Created 10-16-06 Revised 9/5/2014 SPS Technology Department Advanced Microsoft Word

SPS Technology Department

Created 10-16-06Revised 04/11/23

AdvancedMicrosoft Word

SPS Technology Department2


While Waiting

Launch Word Create a Blank Document Insert a table with a border and a graphic Create a header and a footer



Welcome

A gentle reminder, please turn all cell phones to vibrate

Respectful listening Technology training is often bit of a walk on the

wild side so the signal to come back together will be a on/off switch of the lights



Advanced Microsoft WordBy the end of this session you will know and be

able to:• Save, retrieve, load, and import a word processing document in different file formats

(e.g., RTF, HTML).• Import, export, and link data between word processing documents and other

applications. Send attachments Forms Mail merge Hyperlinks

• Apply advanced formatting and page layout features (e.g., columns, templates, and styles) to improve the appearance of word processing documents. Watermark Section breaks Tables Auto summarize

• Use special features appropriately (e.g., footnotes, track changes, insert comments, search and replace, keyboard shortcuts).



Standard Addressed

Standard 1: Demonstrate proficiency in the use of computers and applications as well as an understanding of concepts underlying hardware, software, and connectivity.



Creating a Newsletter with 3 columns Embedded Table Graphics Watermark Hyperlinks Section breaks Tables

Advanced Microsoft WordYou Will Demonstrate This By ~



Microsoft Online Courses

Very short narrations for various Microsoft Office tasks

Available 24/7 Links are included throughout this PowerPoint

Microsoft Online Coursesor

Web Address http://office.microsoft.com/en-us/training/default.aspx

Advanced Microsoft Word



Advanced Microsoft WordFile save as

Insert

file



Layout You can lay out text or a story in newsletters,

brochures, and flyers by creating newsletter-style columns or linked text boxes text box: A movable, resizable container for

text or graphics. Use text boxes to position several blocks of text on a page or to give text a different orientation from other text in the document.




Layout Text Boxes

Insert Text Boxes Text boxes offer more flexibility in linking

and inserting graphics Columns

Format Columns Page Orientation

Landscape versus portrait




Tiling Windows

Show multiple documents or applications simultaneously

Right-click the background of the Windows taskbar, and then click Tile Windows Horizontally or Tile Windows Vertically on the shortcut menu.




Watermarks Purpose

Watermarks are a subtle but effective way to distinguish a Word document — to identify it as a draft, for example, or as a sensitive item that should not be copied or circulated.

You can even create a picture watermark using your favorite photo.

Since a watermark appears "washed out" in the background of a page, it can stay inconspicuous while still remaining clearly visible.




Watermarks How to:

On the Format menu, point to Background, and then click Printed Watermark.

Do one of the following: To insert a picture as a watermark (watermark: Any graphic or text,

such as "Confidential," that when printed appears either on top of or behind existing document text.), click Picture Watermark, and then click Select Picture. Select the picture you want, and then click Insert.

To insert a text watermark, click Text Watermark, and then select or enter the text that you want.

Select any additional options that you want, and then click Apply. To view a watermark as it will appear on the printed page, use print layout

view (print layout view: A view of a document or other object as it will appear when you print it.

Microsoft Online Course Watermarks




Hyperlinks Microsoft Word creates a hyperlink for you when

you type the address of an existing Web page You can create customized links A hyperlink is colored and underlined text or a

graphic that you click to go to a file, a location in a file, a Web page on the World Wide Web, or a Web page on an intranet

We’ve used two hyperlinks in this session…any idea where they were?




Hyperlinks

How to: Select the text or picture you want to display as the

hyperlink, and then click Insert Hyperlink on the Standard toolbar

Link to an existing file or Web page Under Link to, click Existing File or Web Page. In the Address box, type the address you want to link

to or, in the Look in box, click the down arrow, and navigate to and select the file

Microsoft Online Courses Hyperlinks




Section BreaksYou can use sections to vary the layout of a document within a page or between pages.

Section 1 is formatted as a single column Section 2 is formatted as two columnsJust insert section breaks to divide the document into sections, and then format each section the way you want. For example, format a section as a single column for the introduction of a report, and then format the following section as two columns for the report’s body text.

