Sample word 2002_advanced_manual_corporate

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Microsoft Word 2002 Advanced Level Training Manual Corporate Edition

C C T G L O B A L . C O M

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© 1995-2002 Cheltenham Computer Training Crescent House 24 Lansdown Crescent Lane Cheltenham Gloucestershire GL50 2LD, UK Tel: +44 (0)1242 227200 Fax: +44 (0)1242 253200 Email: [email protected] Internet: http://www.cctglobal.com All trademarks acknowledged. E&OE. © Cheltenham Computer Training 1995-2002 No part of this document may be copied without written permission from Cheltenham Computer Training unless produced under the terms of a courseware site license agreement with Cheltenham Computer Training. All reasonable precautions have been taken in the preparation of this document, including both technical and non-technical proofing. Cheltenham Computer Training and all staff assume no responsibility for any errors or omissions. No warranties are made, expressed or implied with regard to these notes. Cheltenham Computer Training shall not be responsible for any direct, incidental or consequential damages arising from the use of any material contained in this document. If you find any errors in these training modules, please inform Cheltenham Computer Training. Whilst every effort is made to eradicate typing or technical mistakes, we apologize for any errors you may detect. All courses are updated on a regular basis, so your feedback is both valued by us and will help us to maintain the highest possible standards. Sample versions of courseware from Cheltenham Computer Training (Normally supplied in Adobe Acrobat format) If the version of courseware that you are viewing is marked as NOT FOR TRAINING, SAMPLE, or similar, then it cannot be used as part of a training course, and is made available purely for content and style review. This is to give you the opportunity to preview our courseware, prior to making a purchasing decision. Sample versions may not be re-sold to a third party. For current license information Cheltenham Computer Training reserves the right to alter the licensing conditions at any time, without prior notice. No terms or conditions will affect your rights as defined under UK law. Please see the site license agreement available at: www.cctglobal.com/agreement Courseware Release Version 5.0

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FOR USE AT THE LICENSED SITE(S) ONLY Cheltenham Computer Training 1995-2002 - www.cctglobal.com

FORMS ......................................................................................................................................................... 1 CREATE FORMS........................................................................................................................................... 2

Creating a Form .................................................................................................................................... 2 FORM TEMPLATE ........................................................................................................................................ 5

Inserting Fields in a Form Template ..................................................................................................... 5 Protecting the Form............................................................................................................................. 13 Testing a Form..................................................................................................................................... 14 Distributing a Form............................................................................................................................. 14

REVIEW QUESTIONS.................................................................................................................................. 15 MACROS .................................................................................................................................................... 17

TASKS....................................................................................................................................................... 18 Automating Tasks................................................................................................................................. 18 Administering Macros ......................................................................................................................... 19 Recording a Macro .............................................................................................................................. 19 Editing a Macro................................................................................................................................... 20

TOOLBARS AND MENUS............................................................................................................................ 22 Creating a Macro Toolbar Button Shortcut......................................................................................... 22 Creating a Macro Keyboard Shortcut ................................................................................................. 24 Creating a Macro Custom Menu Item ................................................................................................. 25 Removing a Macro Custom Menu Item ............................................................................................... 26

REVIEW QUESTIONS.................................................................................................................................. 27 REFERENCES ........................................................................................................................................... 29

DOCUMENT INFORMATION........................................................................................................................ 30 Referencing Document Information..................................................................................................... 30 Inserting Bookmarks............................................................................................................................ 33

FOOTNOTES AND ENDNOTES..................................................................................................................... 36 Using Footnotes and Endnotes ............................................................................................................ 36 Inserting Footnotes.............................................................................................................................. 37 Inserting Endnotes ............................................................................................................................... 38 Adding Captions .................................................................................................................................. 38 Creating Cross-References .................................................................................................................. 40

REVIEW QUESTIONS.................................................................................................................................. 43 TIME SAVERS........................................................................................................................................... 45

TIMESAVERS WITHIN WORD ..................................................................................................................... 46 Creating a New Document Using a Wizard......................................................................................... 46 Inserting a Symbol ............................................................................................................................... 52 Inserting the Date or Time................................................................................................................... 54

LANGUAGES.............................................................................................................................................. 55 Checking the Spelling and Grammar................................................................................................... 55 Changing a Word Using the Thesaurus............................................................................................... 56 Changing the Set Languages ............................................................................................................... 57

REVIEW QUESTIONS.................................................................................................................................. 58 ADVANCED MANAGING DOCUMENTS ............................................................................................ 59

DOCUMENT VERSIONS .............................................................................................................................. 60 Distributing a Document ..................................................................................................................... 60 Tracking Changes to a Document........................................................................................................ 63 Reviewing Document Changes ............................................................................................................ 63 Merging Documents............................................................................................................................. 65

MAIL MERGE ............................................................................................................................................ 66 Using Mail Merge................................................................................................................................ 66

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Using the Mail Merge Toolbar ............................................................................................................ 66 Creating a Mail Merge ........................................................................................................................ 71

REVIEW QUESTIONS.................................................................................................................................. 79 ADVANCED WEB CREATION .............................................................................................................. 81

HTML PAGES........................................................................................................................................... 82 Editing Web Pages............................................................................................................................... 82 Inserting Scrolling Text ....................................................................................................................... 82 Placing a Movie Clip in a Web Page................................................................................................... 84 Inserting Background Sound ............................................................................................................... 86

REVIEW QUESTIONS.................................................................................................................................. 87 PREPARATION......................................................................................................................................... 89

MARGINS .................................................................................................................................................. 90 Setting Book Margins .......................................................................................................................... 90 Using the Header and Footer Toolbar ................................................................................................ 91 Customizing Headers and Footers....................................................................................................... 94 Compiling a Table of Contents ............................................................................................................ 95 Indexing the Document ........................................................................................................................ 97 Using Master Documents..................................................................................................................... 98 Using the Master Document Tools ...................................................................................................... 98 Creating a Master Document ............................................................................................................ 100

REVIEW QUESTIONS................................................................................................................................ 101

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Forms 1 Word 2002 Advanced 2002 Cheltenham Computer Training


Forms When you have completed this learning module you will have seen how to:

• Create Forms • Test Forms • Distribute Forms • Insert Fields into Forms • Protect Forms

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2 Forms 2002 Cheltenham Computer Training Word 2002 Advanced


Create Forms

© Cheltenham Computer Training 2002 Microsoft Word 2002 - Slide No 2

Create Forms

• Creating a Form allows you to create a base for a document that will be used repeatedly with the same required information, but different content, such as an Invoice, Expense Sheet, or Calendar.

