Segment 19 - Word - Adding Spreadsheets, Lines, & More
So now I want to add some more content tio our report, the final report in our binder that I showed you has an excel spreadsheet right inside the pages, and so I have it in here, and I also changed it to landscaping so that we can look a little bit more at sections and how sections work. So we're going to add to this little level of complexity to our document, so we are going to add it right after the company description. Let me show you another feature of this sidebar that haven't shown you yet. The second button says document map, and this is yet another reason why I love working with headers look at these over here, these are all generated by the heading one heading tio heading three that I used that we did earlier, and so I can use this as a navigation. I can click on any of these headers, and it jumps to that part of the document, and I want to put this right before the products, so I'm going to find products on the list and click on it, and I'm actually going to go to the end of ...
the page before at the end of the startup summary, and I'm on press return one time to give myself a little bit of breathing room hey, look at that. It's not lying that appeared over here you know why I got that look up on my rhythm? What do I still have on my track changes? So that little line is my visual that I just hit return, so I got to make sure that I've turned my track changes off, so I want to put in a new page, but I know that I want my excel spreadsheet to be landscape, so when I inserted, I need to put into I want to put in a next page break or a next page section break a section break, how come oh, there's a part two way well, what your instinct was telling you was that because we're going to go from a portrait page to a landscaped page, we're going toe make a change in the layout of the document and the section break is what you tell it that above is going to be different, then what's below, so we're going to put in a next page section break, so I'm going to go back to the layout ribbon and down to break, and I do want a next page section break and I'm going to put in another one, let me put me non printing characters back on so you can see it just in case I may wind up taking this one out, but I want to make sure that the content on the next page and it changes I make just changed to this one so I'm going to put in yet another next page section break as well I think I'm going to have an extra page for right now but I'm ok about that and I'm going to go to the page that is in fact after the startup summary and I'm going to click my mouse right before that next page section break and we're going toe insert this excel spreadsheet not just as a spreadsheet but as a live link to the spreadsheet that way at least hypothetically if you make changes to that excel spreadsheet they're going to show up in the word document now sometimes it works really smoothly and sometimes it doesn't it does also mean that the documents do have to travel together so we have the word document and we have this original excel spreadsheet and if I'm going to send the word document to somebody I might need to send the expels excel spreadsheet with it if I would think that they're going to make any changes to it if the original source isn't there it will still stay in your word document but if you want to give them the option of making that live link work they have to receive both of them and they have to stay in the same folder structure that they were in as well so let's go ahead and insert it we'll go up to the insert menu at the top menu bar and I'm going to insert an object into this document and it does actually give me the ability or the opportunity to insert excel, but this would actually insert a whole new excel spreadsheet not actually my already existing file, so I'm going to go down to the bottom where it says from file and I'm going to navigate to the file that I want and I'm going to use my revenue projections and this is actually a file that we're going to use tomorrow, so at this point you could also use if you took the course yesterday, you could use the trade show budget or if you have this already unzipped, you can use the revenue projections final, so I'm going to use I should I'm just going is the revenue projections and at the bottom it says link to file so again, I have that option if I leave this unchecked it's just going to take the contents from my file and put them in my word document if I link to the file it's going to create a live connection between the two so that if I'd make any changes to the excel document it's going, you're going to see those changes reflected in the word document, so in this case I'm going to link it and I'm going to click insert and it goes and it opened up excel. And then it came back again over to my spread sheet. I'm sorry over to my word document. Now when it put this in notice that it's cut off on the right hand side. So the first thing that I want to do is turn this page landscape so that I could see my real dimensions of it. And so this is why I put in those section breaks because this it's only going to turn anything landscape that's between this one and that one so long some clicked right here on this spreadsheet on lee, this page is going to go landscape and again I can see that see how the difference in the borders of the documents so now this one is landscaped and I chose the wrong file said, ok, if I do this again, I'm going to undo this. Sorry for giving you the wrong information insert object from file, but I actually need the finished file for revenue projections final that's the one I need and I'll click insert and there it is again, I'll take that next step, I'm going to click on it and then make it landscape orientation now the information is still cut off, so it's a simple thing, actually to resize it. I'm going to go down to the bottom left hand corner of the file of the object and I'm going to drag up into the right and you can see it shrinking itself until it fits so now I have most of the document showing still a little cut off on the right hand side this isn't unfortunately an exact science but now I do have my revenue projections in my business plan yes before in the page the top to bottom yeah, sure that's a great thing to do right here and that will also work because again we have the's section breaks so to senator it from top to bottom go up to the format menu thank you and down tio