MICROSOFT OFFICE WORD LEVEL 2

Transcription

1 MICROSOFT OFFICE 2007 MICROSOFT OFFICE WORD LEVEL 2 Inserting Dates and Symbols Using Quick Parts Working with AutoFormat Working with Tables Editing a Table Applying Borders and Shading Working with Drawing Objects Inserting Graphics Using SmartArt Using Chart Creation Features Using AutoCorrect Using Find and Replace Exploring the Research Task Pane Using Templates Using Newsletter-style Columns Using Outline View Using Word HTML Features Working with Comments and Revisions Managing Files Villanova UNIT Training

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3 ABOUT ONDEMAND SOFTWARE The OnDemand Software Division of Global Knowledge is the worldwide leader of software solutions that enable rapid adoption, broad acceptance and increased accuracy in the use of enterprise applications related to enterprise resource planning, supply chain management, procurement, e-commerce and customer relationship management. The flagship product, OnDemand Personal Navigator, provides one synchronized documentation, training and performance support platform. Founded in 1986, the OnDemand Software Division has over 850 Global 2000 customers in 12 countries. The OnDemand Software Division of Global Knowledge, a Welsh, Carson, Anderson and Stowe portfolio company, is headquartered in King of Prussia, Pennsylvania, with offices located worldwide. Additional information can be found at COPYRIGHT Copyright Global Knowledge Software LLC All rights reserved. Information in this document is subject to change without notice and does not represent a commitment on the part of Global Knowledge. No part of this publication, including interior design, cover design, icons or content may be reproduced by any means, be it transmitted, transcribed, photocopied, stored in a retrieval system, or translated into any language in any form, without the prior written permission of Global Knowledge Network, Inc. Products mentioned herein, including SAP R/3, PeopleSoft, Siebel Systems, Microsoft Windows, Microsoft Office, Microsoft FrontPage, Microsoft Outlook, Macromedia Flash, Adobe Acrobat, and JavaScript are trademarks or registered trademarks of their respective owners. OnDemand Personal Navigator and Courseware Express are trademarks of Global Knowledge Software LLC. CustomDOC and Knowledge Pathways are registered trademark of Global Knowledge Software LLC. Global Knowledge and the Global Knowledge logo are trademarks of Global Knowledge, Inc. DISCLAIMER Global Knowledge has taken every effort to ensure the accuracy of this manual. If you should discover any discrepancies, please notify us immediately. Global Knowledge Software LLC. OnDemand Software Division 475 Allendale Road King of Prussia, PA (610) Villanova UNIT Training Page i

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5 MICROSOFT OFFICE WORD LEVEL 2 ABOUT ONDEMAND SOFTWARE... I COPYRIGHT... I DISCLAIMER... I LESSON 1 - INSERTING DATES AND SYMBOLS... 1 Inserting the Date and Time... 2 Inserting Symbols... 4 Inserting Special Characters... 7 Exercise Inserting Dates and Symbols LESSON 2 - USING QUICK PARTS Creating a Quick Part Adding Quick Parts to a Document Inserting Document Property Fields Using the Building Blocks Organizer Exercise Using Quick Parts LESSON 3 - WORKING WITH AUTOFORMAT Using AutoFormat as You Type Changing AutoFormat Options Exercise Working with AutoFormat LESSON 4 - WORKING WITH TABLES Creating a Table Navigating a Table Entering Text into a Table Inserting a Blank Line Using Table Styles Hiding and Showing Gridlines Using the Draw Table Feature Villanova UNIT Training Page iii

6 Converting Existing Text into a Table Inserting Quick Tables Exercise Working with Tables LESSON 5 - EDITING A TABLE Selecting Table Components Selecting the Entire Table Inserting Rows and Columns into a Table Merging Cells Rotating Text in a Table Changing Column Width and Row Height Aligning Table Text Distributing Rows and Columns Evenly Splitting Cells Deleting Columns and Rows Setting Table Properties Converting a Table into Text Creating a Table Heading Exercise Editing a Table LESSON 6 - APPLYING BORDERS AND SHADING Using Borders and Shading Adding Borders and Shading to Text Adding a Border to a Page Adding a Border to a Table Removing a Border from a Table Adding and Removing Shading Exercise Applying Borders and Shading LESSON 7 - WORKING WITH DRAWING OBJECTS Creating a Drawing Object Selecting Filled and Unfilled Objects Moving an Object Using the Drawing Canvas Page iv Villanova UNIT Training

7 Drawing without the Drawing Canvas Drawing a Line Changing and Removing the Fill Color Formatting Lines Resizing an Object Adding a 3-D Effect Layering Text and Objects Deleting an Object Exercise Working with Drawing Objects LESSON 8 - INSERTING GRAPHICS Inserting Clip Art Inserting a Picture Formatting Pictures Creating WordArt Objects Formatting WordArt Objects Using Advanced Layout Options Creating Watermarks Exercise Inserting Graphics LESSON 9 - USING SMARTART Creating SmartArt Graphics Changing Colors of a SmartArt Graphic Applying a SmartArt Graphic Style Exercise Using SmartArt LESSON 10 - USING CHART CREATION FEATURES Creating a Chart Editing the Datasheet Adding a Chart Title Changing the Chart Type Creating a Chart from Excel Exercise Using Chart Creation Features Villanova UNIT Training Page v

8 LESSON 11 - USING AUTOCORRECT Setting AutoCorrect Options Using the AutoCorrect Options Button Creating AutoCorrect Exceptions Creating an AutoCorrect Entry Creating a Formatted AutoCorrect Entry Deleting an AutoCorrect Entry Exercise Using AutoCorrect LESSON 12 - USING FIND AND REPLACE Using Find Using Find Options Finding Special Characters Finding a Format Using Replace Exercise Using Find and Replace LESSON 13 - EXPLORING THE RESEARCH TASK PANE Opening the Research Task Pane Adding Research Services Using the Thesaurus to Look up Synonyms Using the Thesaurus to Look up Antonyms Translating Text Searching for Information Exercise Exploring the Research Task Pane LESSON 14 - USING TEMPLATES Selecting an Existing Template Creating a Template Modifying a Template Deleting a Template Exercise Using Templates Page vi Villanova UNIT Training

9 LESSON 15 - USING NEWSLETTER-STYLE COLUMNS Creating Newsletter-style Columns Navigating Columns Changing the Number of Columns Changing Column Width and Spacing Adding a Vertical Line between Columns Balancing Column Length Exercise Using Newsletter-style Columns LESSON 16 - USING OUTLINE VIEW Creating an Outline Working in Outline View Collapsing/Expanding Outline Headings Displaying Outline Heading Levels Moving an Outline Heading or Body Text Numbering the Outline Levels Displaying/Hiding Outline Text Formats Exercise Using Outline View LESSON 17 - USING WORD HTML FEATURES Saving Files in the HTML File Format Using Hyperlink Automatic Formatting Linking to a Page Linking to a Location in a Page Pasting a Link Updating a Link Browsing Linked Pages and Locations Editing a Hyperlink Modifying HTML Files Exercise Using Word HTML Features LESSON 18 - WORKING WITH COMMENTS AND REVISIONS Enabling Change Tracking Setting Change Tracking Options Villanova UNIT Training Page vii

10 Disabling Change Tracking Inserting Comments Managing Comments Viewing and Navigating Comments Enabling Balloon Options Selecting Options for Show Markup Displaying the Reviewing Pane Comparing Documents Combining Multiple Revisions Reviewing Tracked Changes Accepting/Rejecting All Changes Printing Markup Exercise Working with Revisions and Comments LESSON 19 - MANAGING FILES Selecting File Views Sorting Word Files Using the My Places Bar Assigning a Password Removing a Password Using Digital Signatures Managing Document Recovery Exercise Managing Files INDEX Page viii Villanova UNIT Training

11 LESSON 1 - INSERTING DATES AND SYMBOLS In this lesson, you will learn how to: Insert the date and time Insert symbols Insert special characters

