Microsoft Word 2013 Intermediate: Templates and Mail Merge

[Pages:27]Microsoft Word 2013 Intermediate: Templates and

Mail Merge

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

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Table of Contents

Templates ............................................................................................................................ 3 Modify an existing document..................................................................... 3 Save as a template ................................................................................... 5 Open a document based on the template.................................................. 5 Open and modify the template .................................................................. 6

Labels .................................................................................................................................. 7 Create a new template .............................................................................. 7

Mail Merge ......................................................................................................................... 10 Mail merge using letters .......................................................................... 10 Mail merge using labels .......................................................................... 14 Mail merge using email ........................................................................... 18

Forms................................................................................................................................. 22 Add the Developer tab to ribbon.............................................................. 22 Modify a form ........................................................................................ 23 Protect a form ....................................................................................... 24 Creating a new form.............................................................................. 25

Tips for creating new forms ............................................................................................. 26

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Microsoft Word 2013: Templates and Mail Merge

UQ Library Staff and Student Information Technology Training

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 2013, a template can be a .dotx file (compatible with 2007/2010 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.

Open the file Word2013TrainingForm.docx

Modify an existing document

Change the margins of the form:

1. Go to the Page Layout tab 2. Choose Margins

3. Choose one of the predefined margin settings

Or Choose the Custom Margins option at the bottom to set your own margins

Gutter margins (found in the Custom Margins dialog box) are used to give extra space when the document is going to be bound.

Notes

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Microsoft Word 2013: Templates and Mail Merge

UQ Library Staff and Student Information Technology Training

Add a Watermark: 1. Go to the Design tab 2. Choose Watermark from the Page Background group 3. Choose one of the predefined Confidential, Disclaimers or Urgent watermarks from the list

Or Alternatively click the Custom Watermark tool at the bottom of the list

Custom Watermarks can be Pictures or Text. The existing text watermarks can be modified.

1. Select the Text watermark radio button

2. Locate and select Top Secret from the Text dropdown list

Notes

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Microsoft Word 2013: Templates and Mail Merge

UQ Library Staff and Student Information Technology Training

3. Click next to "Top Secret" in the Text box 4. Add the text "EYES ONLY" 5. Click OK

To remove a watermark 1. Go to the Design tab 2. Choose Watermark 3. Click Remove Watermark at the bottom of the list

1. Click on the File tab

2. Choose Save As

3. In Save as type: select Word Template

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

4. Select a Save location

5. Enter a filename for the document

It is worthwhile including the word "Template"

6. Click Save

Save as a template

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

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 Notes

Open a document based on the template

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Microsoft Word 2013: Templates and Mail Merge

UQ Library Staff and Student Information Technology Training

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

1. Choose File tab 2. Click Open

Open and modify the template

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 widows explorer Right mouse click the template icon Click Open

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

Notes

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Microsoft Word 2013: Templates and Mail Merge

UQ Library Staff and Student Information Technology Training

Labels

You can find Word templates for most kinds of documents on Microsoft Office Online. Alternatively, you can create your own templates. You can start with a blank document and save it as a template, or you can create a template that is based on an existing document or template.

Create a labels template For this exercise we will create a template for some labels that will later be used as part of a mail merge.

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...

Notes

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Microsoft Word 2013: Templates and Mail Merge

UQ Library Staff and Student Information Technology Training

5. Type Label name: UQ Labels 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

Notes

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Microsoft Word 2013: Templates and Mail Merge

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