document and I'm on the layout tab right here and then vertical alignment center and then okay and now it moved it down on the page a little bit and if I come back over to my side bar and I click on the first button with the thumbnails I can now see exactly what this is going to look like. Ok, now it actually made one change that we have to be aware of because I just added in new section breaks it might have reset my page numbering remember when I said earlier that sometimes it gets a little finicky and even as I'm trying to drag right now it doesn't even want me to drag really easily I do have an extra page which I thought I might so I'm going to click on that extra page and I'm going tio dio my function delete to forward to lead I still have my landscaped page here but my headers and footers aren't consistent anymore so I have my header and footer up to page five I'm not going to bother putting a header and footer on this landscape new page six that we have but I need to go back in and on this footer over here notice that it restarted the numbering so I just keeps throwing down till I find where the problem is and it's on this page so I'm going to double click on that first footer that I can find go back to header and footer here I do want this to link to previous so let's just try and I'm going to turn off the different first page because it had left one blank in there I'm going to highlight the number go up to insert page numbers and I'm going to go toe format and I'm going to tell it to continue from where it was in the previous section and click ok and now I'm back to page four again make sure this words okay but the even side needs the same treatment so I might have to do this a couple times until it finally behaves insert page break continue from previous section is there go back to this one insert page numbers continue from previous section is there let's go into this one link to previous I don't actually have a page number there four, five, six let's go ahead and put it in the filter document elements footer give it an odd page and here I'm going to tell it highlight the number, insert page break format, continue from previous section ok and let's see if it worked five six so so we're back in business again that would probably be a good idea. We would probably still wind up with some of the same issues, though, because the section breaks the page numbers always looked to a section break and sometimes try and re number themselves, so you might still come across that same issue. But that is one of the reasons why page numbering is one of the last things that I dio so I do the whole document, the page numbering then the table of contents it's usually an and technique ok, and I'll double click back into my document, so now we have an excel spreadsheet that landscape now a question that I had from somebody in a over the break is what if you are copying information from let's, say the web and you want to paste it into a word, how does that actually behave? So I'm going to go into safari and I'm going to do a quick search I want to add now I need to actually get my kiosk, so I'm going to search for a used kiosk and one of them that I found already is used kiosks llc and when I click on the ten by fifteen here's a kiosk, a sample kiosk so I want to put this information in my business plan, so I go ahead and I copy it, so I highlight it. I'll go up to edit and I'll copy it, and now I'm going to go it's quick sell going to go back to my business plan sometimes by the way, if you're having trouble finding one of your windows, if you go up to the window menu, you'll see a list of your open documents right there. So I go to the very end of my document on page eleven and I do my paste and when it comes in it's still in the same formatting that it was in on the web, but look very carefully when you do your paste and at the very end of it, you're going to see a little clip board. Does everybody say that that clipboard gives you cem paste options? Keep the source formatting is going to keep where it came from whether it's the internet might be another word document it's going to pull in that documents formatting if I match the destination formatting it's going tio make the fonts look like all the rest of our document so that's great in this in this situation sometimes though the third option on that on that list was keep text on lee and sometimes that actually works better in this case the second option of matching the destination formatting worked just fine so that's the paste options so that you can emerge your formatting and I want to go ahead and just to kind of perfect this into my business plan I'm going to go teo the layout tab and to the brake button and insert a page break and I'm going to put in a new header going to add a new line and right um kiosk and then make it from the home ribbon heading one like we learned to do earlier so we've now just added a new section to our document now when I scroll down I look at the footer and now that I'm up to twelve pages my footer is a little wonky so I'm going to double click back on my foot her again and let's fix this this footer is actually a tiny little miniature table and what gives it away for me are these little star shapes right there and the fact that when I'm clicked on it I can see a little tiny table handle here it's kind of hard to see and when I hold my cursor in between the page number and my text, I can see I get a double headed arrow, just like I would if I was reselling re sizing excel cells and so had pulled over to the right. The twelve is now on one line, and if I go over to the right side one and hold my cursor, I can now pull that so that my double digits now fit in my header earned my footer. So you know what I see? What this makes me realize when I'm working in word is that a lot of the techniques you can kind of get creative with, um, that there's trouble shooting to be done, but the more you understand the structure, you see the structure of a table show up in a footer and being able to get really fassel with all of the different components allows it to really get creative with the tools and really make were do whatyou wanted to dio not just what it thinks you should do, nor just is asking that very question about how you handle the wrapping of the numbers in the foot. So thank you for dealing with that one ginger hank, I don't we have time for a very specific one on one, but they tried to put in the spreadsheet, and