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Word 2002: Creating a Resume Using a Wizard
and a Cover Letter with a Table

  1. Create a resume using Word's Resume wizard
  2. Identify the Word screen in print layout view
  3. Zoom text width
  4. Identify styles in a document
  5. Replace selected text with new text
  6. Insert a line break
  7. AutoFormat text as you type
  8. Use print preview to view and print a document
  9. Open a new document window
  10. Add color to characters
  11. Set and use tab stops
  12. Switch from one open Word document to another
  13. Collect and paste using the Clipboard task pane
  1. Add a bottom border to a paragraph
  2. Clear formatting
  3. Convert a hyperlink to regular text
  4. Identify the components of a business letter
  5. Insert the current date
  6. Create an AutoText entry
  7. Insert a nonbreaking space
  8. Insert an AutoText entry
  9. Insert a Word table
  10. Enter data into a Word table
  11. Format a Word table
  12. Create a bulleted list as you type
  13. Address and print an envelope
  14. Use the Smart Tags Action button

1. Create a resume using Word's Resume wizard

You can use several wizards and templates to save time creating many common types of documents, such as memos, letters, faxes, reports, theses, newsletters, manuals, brochures, and calendars. The resume wizard guides you through the process of creating a professional-looking resume by prompting you with questions regarding layout, style and headings, among others. On the right side of the screen, the currently selected pane displays as shown in Figure 3-7.

On the left side of each screen, all the panel names display and as you proceed through the wizard, your progress is highlighted.  You are able to click the Back button anywhere in the Wizard if you decide to change a selection. Based on the resume style you select, certain headings will be selected as shown in Figure 3-11. Here and throughout the wizard, you are able to change these built-in selections.

In addition to the wizards available when you loaded Word, additional wizards and templates are available by downloading from a website. You can do this by clicking Templates on Microsoft.com in the New from template area in the New Document task pane. Many web sites exist that can give you pointers and tips on writing resumes. Visit the Word 2002 More About Web page (http://www.scsite.com/wd2002/more.htm). Then, click Links to Sites on Writing Resumes and Cover Letters.

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2. Identify the Word Screen in Print Layout View

Word has different views available for entering, editing and displaying a document. The Normal View is effective for most editing tasks. All formatting in the document, including italics, bold, underlining and font sizes are displayed.

In Print Layout View, the document displays exactly as it will print. Headers, footers and other details of the print layout appear on the screen. You can see the exact placement of text, margins, headers, footers, and footnotes. The vertical bar also displays automatically in this view. The appearance of the Print Layout View button, once selected, is shown on Figure 3-17.

To display even more of the document, you can hide the white space that appears at the top and bottom and the gray space between pages. Click on the Hide White Space button that appears when you move the mouse to the top of the page. Look at Figures 3-18 and 3-19 to see the disappearance of white space and the appearance of the Hide button.

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3. Zoom Text Width

The Zoom box resides on the Standard toolbar and gives you the ability to "zoom" in to get a closer view of your document or "zoom" out to see more of your document, reduced in size. In Normal View, clicking the Page Width zoom setting extends a document to the edges of the document screen. If you click on Print Layout View, this setting will result in text reduced to fit.

The option, then, is to select Text Width in the Zoom box so that the text extends to the right edge of the document window and appears enlarged. If you're using the Microsoft IntelliMouse pointing device, you can use it to zoom in or out. Just hold down CTRL as you rotate the wheel forward or back.

The percentages available in the Zoom box differ depending on your computer configuration. Also more options are available in Print Layout View than in Normal View.

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4. Identify Styles in a Document

Styles are created to assign formatting characteristics to either characters, paragraphs, tables or lists. In Project 2, you changed formats assigned to the Footnote Text style. In the Resume wizard, the document has predefined styles to enhance the document appearance. You can view these styles in various ways.

In Figure 3-24 you can see the formatting applied to the selected paragraph.  In the Style box, the word Objective displays, indicating a style given that name. The designated font and point size for the Objective style is Arial 10 point. In the Style box, you can click on the arrow and select a different style.