12 Lesson 1 - Inserting Dates and Symbols Word Lvl 2 INSERTING THE DATE AND TIME Discussion Word can automatically insert the current date and/or time into a document. You might want to use this feature, for example, if you are creating a legal document and the creation date and time are crucial and need to be seen whenever the document is opened or printed. The date and time can be entered from the Date and Time dialog box. The Date and Time dialog box provides several date and time formats in various combinations. If you prefer to use one date and/or time format exclusively, you can set that format as the default. Depending on what multilingual capabilities have been installed with Microsoft Office, you can insert the date and time in another language format by selecting the desired language from the Language list. The Update automatically option in the Date and Time dialog box inserts the date as a field that automatically displays the current date and/or time each time you open or print the document. If the Update automatically option is not selected, the date and/or time of insertion into the document appears. The Date and Time dialog box You can toggle the view of any field between the field code and the field result by selecting the field and pressing the [Shift+F9] key combination. Page 2 Villanova UNIT Training

13 Word Lvl 2 Lesson 1 - Inserting Dates and Symbols When a date is entered as a field, you can change the format of the date by right-clicking the field in the document and selecting the Edit Field option from the shortcut menu. Procedures 1. Position the insertion point where you want the date and/or time to appear. 2. Select the Insert tab. 3. Select the Date & Time button in the Text group. 4. Under Available formats, select the desired date and/or time format. 5. Select the Update automatically option, if desired. 6. Select OK. Step-by-Step From the Student Data directory, open DATE.DOCX. Insert the current date and time into a document. 1. Position the insertion point where you want the date and/or time to appear. The insertion point moves to the new location. 2. Select the Insert tab. The Insert tab is displayed. 3. Select the Date & Time button in the Text group. The Date and Time dialog box opens. 4. Under Available formats, select the desired date and/or time format. The date and/or time format is selected. in the third blank line below the Worldwide Sporting Goods address Insert Month Day, Year (third format from the top) Villanova UNIT Training Page 3

14 Lesson 1 - Inserting Dates and Symbols Word Lvl 2 5. Select the Update automatically option, if desired. The Update automatically option is selected. 6. Select OK. The Date and Time dialog box closes, and the current date and/or time appears at the insertion point. Update automatically OK INSERTING SYMBOLS Discussion Word provides many symbols for use in documents. These symbols are associated with individual character sets. The available character sets are listed in the Font list in the Symbol dialog box. The most commonly used character sets are (normal text), Symbol, and Wingdings. The (normal text) character set includes characters such as a single quotation ( ' ) and the paragraph symbol ( ), in addition to the numbers, symbols, and letters found on a standard keyboard. This font set also includes a wide variety of special and foreign language characters, such as umlauts (ä) and tildes (ñ), organized by language subsets. The Symbol character set offers characters such as the copyright ( ) and spade ( ) symbols. The Wingdings, Wingdings 2, Wingdings 3, and Webdings character sets contain many decorative and fun characters, such as bullets, stars, and arrows. For example, you can use a Wingdings bullet character to precede each item in a list. The Symbol dialog box also displays the most common and recently used symbols, as well as the name (if it has one) and character code of the selected symbol. You can use the drop-down list to display the character code in either a decimal or hex format. If a shortcut key has been assigned to the selected character, it appears to the right of the Shortcut Key button. Page 4 Villanova UNIT Training

15 Word Lvl 2 Lesson 1 - Inserting Dates and Symbols Inserting a symbol If you use a symbol often, you can assign a shortcut key to it. To assign a shortcut key, select the desired symbol in the Symbol dialog box and then select the Shortcut Key button. Press the desired key combination for the symbol, select Assign, and then select Close. Procedures 1. Position the insertion point where you want the symbol to appear. 2. Select the Insert tab. 3. Select the Symbol button in the Symbols group. 4. Select the More Symbols option. 5. Select the Symbols tab. 6. Select the Font list. 7. Select the desired character set. 8. Select the desired symbol. 9. Select Insert. 10. When you have finished inserting symbols, select Close. Villanova UNIT Training Page 5

16 Lesson 1 - Inserting Dates and Symbols Word Lvl 2 Step-by-Step Insert a symbol into a document. 1. Position the insertion point where you want the symbol to appear. The insertion point moves to the new location. 2. Select the Insert tab. The Insert tab is displayed. 3. Select the Symbol button in the Symbols group. The Symbol gallery opens, showing common and recently used symbols. 4. Select the More Symbols option. The Symbol dialog box opens. 5. Select the Symbols tab. The Symbols page opens. 6. Select the Font list. A list of available character sets is displayed. 7. Select the desired character set. The character set is displayed in the Font box. 8. Select the desired symbol. The symbol is highlighted. 9. Select Insert. The symbol appears in the document at the insertion point. 10. When you have finished inserting symbols, select Close. The Symbol dialog box closes. at the end of the text Worldwide Sporting Goods at the top of the page Insert More Symbols the Symbols tab, if necessary Font Scroll as necessary and click (normal text) at the top of the list (seventh row, third column from the right) Insert Close Practice the Concept: Scroll to the list beginning with the text Worldwide s new product catalog and insert the symbol of a hand pointing to the right before each item in the list. The hand symbol is located in the Wingdings character set (third row, seventh column from the left). Then, close the Symbol dialog box. Page 6 Villanova UNIT Training

17 Word Lvl 2 Lesson 1 - Inserting Dates and Symbols INSERTING SPECIAL CHARACTERS Discussion There may be times when you want to use special characters in a document. For example, you might want to insert a nonbreaking hyphen (which prevents a hyphenated word such as open-ended from being separated by a line break), or you might want to insert a nonbreaking space (which prevents two words from being separated by a line break). Special characters are inserted using the Special Characters page of the Symbol dialog box. Word provides many special characters, including the Copyright ( ), Registered ( ), and Trademark ( ) characters. For example, you may need to use the copyright character when you asserting or acknowledging the copyright of a particular document. A registered or trademark character would be appropriate if you mention a product name in a document. Many special characters have been assigned keyboard shortcuts that can be used to insert the characters into the document. Using a keyboard shortcut allows you to insert a character without opening the Symbol dialog box. For example, you can insert the Trademark ( ) character from the Symbol dialog box or by pressing the [Alt+Ctrl+T] key combination. You can also assign a shortcut key to or remove a shortcut key from any special character, including shortcut keys that have been assigned by default in Word. Inserting a special character Villanova UNIT Training Page 7

18 Lesson 1 - Inserting Dates and Symbols Word Lvl 2 To assign a shortcut key to a special character, select the special character in the Symbol dialog box and then select the Shortcut Key button. Press the desired shortcut key combination, then select Assign, and select Close. To remove a shortcut key from a special character, select the special character in the Symbol dialog box and then select the Shortcut Key button. Under Current keys, select the key combination you want to remove, select Remove, and then select Close. Procedures 1. Position the insertion point where you want the special character to appear. 2. Select the Insert tab. 3. Select the Symbol button in the Symbols group. 4. Select the More Symbols option. 5. Select the Special Characters tab. 6. Under Character, select the desired special character. 7. Select Insert. 8. When you have finished inserting special characters, select Close. Step-by-Step Insert a special character in a document. 1. Position the insertion point where you want the special character to appear. The insertion point moves to the new location. 2. Select the Insert tab. The Insert tab is displayed. Scroll as necessary and click between the period and the letter C in the text Mr.Campanellas (last paragraph in the body of the letter, fourth sentence) Insert Page 8 Villanova UNIT Training

19 Word Lvl 2 Lesson 1 - Inserting Dates and Symbols 3. Select the Symbol button in the Symbols group. The Symbol gallery opens. 4. Select the More Symbols option. The Symbol dialog box opens. 5. Select the Special Characters tab. The Special Characters page opens. 6. Under Character, select the desired special character. The special character is selected. More Symbols the Special Characters tab Nonbreaking Space 7. Select Insert. The selected character appears at the insertion point. 8. When you have finished inserting special characters, select Close. The Symbol dialog box closes. Insert Close Type the word credit and a space before the word limit in the third sentence of the same paragraph. Notice that the text Mr. Campanellas stays together because the space inserted between Mr. and Campanellas is a nonbreaking space. Display the formatting marks. Notice the symbol that appears between Mr. and Campanellas to indicate the presence of a nonbreaking space. Hide the formatting marks. Close DATE.DOCX. Villanova UNIT Training Page 9

