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5.1 Creating Different Document Types in Microsoft Word

  • Being able to create different types of documents in Word is an important skill. You can either use a template or create them from scratch.
  • Although many people use email, printed business memos are still common, and the way they are composed is important to know.
  • It is also important to know how to create and format documents on letterhead and printed envelopes. Letterheads display your name and contact information, while printed envelopes help add a look of professionalism to your communication.
  • Business cards can be designed in Word and printed by yourself, or by a printing company using cardstock paper. They display your contact information.
  • Brochures and flyers are forms of print advertising that can also be used digitally.
  • Invoices always contain what you or your company is billing a client for. Microsoft has a large number of templates you can create an invoice from.
  • A business plan usually has a standard layout, which a template can help you with. But it can be helpful to look at samples of business plans online so you can understand what kind of language to use in the plan.
  • When looking for a job, it is important to have a polished résumé and cover letter. The professional look and feel of your documents can go a long way in helping you start your career.

5.2 Mail Merge in Microsoft Word

  • Mail merge is a tool in Word that can personalize dozens or hundreds of form letters. It allows the user to designate merge fields for any type of customized client data, such as names, addresses, or other details.
  • To do a mail merge, you first need to create your main document, or the document that contains the letter or information going to your recipients. You can temporarily designate where the custom fields will be by highlighting them.
  • Next, you need to create or access a source document. A source document is the place where you have all of your recipients’ information. The information you include here will go into the custom fields in the main document.
  • You complete a mail merge by combining the main document and the source document. The resulting item will be the merged document. Word will create one letter for each recipient you designated in a single document.

5.3 Creating Forms in Microsoft Word

  • The Developer tab is part of Word’s set of command groups, but it does not appear by default, and needs to be manually activated. It is used for making forms, macros, handling add-ons/templates, and other advanced processes.
  • Fillable forms are built using the tools in the Controls command group of the Developer tab. This command group contains options for content control fields, which are used for creating different types of questions for forms. The respondent uses the content control fields to answer the questions in the form.
  • Creating a fillable form in Word is a multistep process. You should first create your questions, then choose the question types, add in the content control fields, then finally edit the properties for each question.

5.4 Creating Different Document Types in Google Docs

  • Docs lets you create and publish your own templates. It does not have as many templates as Word in its default Template Gallery, but it does allow users to search through user-generated templates on the internet.
  • There are no default templates in the Template Gallery for business memos, envelopes, business cards, flyers, brochures, or invoices, but these can all be made from scratch in Google Docs.

5.5 Creating Forms in Google Docs

  • Forms is part of the Google workspace of software programs that allows the writer to send a form electronically, and automatically tabulates their answers. Google provides some templates that users can base their forms on.
  • Forms also allows for creating forms from scratch. Users can choose from a wide array of question types, add multimedia questions, and apply different themes.
  • The results from responses collected through a form can easily be downloaded into Sheets for data analysis.

5.6 Advanced Collaboration in Google Docs

  • You can share a document using an email or a shareable link. There are three types of shareable links: public links, anyone with the link, and restricted.
  • Docs allows many users to edit and type in a document concurrently. This can be done with layers of permissions, from editor, to commenter, to reader.
  • Comment history collects all comments into a sidebar. This can save time for the user because this way, they do not have to scroll through the entire document.

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