Formatting in Word

Easiest to type everything first and then format.

Highlight what you want to format

Use icons to change font, size, bold, underline, italic, color, indent, bullets, numbering

Word will think for you, and not always what you want

Cut, Copy, Paste

Cut means the original material will disappear and you will put it someplace else.

Copy means the original material will stay where it is, and you can duplicate it someplace else.

Paste is the action of putting the selected material in the new place.

1. First, highlight what you want to copy or cut.  Use click and drag.
2. Then enter the cut or copy command.  There are 4 different methods for each command:

Cut:

Edit>Cut

CTRL+X

Click on the Cut icon (scissors)

Right click, Cut

Copy:

Edit>Copy

CTRL+C

Click on the Copy icon (looks like 2 papers)

Right click, Copy

3. Then put your cursor where you want to paste the selected material.  This can be in the same document, a different document, a different program, or in a webpage textbox.
4. Then enter the Paste command.  There are 4 different methods for Paste also:

Edit>Paste

CTRL+V

Click on the Paste Icon (looks like a clipboard)

Right click, Paste

Copy and Paste into PES midyear or end of year narrative:

First create your narrative in Microsoft Word.  (This can be done all at once or over a period of several weeks/months.  Just save it as you go.)

Save it in My Documents (File>Save As)

When the time comes to enter it into PES:

• Open your narrative document.
• Highlight (use click and drag) all the paragraphs for your first core requirement, Leadership and Communication.
• With your cursor over the highlighted portion, right click, click Copy.
• Now go to Internet Explorer
• On the Dakotas home page there is a link (near the top) for PES.  Click on PES.
• Navigate into your PES for the current FY, getting to the place where you would start typing your narrative.  RIGHT CLICK, PASTE.
• Repeat the process for your Fiscal Management core requirement.

Letterhead

Click on Start>New Office Document

Click on the USPS tab

Scroll down to USPSLTRF, double click on it.

Fill in the fields pressing tab to go from field to field.

Click OK.

Your new letterhead will open.  Using the down arrow, move the cursor down under the logo.

Press ALT+SHIFT+D all at the same time.

Click File>Save As

Save in My Documents, name the file “letterhead”, click Save

Close everything.

To make a shortcut on your desktop:

• Open My Documents
• Right click on Letterhead icon
• Click send to>desktop(create shortcut)

Now you have a shortcut to your office letterhead on your desktop. 

You can copy and paste core language from the CAO Core Language website (on the My Post Office opening page)

After you print your typed letter, close the letterhead, being sure to click NO to save the changes in order to keep your letterhead blank. 

Save vs. Save As:

• Save As:  creates a new file and names it
• Save:  saves changes to your original document

Printing labels:

Open Word

Click on Tools>Letters and Mailings>Envelopes and Labels

There are two tabs: Envelopes and Labels

Click on Labels

Type the label information

Make sure the Full page of the same label radio button is checked

To select the label size, click on Options

You should select either 5160 or 5161.

• 5160 is the smaller, 30 labels per page
• 5161 is larger, 1” x 4”, can add a PostNet barcode, and is 20 labels per page.

At this point you can click on print and print one page.

However, click on New Document, and you will see the page exactly as it will print.

Here you can print more than one page (File>Print, enter the number of copies, click print)

You can also save the document in a Labels folder.  File>Save As>

Make sure you are in My documents.

Click on the New Folder icon (folder with a star)

Name the folder Labels, click OK

The new folder should appear at the top of the Save As window.

You can name the document (ie Bank Deposit) in the file name.

Click Save.

Now, when you need another page of these labels, just open the document and click the print icon.

Printing Envelopes:

Open Word

Click on Tools>Letters and Mailings>Envelopes and Labels

There are two tabs: Envelopes and Labels

Click on Envelopes

Type the address information

Type your return address (yes to keep it as a default)

You can omit the return address on individual envelopes that you print later, if necessary.

To select the envelope size, click on Options

Envelope Options tab allows you to select the envelope size (10 is most common)

This is also where you can add the barcode and FIM

The Printing Options tab allows you to tell the computer how your printer feeds the envelope.  This will vary according to each printer.

Click OK.

Click Print.  This will print one envelope.

Letter Library

Create a letter library using your letterhead template, CAO core language, copy and paste, and Save As.