Advanced Advanced Microsoft WordMicrosoft Word

Greenwich Continuing EducationGreenwich Continuing EducationInstructor: Rich MalloyInstructor: Rich Malloy

Tech Help TodayTech Help Today203-862-9411203-862-9411

malloy@techhelptoday.commalloy@techhelptoday.com

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Goal of the CourseGoal of the Course

To learn more about Microsoft WordTo learn more about Microsoft WordTo learn how to do more in less timeTo learn how to do more in less timeTo find out the best approaches for further To find out the best approaches for further learninglearning

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ScheduleSchedule

Five Monday evenings, two hours each, Five Monday evenings, two hours each, 7:30 – 9:20 pm7:30 – 9:20 pmEach evening, approx. 30 minutes lecture, Each evening, approx. 30 minutes lecture, 80 minutes hands-on80 minutes hands-onPractice at homePractice at home

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Your Instructor – Rich MalloyYour Instructor – Rich Malloy

Computer Consultant – Tech Help Today, Computer Consultant – Tech Help Today, GreenwichGreenwich

Adjunct Professor, Norwalk Community Adjunct Professor, Norwalk Community CollegeCollege

Microsoft-certified Expert in Word 2002, Microsoft-certified Expert in Word 2002, certified Master in Microsoft Office XPcertified Master in Microsoft Office XP

Former Editor in Chief, Mobile ComputingFormer Editor in Chief, Mobile Computing

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ReferencesReferences

HandoutsHandoutsSuggested book:Suggested book:– MS Word 2003 for Dummies, MS Word 2003 for Dummies, $19$19

Web sites:Web sites:– www.microsoft.com/office/wordwww.microsoft.com/office/word -- Official site -- Official site– http://word.mvps.org/http://word.mvps.org/ -- "Most Valuable Pros“ -- "Most Valuable Pros“– http://office.microsoft.com/templates/http://office.microsoft.com/templates/-- Templates-- Templates– Google: “Google: “Word Help and How ToWord Help and How To” – Great help site” – Great help site

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Software NeededSoftware Needed

A recent version of Microsoft Word:A recent version of Microsoft Word:– MS Word 97MS Word 97– MS Word 2000MS Word 2000– MS Word 2002MS Word 2002– MS Word 2003 *MS Word 2003 *– MS Word 2007 – very differentMS Word 2007 – very differentComputer Lab uses Word 2007Computer Lab uses Word 2007

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Buying Microsoft WordBuying Microsoft Word

Word 2003Word 2003– Not available anymoreNot available anymoreWord 2007Word 2007– Current versionCurrent version

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Microsoft OfficeMicrosoft Office

““Suite” Includes:Suite” Includes:– Word, Excel, PowerPoint, OutlookWord, Excel, PowerPoint, Outlook

Office 2003Office 2003– Not available anymoreNot available anymore

Office 2007Office 2007– New: ~$350New: ~$350

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Best Deal Best Deal

Microsoft Office 2007Microsoft Office 2007for Students & Teachersfor Students & Teachers(includes Word, Excel, (includes Word, Excel,

PowerPoint)PowerPoint)

Staples: ~Staples: ~$150 !!$150 !!

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Even Better Deal Even Better Deal

OpenOffice.orgOpenOffice.org– ““Clone” of Microsoft Office 2003Clone” of Microsoft Office 2003

– FreeFree

– Not Not exactlyexactly the same as Microsoft Office the same as Microsoft Office

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Learning Word Learning Word

The best way to learn – The best way to learn – use ituse itUse it with something important to youUse it with something important to you– Your jobYour job– Personal correspondencePersonal correspondence– Work for a non-profit organizationWork for a non-profit organization

Explore with the Help featureExplore with the Help featureCertified Microsoft Office SpecialistCertified Microsoft Office Specialist– For more info: www.microsoft.com/traincert/For more info: www.microsoft.com/traincert/

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The Different Versions of WordThe Different Versions of Word

MS Word 97MS Word 97MS Word 2000MS Word 2000MS Word 2002 (XP)MS Word 2002 (XP)– Includes Smart Tags, Task PanesIncludes Smart Tags, Task Panes

MS Word 2003MS Word 2003– Minimal changes from 2002Minimal changes from 2002

MS Word 2007MS Word 2007– Major changes in user interface, file formatsMajor changes in user interface, file formats

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When to Use Word When to Use Word

Most paper-based documentsMost paper-based documents– LettersLetters– Simple tablesSimple tables– Simple brochures and publicationsSimple brochures and publications

EmailEmail– Outlook usually uses Word as its editorOutlook usually uses Word as its editor

Electronic documentsElectronic documents– Simple Web pagesSimple Web pages

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When NOT to Use Word When NOT to Use Word

Complex publicationsComplex publications– Instead use Microsoft Publisher, Adobe Instead use Microsoft Publisher, Adobe

PageMaker, or QuarkPageMaker, or Quark

Complex tablesComplex tables– Use Microsoft ExcelUse Microsoft Excel

Complex Web pagesComplex Web pages– Use Microsoft Front PageUse Microsoft Front Page

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Goals for Advanced UsersGoals for Advanced Users

Take advantage of special featuresTake advantage of special featuresAutomate repetitive tasksAutomate repetitive tasks

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Course AgendaCourse Agenda

1.1. Tabs and TablesTabs and Tables2.2. Mail MergeMail Merge3.3. GraphicsGraphics4.4. Power TipsPower Tips5.5. Macros and Your ChoiceMacros and Your Choice

Session 1 – Tabs & TablesSession 1 – Tabs & Tables

Advanced Microsoft WordAdvanced Microsoft Word

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Question: Question: How can you put one word How can you put one word on the left margin of a line, on the left margin of a line,

and another word on the right?and another word on the right?

