Work Cited Made Wicked Easy!

To make a work cited, bibliography, or footnote (almost) without having to know anything about APA or MLA formatting… sound like a dream? Well with Microsoft Word 2007, it’s a reality!

Adding Sources and Citations within your document:

  1. Type your quote or citation
  2. With your insertion point at the desired location, Navigate to the ‘Reference’ Ribbon/Tab at the top of the page
  3. Click on the ‘Insert Citation’ button, in the Citations & Bibliography group
  4. Choose ‘Add New Source…’, this will open the Create Source dialogue box
  5. Select the appropriate source type from the drop down menu at the top of the Create Source dialogue box
  6. Fill-in the appropriate fields for your source
  7. Click ‘OK’

Adding Footnotes within your document:

  1. Type your quote or citation
  2. With your insertion point at the desired location, Navigate to the ‘Reference’ Ribbon/Tab
  3. Click on the ‘Insert Footnote’ button, in the Footnotes group
  4. Type the appropriate information in the newly created Footnote section

Creating your Bibliography:

  1. After entering sources, navigate to the end of your document (Ctrl + End)
  2. Navigate to the ‘Insert’ Ribbon/Tab
  3. Click on the ‘Page Break’ button in the Pages group
  4. While on the new page that you just created, Navigate back to the ‘Reference’ Ribbon/Tab
  5. Click on the ‘Bibliography’ button, in the Citations & Bibliography group
  6. From the drop down menu, you can choose a predefined option, or create your own format

And that’s all there is to it!

If you would like personalized assistance with formatting documents and word processing, contact Office Solutions ME for a personalized consultation!


Mail Merge 101 – Easy!

A Mail Merge is a way to create a document once and then easily recreate the document with alternate information in specified locations. For example, the most commons use of a Mail Marge is a letter that is being sent to multiple recipients. The contents or body of the letter is the same for everyone; however the recipient information needs to be customized for each letter. 

A mail merge allows you to create a letter for 500 recipients as easily (or easier) than you could create one for 5 recipients.

  1. Create the letter that you intend to use in Microsoft Word
  2. Create a spreadsheet that contains all the information that needs to be substituted.
    For example; First Name, Last Name, Company, Address, etc…It may look something like this –

    Suffix FName LName Company Street City State Zip
    Ms. Jane Smith ABC Corp 123 C St Portland ME 04101
    Mr. John Smith 123 Inc 456 N St Portland ME 04101

    Hints: All column headings should be a single word, The ‘Zip’ column may need to be specially formatted if the zip codes you are using start with ‘0’. This can be done under the cell formatting options, Remember the name and location of the spreadsheet when you save it

  3. With your letter open and your spreadsheet closed, navigate to the ‘Mailings’ tab (5th from the left) at the top of Microsoft Word toolbar (or Ribbon).
    Choose the ‘Select Recipients’ option (4th from the left)
    Choose ‘Use Existing List…’ (Second option). This will open another windowMail Merge Select Existing Source
  4. Navigate to the location where you stored your spreadsheet
    Select your saved spreadsheet, Click ‘Open’
    Mail Merge Choose Database
  5. This will give you a list of the sheets available in that file, generally yours will be ‘Sheet 1’ unless you named it otherwise
    Mail Merge Select sheet
  6. You now have some additional options available to you on the ‘Mailing’ tab on the top of the page
    One of the new options is ‘Insert Merge Field’ this should give you a list of all of the column headings in your spreadsheet.
    Mail Merge Insert Fields
  7. Now you can insert the desired fields from your spreadsheet into your letter template by clicking on them

    Here is an example;

    Hi «Fname»,
    I hope business is going well at «Company»!

    Hint: Any blank fields in your spreadsheet will be skipped in your letter

  8. Once you are done adding your merge fields, you can ‘preview results’ or ‘Finish & Merge’
    Both options are also found on the ‘Mailings’ tab toward the right side of the menu

Hopefully this quick Mail Merge 101 tutorial helps you become more efficient and effective!

For more help with your mailings or any other word processing and administrative functions, contact Office Solutions ME!

Control Keys Continued

As a follow-up to my earlier post ‘ABCs of Control Keys’, here are some additional commands that can be performed quickly and easily using the control key in Microsoft Word. 

Control Key

The Control Key is Found on the Bottom Left of your Key Board


Control + ] = Larger Text
Control + [ = Smaller Text
Control + = = Subscript
Control + * = Hidden Characters
Control + Enter = Page Break
Control + 0 = Add 12pt before a Paragraph
Control + 1 = Single Spacing
Control + 2 = Double Spacing
Control + 5 = 1.5 Spacing
Control + Delete = Delete Entire Word
Control + Home = Navigate to the top of a Document
Control + End = Navigate to the end of a Document 

Need more tips & tricks? Please contact us for a personalized tutorial! 


ABCs of Control Keys

If you want to increase your efficiency when using Microsoft Word (or any Microsoft software), try using some control! Use your control key to help perform routine tasks quickly and easily.  

Here are the basic control key functions from A to Z:  

Control Key

The Control Key is Found on the Bottom Left of your Key Board


Control + A = Select All
Control + B = Bold
Control + C = Copy
Control + D = Font Dialog Box
Control + E = Center Align
Control + F = Find
Control + G = Go To
Control + H = Replace
Control + I = Italicize
Control + J = Justify Align
Control + K = Insert Hyperlink
Control + L = Left Align
Control + M = Increase Indent
Control + N = New
Control + O = Open
Control + P = Print
Control + Q = Remove Paragraph Formatting
Control + R = Right Align
Control + S = Save
Control + T = Hanging Indent
Control + U = Underline
Control + V = Paste
Control + W = Close
Control + X = Cut
Control + Y = Redo
Control + Z = Undo  

Stay tuned for additional and more advanced functions in later posts.  


7 Word Processing Tips for Readability

Word Processing – more than book reports and letters. Word processing applications give us the combination of effective writing, graphics, and formatting with easy-to-use tools and editing options. The most popular word processing applications are Microsoft Word and WordPerfect, plus there is a list of free or open-source options available. And while anyone can write, not everyone can format effectively and efficiently. Here are some quick editing tips and tricks to increase readability;

  1. Watch margins – make your margins match through out your document. Scan your document to ensure that all text, including bullets and numbers, are aligned evenly.
  2. Examine fonts– Use all the same font type and size for similar content. Considering using serif fonts for your paragraphs and san-serif fonts for your headings to increase readability.
  3. Number pages – this makes it easier to find information in your document especially when printed.
  4. Bold headings – this gives a clear map of your content and draws your readers’ eye to topics of interest. This allows for better ‘scanning’ of your document if someone does not have time to read it in entirety.
  5. Bullets and numbers – again this helps with scanning by highlighting important items or lists. This is another great way to increase readability.
  6. Page breaks – these keep titles and text together, avoiding awkward breaks in your text and information.
  7. Hidden (nonprinting) characters – these will not print, but allow you to see what keys you have used. These can be extremely helpful when trying to format a document or see why formatting is not matching.

Formatting your document can be as important and time consuming as the writing and creating actual content. Microsoft Word makes it easy to format and edit your documents, including writing in APA or MLA formats. Being skilled in using these programs can save much time and frustration. Remember, improper formatting can be just as distracting and unprofessional as misspellings or improper grammar, so spend the time or get the help you need!

Have formatting or editing questions? Need help? Feel free to comment…