You can also click on the Styles and Formatting button as shown in the same figure to display the Styles and Formatting pane. In this pane, you can view, create and apply styles. You will work with this task pane later in the book. To apply a different style, click the style choice in the Pick formatting to apply list in the Styles and Formatting task pane.

There are 4 basic styles in Word. The paragraph style refers to formatting such as alignment, line spacing and paragraph spacing. The character style refers to formatting characters such as font, font size, color. The list style affects alignment and fonts in a numbered or bulleted list. The table style affects borders, shading, alignment and fonts in a Word table.

You can either select a style first and then enter text or select existing text and then make a style choice. Notice that wherever styles are found the following images are displayed: a paragraph mark for the paragraph style; an underlined letter for the character style; a bulleted list icon for the list style; and a table icon for the table style.

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5. Replace Selected Text With New Text

In the Resume Wizard, placeholder text is displayed to guide you in the editing process. Just click to select the placeholder and then enter the desired text. Look at Figure 3-24 to see the Objective placeholder, once selected. You do not need to delete the text. Just begin typing and the existing text disappears. Figure 3-26 shows the selection and replacement of additional placeholder text.

The wizard contains a bulleted list which contains paragraphs beginning with a bullet character. If you place your insertion point in a paragraph containing a bullet, the bullet button on the Formatting toolbar is selected. For additional bullets, just press ENTER at the end of an item and another bullet appears on blank line. That is consistent with Word's tendency to forward paragraph formatting to a new paragraph once the ENTER key is pressed.

The More About box on page WD 3.21 discusses how to change bullet styles. The Bullets and Numbering option under Format on the Menu bar displays various bullet/numbering styles. You can choose from other styles by clicking the Customize button in the dialog box. There, you can also select animation effects or size among other options.

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6. Insert a Line Break

When you enter text in the areas of concentration section of the resume wizard, you are guided by the Objective style. The paragraph formatting in effect is that, after pressing the ENTER key, the insertion point moves to a location that results in an entire blank line appearing between each paragraph.

To overcome this style characteristic, use the line break feature. If you press the SHIFT+ENTER key combination, a line break is inserted which ignores any paragraph formatting instructions. In Figure 3-27, you can see the line break character appearing in the wizard and the new location of the insertion point as a result.

In Figure 3-28, you can see all four lines are considered a single paragraph. At the end of this section, do not press SHIFT+ENTER. Just click on the next placeholder text in the wizard.

If you do not see the line break character on the screen, perhaps the Show/Hide button has not been selected. The Show/Hide button is located on the Standard toolbar, to the left of the Zoom box. Clicking it allows formatting characters to appear. To view your document without the formatting characters, click the Show/Hide button again.

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7. AutoFormat Text as You Type

The AutoFormat feature makes corrections as you enter text. In Table 3-1, the many autoformat features are identified.

 

In the first column, the table displays the typed text; in the second column, the autoformat feature is identified; in the third column is an example of the feature. If you type "1st", Word converts it appear as subscript. An asterisk, hyphen or greater than sign and then a space or tab followed by text will result in a bulleted list when you press the ENTER key.

In the resume wizard, you enter an ordinal as shown in Figure 3-29. To make sure the autoformat feature works, check to see if the option you desire is selected. Click Tools on the Menu bar, click AutoCorrect Options, click the AutoFormat As You Type tab. Notice the default settings. At this point, if you decide to de-activate a feature, you can de-select it.

You can see in this dialog box where the autoformatting for bullets is set. A check mark should appear before Format beginning of list item like the one before it and Automatic bulleted lists.

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8. Use Print Preview to View and Print a Document

Previewing a document is one of the most frequently repeated procedures in the process of creating a document. Although the print layout view does display the document as it will look on paper, print preview gives you many options. These include seeing the complete page, seeing multiple pages at the same time, editing, printing and other menu options that are available in other views.

You can click the One Page button if the page does not appear centered in the Print Preview window. The magnifier button allows you to zoom in and out of a document. No permanent change is made to the document when you use the magnifier button. Clicking the pointer when it looks like a magnifying glass with a minus sign returns it to the zoom default.

