101 lines
2.7 KiB
Markdown
101 lines
2.7 KiB
Markdown
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# Documents Deep Dive
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## Structure with Styles
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**Why use Styles:**
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- Automatic Table of Contents
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- Consistent formatting throughout
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- Easy global changes (change Heading 1 once, all update)
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**Hierarchy:**
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- Title → document name
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- Heading 1 → major sections
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- Heading 2 → subsections
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- Heading 3 → sub-subsections
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- Normal → body text
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**Modify Style:** Right-click style → Modify → Change font, spacing, color
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---
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## Page Layout
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### Section Breaks
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- Use for different headers/footers in parts of document
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- Insert → Break → Section Break (Next Page)
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- Unlink sections to have different content
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### Page Numbers
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**Start on page 3:**
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1. Insert Section Break before page 3
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2. Double-click footer on page 3
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3. Uncheck "Link to Previous"
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4. Insert Page Number → Format → Start at 1
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### Different First Page
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- Design → Different First Page (checkbox)
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- First page can have no header, rest have header
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---
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## Mail Merge
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**Use cases:** Personalized letters, labels, envelopes, emails
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**Process:**
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1. **Data source:** Excel file with columns (Name, Address, etc.)
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2. **Main document:** Template with placeholders
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3. **Merge:** Combine to produce individual documents
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**Steps (Word):**
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1. Mailings → Start Mail Merge → Letters
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2. Select Recipients → Use Existing List → select Excel file
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3. Insert Merge Fields where personalization needed
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4. Preview Results to check
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5. Finish & Merge → Edit Individual Documents (or Print)
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**Conditional content:**
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```
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{IF {MERGEFIELD Gender} = "M" "Mr." "Ms."}
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```
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---
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## Formatting Fixes
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| Problem | Solution |
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|---------|----------|
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| Paragraph spacing inconsistent | Select all → set Before/After spacing explicitly |
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| Tab stops not aligning | View ruler → clear tabs → set new tab stops |
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| Images jumping around | Right-click image → Wrap Text → choose wrap style |
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| Page breaks in wrong places | Insert manual Page Break where needed |
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| Table breaking across pages | Table Properties → Row → uncheck "Allow row to break" |
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---
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## Tables
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**Convert text to table:** Select text → Insert → Table → Convert Text to Table
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**Repeat header row:** Table Properties → Row → Repeat as header row
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**Resize columns:** Double-click column border to auto-fit
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---
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## Track Changes
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**Enable:** Review → Track Changes
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**Accept/Reject:** Review → Accept/Reject buttons
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**Compare documents:** Review → Compare → select original and revised
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---
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## Keyboard Shortcuts (Word)
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| Action | Windows | Mac |
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|--------|---------|-----|
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| Heading 1 | Ctrl+Alt+1 | Cmd+Option+1 |
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| Heading 2 | Ctrl+Alt+2 | Cmd+Option+2 |
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| Page break | Ctrl+Enter | Cmd+Enter |
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| Find & Replace | Ctrl+H | Cmd+H |
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| Select all | Ctrl+A | Cmd+A |
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