Creating a Form

• Creating a Form allows you to create a base for a document that will be used repeatedly with the same required information, but different content, such as an Invoice, Expense Sheet, or Calendar.

• If a form is going to be used either as a hard copy or as an online form, a template of the base form must be created. The base form will hold the text layout and formatting that will always be present in the form.

To create a Form: • From the main menu, choose File > New

OR press the Ctrl + N key combination to open the New Document pane.

• Select the General Templates option to open the Templates dialog box.

• Select the General tab. • Select the Blank Document option.

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• Select the Template option under the Create New area in the dialog

box:

• A new document window will open, titled Template1 in the top header bar.

• Using Tables, Text Boxes, Borders and Shading create the required form. This could be an invoice, a general information request, or an expense sheet.

• Make sure that enough empty space is left where the user can enter the required information:

• From the main menu, choose File > Save As to open the Save As dialog box.

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• Because the document is a template, it should automatically select the

Templates folder in the drive to save the document template to. • If not, select the Templates folder, name the file, and select

Document Template in the Save as type drop-down menu:

• The template will now appear on the General tab of the Templates dialog box:

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Form Template


Form Template

• A Form Template can be altered and customized with Form fields.

• They allow you to add an extra level of interaction and automation to the form template.

Inserting Fields in a Form Template

• Form fields allow you to add a different level of interaction and automation to a basic form template.

• The form fields are elements that allow you to place information in the form faster and more efficiently, as well as use the information on a form after it has been placed.

To insert fields in a Form Template: • From the main menu, choose View > Toolbars > Forms to open the

Forms Toolbar:

• The Text Form Field button allows you to place a text form field anywhere on the form as a place-setter for users to enter text, numbers, symbols and spaces. Text form fields can also support any calculations required from entries in other form fields:

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• The Checkbox Form Field button allows you to place a checkbox on

the form, where users can select it or not, depending on the information required:

• The Drop-Down Form Field allows you to place a drop-down form field allowing the user to select from a list of options, allowing entries in a particular space to be regulated:

• The Options button is only accessible when a field has been selected for editing, and it will relate to the form field that is selected.

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• Double click on a text field

OR place the cursor next to a text field and click the Options button to open the Text Form Field Options dialog box:

• The Type drop-down menu allows you to set what the text field will be used for, and the Format drop-down menu alters with each Type selection:

• Within the Text format drop-down menu, Regular text is the default setting, and this allows basic text to be entered into the field:

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• Number format allows only numbers and number related characters,

like $, to be entered into the field. If anything other than a number is used, it will be entered as a 0:

• Date format allows only a date or time to be entered into the field:

• If anything else is entered, the user will see an error message:

• Current date will place a {DATE} field in the text field, which is updated whenever the form is opened for use:

• Current time will place a {TIME} field in the text field, which is updated whenever the form is opened for use:

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• Calculation allows calculations to be set within that text field:

• Double click on a check box field OR place the cursor next to a check box field and click the Options button to open the Check Box Field Options dialog box:

• The Check box size area allows you to select Auto, which is set for 10pt OR Exact, which allows you to select any size for the check box.

• The Default value area allows you to select Not checked, which will allow you to select the check box on the form OR Checked, which will not allow you to alter the checkbox. This can be used to show available dates for courses, or colors available for an item.

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• Double click on a drop-down form field

OR place the cursor next to a drop-down form field and click the Options button to open the Drop-Down Form Field Options dialog box:

• Manually type in the items to be selected from the drop-down list in the Drop-down item field.

• Click the Add button, and the item will be added into the Items in drop-down list area.

• Select an item in the Items in drop-down list area, and click the Remove button to take an item out of the list.

• When testing the drop-down button, this list should appear beside the drop-down field on the form:

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• The Draw Table button will open the Tables and Borders toolbar,

allowing you to easily build a variety of tables, as well as use the Draw Table tool:

• The Insert Table button allows you to insert a table based on a set number of rows and columns, all the same width and height. This button is the same as the Insert Table button on the Standard toolbar:

• The Insert Cells button will replace the Insert Table button when the cursor is placed under the bottom row of a table:

• The Insert Rows button will open the Insert Rows dialog box, where you can set the exact number of row(s) to be created, and they will be added onto the bottom of the existing table, including all border formatting:

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• The Insert Frame button allows you to place a free-floating box that

text and images can be placed in. The box can be placed accurately according to size and location:

• The Form Field Shading button allows you to switch between medium gray and no shading for text, checkbox and drop-down fields:

• Form Fields With Shading:

• Form Fields Without Shading:

• The Reset Form Fields button allows you to remove all entries that were made on a form, in its various fields:

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• The Protect Form button allows you to automatically protect the form.

Clicking The Protect Form button again will remove the form protection.

Protecting the Form

• Open the form template that the password protection will be applied to. • From the main menu, choose Tools > Protect Document to open the

Protect Document dialog box:

• Select Forms in the Protect document for area. • A password is recommended, as this will not stop users from using

the form, but from doing any unauthorized editing to the form. • If a password has been added, but needs to be removed at a later

date, open the password protected form. • From the main menu, choose Tools > Unprotect Document to open

the Unprotect Document dialog box:

• Enter the password, and click OK. • The document will now be completely unprotected. • From the main menu, choose Tools > Protect Document to open the

Protect Document dialog box. • Select Forms in the Protect document for area. • Click OK.

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Testing a Form

• Open the Forms dialog box. • Click the Protect Form button to have the form appear in the

protected view:

• This is also how a user would be viewing the form. • This allows you to test forms to make sure that fields are appearing as

needed, and can be used as required. • Click the Protect Form button again to remove protection and

continue editing the form. Distributing a Form

• By saving a form in a Workgroup Template folder, you can allow other users on the same network to easily access the form for use.

• A form must always be password protected, before it can be accessed by other users.

• This not only upholds the basis of actually creating a form, but also allows only the original creator of the form to alter and edit it in any way.

