Application of Information & Communication Technologies

Lab (CC120L)

Session: Fall ’24

Instructor: Amna Faisal

Lab Manual (Lab # 07)

Department of Computer Science

School of Systems and Technology UMT Lahore Pakistan
Objectives (CLO-3)
 Review Previous Session

 Table of Contents and References

 Hands-On Activity

Reference Tab

There are 5 Sections/Group in References Tab

1) Table of contents
2) Footnotes
3) Citations & Bibliography
4) Captions
5) Index
6) Table of Authorities
Table of Contents:

Table of contents provides the summary of all document in single table.

Footnotes:

When you need to provide some more

information regarding to some word or
sentence, we can add footnote at the bottom of
the page in which we provide more
information.

Citations & Bibliography:

 Word offers great tools for citing sources, creating a bibliography, and
managing the sources. The first step to creating a reference list and citations in a
document is to choose the appropriate style that you will be using for formatting
the citations and references.

Style:

To choose a publishing style:

 Click the References Tab on the Ribbon
 Click the drop down box next to Style in the Citations & Bibliography Group
 Choose the appropriate style

Citations
To insert a citation in the text portion of your
document:
 Click the References Tab on the Ribbon
 Click the Insert Citation Button on the Citations &
Bibliography Group
 If this is a new source, click New Source
 If you have already created this source, it will in the
drop down list and you can click on it
 If you are creating a New Source, choose the type of source (book, article, etc.)
 Complete the Create Source Form
 If you need additional fields,
be sure to click the Show All
Bibliography Fields check
box
 Click OK

Captions:

You can add captions to figures, equations, or other objects. A caption is a

 numbered label, such as "Figure 1", that you can add to a figure, a table, an
equation, or another object.

Inserting an caption

1. Select the object (table, equation, figure, or another object) that you want to add a
caption to.
2. On the References tab, in the Captions group, click Insert Caption.

3. In the Label list, select the label that best describes the object, such as a figure or
equation. If the list does not provide the label, you want, click New Label, type
the new label in the Label box, and then click OK.

4. Type any text, including punctuation that you want to appear after the label.
5. In the Caption dialog box click Numbering.
6. Select the Include chapter number check box.

7. In the Chapter starts with style list,

select the heading style that was
applied to the chapter heading.
8. In the Use separator list, select a
punctuation mark to separate the
chapter number from the caption
number. In this example a hyphen has
been selected so the caption on the first
image in Chapter 2 would appear as "Figure 2-1".
9. Click OK.

Index:

Deciding what goes in an index can be a long, difficult process. But Word can
help make the process of actually creating the index a little less painful. It’s a
two-part process: mark the entries and then build the index.

Mark the entries

These steps show you how to mark words or phrases for your index, but you can
also Mark index entries for text that spans a range of pages.

1. Select the text you’d like to use as an index entry or just click where you want to
insert the entry.

2. Click References > Mark Entry.

3. You can edit the text in the Mark Index Entry dialog box.

4. You can add a second-level in

the Subentry box. If you need a third
level, follow the subentry text with a
colon.

5. To create a cross-reference to another

entry, click Cross-
reference under Options, and then
type the text for the other entry in the
box.

6. To format the page numbers that will

appear in the index, select
the bold check box or Italic check box
below Page number format.

7. Click Mark to mark the index entry.

To mark this text everywhere it shows up in the document, click Mark All.

8. To mark additional index entries, select the text, click in the Mark Index
Entry dialog box, and then repeat steps 3 through 7.

Create the index

After you mark the entries, you’re ready to insert the

index into your document.

1. Click where you want to add the index.

2. Click References > Insert Index.

3. In the Index dialog box, you can choose

the format for text entries, page numbers,
tabs, and leader characters.
4. You can change the overall look of the index by choosing from
the Formats dropdown menu. A preview is displayed in the window to the top
left.

5. Click OK.

If you mark more entries after creating your index, you’ll need to update the
index to see them. Click the index and press F9. Or click References > Update
Index.

Table of Authorities:

A table of authorities lists the references in a legal document, along with the
numbers of the pages the references appear on. To create a table of authorities,
you mark citations and Microsoft Word inserts a special TA (Table of Authorities
Entry) field in your document. You can then search the document for the next
long or short citation to mark, or you can automatically mark each subsequent
occurrence of the citation. If you do not want to use the existing categories of
citations, such as cases or statutes, you can change or add categories of citations.

When you build a table of authorities, Word searches for the marked citations,
organizes them by category, references their page numbers, and displays the table
of authorities in the document.

For example, the field

Baldwin v. Alberti, 58 Wn. 2d 243 (1961) 5,6

Mark citations:
Select the first citation in your document.
For example, select "Forrester v. Craddock, 51
Wn. 2d 315 (1957)."
Press ALT+SHIFT+I.
In the Selected text box, edit the long citation as you want it to appear in the table
of authorities.