20 Lesson 1 - Inserting Dates and Symbols Word Lvl 2 EXERCISE INSERTING DATES AND SYMBOLS Task Insert the current date and some symbols into a document. 1. Open SYMBOL.DOCX. 2. Insert the current date at the top of the document using the second format (Day, Date, Year). Set the date to update automatically. 3. Scroll to the four-line list beginning with the text special offers. Insert the checkmark symbol from the Wingdings character set (last row, fourth column from the right) in front of each line in the list. 4. Scroll to the Build-a-Body Flex-All System text in the paragraph beginning Evening. Insert the Trademark ( ) character after the word System. 5. Close the document without saving it. Page 10 Villanova UNIT Training

21 LESSON 2 - USING QUICK PARTS In this lesson, you will learn how to: Create a Quick Part Add Quick Parts to a document Insert document property fields Use the Building Blocks Organizer

22 Lesson 2 - Using Quick Parts Word Lvl 2 CREATING A QUICK PART Discussion To avoid having repeatedly to reenter the same content in different documents, Word provides an environment for establishing and reusing building blocks. These building blocks can consist of text without formatting, paragraphs and other content such as lists, images or customized smart shapes. Word stores these in a gallery managed by the Quick Parts tool. The building blocks that Quick Parts manages include a wide range of gallery types, such as Headers and Footers, Cover Pages and Watermarks. When you create a building block, you can choose what gallery to keep it in and can assign a category and a description to it. The Create New Building Block dialog box To capture the formatting of the content, you must include the paragraph marks in your selection before saving it as a building block. When you save the building block, you have the option of assigning it to a different gallery and category. The default options are the Quick Parts gallery and the General category. You can add a text description, although the gallery will also provide a preview of the building block. Page 12 Villanova UNIT Training

23 Word Lvl 2 Lesson 2 - Using Quick Parts Procedures 1. You will find it particularly helpful to display the paragraph marks; the toggle button for this option is available in the Paragraph group on the Home tab. 2. Select the content that you want to define as a building block. 3. Select the Insert tab. 4. Select the Quick Parts button in the Text group. 5. Select the Save Selection to Quick Part Gallery... option. 6. Give the building block a suitable name. 7. Save the building block by selecting the OK button. 8. When you close Word, a dialog box will appear asking you whether you want to save changes to the Building Blocks template. Confirm that you do by selecting the Yes button. This will save your Quick Parts building block for use with other documents. Step-by-Step From the Student Data directory, open QUICKPT.DOCX. Create a Quick Part. You will find it particularly helpful to display the paragraph marks; the toggle button for this option is available in the Paragraph group on the Home tab. 1. Select the content that you want to define as a building block. The content is selected. 2. Select the Insert tab. The Insert tab is displayed. Select the content associated with the first four paragraph marks, from the globe graphic through NH 03872, including the paragraph marks; do not include the final two paragraph marks that have no associated text the Insert tab Villanova UNIT Training Page 13

24 Lesson 2 - Using Quick Parts Word Lvl 2 3. Select the Quick Parts button in the Text group. The Quick Parts menu opens. 4. Select the Save Selection to Quick Part Gallery... option. The Quick Parts menu closes and the Create New Building Block dialog box opens. 5. Give the building block a suitable name. The text appears in the Name text box. 6. Save the building block by selecting the OK button. Save Selection to Quick Part Gallery... in the Name text box at the end of Worldwide Sporting and type [Space] with graphics When you close Word, a dialog box will appear asking you whether you want to save changes to the Building Blocks template. Confirm that you do by selecting the Yes button. This will save your Quick Parts building block for use with other documents. Close QUICKPT.DOCX. ADDING QUICK PARTS TO A DOCUMENT Discussion You can quickly add predefined content to a document using Quick Parts. This tool provides access to built-in and customized building blocks that may consist of text without formatting, paragraphs and other content such as lists, images or customized smart shapes. The Quick Parts dialog box with one Quick Parts building block Page 14 Villanova UNIT Training

25 Word Lvl 2 Lesson 2 - Using Quick Parts The Building Blocks Organizer dialog box, accessed from the Quick Parts menu, provides access to many other forms of building block, including equations, specially formatted text boxes and watermarks. Procedures 1. Position the insertion point at the place in the document at which you want to add a Quick Parts building block. 2. Select the Insert tab. 3. Select the Quick Parts button in the Text group. 4. Select the desired Quick Parts building block from the list. Step-by-Step Add a Quick Parts building block to a document Create a new, blank document. 1. Position the insertion point at the place in the document where you want to add a Quick Parts building block. The insertion point appears at the desired location. 2. Select the Insert tab. The Insert tab is displayed. 3. Select the Quick Parts button in the Text group. The Quick Parts menu opens. 4. Select the desired Quick Parts building block from the menu or submenu options. The Quick Parts menu closes and the selected building block is inserted in the document at the insertion point. Press [Ctrl+Home], if necessary the Insert tab Scroll as necessary and click Worldwide Sporting with graphics Villanova UNIT Training Page 15

26 Lesson 2 - Using Quick Parts Word Lvl 2 INSERTING DOCUMENT PROPERTY FIELDS Discussion There are a number of document property fields that can be defined and inserted rapidly into the document. Some property fields are automatically defined by the document s content or by data that Word collected at the time of installation but they can also be edited, either via the Document Properties dialog box, or at the time the property field is inserted into the document using Quick Parts. This latter method is the most convenient. The document property fields available for insertion using Quick Parts are: Abstract, Author, Category, Comments, Company, Company Address, , Fax and Phone, Keywords, Manager, Publish Date, Status, Subject and Title. The Document Property list accessed from the Quick Parts dialog box Document properties can be accessed and edited via the Properties option under Prepare on the Office menu. The Document Information Panel is displayed between the Ribbon and the document area and can be left open while editing the document. Page 16 Villanova UNIT Training

27 Word Lvl 2 Lesson 2 - Using Quick Parts Once a document property field has been inserted into a document, moving the pointer over the field reveals a blue highlight over the whole field text. ing on the field text reveals the field label. The field text can be edited as with any other text; any edit will revise the document property field itself and the update will be reflected in any other instances of the field inserted in the document. The display of fields in the document depends on the field code settings in the section Show document content under Advanced in Word Options. Procedures 1. Position the insertion point in the document where you want to add a document property field. 2. Select the Insert tab. 3. Select the Quick Parts button in the Text group. 4. Point to the Document Property option. 5. Select the desired document property. 6. If required, edit the field text as appropriate. 7. Move the insertion point out of the field text box. Step-by-Step Insert document property fields Open a new, blank document. 1. Position the insertion point in the document where you want to add a document property field. The insertion point appears at the desired location. 2. Select the Insert tab. The Insert tab is displayed. Press [Ctrl+Home], if necessary the Insert tab Villanova UNIT Training Page 17

28 Lesson 2 - Using Quick Parts Word Lvl 2 3. Select the Quick Parts button in the Text group. The Quick Parts menu opens. 4. Point to the Document Property option. The Document Property submenu is displayed. 5. Select the desired document property. The property field is inserted in the document and the default text in the field text box is selected. 6. Edit the field text as appropriate. The field text is displayed. 7. Move the insertion point out of the field text box. The field label disappears, leaving the inserted field text. Point at Document Property Title Type Interim Report anywhere outside the field text box. Practice the Concept: Position the insertion point at the end of the existing text and press [Enter] at least five times to give yourself some working space. Insert some additional document property fields to the document, such as Author, Subject, Category, and Status and edit their content. Insert the same field in more than one location, then edit the text in one of the fields. Explore the Document Information Panel, accessing it by selecting the Office button, the Prepare option, then the Properties option. Notice how the content of the document properties reflects the content that you have edited in the fields in the document. Close the document without saving it. USING THE BUILDING BLOCKS ORGANIZER Discussion All Word s predefined content and your own customized building blocks are stored in the Building Blocks Organizer. Using the Organizer, you can preview building blocks, sort them by name, gallery, category or type, re-categorize them, edit their properties, delete them or insert them in the currently active document. Page 18 Villanova UNIT Training

29 Word Lvl 2 Lesson 2 - Using Quick Parts The Building Blocks Organizer dialog box Procedures 1. Select the Insert tab. 2. Select the Quick Parts button in the Text group. 4. Select the Building Blocks Organizer... option. 5. Sort the Building blocks list by Name. 6. Select the desired building block. 7. Select the Edit Properties... button to review the building block s properties. 8. Edit the properties as desired and select OK to save them, or select Cancel, as appropriate. 9. Select Insert to insert the building block, or select Close to close the Building Blocks Organizer. Step-by-Step Use the Building Blocks Organizer Open a new, blank document in Word. Villanova UNIT Training Page 19