they found that not only changed that page changed the two pages that bob is a common thing was the way to stop that happening. Make sure that you put in a section break and not just a page break, that you have to make sure that it's an actual section break, which tells it that the formatting difference different format it might be different above and below. Also, make sure when you turn it landscape, that you're actually clicked in that middle ground so in this case would be right on the excel spreadsheet. But it could be before or after it as well. But just make sure your clicked there. Um, uh, here's a question from keep you guessing can a table of contents be graphics sized, graphic, graphic is in that kind of depends on what that actually means. You know, if you mean turn it into a graphic. Probably what I would dio is I'm would export it as a pdf, and then you know that the whole document is a pdf, and then you can delete all the other pages that you don't need and then you have it as a pdf and most of the time, most programs will allow you the insert a pdf as an image. One possible solution could take a screen shadow that would be another one as well ok and so he's asking when you a certain excel document could you also alternatively insert object that's what we did that's right? Yeah yeah sorry about that. Sorry. I think thank you. Your question may have come into one of those apologies for that. Okay? I didn't actually demonstrate the xl table changing so let me take a minute and cross my fingers that my word is behaving and that this is going to work but here are the numbers that I have in my excel spreadsheet that got inserted so if I double click on the table it actually opens up that spreadsheet in excel and so let me take one of these figures will change this for three zero zero to four three three four and I'll save it and then I will pray that want to go back over to my word it updates itself and in this case it didn't let me see actually if I quit excel if that is what triggers it I quit excel and let me try a f nine there we go so there's if you do in f nine and that could be on depending on how your mac is set up you might have to do a function f nine if you're on a laptop people word and so what that function f nine did is it did an update it took me back over to excel it woke up the link and then brought me back again and it changed the number here again reminder that if you don't actually have the original excel spreadsheet anymore, you might either get in er object not found or you just now have static data instead of dynamic data on my side bar it's showing the pages how they should look isn't what I'm thinking but on my big page there's just stuff missing using that kind of show you yeah like whole pages air just nothing right? Saving the document like losing word and then opening word again sometimes word gets artifact you see little stray dots on the screen that aren't really there yeah like, for instance, the page it shows in my sidebar that there's an image in there but on the big page where you work on it there's no image try quitting word and reopening again make sure you save your work so far okay, any other things coming in the chat room like catcher is asking that there are other symbols on the ruler line in addition, teo the tab near the margins and wondering if you could sort of walk us through with those sure that's a great thing to add into this you will notice when you look at your ruler that you have some little shapes up here first you know there's a blue area and await area and then a blue area that's your working space that's showing you what's margin what's content and what's margin again just like with the tabs these boundaries are affected affect what you're actually clicked on at the time so this is going to be a little random but let me find something that I can work with here okay let's work with the kiosk information that we just added on what's now page twelve and so I'm going to highlight all of the kiosk stuff so again I'm going to start with kiosk at the top and I'm going to go down to the very bottom and I'm going to hold my shift key and click and that highlights all of that content and let's start with the easy one the right in den actually shows look at this when I drag it back and forth it's not adapting my right margin because that's still this right here but it's the last place it's the right hand border of my content now on the left hand side there's a top triangle and a bottom triangle and a bottom square the bottom square is technically the left hand margin but it travels with the rest of the arrows let me start with a hanging in them I'm going to actually just click on this paragraph right here we're just going to use this material so when I'm clicked in that paragraph the top triangle is the indentation on the first line of the paragraph and you can you know you're on it when you get that double headed arrow and when I click and drag it will in dense the top one just the first paragraph and in fact if you were making document from scratch and you were using old textile of inventing your first paragraph it might do that automatically instead of actually pressing a tab key in getting the arrow it might just automatically move this first paragraph marker and if I continue on with it it will continue that and so now every paragraph that I type will be indented if I take that back to the left margin but wait I have to be on my paragraph if I take that first line back to my left margin the bottom triangle you can see it when I'm when I get the right tool tip is my hanging in debt and that in dense all the rest of the lines in the paragraph and so that's how that hanging indent gets created and as I keep adding content to it now what gets tricky about this is you can move the bottom ones this way but if you try and move them this way your first paragraph moves too your first line so I have to go move the first line of the paragraph to go meet the rest of the paragraph and then move the whole paragraph back over again. Just a little word. Quirk. So these right here again, the top triangle is the first line of any paragraph. The bottom triangle is the rest of the lines of that paragraph. And the bottom square is the left. Is the hole left in debt. So that's going to move both at the same time? That's a great question. Thank you. Now, can't you had a bit of a well moment? Something something you discovered? Obviously. You