The Shrink to Fit button will fit a document onto one page if it slightly exceeds a page. Besides the Print Preview button, you can select File in the Menu toolbar and select Print Preview.

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9. Open a New Document Window

In this section, a personalized cover letter is begun. To do so, you must open a new document using the New Blank Document button. The new document will display in a separate window. Figure 3-34 shows the location of the New Blank Document button.

Figure 3-35 shows the new blank document window. Notice the default name of the document is Document 3. The status bar on the same figure shows the display of multiple documents on the status bar, each readily available for viewing and editing. The Document 3 button is recessed because it is the document currently being displayed in the document window.

If each program is not displayed on the status bar with its own button, click Tools in the Menu bar, select Options and click on the View tab. A check mark should appear before the Windows in Taskbar option.

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10. Add Color to Characters

Color added to text can highlight important information. In this section, you enter letterhead text that is a dark red. Before typing in the characters, you can preset the font color. Just click on the Font Color arrow as shown in Figure 3-35.

In the same figure, you can see the location of the Font Size arrow to change the default font size to 20 point. To change the color back to the default black, click the Font Color arrow again and select Automatic as shown in Figure 3-36. In Figure 3-37 you can see the settings on the Formatting toolbar.

The most recent font color displays on the Font Color button. The new font size of 20 displays in the Font Size box. Remember that each time you press the ENTER key, Word carries forward the formatting you choose to the next paragraph.

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11. Set and Use Tab Stops

Tab stops are used to move the insertion point across a column at specified locations. They are most used for indenting text or aligning columns. By default, Word sets tabs every half-inch. However, you can set your own tabs. In this project, you want to set the tab at the 6" mark on the ruler. To do so, you use the Tabs dialog box found under Format on the Menu toolbar. Figures 3-39 and 3-40 show the selection and appearance of the Tabs dialog box.

The dialog box shows the tab stop position set for 6" and the alignment set for right alignment. Once the Set button and OK button are clicked, the right tab marker is moved to the 6" position on the horizontal ruler. In Figure 3-41, you can see all the default tabs have been erased.

For custom tabs, you have many options. A left-aligned tab stop has a mirror image of a capital letter L. An upside down T indicates a centered tab stop. An upside down T with a dot next to it indicates a decimal-aligned tab stop. You will use these different settings in different projects. In this project, you can see the right-aligned tab stop in Figure 3-41.

When setting tab stops, it is useful to click the Show/Hide button to show the nonprinting characters. The nonprinting character for a tab is an arrow that points to the right.

As an alternative to the Tab dialog box, you can set custom tabs by clicking the button on the left of the ruler and scroll through the tab options. Stop at the desired tab stop and then click the ruler. To delete tabs, left-click on the tab location on the ruler and drag your mouse downward.

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12. Switch From One Open Word Document to Another

When you have more than one Word document open, you can switch between the documents. In Figure 3-42, the open documents are shown by the presence of their buttons on the status bar.

If you click on a button, that document will appear on the screen and the others will be minimized. The active document's button is shown as being selected on the status bar. Other ways to switch between programs is to click Window on the menu and select the document or press ALT+ TAB on the keyboard. In Voice Command mode, say "Window [document number]".

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13. Collect and Paste Using the Clipboard Task Pane

The Office Clipboard is a wonderful Word feature that allows you to copy and store up to 24 items. In this section, you copy the items in the resume document to the Office Clipboard and then paste the items into a letterhead document. The Office Clipboard task pane appears on the right side of the screen and displays the copied items in an area referred to as the Clipboard Gallery. It is suggested that you click the Clear All button to clear the Clipboard before beginning the process. That way, if you decide to Paste All, no extraneous items will be included. Refer to Figure 3-44 to see the location of the Clear All button.

The Office Clipboard may automatically appear if you copy or cut two objects in succession. If you copy a 25 item, the first item copied is deleted. Figure 3-46 shows the multiple items copied from the resume to the Office Clipboard.  The Other Ways box on page 3.34 lists alternative methods for copying items to the Office Clipboard.

Each time an item is copied, a Screen Tip appears above the Office Clipboard icon on the status bar indicating the number of items currently being stored.. The Screen Tip feature also activates when you point to an item in the gallery of the task pane. It shows the first few characters of text in the item display.