30 Lesson 2 - Using Quick Parts Word Lvl 2 1. Select the Insert tab. The Insert tab is displayed 2. Select the Quick Parts button in the Text group. The Quick Parts menu opens. 4. Select the Building Blocks Organizer... option. The Building Blocks Organizer dialog box opens. 5. Sort the Building blocks list by Name. The Building blocks list is sorted by name. 6. Select the desired building block. The building block is selected, a preview appears in the preview pane and its description is displayed below the preview pane. 7. Select the Edit Properties... button to review the building block s properties. The Modify Building Block dialog box is displayed. 8. Edit the properties as desired and select OK to save them, or select Cancel, as appropriate. The Modify Building Block dialog box closes and the property edits are saved or canceled accordingly. 9. Select Insert to insert the building block, or select Close to close the Building Blocks Organizer. The building block is inserted, if applicable, and the Building Blocks Organizer dialog box closes. the Insert tab Building Blocks Organizer... on the Building blocks list heading Name Scroll as necessary and click Alphabet (Cover Pages gallery) Edit Properties... Close the document without saving it. Page 20 Villanova UNIT Training

31 Word Lvl 2 Lesson 2 - Using Quick Parts EXERCISE USING QUICK PARTS Task Using Quick Parts to create and edit Building Blocks. 1. Open the EXQUICK.DOCX document and show paragraph marks and other hidden formatting symbols. 2. Select the all the content and add it to the Quick Parts gallery to create a new Building Block named Worldwide Sporting Brochure. 3. Close the document without saving. 4. Open a new, blank Word document. 5. Insert the Worldwide Sporting Brochure building block into the document. 6. Add the Document Property titled Category and type Special Offers. 7. in the document to the right of the Category field, then press [Enter] to start a new paragraph. 8. Add the Document Property; Subject and type Massive Reductions on all Fitness Equipment. 9. in the document to the right of the Subject field, then press [Enter] to start a new paragraph. 10. Add the Document Property; Publish Date and select today s date from the arrow on the right of the Document Property field. 11. in the document to the right of the Document Property; Publish Date field, then press [Enter] to start a new paragraph. 12. Open the Building Blocks Organizer dialog box and sort the list by name. 13. Select the Worldwide Sporting Brochure Building Block, then edit its properties and change the name to Worldwide Sporting Flyer. 14. Delete the Worldwide Sporting Flyer Building Block. 15. Close the Building Blocks Organizer, then close Word Do not save the document; do not save BUILDING BLOCKS.DOTX. Villanova UNIT Training Page 21

32 Lesson 2 - Using Quick Parts Word Lvl 2 Page 22 Villanova UNIT Training

33 LESSON 3 - WORKING WITH AUTOFORMAT In this lesson, you will learn how to: Use AutoFormat as you type Change AutoFormat options

34 Lesson 3 - Working with AutoFormat Word Lvl 2 USING AUTOFORMAT AS YOU TYPE Discussion AutoFormat can format a document as you type. AutoFormat analyzes your text as you type and then applies the appropriate formatting. For example, if AutoFormat detects a heading, it can automatically apply a heading style; if AutoFormat detects a table, it can apply a table format. If you have any Internet or addresses in a document, AutoFormat automatically formats them as hyperlinks. You can enable or disable automatic formatting options on the AutoFormat As You Type page in the AutoCorrect dialog box, available in Proofing in Word Options. The options on this page are grouped under Replace as you type, Apply as you type, and Automatically as you type. You can enable or disable any or all of the AutoFormat options as desired. Selecting AutoFormat as you type options Procedures 1. Select the Office button. 2. Select the Word Options button. Page 24 Villanova UNIT Training

35 Word Lvl 2 Lesson 3 - Working with AutoFormat 3. Select Proofing. 4. Select the AutoCorrect Options button. 5. Select the AutoFormat As You Type tab. 6. Select or deselect the desired options. 7. Select OK. 8. Close the Word Options dialog box. Step-by-Step Use AutoFormat as you type. If necessary, create a new, blank document. Type Agenda and press [Enter] twice. Type 1, a period (.) and a space, and then type Sales report. Press [Enter]. Notice that Word has identified the item as the beginning of a list, formatted it accordingly, and automatically displayed the formatted numbering 2. for the second item in the list. Type New products for item 2 and press [Enter] twice to disable the numbered list. 1. Select the Office button. The Office menu opens. 2. Select the Word Options button. The Word Options dialog box opens. 3. Select Proofing. The Proofing page is displayed. 4. Select the AutoCorrect Options button. The AutoCorrect dialog box opens. 5. Select the AutoFormat As You Type tab. The AutoFormat As You Type page is displayed. 6. Select or deselect the desired options. The desired options are selected or deselected. Proofing AutoCorrect Options... the AutoFormat As You Type tab Follow the instructions shown below the table before continuing on to the next step Villanova UNIT Training Page 25

36 Lesson 3 - Working with AutoFormat Word Lvl 2 7. Select OK. The AutoCorrect dialog box closes and the AutoFormat as you type options are saved. 8. Close the Word Options dialog box. The Word Options dialog box closes, and you are returned to the document. OK OK Automatic numbered lists to deselect it. Built-in Heading styles to select it. Return to the table and continue on to the next step (step 7). Practice the Concept: Delete the existing text. Then type Agenda and press [Enter] twice. Type the numbered list again: 1. Sales report, [Enter] and 2. New products, [Enter]. Notice that Word identifies the title as a heading and formats it, but does not format the numbered list. Open the AutoFormat As You Type page in the AutoCorrect dialog box. Deselect the Built-in Heading styles option and select the Automatic numbered lists option. Select OK, then close the Word Options dialog box. Close the document without saving it. CHANGING AUTOFORMAT OPTIONS Discussion When you are not sure how you want a document to appear, AutoFormat can help you select the appropriate look. AutoFormat analyzes each paragraph of a document and then applies the appropriate formatting. For example, if AutoFormat detects a heading, it automatically applies a heading style. You can specify the extent of the formatting applied by enabling or disabling particular options on the AutoFormat page in the AutoCorrect dialog box, available in Proofing in Word Options. All options are enabled by default. Options that can be enabled or disabled in the Apply section include applying automatic formatting to headings, lists, automatic bulleted lists, and other paragraphs. Replace options include replacing straight quotes (") with smart quotes (, ), ordinals (1st, 2nd, 3rd, etc.) with superscripts (1 st, 2 nd, 3 rd, etc.), and typed fractions (1/4) with fraction characters (¼) for any fraction available in the current character set. Page 26 Villanova UNIT Training

37 Word Lvl 2 Lesson 3 - Working with AutoFormat Selecting the Styles option in the Preserve section retains styles already applied to document text. This option prevents AutoFormat from replacing styles you may have previously applied to text. When enabled, the Plain text documents option in the Always AutoFormat section AutoFormats plain-text mail messages when you open them in Word, as long as you use Word as your editor. Changing AutoFormat options If you are using the Track Changes function, AutoFormat changes appear with revision marks. You can hide these revision marks by selecting the Show Markup button in the Tracking group on the Review tab, and deselecting the Formatting option. The AutoFormat options you select become the default for AutoFormatting all new documents. To return to the original defaults, reselect any options you may have deselected on the AutoFormat page in the AutoCorrect dialog box. Villanova UNIT Training Page 27

38 Lesson 3 - Working with AutoFormat Word Lvl 2 Procedures 1. Select the Office button. 2. Select the Word Options button. 3. Select Proofing. 4. Select the AutoCorrect Options button. 5. Select the AutoFormat tab. 6. Select or deselect options as desired. 7. Select OK. 8. Close the Word Options dialog box. Step-by-Step Change AutoFormat options. If necessary, create a new, blank document. Type 1/2 and a space. Notice how Word automatically turns these three characters into a fraction character. 1. Select the Office button. The Office menu opens. 2. Select the Word Options button. The Word Options dialog box opens. 3. Select Proofing. The Proofing page is displayed. 4. Select the AutoCorrect Options button. The AutoCorrect dialog box opens. 5. Select the AutoFormat tab. The AutoFormat page is displayed. 6. Select or deselect options as desired. The options are selected or deselected accordingly. Proofing AutoCorrect Options... the AutoFormat tab Fractions (1/2) with fraction character (½) to deselect it Page 28 Villanova UNIT Training

