Professor Creating, opening, closing, saving and editing a word Document 1. Creating a word document i. Open Microsoft word application using one of the following method Start Menu -> type “Word” in the search box -> click on MS word icon Press Windows + R key -> type “winword” on run command box -> press “Enter” ii. Select a template from the list (Office 2013 or later) iii. Add the content or modify the template iv. Save the file in your desired location by Ctrl + S or File menu -> Save 2. Opening a word document i. Open Microsoft word application ii. Click “Open other documents” from the dash board (Office 2013 or later) iii. Select the desired file from file browsing dialog. 3. Closing a document i. We can close the document by Click the “X” button on the application control bar. Press “Ctrl” + “W” button 4. Editing and Saving i. Open the document using (step 2) ii. Edit content iii. Save using Ctrl + S button File Menu -> Save
Insert header and footer in the document
To add header in the document we can follow the following steps
i. Double click on top margin -> add header content -> press “esc” button
ii. Insert menu -> Click Header under Header and Footer Section -> Select any header template / edit header
To add footer in the document we can follow the following steps
i. Double click on bottom margin -> add footer content -> press “esc” button
ii. Insert menu -> Click Footer under Header and Footer Section -> Select any footer template / edit header Create a link between two files using Hyperlink
Step 1: Open the File to Add the Hyperlink
1. Open the document where you want to create the hyperlink.
Step 2: Select the Text or Object for the Hyperlink
1. Highlight the text or select the object (e.g., an image or shape) you want to use as the clickable link.
Step 3: Insert the Hyperlink
1. Go to the Insert tab in the ribbon at the top of the Word window.
2. Click on Hyperlink (or press Ctrl + K).
Step 4: Link to Another File
1. In the Insert Hyperlink dialog box:
o On the left panel, select Existing File or Web Page.
o Navigate to and select the file you want to link to. You can browse your computer to find the file.
2. The file path will appear in the Address field.
Step 5: Customize and Confirm
1. (Optional) In the Text to display field, you can edit the clickable text if needed.
2. Click OK to insert the hyperlink.
Step 6: Test the Hyperlink
1. Hold down Ctrl (or just click, depending on your Word version) and click the hyperlink to open the linked file.
Additional Tips
If the linked file is moved or renamed, the hyperlink will break. To avoid this, keep both files in the same folder.
To update or edit the hyperlink later, right-click the hyperlink and select Edit Hyperlink. Create a mail - merge and add data of 5 recipients.
Step 1: Prepare Your Recipient Data
1. Create a Data Source:
o Open Microsoft Excel and create a table with columns such as Name, Address, Email, etc., depending on the information you want to include.
o Fill in the data for 5 recipients. For example:
Name Address City Email
John Smith 123 Elm St. New York john@gmail.com
Jane Doe 456 Oak St. Chicago jane@yahoo.com
Alice Brown 789 Pine Rd. Houston alice@outlook.com
Bob Green 101 Maple Ave. Seattle bob@gmail.com
Mary White 202 Birch Blvd. Miami mary@hotmail.com
o Save the Excel file (e.g., Recipients.xlsx).
Step 2: Start the Mail Merge in Word
1. Open Microsoft Word:
o Create a new document or open an existing template for your letter/email.
2. Start the Mail Merge Wizard:
o Go to the Mailings tab and click Start Mail Merge.
o Select the type of document you are creating (e.g., Letters, Email Messages, or Envelopes).
Step 3: Connect to Your Data Source
1. Select Recipients:
o In the Mailings tab, click Select Recipients → Use an Existing List.
o Browse to your Excel file (Recipients.xlsx) and open it.
o If prompted, select the worksheet that contains your data.
2. Verify the Data:
o Click Edit Recipient List to ensure the data is loaded correctly. You can filter or edit entries here.
Step 4: Insert Merge Fields
1. Write the Letter/Email:
o Draft your message in Word. Use placeholders where personalized information will appear, such as:
Dear <<Name>>,
Your address is: <<Address>>.