Once an item is pasted, the Paste Options button appears as shown in Figure 3-48. You can change the format of the pasted item. For instance, to strip extra paragraph marks, you would select Keep Text Only.

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14. Add a Bottom Border to a Paragraph

In Word, a solid line is called a border. You can add borders to the top, bottom, right or left of paragraphs or any combination of these. Position the insertion point in the paragraph to border, click the Border button arrow to see options and select the desired border.

Figure 3-51 shows the location of the Border button on the Formatting toolbar and the various borders available. Once a border is selected, that style will appear on the border button as shown in Figure 3-52. To deselect the border, place the insertion point in the paragraph to be changed and click the No Border button as shown in Figure 3-51. Notice the bottom border that was selected appears in the paragraph below the insertion point.

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15. Clear Formatting

After adding various formats to a paragraph, you may decide to return formatting to the Normal style: black font with no border setting in subsequent paragraphs. You use the Styles and Formatting task pane to clear formatting. Press ENTER to move down a line and click the Styles and Formatting button as shown in Figure 3-53.

Word displays the Styles and Formatting task pane on the right side of the screen. Click Clear Formatting in the task pane as shown in Figure 3-54.  Once the formatting has been cleared, click the Close button located on the task pane to close the Styles and Formatting task pane. Other ways to clear formatting are listed in the Other Ways box on page WD 3.39.

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16. Convert a Hyperlink to Regular Text

Text that is recognized as a hyperlink is formatted as blue text with underlining. In the cover letter created in Project 3, an email address must be converted to regular text. To make the conversion, right-click the e-mail address and point to Remove Hyperlink on the shortcut menu. This is shown in Figure 3-55.

In this section, in the More About box on page WD 3.40, guidelines are given for writing a letterhead. The letterhead file is saved under a new filename so that it is available for use at a later time.

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17. Identify the Components of a Business Letter

The cover letter required for this project is a type of business letter. Certain guidelines apply for an engaging, effective cover letter. It should highlight those aspects of your resume that you believe are most impressive. Make sure the letter is clearly written and makes generous use of bullets for emphasis

A business letter has specific components. The date line consisting of the month, day and year appears below the letterhead. The inside address appears three to eight lines below the date line. The salutation, if used, begins two lines below the last line of the inside address. The message follows two lines below the salutation. The message is single-spaced with double spaces separating the paragraphs. The complimentary close comes two lines below the last line of the message. The signature block is located four lines below the complimentary close so that you have space to write your signature.

In Table 3-2 the letter styles are identified along with their features. In this project, you create a cover letter following the modified block style. This style of business letter has most of the components beginning flush with the left margin. The cover letter is saved under a different name so that the letterhead document remains unchanged. To do so, select File, Save As and rename the file.

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18. Insert the Current Date

In Word, you can insert the current date into a document. Select Insert on the Menu bar and click Date and Time as shown in Figure 3-58. If you want Word to update the date, identify it as a field. To do so, check the Update automatically check box in the Date and Time dialog box.

In this project, however, you want the date to remain unchanged, so deselect the check box as shown in Figure 3-59. Many different date/time formats are listed. Your list will differ from the one in the figure because it is dependent on your computer system clock.

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19. Create an AutoText Entry

Word provides built-in AutoText entries to assist you in various tasks. For instance, for letter writing, salutations and closings are provided. However, you can also create autotext for your own use.

In this project you create an autotext entry that allows quick insertion of the employer name without typing the entire text. Figure 3-61 shows the Insert menu and the selection of AutoText, New to create a shortcut of your own. Notice the selection of text in that same figure. Be careful not to select extraneous characters, as in this case, the paragraph mark.

The Create AutoText dialog box, you type in a shortcut. Use short names or abbreviations for AutoText entries to cut down on your typing. AutoText is not case sensitive.

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20. Insert a Nonbreaking Space

When entering text such as proper names, dates, and abbreviations, Word provides the nonbreaking space and nonbreaking hyphen so that these terms are not divided. They are either left at the end of a line or wrapped to the next line. In this section, a nonbreaking space is entered between the words in a proper name.