39 Word Lvl 2 Lesson 3 - Working with AutoFormat 7. Select OK. The AutoCorrect dialog box closes, and the AutoFormat options are saved. 8. Close the Word Options dialog box. The Word Options dialog box closes, and you are returned to the document. OK OK Practice the Concept: Type 1/2 and a space again. Notice that Word leaves the text as you typed it, and does not reformat it. Open the AutoFormat page in the AutoCorrect dialog box. Select the Fractions (1/2) with fraction character (½) option. Select OK, then close the Word Options dialog box. Close the document without saving it. Villanova UNIT Training Page 29

40 Lesson 3 - Working with AutoFormat Word Lvl 2 EXERCISE WORKING WITH AUTOFORMAT Task Use AutoFormat to automatically format a document. 1. Open AUTOFORM.DOCX. 2. Enable all options on the AutoFormat As You Type page in the AutoCorrect dialog box. 3. Go to the end of the document and type the following: Anticipated Agenda * November 13: Registration, dinner, introduction by guest speaker * November 14: Exposition setup * November 15-16: Presentations 9 am - 5 pm. (Breaks should be limited to 1/2 hour mid morning and 1/4 hour mid afternoon). * November 17: Breakdown; closing statements 4. On the AutoFormat As You Type page, disable the options: Built-in Heading styles Define styles based on your formatting 5. Close the document without saving it. Page 30 Villanova UNIT Training

41 Word Lvl 2 Lesson 3 - Working with AutoFormat Villanova UNIT Training Page 31

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43 LESSON 4 - WORKING WITH TABLES In this lesson, you will learn how to: Create a table Navigate a table Enter text into a table Insert a blank line Use Table styles Hide and show gridlines Use the Draw Table feature Convert existing text into a table Insert Quick Tables

44 Lesson 4 - Working with Tables Word Lvl 2 CREATING A TABLE Discussion It is often useful to put information in your documents into table format. For example, an employee phone list is usually easier to read in a table. A table is composed of horizontal rows and vertical columns. The intersection of a row and a column is referred to as a cell. Text is entered into a cell and a cell can contain one or more lines of text. You can also vary the amount of text you enter into table cells. For example, one cell can have multiple lines of text and another can be empty or have only one line of text. There are several ways to create a table in Word. You can use the Insert Table dialog box to enter the desired rows and columns and other requirements, or you can drag to select the required number of cells in the Insert Table grid. Alternatively, you can use the Draw Table feature to draw your own table. Additional rows and columns can be added to any table, and extra rows and columns can be deleted. You can also create nested tables. A nested table is a table within a cell of a larger table. Formatting can be applied to: an individual cell, row, or column; a selection of cells, rows or columns; or the whole table. Dragging to create a table Page 34 Villanova UNIT Training

45 Word Lvl 2 Lesson 4 - Working with Tables You can open the Insert Table dialog box by selecting the Insert tab, then selecting the Table button in the Tables group, and selecting the Insert Table option. When you create a table in this manner, you must indicate the desired number of rows and columns. A new table created using the Insert Table or Draw Table options will display borders around each cell by default. If you need greater functionality, such as complex formulas, then you can insert an Excel spreadsheet instead of a table. Procedures 1. Select the Insert tab. 2. Select the Table button in the Tables group. 3. Drag across the Insert Table grid to select the number of rows and columns in the table. Step-by-Step Create a table. If necessary, create a new, blank document. 1. Select the Insert tab. The Insert tab is displayed. 2. Select the Table button in the Tables group. The Insert Table menu opens, including the Insert Table grid. Insert Villanova UNIT Training Page 35

46 Lesson 4 - Working with Tables Word Lvl 2 3. Drag across the Insert Table grid to select the number of rows and columns in the table. A table with the specified number of rows and columns appears in the document when you release the mouse button. The Table Tools tabs display. Drag a 3x3 Table Save the document in the student data folder as TABLE1. NAVIGATING A TABLE Discussion You can navigate a table using the mouse or the keyboard. Using the mouse, you just click in the desired cell. Using the keyboard, you can press the [Tab] or arrow keys. If there is text in the next cell and you press the [Tab] key, the text will be selected. If there is text in an adjacent cell and you use an arrow key to access it, the text will not be selected. If you press the [Tab] key when the insertion point is in the last cell of the table, Word inserts a new row below the current row. Procedures 1. in the cell you want to select. 2. Press [Tab] to move to the next cell. 3. Press [Shift+Tab] to move to the previous cell. 4. Press [Down] to move down one cell. 5. Press [Right] to move right one cell. 6. Press [Left] to move left one cell. 7. Press [Up] to move up one cell. Page 36 Villanova UNIT Training

47 Word Lvl 2 Lesson 4 - Working with Tables Step-by-Step Navigate a table with the mouse and keyboard. 1. in the cell you want to select. The insertion point appears in the new location. 2. Press [Tab] to move to the next cell. The insertion point moves to the next cell. 3. Press [Shift+Tab] to move to the previous cell. The insertion point moves to the previous cell. 4. Press [Down] to move down one cell. The insertion point moves to the cell below the current cell. 5. Press [Right] to move right one cell. The insertion point moves to the cell to the right of the current cell. 6. Press [Left] to move left one cell. The insertion point moves to the cell to the left of the current cell. 7. Press [Up] to move up one cell. The insertion point moves to the cell above the current cell. in the center cell of the first row Press [Tab] Press [Shift+Tab] Press [ ] Press [ ] Press [ ] Press [ ] ENTERING TEXT INTO A TABLE Discussion When you create a table, the insertion point appears in the first cell of the table by default, so that you can immediately begin typing text into the table. Text is entered into a cell at the insertion point and is typed into a cell just as it is typed into other areas of the document. When the typed text exceeds the width of the cell, Word automatically wraps the text to the next line. In addition, you can press the [Enter] key to create a new paragraph within a cell. Villanova UNIT Training Page 37

48 Lesson 4 - Working with Tables Word Lvl 2 Procedures 1. Position the insertion point in the cell in which you want to enter text. 2. Type the desired text. Step-by-Step Enter text into a table. 1. Position the insertion point in the cell in which you want to enter text. The insertion point appears in the new location. 2. Type the desired text. The text appears in the cell. in the top left cell, if necessary Type Regional Office Practice the Concept: Type the following text into the table. To move from cell to cell, press [Tab] or use the mouse. Regional Office Office Manager Phone Number Northeast Stephanie J. Smith Southeast Nathan T. Brown INSERTING A BLANK LINE Discussion You can insert a blank line above a table to place a title or other identifying text above the table. Once the blank line has been inserted, you can enter, format, and align the text as desired. Page 38 Villanova UNIT Training

49 Word Lvl 2 Lesson 4 - Working with Tables Procedures 1. Position the insertion point before the text in the first cell of the table. 2. Press [Enter]. Step-by-Step Insert a blank line above a table in a document. 1. Position the insertion point before the text in the first cell of the table. The insertion point moves to the top of the table. 2. Press [Enter]. A blank line is inserted above the table. Press [Ctrl+Home] Press [Enter] Type the heading text Regional Office Phone List and press [Enter]. Then bold, center, and italicize the heading text. USING TABLE STYLES Discussion Word s built-in table styles provide many combinations of shading and borders to make the table easier to view and to add a more finished, professional look. When you create a table from the Insert Table option, the Table Tools Design tab opens with a selection of table styles that can be previewed and easily applied. You can also use Table Styles to apply preset formatting to an existing table. As soon as you select an existing table or position the insertion point within an existing table, the Table Tools Design and Layout tabs are added to the Ribbon. After a table style has been applied, you can modify or remove the formatting as desired. You can also remove table formats by selecting the Plain Tables Table Grid style from the Table Styles dialog box. When you apply the Table Grid style, all table formatting is removed from the table; any character formatting you may have applied, however, is not removed. Villanova UNIT Training Page 39

