Microsoft Office Word 2016 for Mac Mail Merge and Creating Forms

Microsoft Office Word 2016 for Mac Mail Merge and Creating Forms University Information Technology Services Learning Technologies, Training & Audiovisual Outreach Copyright © 2016 KSU Division of University Information Technology Services This document may be downloaded, printed, or copied for educational use without further permission of the University Information Technology Services Division (UITS), provided the content is not modified and this statement is not removed. Any use not stated above requires the written consent of the UITS Division. The distribution of a copy of this document via the Internet or other electronic medium without the written permission of the KSU - UITS Division is expressly prohibited. Published by Kennesaw State University - UITS 2016 The publisher makes no warranties as to the accuracy of the material contained in this document and therefore is not responsible for any damages or liabilities incurred from UITS use. Microsoft product screenshot(s) reprinted with permission from Microsoft Corporation. Microsoft, Microsoft Office, and Microsoft Word are trademarks of the Microsoft Corporation. University Information Technology Services Microsoft Office: Word 2016 for Mac Mail Merge and Creating Forms Table of Contents Introduction ................................................................................................................................................ 4 Learning Objectives ..................................................................................................................................... 4 Creating Forms ............................................................................................................................................ 5 Enable the Developer Tab ....................................................................................................................... 5 Beginning Your Form ............................................................................................................................... 7 Inserting Content Controls ...................................................................................................................... 7 Accessing Content Control Options ........................................................................................................ 8 Adding Instructional Text to Text Boxes ............................................................................................. 9 Setting Additional Options for Text Box Content Controls ............................................................... 10 Setting Additional Options for Combo Box/Drop-Down Content Controls ...................................... 11 Setting Additional Options for Check Box Content Controls ............................................................ 12 Protect Your Form ................................................................................................................................. 13 Unlocking a Form .............................................................................................................................. 14 Saving Your Fillable Form as a Template .............................................................................................. 15 Mail Merge ................................................................................................................................................ 16 Adding Recipients ................................................................................................................................. 16 Using the Mail Merge Wizard to Create Your Own List of Recipients .............................................. 19 Adding Merge Fields to your Document ............................................................................................... 22 Creating Addressed Envelopes ............................................................................................................. 24 Printing the Mail Merge ........................................................................................................................ 26 Additional Help ......................................................................................................................................... 27 Introduction This booklet is the companion document to the Word 2016: Mail Merge and Creating Forms workshop. The booklet will show users how to create fillable forms, restrict editing in the forms, and save the form as a template. This booklet will also show how to use the Mail Merge Wizard to quickly create personalized letters to multiple people. Learning Objectives After completing the instructions in this booklet, you will be able to: Create fillable forms in Word Add the Developer tab to the Ribbon Recognize content controls and how to add them to your form Lock and restrict your form Save your form as a template Unlock a form Use the Mail Merge Wizard Reassign fields using the matching fields tool Note: This document frequently refers to right-click. If your set-up does not include a mouse with two buttons, Mac users can configure their single-button mouse to do a right-click by accessing the System Preferences > Mouse settings and setting the right-button to secondary button. Right-click can also be enabled by holding Control + click. Figure 1 - Mouse Settings Revised: 11/30/2017 Page 4 of 27 Creating Forms You can create fillable forms in Word that can be used to collect information, and when building your form, you can add a variety of tools to assist with data collection. Name: Scrappy Owl Sex: Male ☒ Female ☐ Birth Date: 10/9/1963 Address: 1000 Chastain Point Major: Communications City: Kennesaw Graduated: ☒ State: Georgia Currently Employed: ☒ Zip: 30144 How did you hear about us? Magazine Figure 2 - Example Form Once your form is complete, you can then save it as a template, so that the user fills in a copy and the original (template) does not change. This section on Creating Forms will explain how to re-create the Example Form above. Enable the Developer Tab Before you can begin creating your form, you will need to make sure the Developer tab is displayed in your Ribbon. The Developer Tab contains the tools necessary to create your form. If you do not see the Developer tab, follow the steps below to activate it: 1. In the Menu Bar, click the Word tab (See Figure 3). 2. Click Preferences (See Figure 3) Figure 3 - Accessing Word Preferences Page 5 of 27 3. The Word Preferences will open. Click View. Figure 4 - Click View 4. The Word View options will appear. Under Ribbon, click the checkbox next to Show Developer Tab. Figure 5 - Show Developer Tab 5. Click the Close button to return to your document. Page 6 of 27 Beginning Your Form The easiest way to create fields for your form is to create a table, then insert the sections of your form. The following will show how to begin your form: 1. Click the Insert tab (See Figure 6). 2. Click Table (See Figure 6). 3. In the Insert Table drop-down menu, move your mouse pointer over the boxes until you have the number of rows and columns that you want in the table (for this example, we will create a 2x7 table) (See Figure 6). Figure 6 - Table Icon 4. After making your selection, click to confirm your table. 5. Your table will be placed within your document. Note: For more information on creating tables and using the Table Tools tab, refer to the documentation Word 2016 for Mac: Formatting Your Document at https://uits.kennesaw.edu/cdoc. Inserting Content Controls By inserting Content Controls into your document, you can control what type of information users can (or should) enter into the form. The following content controls will be covered. Text can be formatted and saved. You can also format the Text Box Content Control type of text entered into this field (e.g. text, number, current date). Check Box Content Control Inserts a checkbox. Contains a list of choices that can be updated by the user, Combo Box Content Control or configured to work as a drop-box. Figure 7 - Content Controls Note: Word 2016 for Mac only features the three controls. Page 7 of 27 The following explains how to insert a content control into your form: 1. Click to place your cursor on the form where the content control will be inserted. 2. Click the Developer tab (See Figure 8). 3. Click the content control that you want to insert (See Figure 8). Figure 8 - Developer Tab Accessing Content Control Options After inserting a content control, you may need to alter certain properties for that control. For example, after inserting a combo-box/drop-down content control, you will need to access the properties so you can add choices to the drop-down list. The following explains how to access the options: 1. Click the Content Control you wish to alter properties for. 2. Click the Developer tab (See Figure 9). 3. Click Options (See Figure 9). Figure 9 - Accessing Content Control Options 4. The Field Options window will open. From here you can edit the settings of the selected content control. Note: You can also double-click a text box to access its options. Page 8 of 27 Adding Instructional Text to Text Boxes Text Boxes allow you to insert default text that will appear to the end user. This can be used to indicate what information the end user is to enter. When they begin to enter text, the default text will be replaced. Figure 10 - Example of Instructional Text The following explains how to insert the default text that appears in the text box content control: 1. Access the Field Options for your desired Text Box Content

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