know, back in greece, we always had to. When I was growing up, I always have to invent the first year. And you go, t can you have the counter five spaces? Right? Just amazing that you can do it just like that. I mean that's. Good. And that goes back to what I was saying before that if you ever have to hit one key more than three times, there's a better way of doing it. So what you never want to do for a tab is space, space, space, space space. That five spaces that we grew up with. I just remember my typewriter. Yeah, so even better than the space space space is using the tab key to jump, but even better than using the tab key is using that first line in denton and then it just happens through the whole rest of the document without you having to press tap in the beginning of every paragraph yeah, that was great. Thank you, absolutely let me polish this off with a field of fancy tricks so let's say I have ok, so I've got all of these pictures of my kiosk and, you know, like I said, I clicked on it and it took me back to the web site let's go back again no it's a links this is gonna be hard to do. I have to actually unlinked this picture for this pictures in here as a hyperlink, so I'm going to right click on it and I want to take off the hyperlink so that if I keep clicking, it doesn't keep doing that to me, so I'm going to go toe hyperlink down here. I don't know if anybody else in the audience is having this issue, but I need to tell this to remove the link, so now when I click on it, it won't do that, so I'm going to get a little bit kids he just to put a little bit of the spirit of wandering star into this and I'm going to make this picture heart shaped, so I click on the picture and when I click on the picture, I have format picture up here of the top and you may have noticed that the crop button has a little drop down next to it, and so when I cropping, usually is taking the ceilings off for the left or the right side of an image, but you do have an option called mask to shape, and I'm going to go to my basic shapes and I'm going to go down to the heart and click on the heart and look at that. You do have to be careful with your pictures because some of those shapes will cut off the picture like if this was a picture of a person, I couldn't use it because it would have this right in the middle of their far ahead. But that is a great way of using a heart shape so you can use any of the shapes that are in the system arrows, squares, diamonds, anything you want. So there's one fancy trick for you another one is using drop caps now getting started with drop caps in this document might not be the best idea because I don't want to be inconsistent with in this document. I'm actually going to go back to the other file that we used earlier, so I'm going to go up to a word. And I'm up to my menu bar and down to file and going tio go back teo the document that we use in the last session that was just kind of a random messy document this was just playing around with stuff I want to do a drop cap I want tohave this w in the beginning of the paragraph be fancy like it would be if you were um reading a book and it's the first word of the chapter of the book you can either highlight the letter but you don't actually have to you can just be clicked in the word and I'm going to go to the format menu and down to drop cap and it gives me the opportunity to either make it in line or in the margin so I will just do a standard drop cap it wants to know what fun I want to use I'll stay with the default that's just fine and how many lines do I want to drop? Maybe I just want to drop to maybe I want to drop three three is the default and I'll click ok and now I have a drop cat and if this was all part of the same paragraph this is what it would look like so it's super easy to make drop caps and I have to admit that this shows my age because when I first started teaching people how to make drop caps you used to have to cut the highlight the w and cut it right out, insert a text box, paced the w back into the text box again and then work with the distance of the textbooks from the text and drag it and resize it like it took literally ten minutes to do one drop cap, and when they came out, I think was office two thousand seven, when they just became one click and like, oh, so, um, yeah, it was definitely a happy dance day when I didn't have to do fifteen graphic steps just to make one drop cap. So there's how to do a drop that way to teo, highlight all your drop caps, and if you made, I don't know some like one of those old, like buyable victor pictorial looking like ones and fill it in and that space could you? Yeah, well, that's, just a matter of font. If I highlight that w and I come up to the fonts, I could find one of the fancy ones will try apple chancery and see if that gives us what we want. No, I mean, if you designed like your own and you wanted to insert, but use the the fact that that knows how to find all the first letters and make a big space and just put the picture you know I think he would have to insert it as an image and then but then just wrap it square okay and drop it into that spot and they will have the same effect all right and one more set of techniques for you let me go down to the bottom of my messy page you can do this in either at the bottom of the business plan that we have or anywhere you want but this is one of my absolute favorite things so I want everybody to type dash dash dash dash dash dash and then hit return and it turns into a line it returned an extra time to give yourself a little bit of space this time I went to type equals equals equals and then press return and you just made a double line okay you ready now do an underline underline underline that's a shift dash on first return and it just made a bold line now do that squiggle up in the upper left hand corner of your screen little tilde so I'm going to do a shift accent accent accent which gives me that little curly tilda and in return and you made a wavy line dio eh pound pound pound or number number number on how old you are and hit return and you just made it thin thick thin line and less but not least asterisk asterisk asterisk which is a shift eight and return and you just made a dotted line I don't think we'll ever see things with seventy nine dollars right there well thank you alicia this incredible very little go out that was a really simple him by found that amazing all right so now that we have the documents