We hope to see you in <<City>> soon!
o Place the cursor where you want a personalized field and click Insert Merge Field under the Mailings tab to add placeholders like Name, Address, etc.
Step 5: Preview the Results
1. Check Personalization:
o Click Preview Results in the Mailings tab to see how your document looks for each recipient.
o Use the navigation arrows to preview different recipients.
Step 6: Complete the Mail Merge
1. Finish & Merge:
o Click Finish & Merge → Edit Individual Documents to create a separate document for each recipient, or Print Documents to print directly.
o If emailing, choose Send Email Messages, and ensure your data source has an Email field. Protect a document. 1. Protect the Document with a Password
This prevents unauthorized people from opening or editing the document.
Steps:
1. Open the document in Microsoft Word.
2. Go to File > Info.
3. Click Protect Document > Encrypt with Password.
4. Enter a password in the pop-up box and click OK.
5. Confirm the password by typing it again, then click OK.
Important: Remember the password! If you forget it, the document cannot be recovered.
2. Restrict Editing
This allows others to view the document but restricts specific types of editing (e.g., allowing only comments or filling in forms).
Steps:
1. Go to the Review tab in the ribbon.
2. Click Restrict Editing.
3. In the panel that appears:
o Check Allow only this type of editing in the document.
o Choose an editing option (e.g., No changes (Read Only) or Filling in forms).
4. Click Yes, Start Enforcing Protection.
5. Set a password to enable editing restrictions (optional).
Users without the password will only be able to make changes permitted by the restrictions.
3. Make the Document Read-Only
This prevents accidental editing.
Steps:
1. Go to File > Info.
2. Click Protect Document > Mark as Final.
3. Confirm the action. A message will appear, indicating the document is read-only.
This method is advisory, meaning users can remove the read-only status if they know how.
4. Restrict Access with User Permissions
This allows specific people to access or edit the document.
Steps:
1. Go to File > Info.
2. Click Protect Document > Restrict Access.
3. Choose an option like Restricted Access.
4. Specify permissions for users (e.g., who can edit, read, or have no access).
Note: This feature requires integration with services like Azure Information Protection.
5. Protect the Document with a Digital Signature
A digital signature verifies the authenticity and integrity of the document.
Steps:
1. Go to File > Info.
2. Click Protect Document > Add a Digital Signature.
3. Follow the prompts to set up or use an existing digital signature.
Implement macro
1. Enable the Developer Tab
Before working with macros, ensure the Developer tab is visible.
Steps:
1. Go to File > Options > Customize Ribbon.
2. Check the box for Developer under the list of tabs on the right.
3. Click OK. 2. Record a Macro
This is the easiest way to create a macro without writing code.
Steps:
1. Go to the Developer tab and click Record Macro.
2. In the Record Macro dialog box:
o Enter a name for the macro (e.g., FormatText).
o Assign it to a button or keyboard shortcut (optional).
3. Perform the actions you want to automate (e.g., formatting text, inserting a header).
4. When finished, click Stop Recording in the Developer tab.
3. Run the Macro
Once recorded, you can use the macro anytime.
Steps:
1. Go to the Developer tab and click Macros.
2. Select your macro from the list and click Run.
4. Edit or Write a Macro (VBA Code)
For more advanced macros, you can write or edit the macro using Visual Basic for Applications (VBA).
Steps:
1. Go to the Developer tab and click Macros.
2. Select a macro from the list and click Edit. This will open the VBA editor.
3. Write or edit your VBA code. For example:
Sub HelloWorld()
MsgBox "Hello, World!"
End Sub
4. Close the VBA editor and save your changes.
5. Save the Document as a Macro-Enabled File
To ensure your macros are saved, the document must be saved as a macro-enabled file. Steps:
1. Go to File > Save As.
2. In the Save as type dropdown, select Word Macro-Enabled Document (*.docm).
3. Save the file.
6. Security Settings for Macros
Macros can pose a security risk. To adjust security settings:
1. Go to File > Options > Trust Center > Trust Center Settings.
2. Click Macro Settings and choose an option:
o Disable all macros with notification (default).
o Enable all macros (least secure; use with caution).
