Creating Forms and Form Letters

Advanced Training for Microsoft Office Word 2003

Setting Up a Form

1	To begin setting up the form, click the View menu, point to Toolbars, and then click Forms. To view the content to include in the form, click once below the vertical scroll box.
2	To begin creating a form field, click the blank line below the phrase Please enter the date of your visit, and then, on the Forms toolbar, click the Text Form Field button, as indicated.
3	To begin setting the properties for the form field, on the Forms toolbar, click the Form Field Options button, as indicated.
4	To create a date field, in the Text Form Field Options dialog box, in the Text form field area, click the Type list arrow, and then click Date.
5	To set the format of the date, click the Date format list arrow, click MMMM d, yyyy, and then click OK.
6	To position the insertion point at the end of the document below the word Comments, hold down the CTRL key and then press END.
7	To begin creating another form field, on the Forms toolbar, click the Text Form Field button, as indicated. Next, click once above the vertical scroll box.
8	Click to the right of the phrase Trees, shrubs, vines, potted plants, starter plants, or seeds, and then press TAB.
9	To add a check box field, on the Forms toolbar, click the Check Box Form Field button, as indicated.
10	To begin changing the format for the field, on the Forms toolbar, click the Form Fields Options button, as indicated.
11	In the Check box size area, select the Exactly option, click the Up arrow twice until 12 pt displays, and then click OK.
12	To copy the form field, on the Standard toolbar, click the Copy button. To begin pasting the form field, click to the right of the phrase Garden tools and accessories.
13	To paste the field, press TAB, and on the Standard toolbar, click the Paste button. To begin pasting the form field once more, click to the right of the phrase Instructional books, tapes, or videos.
14	To paste the form field, press TAB, and on the Standard toolbar, click the Paste button.
15	To view the Did we have what you were looking for? phrase, click once below the vertical scroll box.
16	Click to the right of Yes, and then press TAB. To paste the check box, on the Standard toolbar, click the Paste button.
17	Click to the right of No, and then press TAB. To paste the check box, on the Standard toolbar, click the Paste button.
18	Click to the right of the phrase Store cleanliness, and press TAB. To create a drop-down list, on the Forms toolbar, click the Drop-Down Form Field button, as indicated.
19	To change the properties of the list, on the Forms toolbar, click the Form Field Options button, as indicated.
20	To add the first option for the list, for the purposes of this exercise, press SPACEBAR to have the text typed for you in the Drop-down item box, and then click Add.
21	To move the Mildly Dissatisfied entry up in the list, click the button above Move once, and then click OK.
22	To copy the drop-down list, on the Standard toolbar, click the Copy button.
23	To paste the drop-down list, click to the right of the phrase Employee helpfulness, press TAB, and then on the Standard toolbar, click the Paste button.
24	To paste the drop-down list once more, click to the right of the phrase Price/value of your purchase, press TAB, and then on the Standard toolbar, click the Paste button.
25	Notice that another copy has been pasted to the right of the phrase Price/value of your purchase. Click the Close button on the Forms toolbar.
26	To save the document, on the Standard toolbar, click the Save button.

Modifying and Protecting a Form

1	To begin formatting the form, click the View menu, point to Toolbars, and then click Forms. To view the information in the form, click once below the vertical scroll box.
2	Click in the indicated area of the text form field below Please enter the date of your visit to select the field.
3	To insert a border for this form field, on the Formatting toolbar, click the Outside Border list arrow, as indicated, and then click the Outside Border button.
4	Notice that a border has been added to the field. To deselect the text form field, click to the left of the phrase Please enter the date of your visit.
5	To begin modifying the properties of a check box form field, double-click the check box to the right of Yes.
6	In the Check Box Form Field Options dialog box, in the Default value area, select the Checked option, and then click OK.
7	To begin modifying the properties of a drop-down form field, click once below the vertical scroll box.
8	Double-click the drop-down form field to the right of Store cleanliness.
9	To remove an item from the drop-down list, in the Drop-Down Form Field Options dialog box, in the Items in drop-down list box, click Mildly Dissatisfied, and then click Remove.
10	To add a different item to the list, press SPACEBAR to have the text typed for you in the Drop-down item box, and then click Add.
11	To move the item up in the list, click the button above Move. Click OK to close the Drop-Down Form Field Options dialog box.
12	Click in the indicated area of the text form field below the Comments heading. To insert a frame for this field, on the Forms toolbar, click the Insert Frame button, as indicated.
13	To resize the text form field, drag the frame’s lower-right handle down and to the right.
14	To insert a blank line between the phrase Comments and the text form field below it, click to the right of Comments:, and then press ENTER.
15	To remove shading from all of the form fields, on the Forms toolbar, click the Form Field Shading button, as indicated.
16	To protect the form, on the Forms toolbar, click the Protect Form button, as indicated.
17	Word has locked all the non-field text and formatting of the form, protecting the form from any changes other than entries to the form fields. Click the Close button on the Forms toolbar to close it.
18	To save the changes you made to the document, on the Standard toolbar, click the Save button.