• The form will be protected, without the password option OR to simply protect the form, select the Protect Form button on the Forms toolbar:

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Review Questions


Review Questions

How would you:

• Create Forms? • Test Forms? • Distribute Forms? • Insert Fields into Forms? • Protect Forms?

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Macros 17 Word 2002 Advanced 2002 Cheltenham Computer Training


Macros When you have completed this learning module you will have seen how to:

• Automate Tasks • Administer Macros • Record a Macro • Edit a Macro • Create a Macro Toolbar button Shortcut • Create a Macro Keyboard Shortcut • Create a Macro Custom Menu Item • Remove a Macro Custom Menu Item

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18 Macros 2002 Cheltenham Computer Training Word 2002 Advanced


Tasks


Tasks

• Applying macros within a document allows you to automate tasks within Word, and almost any task done manually in Word can be recorded and used in a Macro.

Automating Tasks

• A Macro is a recording of a series of operations used within Word. • Applying macros within a document allows you to automate tasks

within Word, and almost any task done manually in Word can be recorded.

• Macros, once recorded, can be started by using a keyboard shortcut, selecting a toolbar button, selecting a menu command, or by opening the Macros dialog box by choosing Tools > Macro > Macros from the main menu:

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Administering Macros

• Macros allow you to speed up the work process, if a document contains a series of actions that have to be done again and again, and will combine those actions into one step within a macro.

• A macro is best used in circumstances where an identical operation will need to be performed either within the same document, or in future documents.

Macros can be used to: • Apply formatting that is detailed and complex, like a mix of paragraph

formatting and font styles. • Automate a task that requires several repetitive steps, such as

creating a mail merge, setting a page setup, or even setting up custom printing.

• Automate repetitive tasks within a long document created by other users, or in a document imported from another application. The macro recorded can be set to find and replace particular characters, apply complicated formatting, or even remove specified paragraphs.

• Apply commands from Word’s dialog boxes, such as turning a display feature on or off, or quickly apply formatting.

Recording a Macro

• From the main menu, choose Tools > Macro > Record New Macro to open the Record Macro dialog box:

• Name the macro in the Macro name field. • Select where to store the macro in the Assign macro to area. • Click Close to close the dialog box.

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• The macro will immediately begin recording, opening the Stop

Recording dialog box with the Stop and Pause commands available:

• If you are not storing the macro in a toolbar or keyboard shortcut, simply select OK in the Record Macro dialog box. The Stop Recording dialog box will open and the macro will immediately begin recording.

• Every activity can and will be recorded in the macro, except using the mouse to navigate or select text. Use the arrow keys to navigate a document while recording a macro.

• However, any menu actions or toolbar selections made by the mouse will be recorded.

• Proceed with the process to be recorded in the macro. • Once done, click the Stop Recording button on the Stop Recording

dialog box. • This will close the dialog box. • The macro will be saved with the document that it was created in, but

only once the document or template has been saved. Editing a Macro

• At times, an error may happen while a macro is running, and an error message will appear saying what the problem might be:

To simply stop the macro: • If you already know the problem, click End on the error message

dialog box and the macro will stop running, and the document page will be returned to active.

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• To look into the problem with the macro in more detail, click Debug in

the error message dialog box to open the Microsoft Visual Basic Editor dialog box:

• This dialog box will show the code that each command is listed as in the macro.

• The macro is in Break mode, so to resume the macro process, click the Reset button in the Visual Basic Editor dialog box toolbar OR from the Visual Basic Editor main menu, choose Run > Reset.

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Toolbars and Menus


Toolbars and Menus

• Once created, Macros can be stored within a Toolbar, main menu, or keyboard shortcut.

Creating a Macro Toolbar Button Shortcut

• From the main menu, choose Tools > Macro > Record New Macro to open the Record Macro dialog box.

• Click Toolbars button to store the macro as a custom toolbar button:

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• This will open the Customize dialog box with the Commands tab

active. • From the Categories area on the left, select the required category that

the macro may be stored in. • From the Commands area on the right, click on the macro name, and

drag it onto a toolbar to store:

• Once done, click Close to apply the shortcut and begin recording the macro. Note: If you realize that you want create a keyboard shortcut rather than a toolbar shortcut, click the Keyboard button at the bottom of the dialog box to open the Customize Keyboard dialog box.

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Creating a Macro Keyboard Shortcut


• Click Keyboard button to store the macro as a keyboard shortcut:

• This will open the Customize Keyboard dialog box. • From the Categories area on the left, select the required category that

the macro may be stored in. • From the Commands area on the right, select the required macro. • Enter the desired keyboard sequence in the Press new shortcut key

field (Example: Ctrl+Shift+O key combination):

Note: Make sure that your new shortcut key is not Currently assigned to something else.

• Once done, click Close to apply the shortcut and begin recording the macro.

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Creating a Macro Custom Menu Item


• Click Toolbars button to store the macro as a custom toolbar button. • This will open the Customize dialog box with the Commands tab

active. • From the Categories area on the left, select the required category that

the macro may be stored in. • From the Commands area on the right, click on the macro name, and

drag it onto the menu that it will be added to, this will also open that menu. (Example: Drag the macro to the Format menu):

• Drag the macro down the menu list to where it will be inserted. (Example: Drag the macro under the Borders and Shading menu item):

• Release the mouse button, and the macro will appear on the menu:

• To edit the macro name in the menu, immediately after placing the macro in the menu, right click on the command to open the Name dialog box.

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Removing a Macro Custom Menu Item

• To remove the macro that has been placed in a menu, you must Reset the original settings for that menu.

• From the main menu, choose Tools > Customize to open the Customize dialog box.

• Right-click on the menu and select Reset from the context menu:

• The macro is now removed from the menu:

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Review Questions


Review Questions

How would you:

• Automate Tasks? • Administer Macros? • Record a Macro? • Edit a Macro? • Create a Macro Toolbar button Shortcut? • Create a Macro Keyboard Shortcut? • Create a Macro Custom Menu Item? • Remove a Macro Custom Menu Item?

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References 29 Word 2002 Advanced 2002 Cheltenham Computer Training


References When you have completed this learning module you will have seen how to:

• Reference Document Information • Insert Bookmarks • Use Footnotes and Endnotes • Insert Footnotes • Insert Endnotes • Add Captions • Create Cross-References

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30 References 2002 Cheltenham Computer Training Word 2002 Advanced


Document Information


Document Information

• Reference a document with its table of contents in another document, and add Bookmarks to easily move through a document and its contents.