LikeLike ThisThis

TabsTabs

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Things Hardly Anybody KnowsThings Hardly Anybody Knows

Rocket ScienceRocket ScienceBrain SurgeryBrain SurgeryStrategy for NY KnicksStrategy for NY KnicksHow to use Tabs in Microsoft WordHow to use Tabs in Microsoft Word

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TabsTabs

Traditional way to create columnsTraditional way to create columnsTabs Tabs mustmust have have twotwo components: components:

1.1. Tab CharactersTab Characters2.2. Tab StopsTab Stops

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Secret: How to Use TabsSecret: How to Use Tabs

1.1. Type Type tab characters tab characters in textin text2.2. Select lines of textSelect lines of text3.3. Set which type of Set which type of tab stop tab stop you wantyou want4.4. Insert tab stops on ruler w/ mouseInsert tab stops on ruler w/ mouse

To edit the tab stop, just double-click it

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Tab Chars & Tab StopsTab Chars & Tab Stops

Tab Character

Left Tab Stop

Center Tab Stop

Decimal Tab Stop

Right Tab Stop

Default Tab Stop

Ruler

Tab Butto

n

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Tab CharactersTab Characters

Special non-printing characters ( Special non-printing characters ( ) )To create: To create: Press Press TabTab key on keyboard key on keyboard

To view: To view: Press Press Show/HideShow/Hide button ( button ( ¶¶ ) )

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Tab StopsTab Stops

Indicated on Ruler ( Indicated on Ruler ( View / Ruler View / Ruler ))Can be different for each paragraphCan be different for each paragraphTypes of Tab Stops:Types of Tab Stops:– LeftLeft– CenterCenter– DecimalDecimal– RightRight

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Setting a Tab StopSetting a Tab Stop

Select paragraphsSelect paragraphsClick tab button to select type of Tab Stop Click tab button to select type of Tab Stop (Left, Center, Right, etc.)(Left, Center, Right, etc.)Click ruler where you want the Tab StopClick ruler where you want the Tab StopRepeat process for next tabRepeat process for next tab

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Adjusting TabsAdjusting Tabs

Select paragraphsSelect paragraphsUse mouse to move tab stops on rulerUse mouse to move tab stops on rulerBe careful not to insert new tabs, or delete Be careful not to insert new tabs, or delete existing tabsexisting tabs

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Editing a Tab StopEditing a Tab Stop

Select paragraphsSelect paragraphsClick Click Page Layout > Paragraph Dialog Page Layout > Paragraph Dialog Box Launcher > TabsBox Launcher > TabsSelect Tab Stop you want to changeSelect Tab Stop you want to changeChoose type (Left, Center, Right, etc.)Choose type (Left, Center, Right, etc.)Choose leader if desired (e.g., ………)Choose leader if desired (e.g., ………)Press Press Set Set buttonbuttonRepeat process for next tabRepeat process for next tab

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Is There a Better Way to Is There a Better Way to Present This Information?Present This Information?

ISDN requires an installation charge of ISDN requires an installation charge of $600 and costs $55 per month. DSL $600 and costs $55 per month. DSL requires an installation charge of $600 requires an installation charge of $600 and costs $80 per month. T1 requires and costs $80 per month. T1 requires an installation charge of $4000 and an installation charge of $4000 and costs $1500 per month. costs $1500 per month.

Use a TableUse a Table

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When Do You Use a Table?When Do You Use a Table?

Type of Type of ConnectionConnection

Installation Installation CostCost

Monthly Monthly ChargeCharge

ISDNISDN $600$600 $55$55

DSLDSL $600$600 $80$80

T1T1 $4000$4000 $1500$1500

When you have similar dataWhen you have similar data

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TablesTables

The The betterbetter way to create short way to create short columns of textcolumns of text

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Diagram of a TableDiagram of a Table

1072310723JoanJoan331093410934HillaryHillary221092310923SteveSteve11ZipZipNameNameIDID

Row

Column

Cell

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What Is a Table?What Is a Table?

Information organized by rows and Information organized by rows and columnscolumnsColumns are sometimes called "Columns are sometimes called "fieldsfields""Each piece of information is a Each piece of information is a CellCell

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Why Use Tables?Why Use Tables?