identified the fields in place our filters and sorts set it's time tio check to see how we did before you actually do the merge so step five is preview your results and if I click on this abc button it allows us to view the merged data and I got nothing let's see what's online to there we go um I clicked you can now scan through and see how your data looks it allows you to check your spacing it allows you also to verify your data so if you find for example you know I don't actually like those two spaces I can fix anything in the letter itself if you find a typo maybe somebody's name is spelled wrong like oh wait that's says larra hearst but her name was actually laura you don't make the change here you actually go back to the excel spreadsheet and updated in your original data because if you just made it here it would only be changed this one time but it would be forever wrong in all of your content so I'm going to go back to my excel spreadsheet and go find missile ara and in the excel spreadsheet go ahead and change that to laura and save it I'll go back to my word data and it might not update it right away here but when I run the merge actually now now that I have actually made that change I have to actually go back again and re established the list so I have to go back up to step two and open my data source but I won't have to replace all of my files are all of my all of my fields because they are the same I still have to go through and make sure I'm looking at my data and anything like that but now and these fields haven't changed so I'm not worried about that but now when I preview and I go through it will now have updated for laura I don't need to re sort by zip code if I was going to do that sort by zip okay? And so now laura is laura so now you've proved everything that you've gone all the way through it but you're not actually done and this is also one of the other places where people get calls all the time it's still not working it's not working you haven't actually run the merge yet this is still the main document and all you're doing is previewing the data from code and seeing what it looks like with some sample data in there so now it's time to run the merge that step six down at the bottom, it gives you three different ways of running the merge. You could merge this and it will go straight to your printer. You can merge it to a new blank document, and you can also use it to generate email messages for your outlook. That's not what I want to do in this one. We're going to merge into a new document. I'm not a big fan of merging to the printer, and the reason for that is when cy emerge it to the document and I lookem over it's inevitable that I'm going to find something else that I need to change, and I'm gonna have to go back to my original excel document and change somebody's name or address, or I have to go back to my main document and make some sort of change for a type of that I see there, so printing straight to your printer is probably a waste of time and money, so let's, go ahead and we're going to use the second button down here and we are going tio merge it to a new document, so I'm going to click on it and it's going to think for a minute now I know that it's finding just a blank for my first copy. Of it I'm not worried about that as I scrolled down you can see that now what I have here is I have a thirty page document and each of the pages is a new person with their own personalized letter c that now this is again I'm going to say it over and over again if you find a mistake here, do I change it here? No, because then it's just changed in my final document it's not changed either in the main letter that had the problem and it's not changed in my data that I might re use later on so you always go back again to your sources and start over again if you find something that needs to be corrected now let's say I've gone through this several times I found everything that there is to find notice that the top that what this did is it saved it as form letters one and so again form letter comes from this create new that we did in the beginning a form letter basically means a separate sheet of paper for every person on our list and then the one is how many times you've tried and so I've done male merges where this has said form letters fourteen doesn't matter how many times it takes to get it right what's important is that you got it right because that's going to show for the excellence of your company now that I have it so I like it I'm going to save this document so I'm going to do my command s to save it and this is where I named the document the same thing that I named it before but I'm going to add on the word merged now I know which piece it isthe when I look at it on my list so this is my merged letter for those of you using our files he might need to replace and now I have a thirty page document that I can print out or aiken go take the kinko's in print when I look at them in my file management when I go to the finder and I look in my mail merge folder that's what you see here is you see your thank you letter that was your original letter with your place holders the thank you letter I'm sorry thank you letter was your original before you started turning into a mail merge the thank you letter maine is your main document the thank you letter emerged you can see how much bigger it isthe and that's the one with all your final product in it now what's neat about this is I can reuse these items illnesses like great for christmas letters you can reuse your data sources you can reuse your template I'm probably going to send out this thank you letter teo different people every time I do a different show. So now that I have a thank you letter main, I can just open that up any time, pick a different excel file with the set of data for the new shows that I did recently. So once I've done that work, if I don't make any other major changes than I have kind of a system set up and so the first time you use it, it might take extra time to get set up. But then after that, you've now got a finished product that you can reuse over and over again. How do you all feel with that treat your particular business? I'm sure you are regularly touch because you have a database of clients. You have a magazine you sent out. This type of short cut, and doing as emerge is going to be a huge boon. It's going to save me a lot of hours. Good, very excited. Good. Now, that's. Just one type of mail merge.