Referencing Document Information

• The Reference Document field in Word allows you to refer to a table of contents in another document from within a current document.

• Open the document that you want to insert the referenced document table of contents into.

• Set an insertion point where the referenced table of contents will be placed.

• From the main menu, choose Insert > Field to open the Field dialog box.

• Select RD in the Field names list:

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• Enter the entire path and name of the document to be referenced in

the Filename field under the Field properties area:

• If the reference document path is the same as the current document, select the Path is relative to current doc checkbox.

• This means that the referenced document is either in the same folder as the current document OR in a subfolder that has the same steps as the current document.

• Click OK. • In the current document, click the Show/Hide button to be able to see

the inserted Reference Document:

• From the main menu, choose Insert > Reference > Index and Tables to open the Index and Tables dialog box.

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• Select the Table of Contents tab:

• Apply settings as required for the table of contents to be inserted. • Click OK. • The current document will now have the referenced table of contents

placed within it:

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Inserting Bookmarks

• Inserting Bookmarks allows you to be able to move quickly through a long document to specific points, without having to know the exact page number or heading.

To insert a bookmark: • Select the text that the bookmark will be applied to

OR click in an area in the document where the bookmark will be applied.

• From the main menu, choose Insert > Bookmark to open the Bookmark dialog box:

• Enter a name for the bookmark, with no more than 40 characters. A bookmark name cannot have any spaces or punctuation except the underscore ( _ ) character.

• Click Add.

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To find a bookmark:

• From the main menu, choose Insert > Bookmark to open the Bookmark dialog box.

• Select the bookmark to view and click the Go To button. • The current document that is open behind the dialog box will alter to

show the bookmarked area. OR

• Double-click on the page number at the bottom left of the document window:

• This will open the Find and Replace dialog box. Select the Go To tab.

• Select Bookmark in the Go to what list, and select the required bookmark from the Enter bookmark name drop-down menu:

To view a bookmark: • From the main menu, choose Tools > Options to open the Options

dialog box. • Select the View tab. • Select the Bookmarks checkbox in the Show options area:

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• Any bookmarks that are within the document will appear with a gray or

black bracket showing its location:

• The bracket should not print, but to be safe, deselect the Bookmarks option before printing.

To delete a bookmark: • From the main menu, choose Insert > Bookmark to open the

Bookmark dialog box. • Select the bookmark to be removed. • Click Delete. • Click Close.

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Footnotes and Endnotes


Footnotes and Endnotes

• Adding Footnotes and Endnotes to a document allows you to provide extra information on a topic, from source location, to extra details not necessarily in the main body of the text.

Using Footnotes and Endnotes

• Adding Footnotes and Endnotes to a document allows you to provide extra information on a topic, from source location, to extra details not necessarily in the main body of the text.

• Footnotes always appear at the bottom of the current page. • Endnotes always appear at the bottom of the last page of a

document. • When inserting a footnote or endnote while the document is in the

Normal view, the Note pane will open at the bottom of the document window:

• This allows for easy editing of footnotes and endnotes. • When inserting a footnote or endnote while the document is in the

Print view, the Note pane will not open. Footnotes and endnotes are simple editing on the document page. Increase the Zoom percentage to make editing easier.

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Inserting Footnotes

• Place an insertion point in a sentence that the footnote is being created for, and where the footnote mark will appear.

• From the main menu, choose Insert > Reference > Footnote to open the Footnote and Endnote dialog box:

• Select the Footnotes or Endnotes option in the Location area. • Once done, click OK.

OR

• Press the ALT + CTRL + F key combination.

• A note reference mark will be inserted with a number showing what number footnote this is. If it is the first footnote, the number will be a “1”:

• The footnote will be placed at the bottom of the page that the footnote is on, and the cursor will also move there for instant editing.

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Inserting Endnotes

• Place an insertion point in a sentence that the endnote is being created for, and where the endnote mark will appear.

• Press the ALT + CTRL + D key combination. • A note reference mark will be inserted as a lowercase letter showing

which order of endnotes this is. If it is the first endnote created, the mark will be a lowercase “i”:

• The endnote will be placed at the end of the document, on the last page, and the cursor will also move there for instant editing.

Adding Captions

• Click and place an insertion point on the page where the caption will be inserted.

• From the main menu, choose Insert > Reference > Caption to open the Caption dialog box:

• In the Caption field, Figure 1-1 is the default option. Replace as required with a different name or any other piece of information that the caption will be describing.

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• The Label drop-down menu allows you to select alternate label

templates:

• If the needed label is not in the Label drop-down menu, click the New Label button to open the New Label dialog box:

• Simply type in a new name and click OK. • The new name will be inserted into the Label drop-down menu. • The Position drop-down menu allows you to select where the caption

will be placed in relation to the image, table or figure that it is describing:

• Click the Numbering button to open the Caption Numbering dialog box:

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• Here you can select from the Format drop-down menu how the

captions will be automatically numbered:

• By selecting the Include chapter number checkbox, you can have chapter heading numbers added to the caption, to link it more closely to the chapter it is contained in.

Creating Cross-References

• Cross referencing within a document allows you to locate relevant material that may be connected through content, but not necessarily location, within a document.

• With the Cross-reference dialog box, even once references are set, and then editing occurs and page numbering alters, the dialog box will track and keep any cross-referencing up to date.

• From the main menu, choose Insert > Reference > Cross-reference to open the Cross-reference dialog box:

• With the Cross-reference dialog box still open, click to place an insertion point in the document where the cross-reference will be placed.

• Do not place a cross-reference with original information, only with areas that briefly mention the information. The cross-reference is to connect a brief mention in one place to a longer explanation elsewhere in the document.

• Add any text as required after the insertion point that will be connected to the cross-reference. If directing to a page, enter see page.

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• In the Reference type drop-down menu, select the element that will

be referenced:

• A list of the various elements will appear in the For which heading view. If Heading was selected in the Reference type menu, then all headings in the document will appear in the For which heading view. One must be selected:

• From the Insert reference to drop-down menu, select the particular aspect of the document element selected in Reference type that will be referenced. Note that the Insert reference to options will be different for every selection from the Reference type area:

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• Selecting the Insert as Hyperlink checkbox will allow a reader to

simply click on the cross-reference note to jump to the reference elsewhere in the document.