To insert a nonbreaking space, press CTRL+SHIFT+SPACEBAR to prevent the splitting of the title. You can also a nonbreaking hyphen which accomplishes the same, except for hyphenated words. A formatting mark appears on the screen when you enter either of these special characters.

After typing the word Herald as shown in Figure 3-63, the nonbreaking space character is inserted with the keyboard combination mentioned above.  Notice the appearance of the special formatting mark in the same figure. When the remainder of the title is typed, the entire title is wrapped to the next line as shown in Figure 3-64.

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21. Insert an AutoText Entry

In a previous entry, an AutoText entry was created. In this section, the entry is inserted into a document. To enter autotext, refer to Figure 3-65 as a guide.  Type the AutoText entry created previously (the abbreviation phs). Press the F3 key and Word replaces the characters phs with the stored AutoText entry, Peterson High School.

The AutoCorrect and AutoText are similar features. However, the AutoCorrect feature corrects as you type and press the spacebar or a punctuation mark key. AutoText activates only when you press the F3 key or click the AutoText command under Insert in the Menu bar. AutoText entries also include more text, formatting and clip art.

The AutoComplete tip is yet another Word feature for assistance in entering text. As you type, if Word matches your entry with an entry in the AutoText list, the complete name appears as a tip. You can ignore the tip by just continuing to type. AutoComplete also includes current date, a day of the week, a month and others. If your screen does not display these tips, click Tools on the Menu bar and select AutoCorrect Options to begin the process of opening the feature.

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22. Insert a Word Table

Word's table feature allows you to enter data, text and images into cells. Tables are composed of columns and rows and the intersection of a column and a row is a cell. The table feature allows for formatting, adding and deleting columns and rows, sorting and summing of cell contents.

To insert a table, click the Insert Table button as shown in Figure 3-67. To insert a 1 X 2 column, click the cell in the first row and second column of the grid. Notice the shading that appears. The table is inserted right above your insertion point. That location is pointed out in the same figure.

The resulting table is displayed in Figure 3-68 with the insertion point placed in row 1 and column 1.  Notice the end-of-row mark, which you can use to add columns to the right of a table. The end-of-cell mark appears at the left edge of each cell because the format is left-alignment.

If you have a more complex table that cannot be created with the Insert Table, Word provides you with the Draw Table feature in which you create a table by using a pencil pointer. To activate this feature, click the Tables and Borders button on the Standard toolbar.

Some people may use the TAB to create a table. If you want to take full advantage of Word's table features, you can convert your columns to a table. Choose Table, Convert, Text to Table. You can also copy a table from a Web page. Simply select the table and press CTRL + C. When you paste the table into Word, the table elements are retained.

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23. Enter Data Into a Word Table

The easiest way to begin the process of entering data is to click in the cell and type. However, to move around the table, it is more efficient to use the following keyboard techniques. Press the TAB key to advance from one cell to another. Use the TAB key when you are at the rightmost cell to move to the first cell in the next row. Do not press the ENTER key because that will begin a new paragraph in the cell.

For empty cells, to go to a previous cell, press SHIFT+ TAB or the right arrow key. To go to the next row, click the down arrow key. To go to the previous row, click the up key.

For cells containing data, pressing TAB and SHIFT+TAB moves the insertion point to the next and previous cells, but it also selects the text. Pressing the right arrow moves to the next cell only when the insertion point is positioned after the last character in the current cell. Pressing the down arrow moves to the next row only if the insertion point is positioned in the last line of the text in the current cell.

To add new rows to a table, the insertion point should be in the bottom right corner cell and then press the TAB key. Enter data as shown in Figure 3-69 pressing TAB to move to the next cell. Notice the importance of the TAB key in moving from cell to cell and in creating new rows. Figure 3-70 shows the data entered into the table.

To delete data, select the cell contents by pointing to the left edge of the cell, clicking when the mouse pointer changes direction and press DELETE. You can edit contents of a cell by clicking in the cell and making the correction.