50 Lesson 4 - Working with Tables Word Lvl 2 The Table Styles gallery, live previewing Table list The Table Options dialog box (available from the Table Properties dialog box) contains the option to Automatically resize to fit contents. This automatically adjusts the width of columns to the amount of text typed into the cells within it. The Properties button is found in the Table group on the Table Tools Layout tab. Procedures 1. Position the insertion point anywhere in the table you want to format. 2. Select the Design tab. 3. Position the pointer over the Table Styles option buttons in the Table Styles group to preview the formatting. 4. Scroll through or expand the list of table styles using the scroll or More buttons. 5. Select the desired table style. Page 40 Villanova UNIT Training

51 Word Lvl 2 Lesson 4 - Working with Tables Step-by-Step Use table styles. 1. Position the insertion point anywhere in the table you want to format. The insertion point appears in the new location, and the Table Tools Design and Layout tabs are made available on the Ribbon. 2. Select the Design tab. The Design tab is displayed. 3. Position the pointer over the Table Styles option buttons in the Table Styles group to preview the formatting. The table style is temporarily applied in live preview to the table in the document. 4. Scroll through or expand the list of table styles using the scroll or More buttons. The Table Styles gallery is scrolled or opened, giving access to all available styles. 5. Select the desired table style. The selected table style is applied to the table in the document and the Table Styles gallery closes. anywhere in the table Design Hover the pointer over any table style button in the Table Styles group Scroll as necessary and click Built-In style Table Columns 3 Practice the Concept: Notice that the table style selected and its neighbors in the list now appear in the Table Styles group. in the table again and open the Table Styles gallery. Apply the Plain Tables Table Grid to the table. Then, click in any blank area to deselect the table. Notice that all table formatting has been removed. Villanova UNIT Training Page 41

52 Lesson 4 - Working with Tables Word Lvl 2 HIDING AND SHOWING GRIDLINES Discussion Word displays table gridlines by default. Gridlines are blue, dashed lines that border each cell of the table. These are only visible on the screen, and will not be printed out. You can only see the table gridlines where there are no borders. (The default border is a black, solid, ½-point single line around each cell.) The gridlines can be useful in viewing your table data, and in seeing how your table is structured. However, you can hide the gridlines if you find them distracting. The gridlines display as blue, dashed lines around each cell The View Gridlines button affects the display of gridlines in all tables in the document. You can select a table by clicking the table move handle. The table move handle, a square containing a four-headed arrow, appears when you point to the upper, left corner of a table in Print Layout view. You can also use the table move handle to move the table within the document. Procedures 1. Position the insertion point in any cell of the table. 2. Select the Layout tab under Table Tools. Page 42 Villanova UNIT Training

53 Word Lvl 2 Lesson 4 - Working with Tables 3. Select the View Gridlines button in the Table group to hide the gridlines. 4. Select the View Gridlines button in the Table group again to display the gridlines. Step-by-Step Hide and show gridlines in a table. If necessary, turn off the borders in the table. Select the whole table, then select the Table Tools Design tab. Select the right-hand part of the Borders button in the Table Styles group, then select the No Border option. 1. Position the insertion point in any cell of the table. The insertion point moves to the new location. 2. Select the Layout tab under Table Tools. The Layout tab is displayed. 3. Select the View Gridlines button in the Table group to hide the gridlines. The gridlines are hidden. 4. Select the View Gridlines button in the Table group again to display the gridlines. The gridlines are displayed. anywhere in the table, if necessary Layout Practice the Concept: Make sure the gridlines are showing. View the document in Print Preview; notice that the gridlines do not appear, even though they are displayed in the document. Then, close Print Preview. Close TABLE1.DOCX. USING THE DRAW TABLE FEATURE Discussion You can use the mouse as a pencil to draw a table. You can access the Draw Table feature from the Table button on the Insert tab. This feature can also be used to add Villanova UNIT Training Page 43

54 Lesson 4 - Working with Tables Word Lvl 2 cells, columns, and rows to a table, in any dimensions you choose. You can also draw diagonal lines to define the outside boundaries of a table or to split the contents of a cell. In addition, you can use the Draw Table feature to create a nested table. A nested table is a table that appears within a table cell. For instance, you might want to use a nested table if a document uses a table for its page layout and you want to use additional tables within the document. Tables are often used to organize side-by-side paragraphs of text in documents or web pages. Smaller, nested tables are then used to contain reference material or graphics pertaining to information contained in the larger table. If you make a mistake while drawing a table, you can use the Eraser feature to remove any incorrect lines. Drawing cells to create a table If you are in Draft view, selecting Draw Table will switch the document to Print Layout view. You can also create a nested table by clicking in a table cell, selecting the Table button in the Tables group on the Insert tab, and dragging across the grid to define the table configuration. Page 44 Villanova UNIT Training

55 Word Lvl 2 Lesson 4 - Working with Tables Procedures 1. Select the Insert tab. 2. Select the Table button in the Tables group. 3. Select the Draw Table option. 4. Drag the pencil diagonally to draw the first cell of the desired table. 5. Continue to drag the pencil in the document as desired to draw table cells which build into rows and columns. 6. To erase a line, select the Eraser button in the Draw Borders group on the Design tab. 7. the line you want to erase. 8. To continue drawing, select the Draw Table button in the Draw Borders group on the Design tab. Step-by-Step Use the Draw Table feature to draw a table. If necessary, create a new, blank document, display the rulers, and switch to Print Layout view. 1. Select the Insert tab. The Insert tab is displayed. 2. Select the Table button in the Tables group. The Insert Table menu opens. 3. Select the Draw Table option. The mouse pointer changes into a pencil. Insert Draw Table Villanova UNIT Training Page 45

56 Lesson 4 - Working with Tables Word Lvl 2 4. Drag the pencil diagonally to draw the first cell of the desired table. A broken line indicates the location as you drag, and the cell appears in the document when you release the mouse button. The Table Tools tabs display. 5. Continue to drag the pencil in the document as desired to draw table cells which build into rows and columns. A broken line indicates the location as you drag, and the cells appear in the document when you release the mouse button. 6. To erase a line, select the Eraser button in the Draw Borders group on the Design tab. The mouse pointer changes into an eraser. 7. the line you want to erase. The line is removed from the table. 8. To continue drawing, select the Draw Table button in the Draw Borders group on the Design tab. The mouse pointer changes back into a pencil. Drag diagonally from the 1 inch mark (both rulers) to the 5 inch mark (horizontal ruler) and the 2 inch mark (vertical ruler) Drag at the 1/2 inch mark (horizontal ruler) from the top of the table to the bottom the vertical line within the table Practice the Concept: Draw a line from the top of the table to the bottom at the 1 inch mark on the horizontal ruler. At the 1/2 inch mark on the vertical ruler, draw a line from the left edge of the table to the right. Notice that two rows appear. In the lower, right table cell, create three columns by drawing two vertical lines from the top edge of the cell to the bottom. Create the lines at 2" and 3" on the horizontal ruler. Drag a diagonal line from the upper-left corner of the upper, left cell to the lower-right corner of the cell. Close the document without saving it. Page 46 Villanova UNIT Training

57 Word Lvl 2 Lesson 4 - Working with Tables CONVERTING EXISTING TEXT INTO A TABLE Discussion You can easily create a table from existing text in a document. The Convert Text to Table dialog box allows you to select the number of columns you want in the table. Word will suggest the number of columns and rows, based on the tabs and paragraph marks contained in the selected text. Alternately, you can indicate the character you want to use as a text separator; Word will use the specified text separator as a column marker and determine the number of columns based on where the text separator occurs in the text you want to convert. You can separate text at paragraph marks, tabs, or commas, or you can specify a different character, if desired. In addition, the Convert Text to Table dialog box allows you to specify a fixed column width, AutoFit columns to the text typed within them, or AutoFit the table to the window. The Convert Text to Table dialog box Word always creates a new row at each paragraph mark. Villanova UNIT Training Page 47