Using a Form

1	To begin testing the form by filling in responses, click once below the vertical scroll box.
2	To fill in a value for the date form field, for the purposes of this exercise, press SPACEBAR to have it typed for you in the form field below the phrase Please enter the date of your visit.
3	To select the types of items purchased, click each of the three check boxes below the Types of items purchased heading.
4	Below the phrase Did we have what you were looking for?, clear the check box to the right of Yes, and select the check box to the right of No. Next, click once below the vertical scroll box.
5	Click in the indicated area of the text form field below the Comments heading. To enter a comment, press SPACEBAR to have the text typed for you.
6	To reset a form field, click the field to the right of the phrase Store cleanliness, and then click Somewhat Satisfied.
7	To begin turning off protection for the form, click the View menu, point to Toolbars, and then click Forms.
8	To turn off protection, on the Forms toolbar, click the Protect Form button, as indicated, to toggle it.
9	To erase the responses that you entered and return all of the fields to their original state, on the Forms toolbar, click the Reset Form Fields button, as indicated.
10	To turn protection back on, on the Forms toolbar, click the Protect Form button.
11	To begin saving the form as a template, click the File menu, and then click Save As. To save the form as a template, click the Save as type list arrow, and then click Document Template.
12	To save the template in the Marketing folder, in the left pane of the Save As dialog box, click the My Documents folder, and then double-click the Garden Company folder.
13	Double-click the Marketing folder. To enter a name for the form, in the File name box, drag from left to right to select the name, and press SPACEBAR to have the name typed for you.
14	To save the template, click Save. Click the Close button on the Forms toolbar.
15	To close the document, click the Close button of Survey Template.
16	To begin opening the document in which to merge fields, on the Standard toolbar, click the Open button.
17	To open the form letter, click the July Madness Sale document, and then click Open.
18	Click the Tools menu, point to Letters and Mailings, and then click Mail Merge. At the bottom of the Mail Merge task pane, click Next: Starting document, and then click Next: Select recipients.
19	To begin opening the file from which data will be merged, in the Use an existing list area, click Browse. In the left pane of the Select Data Source dialog box, click the My Documents folder.
20	Double-click the Garden Company folder, click the Marketing folder, and then click Open. To open the file, double-click the Customer Information document.
21	Click OK to close the Mail Merge Recipients dialog box. To begin adding a merge field to the form letter, at the bottom of the Mail Merge task pane, click Next: Write your letter.
22	To add a merge field, click the indicated area under the date, and then in the Mail Merge task pane, click Address block. Click OK to accept the default settings.
23	To begin adding a greeting to the form letter, click the indicated area below the «AddressBlock» merge field.
24	To add a greeting, in the Mail Merge task pane, click Greeting line.
25	In the Greeting Line dialog box, in the Greeting line format area, click the list arrow of the second box.
26	Click the area below the scroll box once, and then click Joshua. Click OK to close the Greeting Line dialog box.
27	Click the Close button on the Mail Merge task pane.
28	To save the document, on the Standard toolbar, click the Save button.

Preparing Data for Mail Merge

1	To begin opening the data source, click the Tools menu, point to Letters and Mailings, and then click Mail Merge.
2	To open the data source, in the Use an existing list area, click Edit recipient list.
3	To begin editing the data source, in the Mail Merge Recipients dialog box, click Edit. To begin adding a new record, click Add New.
4	To add the new record, for the purposes of this exercise, press SPACEBAR to have the details typed for you.
5	To close the Data Form dialog box, click Close.
6	Notice that the new record appears at the bottom of the Mail Merge Recipients dialog box. To begin sorting the records, click the PostalCode list arrow, and then click Advanced.
7	To display the sorting options available, click the Sort Records tab.
8	To sort by the PostalCode field, click the Sort by list arrow, click once on the Down arrow of the Sort by list, and then click PostalCode.
9	To sort in ascending order of the PostalCode field, in the Sort by area, verify that the Ascending option is selected, and then click OK.
10	To begin creating a record selection query, in the Mail Merge Recipients dialog box, click the State list arrow, and then click Advanced.
11	To filter records by State, on the Filter Records tab of the Query Options dialog box, click the Field list arrow, click once on the Down arrow of the Field list, and then click State.
12	To display only records related to the state of Washington, in the Comparison list box, verify that Equal to is displayed, and then press SPACEBAR to have text typed for you in the Compare to box.
13	To close the Query Options dialog box and activate the query, click OK.
14	Notice that the Mail Merge Recipients dialog box displays only Washington state residents in ascending order of the PostalCode field. To close the Mail Merge Recipients dialog box, click OK.
15	To save the changes to the document, on the Standard toolbar, click the Save button.

