Question: I have data in an Excel spreadsheet that I would like to merge into a Word table. How can I do that?
Answer: First of all, the data has to be in a format that will transfer properly. This may require a lot “clean up.” You would need to remove any worksheet headings, blank rows and columns, and make sure the first row contains unique column headings without being wrapped or no special symbols, and the data should be in rows without totals or subtotal rows. Any formulas would import in as values.
Your Word document must be set up as a mail merge document, using the column headings as your field codes. There are excellent tutorials at Microsoft on using Word’s Mail Merge features:
Using Mail Merge for Mass Mailings and Using the ribbon to perform a complex mail merge. In addition, ITS is offering a Word Mail Merge session on Wednesday, Dec. 5 from 10-11:30 in the ITS training room (8011 Wittson Hall) in which you’ll learn how to merge Excel data into Word for labels, envelopes, letters and tables. Click here to register.
I know basic features of Word but would like learn more advanced features without having to sit through a lot of training. What do you recommend?
UNMC ITS recommends their short mini-sessions which are often available, as well as videos, demos and tutorials that Microsoft offers free of charge. Click here to see a variety of excellent short videos on: opening Word really fast, using office.com templates, convert a list into a table, make bulleted list more interesting, cropping pictures to shapes, zooming with your mouse, and more! All videos are three minutes or less.
The next ITS Word mini-session is Tuesday 11/13 from 10-11:30 and will feature Word Graphics features, including working with photos, text boxes, diagrams and more. Feel free to bring your own documents to “dress up.” Learn about Mail Merge on December 5 from 10-11:30 a.m. to create letters, labels or envelopes from your mailing lists in Excel or Access. We will also have “drop in help” sessions following those sessions from 11:30-12:30 to for individual help with projects (Word or other applications). These sessions will be held in 8011 Wittson and require registration at http://www.unmc.edu/its/training.htm (you don’t need to register for drop in sessions). If you have requests for additional Word training, contact firstname.lastname@example.org
Question: Is there a way to set up a template in Word so that we can print name tents using a mail merge? We haven’t been able to find a way to create an upside down image in the top half of the Word doc. so that we can do a mail merge and have info be filled in on both locations.
Answer: Tricky question! Only images (including WordArt) can be rotated 180 degrees in Word, but text can only be rotated sideways, so many people use WordArt to create table tents in Word. Or they create a text box in PowerPoint and then save that image as a graphic, and insert that image into Word and rotate upside down in Word. However that will not allow you to perform a mail merge.
Therefore, I would suggest you create table tents using a template you can download from Microsoft (File > New > and search for “Table Tents.” Basically it is in a two column/one row table with the text rotated 90 degrees. You can then set up a document with mail merge codes in the cell (appears in regular direction) into a directory format type. I even tried adding a graphic to the cell and rotated with 90 degrees and it merged properly.
For these and other tips on using graphics to dress up your documents, sign up here for our Word Graphics session on Tuesday, Nov. 13 from 10-11:30 a.m. in 8011 Wittson Hall.
Question: It has been so long since I have made a form with boxes and checkmarks, etc, I don’t even know where to find it in Word 2010?
Answer: Oh yes, the ability to create forms also is one of my favorite features and made me a Word convert several years ago. But I also admit when I switched to Word 2007 and 2010, I wasn’t able to find those tools and panicked thinking that they took that feature away. Fortunately, they are still there, you just have to look for them on the Developer tab of the ribbon.
In Word 2007 and 2010 you have to add the Developer tab to the ribbon to see those tools. In Word 2007, you can go to the Office button > Word Options > Popular and place a check in front of “Show Developer tab on the ribbon” and click OK. In Word 2010, you have to select File > Options > Customize the Ribbon, and in the right panel place a check in the Developer checkbox and click OK.
Then, from the Developer tab, click on the Legacy Tools icon in the Controls group (looks like a clipboard with hammer and wrench) and you’ll see Legacy Tools and ActiveX controls). I recommend using Legacy Tools, which are easier and quite flexible. For instructions and demos showing how to create Forms, click here. There are also several videos on YouTube.
ITS’s “Drop in” help sessions work great for getting one-on-one help in advanced Word features such as using forms and tracking changes . Go to www.unmc.edu/its/training.htm or the UNMC Campus Calendar from http://info.unmc.edu to find out when these are scheduled.
I have several favorite Word features, but I think my number one favorite is Tracking Changes. This feature back in Word 2003 helped me switch from being a devoted WordPerfect fan to a Word convert.
When you share editing responsibilities with others, Word makes it so easy to make changes. It is found under Review > Track Changes. As you make changes, you’ll see markup in the document. You can view the document in the original, original with changes, final with changes, or final format. Just remember if you want to send the final copy to someone without the edits, you must accept or reject the changes!
Here is a good 5 minute video showing how to use Track Changes in Word 2010.
Reply back with your favorite Word feature.