In the Category box, click the category that applies to the citation.

In the Short citation box, edit

the text so that it matches the
short citation that you want
Word to search for in the
document.

To mark a single citation, click

Mark. To mark all long and
short citations that match those
displayed in the Mark Citation
dialog box, click Mark All.

To find the next citation in the

document, click Next Citation.

Create Table of Authorities:

Click where you want to insert the table of

authorities.

On the References tab, in the Table of

Authorities group, click Insert Table of
Authorities.

Table of Authorities group

In the Category box, click the category that you want to include in your table of
authorities. To include all categories, click All.

Do one of the following:

To use one of the available designs, click a design in the Formats box.
 To use a custom table of authorities layout, choose the options that you want.

Select any other table of authorities

options that you want.

Don’t modify the entries in the finished

table of authorities; if you do, your
changes will be lost when you update the
table of authorities.

If you later add more citations to a

document, you can mark the additional
citations by selecting the original
citation, pressing ALT+SHIFT+I, and
clicking Mark All.

Mailings:

In Mailings, there are 6 Section/Groups

1) Create
2) Start Mail Merge
3) Write & insert Fields,
4) Preview Results
5) Finish
Mail merge:
Mail merge is used to create multiple documents at once. These documents have identical
layout, formatting, text, and graphics. Only specific sections of each document varies and is
personalized. The documents Word can create with mail merge include bulk labels, letters,
envelopes, and emails. There are three documents involved in the mail merge process:
 Your main document
 Your data source
 Your merged document

For now we will mail merge from the Excel sheet with simple data like

Step 1: Prepare data in Excel for mail merge

 The most important step in the mail merge process is to set up and prepare your data. You'll use
your Excel spreadsheet as the data source for the recipient list. Make sure column names in
your spreadsheet match the field names you want to insert in your mail merge. For example, to
address readers by their first name in your document, you'll need separate columns for first and
last names.

Step 2: Start the mail merge

1. In Word, choose File > New > Blank document.

2. On the Mailings tab, in the Start Mail merge group, choose Start Mail Merge, and then
choose the kind of merge you want to run.

3. Choose Select Recipients > Use an Existing List.

4. Browse to your Excel spreadsheet, and then choose Open.

5. If Word prompts you, choose Sheet1$ > OK.

All data to be merged is present in the first sheet of your spreadsheet.

Data entries with percentages, currencies, and postal codes are correctly formatted in the
spreadsheet so that Word can properly read their values.

Edit your mailing list

You can limit who receives your mail.

1. Choose Edit Recipient List.

2. In the Mail Merge Recipients dialog box, clear the check box next to the name of any person
who you don't want to receive your mailing.

The Excel spreadsheet to be used in the mail merge is stored on your local machine.
Changes or additions to your spreadsheet are completed before it's connected to your mail
merge document in Word.
Step 3: Insert a merge field
You can insert one or more mail merge fields that pull the information from your
spreadsheet into your document.To insert an address block for an envelope, a label, an email
message, or a letter
1. On the Mailings tab, in the Write & Insert Fields group, choose Address Block.

2. In the Insert Address Block dialog box, choose a format for the recipient's name as it will
appear on the envelope.

3. Choose OK.

4. Choose File > Save.

To insert a greeting line in an email message or a letter

1. On the Mailings tab, in the Write & Insert Fields group, choose Greeting Line.
2. In the Insert Greeting Line dialog box, do the following:

o Under Greeting line format, change the salutation if necessary by choosing the greeting (Dear is
the default), the format for the recipient name, and the ending punctuation (a comma is the
default)

o Under greeting line for invalid recipient names, choose an option in the salutation list.

3. Choose OK.

4. Choose File > Save.

To insert data from your spreadsheet in an email message or a letter

1. On the Mailings tab, in the Write & Insert Fields group, choose Insert Merge Field.

2. In the Insert Merge Field dialog box, under Fields, choose a field name (column name in your
spreadsheet), and then choose Insert.

3. Repeat step 2 as needed, and choose close when done.

4. Choose File > Save.

Step 4: Preview and finish the mail merge:

After you insert the merge fields you want, preview the results to confirm that the content is
okay and then you're ready to complete the merge process.

1. On the Mailings tab, choose Preview Results.

2. Choose the Next or Previous record button to move through records in your data source
and view how the records will appear in the document.
3. In the Finish group, choose Finish & Merge, and choose Print Documents or Send E-mail
Messages.
 Step 5: Save your mail merge

When you save the mail merge document, it stays connected to your data source. You can reuse
the mail merge document for your next bulk mailing.

 Open the mail merge document and choose Yes when Word prompts you to keep the
connection.