• The Include above/below checkbox allows you to add the word “above” or “below” within the cross-reference indicating that the cross-reference is being placed before or after the text being referenced.

• Word will automatically switch the words if the cross-reference or references text is moved.

• Once done, click Insert to place the cross-reference in the document.

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Review Questions


Review Questions

How would you:

• Reference Document Information? • Insert Bookmarks? • Use Footnotes and Endnotes? • Insert Footnotes? • Insert Endnotes? • Add Captions? • Create Cross-References?

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Time Savers 45 Word 2002 Advanced 2002 Cheltenham Computer Training


Time Savers When you have completed this learning module you will have seen how to:

• Create a New Document using a Wizard • Insert Symbols • Insert Date or Time • Check Spelling and Grammar • Change a Word using the Thesaurus • Change the Set Language

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46 Time Savers 2002 Cheltenham Computer Training Word 2002 Advanced


Timesavers within Word


Timesavers within Word

• Using the various Word Wizards, inserting symbols and inserting the date or time in a document allow you to quickly accomplish detailed tasks.

Creating a New Document Using a Wizard

• Wizards are available for creating a Fax, a Letter, Envelopes, Mailing Labels, a Memo, an Agenda, a Legal Pleading, a Calendar, a Resume and a Web Page.

• Not all document wizards open the same wizard dialog box. For the letter wizard, the Microsoft Help Assistant program will open, working through a basic layout of the document.

To create a New Document using a Wizard: • From the main menu, choose File > New to open the New Document

pane.

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• Click on General Templates to open the Templates dialog box.

• Select an item tab for the document to be created. • Select a Wizard for the document and click OK:

• This will open the Wizard dialog box as well as a new document window:

• Every Wizard dialog box shows on the first page the steps that will be taken to create the base for the new document. If a correction needs to be made a couple of steps back, click on one of the boxes on the left of the dialog box, rather than having to click the Back button multiple times.

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• Click the Next button to begin the first step of creating the document,

and to open the next Wizard page:

• Every Wizard offers a selection of styles to base the new document on.

• Once done, click Next to open the next page:

• The point of the Wizard is to offer generic samples of items, like titles, if you’re not sure of what to enter.

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• Make selections as needed. • Once done, click the Next button to open the next page:

• If a document is being created for the purpose of other recipients receiving it, the Wizard has an area where you can not only manually enter names, but also access your Address Book if using Outlook.

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• Also if the document is being created to be sent out to others, you can specify any Closing names or Attachments.


• In some of the documents, Headers and Footers can also be set, from generic samples within the Wizard dialog box.

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• If this is the final Wizard page, it will display that all information that has been entered to create the base of the new document.

• Click Finish to close the Wizard, and create the document in the new document window:

• At this point, the Microsoft Help Assistant will appear, to guide you through the remainder of the document creation, as well as help you in editing any information entered within the Wizard.

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Inserting a Symbol

• Place the cursor on the document and click to create an insertion point for the needed symbol or character to be added.

• From the main menu, choose Insert > Symbol to open the Symbol dialog box:

• The Font drop-down menu allows you to alter the font of the symbols listed in the dialog box. This allows you to view the symbols before inserting them into the document.

• The Subset dialog box allows you to navigate quickly through the various symbols, without having to scroll:

• Under the main symbols list is the Recently used symbols area:

• This area will store up to 16 symbols last used, allowing you easy access without having to search for a symbol if it is frequently used.

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• At the bottom of the Symbols dialog box, between the Recently used

symbols area and the AutoCorrect button, there is an area that will describe a selected symbol:

Note: A very useful tool, if a description will be required at a later point.

• The AutoCorrect button will allow you to open the AutoCorrect dialog box, where adjustments can be made to any autocorrect settings, or words:

• Once a symbol has been selected for insertion, click Insert.

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Inserting the Date or Time

• Place the cursor on the document and click to create an insertion point where the date and/or time will be added.

• From the main menu, choose Insert > Date and Time to open the Date and Time dialog box:

• Select from the Available formats list the required format for the date and/or time to be inserted into the document.

• Once done, click OK.

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Languages


Languages

• Check spelling and grammar within a document, or use the thesaurus to make sure that text is accurate.

Checking the Spelling and Grammar

To check one word or sentence for spelling and grammar: • Select the word, or sentence to be checked. • From the main menu, choose Tools > Spelling and Grammar to

open the Spelling and Grammar dialog box:

• The dialog box will offer in the Suggestions field various suggestions for correct spelling, sentence structure and grammar.

• Select the correct spelling, and click the Change button. • This will automatically alter the word in the document.

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• A Microsoft Word spelling message box will also open, requesting to

check the remainder of the document for any spelling or grammar corrections:

• If you know that the particular word is elsewhere in the document, and it is wrong everywhere, click the Change All button, and all of the words will be corrected.

• Be careful of the Change All button, at times, a word may be pluralized, and even if also spelled wrong, the pluralization of the word will be removed, and the original corrected word inserted in its place.

To check the Spelling and Grammar for an entire document: • Simply place the cursor at the beginning of a document. • From the main menu, choose Tools > Spelling and Grammar to

open the Spelling and Grammar dialog box. • This will automatically begin checking of the document.

Changing a Word Using the Thesaurus

• Select the word that you want to alter with the thesaurus:

• From the main menu, choose Tools > Language > Thesaurus to open the Thesaurus dialog box:

• The Looked Up field displays the word that has last been searched for the last time the Thesaurus was used.

• The Meanings list displays the various meanings of a word, if applicable. Select a meaning to view different synonyms in the Replace with Synonym list.

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• The Replace with Synonym list shows all applicable synonyms

attached to a word. • Select a new synonym, and click Replace to change the word in the

document:

• If a word is selected from the Replace with Synonym list, then the Look Up button is clicked, the word will appear in the Looked Up field, and the new meanings displayed in the Meanings list.

Changing the Set Languages

• From the main menu, choose Tools > Language > Set Languages to open the Language dialog box:

• From the Mark selected text as list, select a language.

To set a new language default for the document: • Click the Default button. This will open a Microsoft Word warning

dialog box:

• To have all new documents be created in the new default language, click Yes.

• The new set language will now apply to all new documents. • The language of a document cannot be altered midway through the

document, and also the language within a document cannot be altered into another language.

