Guide to MS Word v6-2000
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
Working with Footnotes:
To begin working with footnotes,
simply click where you would like to insert the note reference
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
From the Tools menu, click
Options and then click the View tab.
Select the Screen Tips
In the document, rest the
pointer on the note reference mark. The note text appears
above the mark.
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.
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.
move the note reference mark, simply drag it to its
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.
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.
the Same Footnote or Endnote More than Once:
Click in the document
where you want the reference located.
On the Insert menu, click
In the Reference type box,
click Footnote or Endnote.
In the For which box,
click the note to which you want to refer.
In the Insert reference to
box, click Footnote or Endnote number
Click Insert, and then
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
On the View menu, click
In the note pane, click
All Footnotes or All Endnotes, and then select the notes you
want to convert.
Point to the selected
notes, and then right-click with your mouse.
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.
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
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
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.
Now use the appropriate
icon to move to the footer section.
Press the tab key, we have
moved to the center of the page, press the insert page
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
After the section break
has been inserted, return to the header and footer toolbar.
Use the show next icon to
find the header for section
Click on the same as
previous icon to change the default setting. Type a title
for your document.
Click move to the footer.
It will also be same as previous, for this exercise we will
leave it that way.
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
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:
will allow you to start designing the shell for your form
letter. No merge fields will be available yet.
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
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
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
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
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.
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
1. Select the information
from the source file, to create a linked or embedded object.
Switch to the destination
file, and position the cursor to the proper placement.
On the Edit menu, select
To create a linked object,
click on Paste Link.
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
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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