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MSU PRR 475 - Using Some Special Features in Word
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PRR 475 Labs – Week 5 – Using Some Special Features in WordHighlights of This Week’s Lab:- Formatting Questionnaires- Inserting Symbols- Using Text Boxes- Inserting Arrows- Using Mail Merge to Create a Cover LetterIntroduction: Today in the lab we will be using some special features in Word to format the visitor survey found below. By the end of the lab you should have a good grasp of how to format the layout of a questionnaire. We will also use the Mail Merge feature to import data from an Excel file into a form letter that could be mailed out along with the visitor survey.Tips for Formatting the Questionnaire:1. Open the file named VisitorSurvey into Microsoft Word.2. From the pull-down menu in Word, use Insert and Symbol to add check boxes that look like  next to the items to be selected. (Note: This box with a shadow is found in the font Monotype Sorts.) UseFormat and Font to increase the size of the boxes to 16 points. Add blanks to fill in around the boxeswhere appropriate.3. Question 4 of the survey contains filter questions that should utilize a text box and arrows to assist the respondent with navigation of the questions. Use the Text Box icon (located on the Drawing toolbar at the bottom of the screen) to add text boxes where needed. Use AutoShapes to add arrows where needed.4. Use Format and Font to alter the font sizes of the text to make the survey look readable. Use Format and Paragraph to change the line spacing as needed. Use the Space Bar on the keyboard to add spaces where needed to improve the look and readability of the questionnaire.5. Use Format and Font to put all the instructions in italics for a consistent look. Example: (Check all that apply.)6. Use Table and Insert to create a table in Question 2. Put the selections Strongly Agree, etc. across thetop of the table and the skiing options down left side of the table.7. Set tabs and indents as needed by using the ruler at the top of the document window.8. Add any other “fix-ups” to the questionnaire to improve the look and readability. 9. When you’re finished formatting the questionnaire, print the final questionnaire on one page.Using Mail Merge to Create a Cover Letter:1. Open the file named SurveyCoverLetter into Microsoft Word.2. Use Insert and Date and Time to insert today’s date into the letter at the appropriate place. Use the Month Day, Year format that looks like September 27, 2000.3. Use Tools and Mail Merge to import the names and addresses from the Excel file named VisitorNames into the letter. Use the Mail Merge Helper to do this. 4. Under 1. Main Document, select Create, Form Letters, and Active Window. This makes SurveyCoverLetter the form letter that will be used.5. Under 2. Date Source, select Get Data and Open Data Source. Find and select the VisitorNames database file, and click Open. Click OK for Entire Spreadsheet. Click Edit Main Document.6. You will now see a copy of the form letter with an Insert Merge Field button at the top left. Position the cursor where the fist name goes in the letter. Click Insert Merge Field and select First_Name. Alink will appear in your letter where the cursor was positioned. Type a space behind it and do the same for the last name. Delete the First Name and Last Name that were in the letter prior to adding your links. Use the same procedure to create links to the rest of the merge fields.7. Type your name and address in the letter where noted. Print a copy of the letter with the merge fields.8. Now click Tools and Mail Merge.9. Under 3. Merge the data with the document, click Merge. Merge all the records to a new document. This will create a merged letter for each name and address in the excel database. 10. Preview the results and print out just “FIRST” page of the merged documents.Homework Exercise 5:Your assignment for next week is to format the questionnaire found in the StateParkSurvey file. Use theskills covered in the lab to make the questionnaire logical and easy-to-read. Create a one-page cover letter that could be mailed out with the state park survey and use Mail Merge to link it to a database you create that contains three names and addresses.Please hand in1. Survey questionnaire2. Form letter3. One cover letter after mail


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