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Review Questions


Review Questions

How would you:

• Create a New Document using a Wizard? • Insert Symbols? • Insert Date or Time? • Check Spelling and Grammar? • Change a Word using the Thesaurus? • Change the Set Language?

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Advanced Managing Documents 59 Word 2002 Advanced 2002 Cheltenham Computer Training


Advanced Managing Documents When you have completed this learning module you will have seen how to:

• Distribute a Document • Track Changes to a Document • Review Document Changes • Merge Documents • Use Mail Merge • Use the Mail Merge Toolbar • Create a Mail Merge

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60 Advanced Managing Documents 2002 Cheltenham Computer Training Word 2002 Advanced


Document Versions


Document Versions

• Distribute a document for outside editing, then use the Tracking options to view changes and merge to create a final edited document.

Distributing a Document

• Once a document is complete, there are many methods for sending it out to others for reading or editing.

Emailing a document: • Save the document to your main drive, where only you have access to

the original. • Send the document as an attachment through an email application.

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• If using Outlook, from the Word main menu, choose File > Send To >

Mail Recipient to send the document within the body of an email:

• From the main menu, choose File > Send to > Mail Recipient (As Attachment) to send the document via Outlook from within Word as an attachment. This will open a dialog box asking for which email application to open:

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• Select the required profile, and click OK. This will open a new email

form with the document as an attachment:

• From the main menu, choose File > Send To > Mail Recipient (for Review). If the document has not been saved yet, a query dialog box will open:

• Click Yes, and save the document as required. • A new email form will automatically open after the document has

been saved. The document will be an attachment, and a standard text line will appear in the body of the email requesting review:

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To save a document to a network:

• From the main menu, choose File > Save As to open the Save As dialog box.

• In the Save in drop-down menu, select the Network Neighborhood folder that you have access to and want to save to:

• Once done, click Save. • This will give anyone with access to the Network Neighborhood

folder, access to the document. Tracking Changes to a Document

• By using the Track Changes option, you can follow every detail that is altered within a document.

• Any new text added will be in a different color from the original text, and underlined.

• In any document view, if the same user inserts text and then removes the same text, no change will appear.

• If editing another owner’s document in Normal view, any removed text will still be visible, but in a lighter color and have a Strikethrough line added through the text.

• If editing in the Print Layout or Web Layout views, text deletions are indicated with a triangle pointing down, and formatting changes are indicated with a triangle pointing up.

• No matter what change was made, a vertical line will show beside the paragraph with a change. This makes changes much easier to find quickly, particularly when editing the document once printed.

Reviewing Document Changes

• From the main menu, choose View > Toolbars > Reviewing to open the Reviewing toolbar.

• Click the Review pane button to open the Review pane. • This will make comparing much simpler in terms of also seeing what

was inserted into a document, the names of the people who reviewed and editing the document, as well as the date of each alteration.

To compare document versions: • Use the Display for Review drop-down menu.

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• Select Original to view the original version of the document:

• Select Original Showing Markup to view the changes and any comments made during the creation of the original:

• Select Final to view the final document with all corrections, additions, and formatting changes:

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• Select Final Showing Markup to view the final document along with

the comments and changes made during the final edits:

• If a document was created, then copied, or saved under a different name while being edited by others, the two copies can be merged into one document allowing much easier tracking of changes and notes within a document, without having to flip between different copies.

Merging Documents

To merge multiple documents into one: • Open the document that the copied document will be merged with. • From the main menu, choose Tools > Compare and Merge

Documents to open the Compare and Merge Documents dialog box:

• Locate the document to be merged. Multiple copies of the same document can be merged, one after another.

• Open the Merge button’s drop-down menu and select Merge into current document:

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Mail Merge


Mail Merge

• Word allows you to operate a unique function where information from two different applications is merged together, creating unique pieces for multiple recipients.

Using Mail Merge

• Word allows you to operate a unique function where information from two different applications is merged together, creating unique pieces for multiple recipients.

• The Mail Merge consists of a main document, and a data source. • The main document holds base text that will not change, and this

document will become the final product. The main document also controls how Word should import text and where it should be placed with merge fields.

• The data source is where the recipient information is taken from. This can be a table in another Word document, an Outlook contact list, an Excel worksheet or an Access database.

• The Mail Merge Wizard pane allows you to move through a mail merge in a step-by-step process, and allows you to create merges for Letters; Email messages; Envelopes; Labels, which create a new item for each recipient; and Directories, which will create only one main document.

Using the Mail Merge Toolbar

• From the main menu, choose Tools > Letters and Mailings > Show Mail Merge Toolbar to open the Mail Merge Toolbar.

• Most of the toolbar will be grayed out and inaccessible, as the Mail Merge toolbar tools only become available once a data source has been selected for the mail merge.

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• The Main document setup button allows you to select what type of

mail merge document to create:

• The Open Data Source button allows you to open the Open Data Source dialog box, to select a new or different data source:

• The Mail Merge Recipients button allows you to open the Mail Merge Recipients dialog box, where specific recipients can be removed:

• The Insert Address Block button allows you to open the Insert Address Block dialog box, to set contents and format the address block in the merged document:

• The Insert Greeting Line button allows you to open the Insert Greeting Line dialog box, to set contents and format the greeting line in the merged document:

• The Insert Merge Fields button allows you to add various fields to a mail merge document:

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• The Insert Word Field drop-down menu allows you to add a Word

field in the merged document to customize:

• The View Merged Data button allows you to view the main document with the data source information rather than the merge fields:

• The Highlight Merge Fields button allows you to view all of the merge fields within a document, highlighted with gray:

• The Match Fields button allows you to open the Match Fields dialog box, to confirm that Word connected the right database fields with the matching element in the address block and greeting line:

• The Propagate Labels button allows you to confirm that all labels created in a mail merge hold the same content as the original:

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• The First Record button allows you to view the first recipient in the

data source merged into the document:

• The Previous Record button allows you to view the previous recipient record in the merged document:

• The Go to Record button allows you to select a specific record from the data source to view in the merged document:

• The Next Record button allow you to view the following recipient record from the current one in the merged document:

• The Last Record button allows you to view the last recipient record from the data source in the merged document:

• The Find Entry button allows you to search for a record in the data source document:

• The Check for Errors button allows you to check the merged document does not have any errors:

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• The Merge to New Document button allows you to finish a mail

merge and place the merged documents in a new document:

• The Merge to Printer button allows you to finish a mail merge and send it directly to print:

• The Merge to E-mail button allows you to finish a mail merge and send it directly to be emailed:

• The Merge to Fax button allows you to finish a mail merge and send it directly to be faxed:

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Creating a Mail Merge

• Create the document that you wish to merge recipient information with. This can be a letter, envelope, label or email.

