Office of Information, Technology and Accountability Advanced Microsoft Word Created 1-9-07 Revised4/8/2010 1

Office of Information, Technology and Accountability

AdvancedMicrosoft Word

Created 1-9-07 Revised4/8/2010 1

Office of Information, Technology and Accountability2

Created 1-9-07 Revised4/8/2010

While you are Waiting:

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

Nine Elements of Digital Citizenship

Student Learning and Academic Performance

1. Digital Access: full electronic participation in society2. Digital Literacy: the process of teaching and learning about technology and the use of technology3. Digital Communication: electronic exchange of information

School Environment and Student Behavior

4. Digital Security & Safety: electronic precautions to guarantee safety/physical well-being in a digital technology world5. Digital Etiquette: electronic standards of conduct or procedure6. Digital Rights and Responsibilities: those freedoms extended to everyone in a digital world

Student Life Outside the School Environment

7. Digital Commerce: electronic buying and selling of goods8. Digital Health and Wellness: physical and psychological well-being9. Digital Law: rights and restrictionsCreated 1-9-07

Revised4/8/2010 3


Digital Citizenship Links:

www.digitalcitizenship.net www.digitalcitizenshiped.com/Curriculum.a

spx www.netsmartz.org http://cybersmart.org/ www.bpscybersafety.org/index.html www.staysafeonline.info/





Standards Addressed:

Standard 1:

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



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).



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




File: 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 your picture 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 prefer, and then click Apply.

To view a watermark as it will appear on the printed page, use the 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 will automatically create a hyperlink

when you type the address of an existing Web page into your document.

The hyperlink will appear in a color and underlined. When you clicked on the link it will go directly to that web site.

You can also create customized links.

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, 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 Breaks:You 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 columns

Just 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-numbered page.




Section Breaks:Types 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

Note: 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 break to appear.Pull down insert menu,

click on Break.Choose 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 the comments, in order to remove them from the document they must be deleted.




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, 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.

Changes can be made by inserting, deleting, moving text, graphics as well as changing the 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 column:

For 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 working 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 working with a very long table, it must be divided where a page break occurs. Adjustments can be made to the table to insure that 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 Summarize:AutoSummarize 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.

Tip:If 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 name appears in the Subject box. However you have the option of typing your own subject name.




Forms: You will 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 utilizes drop-down menus 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.

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: The first step is to Create a template.

Open a new 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 merge:

mail merge is utilized 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 with the following criteria:

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


3 columnsEmbedded TableGraphicsWatermarkHyperlinksSection breaksTables



Rubric

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.

Resources:

ISTE Publications, Digital Citizenship in Schools by Mike Ribble and Gerald Bailey, copyright 2007, ISBN No: 978-1-56484-232-9.



Documents

Office of Information, Technology and Accountability Advanced Microsoft Word Created 1-9-07 Revised4/8/2010 1