, we have moved to the center of the page, press the insert page number icon. 

  4. Press the close button to return to the main document. 

Position the cursor in the main document and select Insert, then press Break. Choose the next page section break. This will allow us to explore how this changes in a multi-section document.

If the document is composed in sections there is another option available:

The header section has a different appearance when your document is composed in sections. The default settings are that the headers are the same as the previous section. If that is not the case you can use the same as previous icon to change that setting.

  Same as previous icon will change the default to allow for customization

  1. After the section break has been inserted, return to the header and footer toolbar. 

  2. Use the show next icon to find the header for section

  3. Click on the same as previous icon to change the default setting. Type a title for your document.

  4. Click move to the footer. It will also be same as previous, for this exercise we will leave it that way. 


Create Data Source Form Letters:Section III

To begin a Mail Merge, first select Tools, then Mail Merge. The only option that will be available is Create. Select that option and the following screen appears:

In this exercise we will be using the Form Letter option.

Select Form Letter by moving down with the mouse, and clicking once.  The next screen will prompt you to choose whether you would like to create the document in the active window or new document. Active window will take you to the document you were in when you selected the mail merge option. Select active window and the following options are available:

  • Edit will allow you to start designing the shell for your form letter. No merge fields will be available yet.

  • Get Data will provide four options for potential data sources. We will begin with Create Data Source.

Word then prompts you to construct a data source using some predefined fields. These fields should be adequate for most needs. However, creating a data source in Excel or Access will provide you with the flexibility that you may need. Using external data sources will be covered later in this booklet.

When you double click on the field name, Word will ask you to save the file. Proceed as usual, and again you will be prompted to edit data source or edit the main document. Choose edit data source, and the following Data Form will appear:

Enter five records, use the tab or enter key to navigate through the fields. When the data has been entered press OK. This will return you to the main document in the active window. 

When you have entered the main document, it will have the appearance of a normal Word screen. And you can begin typing as with any other document. When you get to a position in the document that you would like to insert data use the Insert Merge Field icon on the tool bar. Take time to construct a short document now.

The following is a description of each of the functions on the Mail Merge Tool Bar:

  Displays the last record of the data source
  Displays the first record of the data source

  Number of the current record

  Moves to the next record
  Moves to the previous record

  Shows the contents of the records in the merge fields

Once the document has been created, it is time to move to the printing process.  Depending on the needs of the situation there are two printing options to choose from, as displayed on the following screen:

If the data source contains information that is updated regularly, and you need to send the document to new members, the Print command may be the option needed. If this is the first sending of the document you will want to use the Merge to Printer option. This sends all of the records you have created to the printer for printing in the desired format.


External Data Source Mailing Labels: Sec IV

Creating mailing labels can be done in any of the MS Office Suite programs. We will be using MS Access for this section. The process is similar to the Form Letters, but will introduce the use of outside data sources. 

To begin, go back to the Mail Merge option located under Tools on the toolbar. Under Create choose Mailing Labels. You will again need to select the window in which you would like to work. 

Then choose Get Data, we will be opening the Sample1 Access database located on the disk you were given. This will be our first use of an external source of data. This is a sample database available in Access and contains names and addresses, but as discussed earlier could contain virtually anything that you need to make into forms or labels.

You will receive a prompt that the main document needs to be set up: 

At that point you will be prompted for the type of label being used. There are a series of options; most standard labels are available on the drop down boxes.

Once you have chosen the type, you will be prompted to create the labels. This is the same process that was used in creating the form letters, with a slightly different appearance.

After the contents of the labels are created, Word formats them on the page. Press Merge to start the process. You will have thee options in a drop down box. 

New Document: will place the labels in a new document called Labels1. this would be the option of choice if you frequently mail to the individuals contained in the data source
Printer: will perform the same operation as merge to printer did in the form letters.
Email: will send the labels via e-mail if you are connected to the Microsoft Network. This is normally not the case at EMU and it is not recommended.


Linking and Embedding: Section V

The ability to link and embed information in MS Office programs is perhaps one of the most powerful tools available in this suite. Linking an object consists of creating an "active connection" between two existing documents. The document that contains the table or other information that you want to link is called the Source File. The document that will receive the information becomes the Destination File. The active connection allows any changes that are made in the Source File to be reflected in the Destination File automatically. Embedding is similar to linking; however no active link is established. The information becomes part of the Destination file and loses all connection to the Source file. There are two ways to link and embed, we will be covering both.

Linking and Embedding
Click in the document where you want to place the linked or embedded object. From the Insert menu, select Object, and then click on the Create From File tab.

The information will be placed into your document at the point indicated. This process takes a small amount of time so be patient. The table will show as a selected object. To prevent this from happening, deselect the Float over text box.

The second way to accomplish this task is to simply cut and paste from and existing file.

  1. 1. Select the information from the source file, to create a linked or embedded object.

  2. Click Copy 

  3. Switch to the destination file, and position the cursor to the proper placement. 

  4. On the Edit menu, select Paste Special.

  5. To create a linked object, click on Paste Link. 

  6. To create an embedded object, click Paste. In the As box, click the entry with the word "object" in its name. We copied our information from an MS Excel Workbook, so click Microsoft Excel Workbook. 

In order to check your link. Close out of the MS Word document. Open the source file, make some correction and save the file. When you reopen your destination file the object should reflect the change. If it does not, then you have created an embedded object. 



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