HIT191 > Word processing: Document management > Useful tools
Useful Tools

Word provides some very useful tools that will be very helpful in some context specific situations. Find out how to use these tools and try to think of when they will be useful in your context.



Develop your Skills - Useful tools

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Stable 2007 textbook
Stable 2003 textbook

SET TEXT
Chapter 11
pp. 137-153
or
Chapter 11
pp. 135-152

Skills
Mail merge
Chapter 11 introduces Mail Merge, a quick way to generate personalised form letters. As you read through the chapter you should concentrate on understanding how all the parts fit together.

TASK: Complete the Develop Your Skills 29-31 p. 151-153.


Stable 2007 textbook
Stable 2003 textbook

SET TEXT
Chapter 12
pp. 155-164
or
Chapter 12
pp. 153-162

Template development
Every document in Word is based on a template that specifies a number of features such as styles and layout. Chapter 12 shows you how to use and create templates to save time and to ensure consistency between documents. As you read think how you could use templates for your assignments!

TASK: 1. Complete the Develop Your Skills 32 pp. 164.

2. Using a personal letter template customise it to your own needs and then practice a mail merge to a number of your friends.


Tips & tricks icon Tips & Tricks

Templates

Every document in Word is based on a template. When you click on the New Blank Document button New Document icon the default template called Normal is attached to your document. Like all templates, this template can be modified to suit your own particular requirements. So, for example, if you consistently use different styles or page margins to the standard change the template to reflect your choices.

Reusing the data files in Mail Merge

Once you have created the data files you can use them with a number of Main Documents. However you must ensure the field names in the Data Source file and in the Main Document match. Thus you could use one Data Source file to write a series of letters to a group of people.


Putting it to work: Working effectively

Evans, D. (1999) How to Write a Better Thesis or Report, Melbourne University Press, Melbourne, Australia.
Evans reading
Chapter 4
pp. 21-35
(854k)

Making your Word Processor work for you:
 Using your word processor effectively can save you both time and effort. The short reading opposite describes in practical terms exactly how you could use the features you have learnt in this topic. While this reading's context is writing a thesis the ideas expressed can be used in documents of just about any size.


Report writing
Report writing
(91.5k)

Writing letters
Writing letters
(96.3k)

Parker & Berry, pp. 183-187, 195
Brochures
(1.10Mb)

Parker & Berry, pp. 140 - 150, 161
Newsletters
(1.27Mb)

As you read think about how you could apply this advice to University assignments. Create a template to use for your work this year.



Document structures
There are some generic documents that you will continually need to produce depending what type of communications your work context uses extensively. Some of the common forms include:
  • Reports
  • Letters
  • Brochures
  • Newsletters
The articles opposite provide some more detailed information on how to create each type of document. Read about each of these and think about which form if any would be an appropriate format to use for your assignment information.

 


Finding features you need:

Word Help icon

Word can do most things however, the trick is finding out how to do it.

As learning new features can be time-consuming the temptation is to use work arounds or quick fixes. In the long term this approach will certainly create more work and frustration for you. Make the time and effort to keep learning – it gets easier and you will be amazed at what you can achieve.

To help you get started we have listed some possible sources of help:

http://office.microsoft.com/assistance/
MS Office
Support Site

http://wps.prenhall.com/au_pve_hawking_stable_3/
Text book
website

  • Microsoft Word Help : We used this feature in the Tables topic. It contains a lot of information and you should take time to learn your way around it.
  • Using the Web
    Use your Web skills to find sites that provide Word support.
    • One site is Microsoft's own support page. It is available through the Help menu, select Office on the Web or follow the link opposite.
    • The web site for your textbook also lists some useful sites.

However, remember the Web is constantly changing and what maybe good today may be gone or irrelevant tomorrow.


Discussion board
Discussion board

Ask someone: If you have access to an expert this is often the quickest way. Use the online discussion board set up for Word tips and tricks through the duration of this unit.



What have I learned?

After completing these activities, you should be able to:

  • effectively manage the Word tools.
  • understand 4 different common document formats and how to create them.

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