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24. Format a Word Table

Once a table is created, you may decide to resize columns, fit columns to to table contents, and realign the table. To change column width so that it is only as wide as the longest entry, click Table on the Menu bar and select AutoFit., AutoFit to Contents. This is shown in Figure 3-71.  Word then adjusts the columns so that, in Figure 3-72, both columns have been resized.

An option to AutoFit is dragging to resize columns, rows and the table. To resize a column, drag the column boundary to the desired width. To resize a row, drag the row boundary until the row is at the desired height. There is a table resize handle located at the bottom right corner of the table. Dragging that handle will enable you to resize the entire table.

You can change column width and row height to an exact measurement. Hold down the ALT key while dragging the markers on the horizontal ruler. As a menu alternative, you can select Table and click Table Properties and enter the specific measurements. The More About box on page WD 3.54 addresses this in more detail.

To change table alignment, select the table by moving the cursor to the position as shown in Figure 3-73. The table move handle appears and click to select the table. Then click the Center Align button on the Formatting toolbar. AutoFormat is a feature of Word that allows you to dress up a table with options such as shading, borders, and colors. Click Table on the Menu toolbar and select Table AutoFormat to select a desired format. Figure 3-71 shows the menu with the Table AutoFormat option.

Selecting items in a table was first discussed in the previous section; Table 3-3 summarizes the various actions to take when selecting cells, columns, rows, next cell, previous cell and table.

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25. Create a Bulleted List as You Type

Lists are helpful in organizing and highlighting important points or topics. A bulleted list visually sets the information apart from other paragraphs. A numbered list puts items in a sequence and is automatically updated when items are added or deleted. An outline extends the numbered list to various levels. Again, it is updated when items are added or deleted.

These lists can be created through Format on the Menu bar, and selecting Bullets and Numbering. They can also be selected by clicking on the Bullets button and the Numbering button, both of which are located on the Formatting toolbar.

Bullets can appear as you type. Press the asterisk key and the spacebar and follow with text. At the end of the first typed item, press ENTER. The asterisk is converted to a bullet, as shown in Figure 3-75. Thereafter, as each item is typed and the ENTER key is pressed, bullets continue to appear. When you press the ENTER key twice, the Bullets button no longer appears selected. This is clearly shown in Figure 3-76.

You can also click the Bullets button again to deselect the bullets option. Word automatically displays the AutoCorrect Options button when the bulleted list is chosen. If you do not want the list to be bulleted, click the AutoCorrect Options button and click Undo Automatic Bullets on the shortcut menu.

Numbers work similarly. You can add numbers as you type by typing the number one followed by a period and a space. After typing your text, if you press ENTER, the number two appears at the beginning of the next line. To release yourself from this format, press the ENTER key twice at the end of a list. Just as with Bullets, you can click the Numbering button (see Figure 3-76 page WD 3.55) again on the Formatting toolbar to stop numbering.

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26. Address and Print an Envelope

Word provides an easy process to create an envelope for a letter. Figure 3-78 shows Tools on the Menu bar having been chosen and the selection of Letters and Mailings. Picking Envelopes and Labels gives you the option of creating either an envelope or mailing labels. Click the Envelope tab to display the Envelopes screen. You can either copy the delivery address from the cover letter, as was done in Figure 3-79, or type an address.

After entering the return address, click the Print button to create a professional looking. The dialog box gives you additional options. You can add the envelope permanently to a document. You can preview your finished envelope before printing. Word will even append a bar code to the envelope if you select that option.

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27. Use the Smart Tags Action Button

In previous sections, the AutoCorrect Options and Paste Options smart tags were discussed. In this section the Smart Tag Actions button is introduced. This smart tag is indicated when a purple dotted underline appears in a document. It may appear below addresses and dates, as well as names, places, times and financial symbols.

When you point to the tag indicator, the Smart Tag Actions button appears. Clicking the button will activate the menu. The menu displayed depends on the action. If you are typing in a date, the commands relate to scheduling meetings in Outlook or displaying the Outlook calendar.

If you are typing in an address, the menu options in the Smart Tag Actions menu may display a map or driving directions. See Figures 3-80 and 3-81 to see the Smart Tag indicators, the Smart Tag Actions button and the Smart Tag Actions menu.

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