• From the main menu, choose Tools > Letters and Mailings > Mail Merge Wizard to open the Mail Merge pane:

• In the Select document type area, choose what the open document is, and what will be merged with the recipient list.

• Any selection made will have a brief definition of what the selection will do in the mail merge.

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• Once done, click Next: Starting document to open the following

Wizard pane:

• When creating a letter for mail merge, you can use the open document, create a new document from a template OR open a different existing document.

• Any selection made will have a brief definition of what the selection will do in the mail merge.

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• Once done, click Next: Select recipients to open the following wizard

pane:

• An existing list, Outlook contact or a manual new list can be selected for the recipient data source.

• If using an existing list, click the Browse option to open the Select Data Source dialog box, where you can select the list of recipients to be used:

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• Double click on the file to select it. If there are multiple pages, or

tables within the data source, the Select Table dialog box will open, and you can select one or all tables available:

• Select the required table, and click OK. • This will open the Mail Merge Recipients dialog box:

• Instructions at the top of the dialog box tell you how to sort the recipient information, and select recipients by criteria, like position or city.

• Click the Refresh button to view the alterations made to the list. Any names that were not selected are removed from the list.

• Once done, click OK. • This will return you to the Wizard pane.

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• Click Next: Write your letter to open the following wizard pane:

• Extra recipient information can be added to the letter in this pane, from a Greeting line to a Postal bar code.

• Click to place an insertion point on the document, where you want the item to appear.

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• If inserting an Address block, the Insert Address Block dialog box

will open, allowing you to select how you want the address or recipient name to appear:

• Make your selections and click OK. • The Address block field must be inserted if you want the contact

name to appear in the letter. • The Address block field will appear in the document:

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• Once done, click Next: Preview your letters to open the following

dialog box:

• This pane allows you to view each letter with the recipient information added onto it.

• The recipient list can also be edited even further in this pane.

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• Once done, click Next: Complete the merge to open the following

dialog box:

• Choose to edit each letter to personalize, or simply print all letters. • The Mail Merge function allows you to create mass amounts of the

same document, for multiple people, with a minimum of time and an easy procedure.

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Review Questions


Review Questions

How would you:

• Distribute a Document? • Track Changes to a Document? • Review Document Changes? • Merge Documents? • Use Mail Merge? • Use the Mail Merge Toolbar? • Create a Mail Merge?

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Advanced Web Creation 81 Word 2002 Advanced 2002 Cheltenham Computer Training


Advanced Web Creation When you have completed this learning module you will have seen how to:

• Edit Web Pages • Insert Scrolling Text • Place a Movie Clip in a Web Page • Insert Background Sound

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82 Advanced Web Creation 2002 Cheltenham Computer Training Word 2002 Advanced


HTML Pages


HTML Pages

• Web pages can be edited, adding extra interaction to the page, from scrolling text, to movie clips and background sound.

Editing Web Pages

• Web pages can be edited and altered in the same way as a document page within Word.

• If already working within a web page, you will be in the Web Layout, allowing you to see exactly how the page will appear when displayed on a web browser.

• Once a page is saved as a Web Page, it can be re-opened, and edited as required in terms of altering text, or adding extra functionality.

Inserting Scrolling Text

• From the main menu, choose View > Web Layout if the document is not already in a web view.

• From the main menu, choose View > Toolbars > Web Tools to open the Web Tools toolbar.

• Select the Scrolling Text button:

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• This will open the Scrolling Text dialog box:

• Setting the Text Behavior drop-down menu to Scroll will have the text move constantly, whereas Slide will have the text scroll once and then stop at the edge of the screen, and Alternate will move the text back and forth between the left and right side of the screen.

• If Scroll or Alternate is selected, the Loop settings are available to set from 1 to 5 times, or an infinite (non-stop) looping.

• In the Background color drop-down menu, select a required color that will be the background of the scrolling text area only.

• In the Direction drop-down menu, select which way the scroll will move over the screen, Left or Right.

• Use the slider in the middle of the dialog box to control the Speed of the scroll on the screen.

• In the Type the scrolling text here field enter the text to scroll across the screen.

• The Preview window at the bottom of the dialog box shows what will appear at the top of the screen.


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• Once the scrolling text marquee has been added to the web page,

multiple editing changes can be applied to it. • Click the Design Mode button in the Web Tools toolbar to have the

marquee bounding box appear:

• Grab the edges with the mouse to alter the length or height of the marquee.

• Use the standard font tools to format the text. • Right click on the marquee to select Stop to stop the marquee from

moving, Play to restart the marquee movement, or Properties to open the Scrolling Text dialog box:

Placing a Movie Clip in a Web Page

• Have the web page open in the Web Layout view. • From the main menu, choose View > Toolbars > Web Tools to open

the Web Tools toolbar. • Click on the Movie button:

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• This will open the Movie Clip dialog box:

• In the Source area, browse to select the Movie file to insert onto the page.

• Browse to select from the Alternate image field an alternate movie or image file to replace the original should the original stop while playing.

• In the Alternate text area, enter in alternate text that will appear on the web page, should original text accompanying the main movie not appear.

• In the Playback options area, select from the Start drop-down menu when the movie should begin playing.

• Open will start the movie when the web page is first opened. • Mouse-over will start the movie when the cursor is over the area that

the movie is stored on the web page. • Both will have the movie begin when the page is opened, as well as

when the cursor is over the placement. • Once done, click OK.

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Inserting Background Sound

• Have the web page open in the Web Layout view. • From the main menu, choose View > Toolbars > Web Tools to open

the Web Tools toolbar. • Click the Sound button:

• This will open the Background Sound dialog box:

• Browse to locate the required sound file in the Sound field. • Select from the Loop drop-down menu how many times the sound will

loop on the web page from 1 - 5 or Infinite:


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Review Questions


Review Questions

How would you:

• Edit Web Pages? • Insert Scrolling Text? • Place a Movie Clip in a Web Page? • Insert Background Sound?

