1 Chapter 11 Finalizing a Document. Practical Computer Literacy, 2 nd edition Chapter 11 2 What’s Inside and on the CD? In this chapter, you’ll learn

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Chapter 11

Finalizing a Document

Practical Computer Literacy, 2nd edition Chapter 11

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What’s Inside and on the CD?

• In this chapter, you’ll learn how to add finishing touches to your document, including:

– Adding headers and footers– Setting margins– Incorporating graphics– Save your document in HTML format– Adding comments and tracking changes


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How do I create headers and footers?

• Header is text that appears at top of every page

• Footer is text that appears at bottom of every page

• Typically display title of document, current date, author’s name, and page numbers



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• Where headers and footers are displayed:– Print Layout View– Full Screen Reading view– Print Preview– On printed pages

• Headers and footers preset tabs – A center tab in middle of page– A right tab near right margin

• Pressing Tab key will move insertion point to next tab


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• Use Page Number button in the Header & Footer group to insert the page number

• Use the Date & Time button in the Insert group to insert the current date and time

• Click the Go to Header or Go to Footer button to switch between header and footer

• Change the font and font style of page numbers just as you would with any other text


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How do I insert page breaks and section breaks?

• Page breaks occur when one page ends and the next begins

• When a page is full, Word automatically inserts page break

• You may “force” a page break at any point


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• Section break, displayed as double dotted line, divides document into sections

• You can apply different formatting to each section

• To insert a break– Click Page Layout tab– Click Breaks– Select type of break– Click OK


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Can I insert photos into a document?

• Two types of graphics may be inserted:– Vector graphics– Bitmap graphics

• Bitmap referred to as “picture” with extensions: .bmp, .png, .jpg, .tif, .gif

• Insert pictures and other bitmaps from files stored in computer


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Can I insert graphics into a document?

• To insert bitmap graphic:– Click Insert tab– Click Picture from Illustrations group– Use Open dialog to navigate to folder containing

selection– Click to insert


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• To crop picture:– Select picture– Click Crop button on Size group– Drag edges to frame part you want

• Adjust brightness, contrast, and color of picture:– Select graphic– Click Brightness, Contrast, or Recolor buttons


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• Control text flow around picture in document:– Select picture– From Arrange group select Text Wrapping button– Select choice from list

• To delete a picture:– Click picture– Press Delete button



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Can I insert line art into a document?

• Vector graphic, sometimes called “drawing,” created with basic shapes such as lines, curves, and rectangles

• Clip art, logos, organizational charts created with vector graphics

• To access Clip Art:– Click Insert tab– Click Clip Art in Illustrations group


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• Word’s Shapes allow creation of vector graphics within document

• To create complex drawings, combine several shapes within a rectangle call a “canvas”

• To open blank canvas:

– Click Insert tab– Click Shapes button– Click New Drawing Canvas


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• Multiple shapes can be grouped together:

– Hold down Ctrl key and select shapes– Right-click shapes– Point to Grouping– Click Group– Ungroup shapes by clicking Ungroup


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• Use layers to make shapes appear to stack or appear in front or behind

• To move a shape from one level to another:– Right-click shape– Choose Order– Select order from list

• To control text flows around vector graphics:– Click Text Wrapping from the Arrange group– Select an option from the list


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How do I set margins?

• Margin settings typically apply to entire document, and are changed using Page Setup on the Page Layout tab

• Default margins are set to 1” on all sides

• Smaller margins allow for more text, larger margins reduce amount of text that will fit on page


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• If using headers and footers, don’t set top and bottom margins too small or headers and footers will not print correctly

• Portrait orientation will display and print page vertically

• Landscape orientation will display and print page sideways


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• Paper tab is used to set paper size and how paper will feed into default printer

• Select appropriate paper size from Paper size list

• Layout tab is useful for creating different headers and footers for odd and even pages


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• Other layout options allow you to:– Center text vertically on page– Insert line numbers– Add graphical elements such as borders to document

• These formatting options can apply to entire document or to selected sections

How do I perform a mail merge?