Merging Data with a Form Letter and Creating Labels

1	To begin reviewing merged data in the form letter, click the Tools menu, point to Letters and Mailings, and then click Mail Merge.
2	At the bottom of the Mail Merge task pane, click Next: Write your letter, and then click Next: Preview your letters.
3	To view the second personalized letter, in the Preview your letters area of the Mail Merge task pane, click the >> button to the right of Recipient: 1.
4	At the bottom of the Mail Merge task pane, click Previous: Write your letter. To view the second paragraph, click once below the vertical scroll box.
5	To begin adding a merge field to personalize a sentence, click to the left of the comma at the start of the second paragraph. In the Write your letter area of the Mail Merge task pane, click More items.
6	In the Insert Merge Field dialog box, notice that the Database Fields option and the FirstName field have been selected by default. To insert the first name, click Insert.
7	To close the Insert Merge Field dialog box, click Close. To preview the letter with the merged data, at the bottom of the Mail Merge task pane, click Next: Preview your letters.
8	Notice that the recipient’s first name displays in the form letter. To complete the merge with the data source, at the bottom of the Mail Merge task pane, click Next: Complete the merge.
9	To begin creating personalized copies of the form letter, in the Merge area of the Mail Merge task pane, click Edit individual letters.
10	In the Merge to New Document dialog box, verify that the All option is selected, and then click OK.
11	Word creates a new document Letters1, containing personalized copies of the form letter, one for each person in the data source. To save the copies, on the Standard toolbar, click the Save button.
12	To save the copies in the Marketing folder, in the Save As dialog box, double-click the Garden Company folder, and then double-click the Marketing folder.
13	To select the file name, click to the left of the name in the File name box and drag to the right to select it. For the purposes of this exercise, press SPACEBAR to have the name typed for you, and then click Save.
14	To save the new version of the form letter main document, click the July Madness Sale taskbar button to activate the document, and then on the Standard toolbar, click the Save button.
15	To begin creating labels, on the Standard toolbar, click the New Blank Document button.
16	To begin setting the format for the labels, click the Tools menu, point to Letters and Mailings, click Mail Merge, and then in the Mail Merge task pane, click Labels.
17	At the bottom of the Mail Merge task pane, click Next: Starting document.
18	In the Select starting document area, notice that the Change document layout option is selected by default. In the Change document layout area, click Label options.
19	In the Product number list, click 2162 Mini - Address, and then click OK.
20	Word has inserted a table with cells the size of the specified labels. To select the recipients, at the bottom of the Mail Merge task pane, click Next: Select recipients.
21	In the Select recipients area, notice that the Use an existing list option is selected by default. To begin specifying the list of recipients, in the Use an existing list area, click Browse.
22	To open the Marketing folder, in the left pane of the Select Data Source dialog box, click the My Documents folder, double-click the Garden Company folder, and then double-click the Marketing folder.
23	To open the document containing the list of recipients, click the Customer Information for WA file and then click Open.
24	In the Mail Merge Recipients dialog box, verify that all four recipient check boxes have been selected in the first column, and then click OK.
25	In the Mail Merge task pane, click Next: Arrange your labels. In the Arrange your labels area, click Address block, and then click OK to accept the default settings.
26	Word inserts the «AddressBlock» merge field into the uppermost label in the main document. To view the Replicate labels area, on the Mail Merge task pane, point to the Down arrow, as indicated.
27	To replicate the structure for the other labels, click Update all labels. To preview the labels, at the bottom of the Mail Merge task pane, click Next: Preview your labels.
28	Word displays the labels as they will appear after the merge. To begin saving the labels that you have created, on the Standard toolbar, click the Save button.
29	To enter a file name, press SPACEBAR to have the file name typed for you in the File name box, and then click Save.