58 Lesson 4 - Working with Tables Word Lvl 2 Procedures 1. Select the text you want to convert into a table. 2. Select the Insert tab. 3. Select the Table button in the Tables group. 4. Select the Convert Text to Table option. 5. If necessary, specify the desired number of table columns in the Number of columns spin box under Table size, or select the desired Separate text at option. 6. Select the desired AutoFit behavior option. 7. Select OK. Step-by-Step From the Student Data directory, open TEXTTAB.DOCX. Convert existing text into a table. 1. Select the text you want to convert into a table. The text is selected. 2. Select the Insert tab. The Insert tab is displayed. 3. Select the Table button in the Tables group. The Insert Table menu opens. 4. Select the Convert Text to Table option. The Convert Text to Table dialog box opens. Press [Ctrl+A] Insert Convert Text to Table Page 48 Villanova UNIT Training

59 Word Lvl 2 Lesson 4 - Working with Tables 5. If necessary, specify the desired number of table columns in the Number of columns spin box under Table size, or select the desired Separate text at option. The number in the Number of columns spin box changes accordingly or the appropriate option is selected. 6. Select the desired AutoFit behavior option. The desired AutoFit behavior option is selected. 7. Select OK. The Convert Text to Table dialog box closes, and the existing text is converted into a table. Tabs, if necessary Fixed column width to Auto, if necessary OK anywhere in the document to deselect the table. Close TEXTTAB.DOCX. INSERTING QUICK TABLES Discussion In addition to Word s built-in table styles, Word also provides a number of Quick Tables. These are ready-formatted table types for particular styles of table, including calendar month, matrix and tabular list. After a Quick Table has been inserted, you can input your own data, and modify or remove the formatting as desired, directly in the document. Villanova UNIT Training Page 49

60 Lesson 4 - Working with Tables Word Lvl 2 The Quick Tables gallery You can save your own table as a Quick Table, so that you can in effect use it as a template. When you have developed the table to your satisfaction, select the entire table or as much of it as you wish, then select the Table button, the Quick Tables option, then the Save Selection to Quick Tables Gallery option. Procedures 1. Position the insertion point where you want to insert a Quick Table. 2. Select the Insert tab. 3. Select the Table button in the Tables group. 4. Select the Quick Tables option. 5. Select the Quick Table required. Page 50 Villanova UNIT Training

61 Word Lvl 2 Lesson 4 - Working with Tables Step-by-Step Insert a Quick Table. If necessary, create a new, blank document. 1. Select the Insert tab. The Insert tab is displayed. 2. Select the Table button in the Tables group. The Insert Table gallery is displayed. 3. Select the Quick Tables option. The Quick Tables gallery opens, giving access to all available Quick Tables. 4. Select the Quick Table required. The Insert Table and Quick Tables galleries close and the selected Quick Table is inserted in the document at the insertion point. The Table Tools Design tab is displayed. Insert Point to Quick Tables Scroll as necessary and click the Matrix Quick Table Close the document without saving it. Villanova UNIT Training Page 51

62 Lesson 4 - Working with Tables Word Lvl 2 EXERCISE WORKING WITH TABLES Task Create and work with tables and table text. 1. If necessary, create a new, blank document. Display the paragraph marks and the Insert tab. 2. Use the Table button in the Tables group to insert the Quick Table Tabular List. 3. Overwrite the existing entries with the following text, using either the mouse or the keyboard to move from cell to cell: Representative Stephanie J. Smith Nathan T. Brown Clothing Line Gymnastics Martial Arts 4. Select the six rows that are not needed. 5. Select the Layout tab under the title Table Tools. Use the Delete button in the Rows & Columns group to delete the selected rows. 6. Insert two blank lines above the table and type the title Presentation Assignments in the top line. Bold and center the title. 7. Using the mouse, go to the top, right cell of the table. Then, using the keyboard, go to the lower, left cell. 8. Select the Design tab under the title Table Tools. Use the Table Styles gallery to reformat the table. 9. Use the Table Styles gallery to remove all table formatting. (Hint: Select Clear.) 10. Select the Layout tab. Use the View Gridlines button in the Table group to show the table gridlines. 11. Use the Draw Table button in the Draw Borders group on the Design tab to add two more rows to the table. 12. Open EQUIPTBL.DOCX. 13. Select the contents of the entire document. 14. Display the Insert tab. Page 52 Villanova UNIT Training

63 Word Lvl 2 Lesson 4 - Working with Tables 15. Use the Table button in the Tables group to convert the selected text into a table. Use the tilde character (~) as the text separator (type it in the Other text box). Word should suggest two columns. If necessary, select a fixed column width of Auto. (Hint: The tilde character (~) is usually located above the [Tab] key, in the upper, left corner of the keyboard.) 16. Deselect the text to view the table. 17. Hide the formatting marks and close all documents without saving them. Villanova UNIT Training Page 53

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65 LESSON 5 - EDITING A TABLE In this lesson, you will learn how to: Select table components Select the entire table Insert rows and columns into a table Merge cells Rotate text in a table Change column width and row height Align table text Distribute rows and columns evenly Split cells Delete columns and rows Set table properties Convert a table into text Create a table heading

66 Lesson 5 - Editing a Table Word Lvl 2 SELECTING TABLE COMPONENTS Discussion You can select a single table cell, row, or column using the mouse. You might want to select a single cell, row, or column in order to format or edit its contents. You can quickly select a cell by clicking to the left of the first character in the cell, within the cell gridline. You can quickly select a row by clicking to the left of the row, outside the gridline. Likewise, you can quickly select a column by clicking above the column, outside the gridline. The area immediately to the left of the table is referred to as the row selection bar, and the area immediately above the table is referred to as the column selection bar. Once a cell, row, or column has been selected, you can perform certain functions on the selection, such as formatting it or deleting its contents. In addition, you can move a selected cell, column, or row, either by cutting and pasting it or by dragging it as desired. You select table text in the same way you select text in other parts of a document. For example, you can select a word by double-clicking it, or you can select a paragraph by triple-clicking it. You can also select a block of text by dragging across the text you want to select. Once text has been selected, you can perform a number of functions on it, such as formatting, deleting, or copying it. You can drag to select multiple cells, rows, or columns. You can also select a cell, row, or column by positioning the insertion point in the cell, row, or column you want to select and then selecting the Table Tools Layout tab, clicking the Select button in the Table group, and clicking the appropriate option (e.g. Select Cell). When positioned correctly, the mouse pointer will appear as a smaller, solid black arrow in the cell and column selection areas. However, in the row selection area, the default mouse pointer appears. Page 56 Villanova UNIT Training

67 Word Lvl 2 Lesson 5 - Editing a Table Procedures 1. in the blank space between the first character and the left gridline of the cell you want to select. 2. in the row selection bar to the left of the row you want to select. 3. in the column selection bar above the column you want to select. Step-by-Step From the Student Data directory, open TABLENN.DOCX. Select a table cell, row, and column. Display the table gridlines, if necessary. 1. in the blank space between the first character and the left gridline of the cell you want to select. The entire cell is selected. 2. in the row selection bar to the left of the row you want to select. The entire row is selected. 3. in the column selection bar above the column you want to select. The entire column is selected. to the left of the text 125 lbs. (third row, second column) to the left of the Exer-Fit Stepper row above the Product column anywhere in the document to deselect the cells. Practice the Concept: Perform the following steps to select text in the table. Doubleclick to select the text Product in the first cell. Then, drag to select the text Life-Fit 805 in the first cell in the second row. anywhere in the document to deselect the text. Villanova UNIT Training Page 57

68 Lesson 5 - Editing a Table Word Lvl 2 SELECTING THE ENTIRE TABLE Discussion You can select the entire table. You might want to select the entire table in order to format it or edit its contents. Once an entire table has been selected, you can perform a number of functions on it, such as deleting information or formatting text, cells, rows, or columns. You can also select a table by clicking the table move handle. The table move handle, a square containing a four-headed arrow, appears when you point to the upper, left corner of a table in Print Layout view. You can also use the table move handle to move the table within the document. Procedures 1. Position the insertion point within the table. 2. Select the Table Tools Layout tab. 3. Select the Select button in the Table group. 4. Select the Select Table option. Step-by-Step Select an entire table. 1. Position the insertion point within the table. The insertion point appears within the table. 2. Select the Table Tools Layout tab. The Table Tools Layout tab is displayed. anywhere within the table Layout Page 58 Villanova UNIT Training

