1 CA201 Word Application Increasing Efficiency Week # 13 By Tariq Ibn Aziz Dammam Community college

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CA201Word Application

Increasing Efficiency

Week # 13

ByTariq Ibn Aziz

Dammam Community college

Tariq Aziz, Dammam Community College

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Objectives

• In this chapter you will learn to:– Customize a menu.– Customize a toolbar.– Change settings for all documents.– Create a macro to automate a task.– Edit a macro.


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Customize Word

• To match the way that you like to work, you can customize Word by adjusting its menus and toolbars, changing the default setting for new documents, and using macros to automate repetitive tasks.


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Customizing a Menu

• First time, the menu bar list basic commands.• The File menu lists the New, Exit, Save, Save

As, and Print commands, but not the Versions and Properties commands.

• To see the full menu, – click the chevrons– Click and simply wait a few seconds until Word– Double click the menu


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Display Long Menu

• To show only long menus, not shortened menus: – Click Customize on the Tools menu– Click the Options tab, and – Select the “Always show full menus” check

box.


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Customize the Menu

• You can customize the menus by clicking Customize on the tools menu and using the Commands tab of the Customize dialog box

• You can remove commands you never use and add commands that you use often.

• You can even create new menus for specialized tasks—for example, you might want to create a menu for a particular project and then delete it when you have finished.


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Customize the Menu

• If you delete one of Word’s built-in menus and later need it back, – Click the Commands tab of the Customize dialog box.– Then in the Categories list, scroll down to “Built-in

Menus,” – Click the menu you want, and drag it back where you

want it on the menu bar. – If you’ve deleted your Tools menu, you can still open

the Customize dialog box by right-clicking a toolbar and clicking Customize on the shortcut menu.


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Customizing a Toolbar

• Standard and Formatting toolbars on two rows at the top of the screen

• By default, they appear on one row, and Word shows only the buttons you use most often.

• click the Toolbar Options button at the right end of a toolbar to see all buttons.


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• You also can hide or change the order of visible buttons by dragging them to different positions on the toolbar.

• To switch between displaying toolbars on one row and two rows, click the Toolbar Options button, and then click “Show Buttons on One Row” or “Show Buttons on Two Rows.”


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• Microsoft Office programs have two states for toolbars:– A docked toolbar is attached to the top,

bottom, left, or right edge of the Word window– A floating toolbar is not attached to an edge of

the Word window, but can be dragged anywhere on the screen by its title bar.


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• You can customize toolbar buttons by adding, removing, or arranging them using the following methods:– Click Tools Customize ...– Or– Right Click on toolbar and click Customize…

• Click the Commands tab, click a category, and then drag the button to the desired toolbar


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• Tip – If the Customize dialog box is not open, you

can remove a button from a toolbar or alter the sequence of buttons on a toolbar

– Holding down the Alt key while dragging the button.


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• You can also use the Customize dialog box to create a custom toolbar that displays the buttons you use most frequently.

• By using a custom toolbar, you can avoid having to jump between multiple menus or toolbars to complete your work.


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Changing Settings for All Documents

• You can change several Word settings to make it faster or easier to do your job.

• You might want to have one location where all templates are stored to make it easy to quickly locate them.


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• Normal.dot template style produces text in 12-point regular Times New Roman, with left alignment and single line spacing.

• If you want a different font or size, simply set the font and font size in the Normal template to the setting you prefer.


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• Before you modify any default setting, it is a good idea to make a note of the original setting in case you want to restore it later.


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• So that you will remember the original location for templates

• Click the down arrow to the right of the “Look in” box, and write down the current location


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Add a Custom Dictionary

• If you work in an industry that uses terms not included in standard dictionaries, such as medicine or law, you can add a specialized dictionary to the supplemental dictionaries Word uses.

• That way, your industry terms will not be flagged as misspellings.


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Add a Custom Dictionary


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Creating a Macro to Automate a Task

• When performing a task requires a series of commands, you can create a macro to automate the process.

• A macro is a recorded series of commands• You can use macros to automate many tasks in

Word, such as creating form letters, inserting AutoText, formatting text, creating tables, and turning command options on and off.


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Creating a Macro to Automate a Task

• The simplest way to create a macro is to record the steps required to complete the desired task.

• You start by pointing to Macro on the Tools menu and clicking Record New Macro

• Before you run a macro, you position the insertion point where you want the result of the macro to be displayed.

• For example, if the macro inserts a table, you click where you want the table to appear.


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Editing a Macro

• Sometimes a macro does not work as you expect, and you need to modify it.

• Macros are instructions written in Microsoft Visual Basic for Applications (VBA), you can edit it in the Visual Basic Editor.

• Word macros are stored in modules within a Visual Basic macro project that is stored in a document or template. To edit a macro, you display the Macros dialog box, click the macro, and then click Edit.

• When you no longer need a macro, you can delete it from the document, and you can delete the macro’s button or command by holding down the Alt key and dragging it into any blank space in the document window.


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Troubleshooting

• If Word tells you that the macros in this project are disabled, your Security level is probably set to High.

• Click Tools menu Macro click on Security tab• On the Security Level tab, click Medium, and then OK. • Now save, close, and reopen the ModifyMacro

document, clicking Enable Macros when asked. • After completing this exercise on editing a macro, be

sure to return your security setting to High if you do not want to have the option to run unsigned macros, which could contain viruses.


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Chapter Key Points• You can customize menu content by removing

commands you don’t use and adding ones you do use.

• You can also create new menus for specialized tasks.

• You can also create a custom toolbar containing the buttons you use most frequently.

• You can hide and display buttons and change their order.

• You can display toolbars docked along the edge of the document window


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Chapter Key Points

• You can record the set of commands and keystrokes needed to perform a task and save it as a macro.

• When you no longer need a macro, you can delete it.