Present similar data conciselyPresent similar data conciselyAvoids repetitionAvoids repetitionEnables special formattingEnables special formattingCan do simple calculationsCan do simple calculations

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Disadvantages of Word TablesDisadvantages of Word Tables

Limited features compared to ExcelLimited features compared to ExcelLimited calculating powerLimited calculating powerIf you need large tables, use Excel insteadIf you need large tables, use Excel instead

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Word Tables vs. Excel TablesWord Tables vs. Excel Tables

Word is better for:Word is better for:– Text tablesText tables– Tables within text documentsTables within text documents

Excel is better for:Excel is better for:– Tables consisting mainly of numbersTables consisting mainly of numbers– Tables with many calculationsTables with many calculations– Large tablesLarge tables

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Creating a TableCreating a Table

Place cursor where table should appearPlace cursor where table should appearClick Click Insert > TableInsert > TableEnter data into each cellEnter data into each cellUse Tab key to go to cell at rightUse Tab key to go to cell at rightAt end of table, Tab adds new rowAt end of table, Tab adds new row

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Converting to a TableConverting to a Table

Select a tabular text organized with tabsSelect a tabular text organized with tabsClick Click Insert > Table > Convert TextInsert > Table > Convert TextBe sure that text separator is TabBe sure that text separator is TabCheck for correct number of columnsCheck for correct number of columns

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Moving & Resizing a TableMoving & Resizing a Table

Handles appear when pointer moves over tableHandles appear when pointer moves over table– The The MoveMove handle (upper left) handle (upper left)

– The The ResizeResize handle (lower right) handle (lower right)

Move cursor over vertical border to reveal Move cursor over vertical border to reveal column-width handlecolumn-width handleThe same occurs for row-height handlesThe same occurs for row-height handles

Also, use the Also, use the Table Tools > Layout Table Tools > Layout ribbonribbon– Click the arrow buttons in the Click the arrow buttons in the Cell Size Cell Size areaarea

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Fast Formats for TablesFast Formats for Tables

Select any cell in a tableSelect any cell in a tableSelect the Select the Table Tools > DesignTable Tools > Design ribbon ribbon Choose desired Table StyleChoose desired Table Style

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Table BordersTable Borders

Borders are useful for highlighting cellsBorders are useful for highlighting cellsTo use:To use:– Select cells that require bordersSelect cells that require borders– Open the Open the Table Tools > LayoutTable Tools > Layout ribbon ribbon– Click the Click the BordersBorders button in Table Styles button in Table Styles

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Special Table PropertiesSpecial Table Properties

Adjust text alignment within cellsAdjust text alignment within cellsVertical and/or horizontal alignmentVertical and/or horizontal alignmentTo use:To use:– Select cells that require alignmentSelect cells that require alignment– Right-click one of the cellsRight-click one of the cells– Choose Choose Cell Alignment Cell Alignment optionoption

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Tabs Tabs andand Tables Tables

In Tables, Tabs provide special indentationIn Tables, Tabs provide special indentationButBut — you cannot use the Tab key — you cannot use the Tab key

Instead type Instead type Ctrl TabCtrl TabWith ruler, you can also set hanging indentsWith ruler, you can also set hanging indents

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Sorting Table RowsSorting Table Rows

Select rows that you want to sortSelect rows that you want to sortSelect Select Table Tools > Layout > SortTable Tools > Layout > SortChoose column by which you want to sortChoose column by which you want to sort

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Exporting & Importing TablesExporting & Importing Tables

Select and copy Word tableSelect and copy Word tableThen paste into Excel worksheetThen paste into Excel worksheet

Or, Or, Select and copy Excel tableSelect and copy Excel tableThen paste directly into Word documentThen paste directly into Word document

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CalculationsCalculations

Select cell where you want SumSelect cell where you want SumClick Click Table Tools > Layout > FormulaTable Tools > Layout > FormulaCheck the Formula dialog box, click OKCheck the Formula dialog box, click OKNOTE:NOTE: If the numbers in the table change, If the numbers in the table change, the formulas have to be updated:the formulas have to be updated:– Right-click the sum or averageRight-click the sum or average– Select Select Update FieldUpdate Field

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Common FormulasCommon Formulas

=SUM(ABOVE) =SUM(ABOVE) — Adds up column of — Adds up column of numbers immediately abovenumbers immediately above=SUM(LEFT) =SUM(LEFT) — Adds up row of numbers — Adds up row of numbers immediately to the leftimmediately to the left=AVERAGE(ABOVE) =AVERAGE(ABOVE) — Averages the — Averages the column of numbers immediately abovecolumn of numbers immediately above=AVERAGE(LEFT) =AVERAGE(LEFT) — Averages the row — Averages the row of numbers immediately to the leftof numbers immediately to the left

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ReviewReview

Create table or convert text to tableCreate table or convert text to tableMove and resize tablesMove and resize tablesFormat tablesFormat tablesAdjusting table bordersAdjusting table bordersSpecial table propertiesSpecial table properties

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Review (cont.)Review (cont.)

Using the Table Menu & Table Toolbar Using the Table Menu & Table Toolbar Using tabs in Tables Using tabs in Tables Sorting tablesSorting tablesExporting and importing tablesExporting and importing tablesAdding formulas to tablesAdding formulas to tables