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Preparation 89 Word 2002 Advanced 2002 Cheltenham Computer Training


Preparation When you have completed this learning module you will have seen how to:

• Set Book Margins • Use the Header and Footer Toolbar • Customize Headers and Footers • Compile a Table of Contents • Index a Document • Use Master Documents • Use Master Documents Tools • Create a Master Document

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90 Preparation 2002 Cheltenham Computer Training Word 2002 Advanced


Margins


Margins

• Inserting Gutter margins, headers and footers, and creating a table of contents allow you to maximize a document’s information.

Setting Book Margins

• When creating a book, booklet or report that will be printed on both sides, then stapled or bound, margins, or Gutters, have to be created to leave enough room for the binding.

• From the main menu, choose File > Page Setup to open the Page Setup dialog box.

• Select the Margins tab:

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• In the Margins area, the Gutter position drop-down menu allows you

to set where the gutter will be placed, to the left or at the top of the document:

• The Preview area will show you how the Gutter spacing and Position will look:

Using the Header and Footer Toolbar

• From the main menu, choose View > Header and Footer to move the document into the Print Layout view, with the visible header box created at the top of the page, as well as open the Header and Footer toolbar:

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• The Insert AutoText button allows you to select from various

AutoText headers and footers:

• The Insert Page Number button allows you insert a field that will automatically recreate itself on every page, and correctly number the pages:

• The Insert Number of Pages button allows you to insert a field that will show the total amount of pages in the document:

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• The Format Page Number button allows you to open the Page

Number Format dialog box where page number formatting and numbering can be controlled:

• The Insert Date button allows you to insert a field containing the current date into the document:

• The Insert Time button allows you to insert a field containing the current time into the document:

• The Page Setup button allows you to open the Page Setup dialog box with the Layout tab displayed. This allows you to set headers and footers for odd and even pages:

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• The Show/Hide Document Text button allows you to move document

text into the background, shading it to gray, or back to the foreground, in black:

• The Same as Previous button allows you to set a header or footer to hold the same text as a header or footer in the section before it:

• The Switch Between Header and Footer button allows you to move between the header and footer of a current page:

• The Show Previous button allows you to view the header connected with the section before the current section:

• The Show Next button allows you to view the header connected with the section after the current section:

• The Close button allows you to close the header or footer area on the page:

Customizing Headers and Footers

• From the main menu, choose View > Header and Footer to move the document into the Print Layout view, open the header box at the top of the page, and open the Header and Footer toolbar.

• Click the Insert AutoText button to insert AutoText into the document that will automatically update whenever an item is altered.

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To create separate headers and footers for different sections:

• From the main menu, choose View > Header and Footer. • If the document already contains separate sections, click the Show

Next button to move to the section that requires its own header or footer.

• Click the Page Setup button to open the Page Setup dialog box. • Select the Different First Page checkbox, and if creating a different

first page header for the whole document, from the Apply To drop-down menu, select Whole Document.

• Click OK. Compiling a Table of Contents

• Click to place an insertion point where you want the table of contents to appear:

• From the main menu, choose Insert > Reference > Index and Tables to open the Index and Tables dialog box.

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• Select the Table of Contents tab:

• Click OK. • A table of contents will be inserted into the document, created from

the first three heading levels, if applicable, from the document itself:

• The chapter headings will be hyperlinks to the document itself, unless the Use hyperlinks instead of page numbers checkbox was unselected.

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Indexing the Document

• Select the text to be indexed. • From the main menu, choose Insert > Reference > Index and Tables

to open the Index and Tables dialog box. • Select the Index tab:

• Click the Mark Entry button at the bottom of the tab page. • This will open the Mark Index Entry dialog box:

• The selected text in the document is placed in the Main entry field in the Index area of the dialog box.

• If the entry is appropriate, click the Mark button.

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• This will cause Word to insert an {XE} field code within the document.

• Click the Show/Hide button in the Standard toolbar to see the field:

• Any editing of an index entry can occur in the Main entry field, simply select an entry, and alter as required.

Using Master Documents

• A Master Document allows you to place and organize multiple smaller documents, or Subdocuments.

• Each subdocument can be developed and edited on its own, by separate users, while the subdocuments are controlled with the master document.

• A master document can integrate subdocuments to the point that formatting and styles are the same between all of them. This is very beneficial when creating a large document with multiple authors creating the various subdocuments.

• With a master document, you can set uniform formatting, spell check and set uniform spelling throughout all the subdocuments, create an index and table of contents, organize the document, and print.

Using the Master Document Tools

• From the main menu, choose View > Outline to open the document in the Outline view, and open the Outlining toolbar.

• The Master Document tools are located at the right end of the toolbar:

• The Update TOC button allows you to update the table of contents within the document:

• The Go to TOC button allows you to have the cursor move to the table of contents in the document:

• The Master Document View button allows you to move the document from the Outline view to the Master Document view and back:

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• The Expand/Collapse Subdocuments button allows you to move

between viewing all contents of a master document with the subdocument as hyperlinks, and the contents of a master document with the subdocuments:

• The Create Subdocument button allows you to create a new subdocument from selected text, or create a couple of subdocuments from various text selections that contain various headings in the same level:

• The Remove Subdocument button allows you to remove a subdocument and put the text from the subdocument into the master document:

• The Insert Subdocument button allows you to insert a document already created into the master document as a subdocument:

• The Merge Subdocument button allows you to merge two or more subdocuments together:

• The Split Subdocument button allows you to split a subdocument at the intersection point into two sections:

• The Lock Document button allows you to lock and unlock a subdocument:

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Creating a Master Document

• Master documents are typically created from existing documents. • Open the document to be made into a master. • From the main menu, choose View > Outline to move it to the Outline

view. • Organize the document so that every first-level heading matching a

subdocument to be created. • Create subdocuments by selecting text and clicking the Create

Subdocument button OR if the document has been organized with the same first-level headings, select the whole document and click the Create Subdocuments button. This will automatically create the subdocuments.

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Review Questions


Review Questions

How would you:

• Set Book Margins? • Use the Header and Footer Toolbar? • Customize Headers and Footers? • Compile a Table of Contents? • Index a Document? • Use Master Documents? • Use Master Documents Tools? • Create a Master Document?

Technology

Sample word 2002_advanced_manual_corporate