Types of section breaks you can insert (In each illustration, the double dotted line represents a section break.)Next page inserts a section break and starts the new section on the next page.

Continuous inserts a section break and starts the new section on the same page.

Odd page or Even page inserts a section break and starts the new section on the next odd-numbered or even-numb




Section BreaksTypes of formats you can set for sections

Margins Paper size or orientation Paper source for a printer Page borders Vertical alignment (alignment: The consistent positioning of text, graphics, and

other objects. Types of alignment include left, right, and justified.) Headers and footers (header and footer: A header, which can consist of text or

graphics, appears at the top of every page in a section. A footer appears at the bottom of every page. Headers and footers often contain page numbers, chapter titles, dates, and author names.)

Columns Page numbering Line numbering Footnotes and endnotes

Keep in mind that a section break controls the section formatting of the text that precedes it. For example, if you delete a section break, the preceding text becomes part of the following section and assumes its section formatting.




Section Breaks

How To:Place cursor where you

want the breakPull down insert menu,

click on BreakChoose selection break

types




Tracking Changes

With the Track Changes feature turned on, each insertion, deletion, or formatting change that you or a reviewer makes is tracked. As you review tracked changes, you can accept or reject each change.

As you review comments, you must delete them to remove them from the document.




Tracking Changes To facilitate online review, Microsoft Word allows you to

easily make and view tracked changes and comments tracked change: A mark that shows where a deletion, insertion,

or other editing change has been made in a document.) Microsoft Word displays the comment in a balloon in the

margin of the document or in the Reviewing Pane In order to preserve the layout of your document, Word

shows some markup elements in the text of the document, while others are displayed in balloons that appear in the margin.

Balloons show insertions or deletions, formatting changes, and comments.

Microsoft Online Courses Tracking Changes




Tracking Changes How To:

Open the document you want to revise. On the Tools menu, click Track Changes. When

the Track Changes feature is enabled, TRK appears on the status bar (status bar: A horizontal bar at the bottom of the screen that displays information about the current condition of the program, such as the status of items in the window, the progress of the current task, or information about the selected item.) at the bottom of your document. When you turn off change tracking, TRK is dimmed.

Make the changes you want by inserting, deleting, or moving text or graphics. You can also change formatting.




Tables- Split A Table

• To split a table in two, click the row that you want to be the first row of the second table.

• On the Table menu, click Split Table.




Tables-SortingSorting•Select the list or table you want to sort. •On the Table menu, click Sort. •Select the sort options you want.

Sort a single column in a table•Select the column or cells you want to sort. •On the Table menu, click Sort. •Select the sort options you want. •Click Options. •Select the Sort column only check box.

Sort by more than one word or field inside a table columnFor example, if a column contains both last and first names, you can sort by either last name or first name.•Select the columns you want to sort.•On the Table menu, click Sort.•Under My list has, click an option.•Click Options.•Under Separate fields at, click the type of character that separates the words or fields you want to sort, and then click OK.•In the Sort by box, enter the column containing the data you want to sort by, and then in the Using box, select which word or field you want to sort by.•In the first Then by box, enter the column containing the data you want to sort by, and then in the Using box, select which words or field you want to sort by.Repeat step 7 in the second Then by box if you want to sort by an additional column.•Click OK.




Tables- Page Breaks

•When you work with a very long table, it must be divided where a page break occurs. By default, if a page break occurs within a large row, Microsoft Word allows a page break to divide the row between the two pages.•You can make adjustments to the table to make sure that the information appears as you want it to when the table spans multiple pages.

Prevent a table row from breaking across pages•Click the table. •On the Table menu, click Table Properties, and then click the Row tab. •Clear the Allow row to break across pages check box.

Force a table to break across pages at a particular row•Click the row you want to appear on the next page. •Press CTRL+ENTER.




Tables - Repeat A Table Heading On Subsequent Pages

When you work with a very long table, it must be divided where a page break occurs. You can make adjustments to the table to make sure than the information appears as you want it to when the table spans multiple pages.