• A mail merge allows you to create multiple documents from a starting document and a data source

• You can compose your starting document from scratch or from a document template

• The data source can come from a(n)– Database file– Outlook– Excel spreadsheet– Word document


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• Merge lists contain data such as names and addresses– Each item is considered a field– A merge field contains one item of data– A merge block can contain multiple lines

• Merge fields are enclosed in angle brackets• Use the Write & Insert Fields group to insert pre-

formatted merge field blocks or individual merge fields• Preview your final documents


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How do I save a document as a Web page?

• Document may be posted on Internet as Web page

• Must be in HTML (Hypertext Markup Language) format to be accessible to Web browsers

• Use the Save As option accessed from the Microsoft Office button to save a document in HTML format



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• Not all formatting elements in Word document can be properly converted to HTML

• Message will be displayed if Word encounters problems during conversion process

• Cancel or continue with conversion process if problems are encountered


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• To view HTML document, locate the file with Windows Explorer and double-click it

• Long Word document will display as one continuous Web page

• When viewed with browser, vertical scroll bar allows viewer to move through document

How do I convert a document into a PDF?

• PDF was created by Adobe Systems– Has become a universal standard for exchanging files– Preserves layout

• Software for viewing PDFs is free• To convert a Word document to PDF:

– Save it first as a normal Word document– Use the Save As command and select PDF from the

Save As type list


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• You might have to install the Publish as PDF or XPS Add-in for Microsoft Office 2007

• Software for creating PDFs can be obtained a number of ways

• Free PDF software usually allows you to create, read, and print PDF files


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• Some PDF software offers additional features– Adobe Acrobat Professional

• Insert text• Make line-out deletions• Highlight passages• Add comments

• XPS is similar to PDF, but created by Microsoft


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How do I work with electronic documents?

• Word has several built-in features that help you work with electronic documents– Office button’s Send option– Publish option– Fax templates

• The way you plan to use a document affects the way you handle it


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• Remain alert to avoid the following problems:– Loss of information or formatting– Necessary software not installed– Missing linked data– Blocked file types– Large files


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Can I track changes and insert comments in a document?

• As document is revised, you can maintain record of original wording

• Track Changes feature maintains all deleted, changed, and inserted text – displays as contrasting color

• You may hide or display “changes” and integrate them by “accepting” them


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• Word’s comment feature allows insertion of “sticky notes” in document

• Comments displayed as balloons in margins, and displayed or hidden as needed


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• Before inserting comments or tracking changes:– Click the Review tab– Click Track Changes

• To accept changes:– Click changed text– Click Accept Change button– To reject change, use Reject options in the Changes

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• To accept all changes:– Click Accept in the Changes group– Click Accept All Changes in Document

• To reject all changes:– Click Reject in the Changes group– Click Reject All Changes in Document

• To insert a comment:– Click New Comment on the Review tab– Type comment

Is there a way to protect documents from unauthorized access?

• You can protect your documents in several ways– Encrypt the document so that it can be opened only

when a valid password is entered


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– Allow anyone to open a document, but restrict the types of edits that can be made

• Word’s Protect Document group


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• To deactivate document protection, use the Protect Document button to access the Restrict Formatting and Editing task pane– Scroll to the bottom and click the Stop Protection

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What other features can I use to finalize my documents?

• Borders and shading allow emphasizing text or parts of table– Border: Line or graphic drawn around page or

section of text– Shading: Grayscale or color background applied to

text or table cells• To apply borders and shading:

– Click Home tab– Click the down-arrow button on the Borders and

Shading button


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• Theme is predefined set of coordinated styles, colors, and text options to be applied to existing documents for professional enhancement

• Word includes Apex, Metro, and Office themes

• To chose theme:– Click Page Layout tab– Click Themes in the Themes group


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• AutoFormat allows automatic formatting

• Examples are replacing fractions (1/4 with ¼) and formatting internet addresses as hyperlinks

• To activate:– Click Proofing tab– Click AutoCorrect Options button


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• Format Painter allows replication of formats between text sections– Click any text that has format to be replicated– Click Format Painter button– Click text where format is to be applied

• If you double-click Format Painter button, it can be applied to several locations

• To stop Format Painter click button again



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Documents

1 Chapter 11 Finalizing a Document. Practical Computer Literacy, 2 nd edition Chapter 11 2 What’s Inside and on the CD? In this chapter, you’ll learn