Repeated table headings are visible only in print layout view or when you print the document.•Select the heading row or rows. The selection must include the first row of the table. •On the Table menu, click Heading Rows Repeat. Note Microsoft Word automatically repeats table headings on new pages that result from automatic page breaks. Word does not repeat a heading if you insert a manual page break within a table.




Auto SummarizeAutoSummarize identifies the key points in a document. AutoSummarize works best on

well-structured documents, such as reports, articles, and scientific papers.

1. On the Tools menu, click AutoSummarize. 2. Select the type of summary you want.3. In the Percent of original box, type or select the level of detail to include in the

summary. Select a higher percentage of the original document to include more detail.

4. If you don't want AutoSummarize to replace your existing keywords and comments on the Summary tab in the Properties dialog box (File menu), clear the Update document statistics check box.

• To cancel a summary in progress, press ESC. • After you create your summary, review it to make sure it covers your

document's key points. Keep in mind that the summary text is a rough draft and you'll probably need to fine-tune it.

TipIf you choose to highlight key points or to hide all of the document except the summary,

you can fine-tune the appearance of the summary document by using options on the AutoSummarize toolbar




Send Attachments

• In Word, open or create the file that you want to send as an attachment. • On the File menu, point to Send To, and then click Mail Recipient (as Attachment). • In the To and Cc boxes, enter recipient names separated by semicolons. • To select recipient names from a list, click the To or Cc button.• By default, the file's name appears in the Subject box. If you want, you can type your own subject name.




Forms You need to complete several tasks to create

forms for users to view and complete in Microsoft Word

Forms are a document that contains fill-in blanks, or form fields, in which you enter information. For example, you can create an online

registration form in Microsoft Word that uses drop-down lists from which users can select entries




Forms How to:

On the View menu, point to Toolbars, and then click Forms to open the Forms toolbar Add form fields for text boxes, check boxes, and drop-down lists.

In the document, click where you want to insert the form field. Do any of the following: Insert a fill-in field where users can enter text

On the Forms toolbar, click Text Form Field . Double-click the field to specify a default entry so that the user

does not have to type an entry except to change the response.




Forms Create a template first

Start a new document, or open the document or template that you want to base the template on.

On the File menu, click Save As. In the Save as type box, click Document

Template. In the File name box, type a name for the new

template, and then click Save.




Mail merge

Step 1: Choose a document type and main document

Step 2: Connect to a data file and select records

Step 3: Add fields to the main document

Step 4: Preview the merge and then complete it

http://office.microsoft.com/en-us/assistance/HA010349201033.aspx

The power of mail mergeYou use mail merge when you want to create a set of documents that are essentially the same but where each document contains unique elements. For example, in a letter that announces a new product, your company logo and the text about the product will appear in each letter, and the address and greeting line will be different in each letter.




Your Turn!!!Create a Newsletter

http://www.sps.springfield.ma.us/tech/newsletters.asp


with3 columnsEmbedded TableGraphicsWatermarkHyperlinksSection breaksTables



Rubric Teacher Name: Student Name: ________________________________________

CATEGORY 4 3 2 1

Content - Accuracy All facts in the newsletter are accurate.

99-90% of the facts in the newsletter are accurate.

89-80% of the facts in the newsletter are accurate.

Fewer than 80% of the facts in the newsletter are accurate.

Graphics/Pictures Graphics go well with the text and there is a good mix of text and graphics.

Graphics go well with the text, but there are so many that they distract from the text.

Graphics go well with the text, but there are too few and the newsletter seems "text-heavy".

Graphics do not go with the accompanying text or appear to be randomly chosen.

Spelling & Proofreading No spelling errors remain after one person other than the typist reads and corrects the newsletter.

No more than 1 spelling error remains after one person other than the typist reads and corrects the newsletter.

No more than 3 spelling errors remain after one person other than the typist reads and corrects the newsletter.

Several spelling errors in the newsletter.

Writing - Organization Each section in the newsletter has a clear beginning, middle, and end.

Almost all sections of the newsletter have a clear beginning, middle and end.

Most sections of the newsletter have a clear beginning, middle and end.

Less than half of the sections of the newsletter have a clear beginning, middle and end.

Documents

Created 10-16-06 Revised 9/5/2014 SPS Technology Department Advanced Microsoft Word