69 Word Lvl 2 Lesson 5 - Editing a Table 3. Select the Select button in the Table group. The Select menu opens. 4. Select the Select Table option. The entire table is selected. Select Table anywhere in the document to deselect the table. Practice the Concept: Make sure you are in Print Layout view. Point to the upper, left corner of the table until the table move handle appears. the table move handle to select the table. anywhere in the document to deselect the table. INSERTING ROWS AND COLUMNS INTO A TABLE Discussion When you create a table, you can designate the desired number of rows and columns. If you need to add additional information to an existing table, you do not need to recreate the table. Instead, you can insert new rows or columns in the current table. You can insert a row above or below the current row or a column to the left or right of the current column. You can also add multiple rows or columns by first selecting the same number of rows or columns you want to add and then inserting the rows or columns. A new row has been inserted above the first row Villanova UNIT Training Page 59

70 Lesson 5 - Editing a Table Word Lvl 2 To add a new column beyond the last column in the table, click just outside the table, to the right of the last column. Then select either the Insert Left or Insert Right buttons; either will insert a new column to the right of the last column. You can also insert rows and columns by right-clicking a row or column selection bar, selecting the Insert option on the shortcut menu, then selecting the appropriate option in the submenu. Procedures 1. Position the insertion point in a cell adjacent to where you want to insert the row. 2. Select the Table Tools Layout tab. 3. To insert a row, select the Insert Above or Insert Below button in the Rows & Columns group. 4. anywhere in the document to deselect the inserted row. 5. Position the insertion point in a cell adjacent to where you want to insert the column. 6. To insert a column, select the Insert Left or Insert Right button in the Rows & Columns group. 7. anywhere in the document to deselect the inserted column. Step-by-Step Insert rows and columns into a table. Page 60 Villanova UNIT Training

71 Word Lvl 2 Lesson 5 - Editing a Table 1. Position the insertion point in a cell adjacent to where you want to insert the row. The insertion point appears in the cell. 2. Select the Table Tools Layout tab. The Table Tools Layout tab is displayed. 3. To insert a row, select the Insert Above or Insert Below button in the Rows & Columns group. The new row is inserted. 4. anywhere in the document to deselect the inserted row. 5. Position the insertion point in a cell adjacent to where you want to insert the column. The insertion point appears in the cell. 6. To insert a column, select the Insert Left or Insert Right button in the Rows & Columns group. The new column is inserted. 7. anywhere in the document to deselect the inserted column. in the Product cell Layout anywhere in the document in the Product cell anywhere in the document Practice the Concept: in the Product cell and insert a row above the first row. anywhere in the document to deselect the new row. MERGING CELLS Discussion You can merge two or more adjacent cells into a single cell. You may want to merge cells, for example, to create a table heading by spanning text in one cell across the entire table. When you are selecting cells to merge, you can select an entire row or column, or you can select just the cells you want to merge. Villanova UNIT Training Page 61

72 Lesson 5 - Editing a Table Word Lvl 2 Two groups of cells have been merged You can also merge cells by selecting the cells, then rightclicking and selecting the Merge Cells option from the shortcut menu. You can easily merge two cells within the table by using the Eraser button in the Draw Borders group on the Design tab to erase the gridline between them. Procedures 1. Select the cells you want to merge. 2. Select the Table Tools Layout tab. 3. Select the Merge Cells button in the Merge group. Step-by-Step Merge cells in a column or row. Page 62 Villanova UNIT Training

73 Word Lvl 2 Lesson 5 - Editing a Table 1. Select the cells you want to merge. The cells are selected. 2. Select the Table Tools Layout tab. The Table Tools Layout tab is displayed. 3. Select the Merge Cells button in the Merge group. The cells are merged into one cell. Select all the cells in the first column Layout Type Equipment Catalog in the merged cell. Practice the Concept: Type Worldwide Sporting Goods in the cell above the Product cell. Then select the Worldwide Sporting Goods cell and the two blank cells to the right and merge the cells. Bold the text Equipment Catalog and Worldwide Sporting Goods. ROTATING TEXT IN A TABLE Discussion You can rotate text in table cells. This option allows you to create special effects. For example, you can change the orientation of long labels so that they fit within the table. The Text Direction button in the Alignment group on the Table Tools Layout tab cycles through three orientations: horizontal, vertical facing right, and vertical facing left. As you cycle through the orientations, the Text Direction button changes to display the current text orientation. When the insertion point is in a cell with rotated text, the alignment, bullet, number, and indent buttons on the Home tab rotate as well to reflect the orientation of the text. In addition, the vertical alignment buttons in the Alignment group on the Layout tab also match the text orientation. Villanova UNIT Training Page 63

74 Lesson 5 - Editing a Table Word Lvl 2 A table with rotated text You must be in Print Layout view in order to view rotated text. If you are using a different document view, the view automatically switches to Print Layout as soon as you rotate text. You can also rotate text in a table by right-clicking the text, and selecting the Text Direction option in the shortcut menu. Select the required orientation from the Text Direction - Table Cell dialog box. Procedures 1. Select the cell(s) containing the text you want to rotate. 2. Select the Table Tools Layout tab. 3. the Text Direction button in the Alignment group to the desired orientation. Page 64 Villanova UNIT Training

75 Word Lvl 2 Lesson 5 - Editing a Table Step-by-Step Rotate text in a table. 1. Select the cell(s) containing the text you want to rotate. The cells are selected. 2. Select the Table Tools Layout tab. The Table Tools Layout tab is displayed. in the Equipment Catalog cell Layout 3. the Text Direction button in the Alignment group to the desired orientation. The text orientation changes accordingly. twice CHANGING COLUMN WIDTH AND ROW HEIGHT Discussion When you first create a table, the columns are a fixed width by default. As you enter data into a table, you may find that some columns need to be narrower than the default width and others need to be wider. You can quickly adjust the width of any table column by dragging its column border to the desired width. You can adjust as many columns in a table as desired, although adjusting the width of any one column (except the last) does not affect the overall width of the table. If all the cells in a column are the same width, the width of the entire column changes. If the cells within the column are different widths, however, only the width of the current cell changes. The overall width of the table does not change when you change the width of one or more cells within the table. As a result, if you widen one column, the width of the column to its right is decreased accordingly, so that the overall width of the table stays the same. You can, however, adjust the overall width of the table by dragging either the left border of the first column or the right border of the last column as desired. Row height automatically adjusts to fit the font size or the number of lines of wrapped text within a row. If you want to add more spacing above or below the text in a row, Villanova UNIT Training Page 65

76 Lesson 5 - Editing a Table Word Lvl 2 you can change row height by dragging the row border to the desired height. You can only adjust the height of one row at a time by dragging. If you hold the [Alt] key as you drag a column or row border, the exact column or row measurement appears on the corresponding ruler. (If you press [Alt] and click within the document, this will open the Research task pane, so be careful to hold [Alt] as you drag the pointer.) You can also change column width by dragging the table column markers on the horizontal ruler, or you can change row height by dragging the table row markers on the vertical ruler. If you need to specify precise measurements, you can access the Row or Column page in the Table Properties dialog box (available on the Table Tools Layout tab). Procedures 1. Drag any column border to the left to decrease or to the right to increase the width of that column. 2. Drag any row header border up to decrease or down to increase the height of that row. Step-by-Step Change column width and row height. If necessary, switch to Print Layout view, and display the horizontal and vertical rulers. 1. Drag any column border to the left to decrease or to the right to increase the width of that column. An image of the border appears as you drag, and the column width changes when you release the mouse button. Drag the column border to the right of the text Equipment Catalog to the 1-1/2 inch mark on the horizontal ruler Page 66 Villanova UNIT Training

77 Word Lvl 2 Lesson 5 - Editing a Table 2. Drag any row header border up to decrease or down to increase the height of that row. An image of the border appears as you drag, and the row height changes when you release the mouse button. Drag the row border below the text Worldwide Sporting Goods down to the 3/4 inch mark on the vertical ruler Practice the Concept: Hold [Alt] and click the column border to the right of the Equipment Catalog column. Continue holding [Alt] and drag the column border until a column measurement of 1 appears on the horizontal ruler. Hold [Alt] and adjust the height of the Worldwide Sporting Goods row to If the Research task pane opens, close it by clicking the Close button on the task pane. ALIGNING TABLE TEXT Discussion You can align text in a table cell in much the same way as you align text elsewhere in the document. In addition to the standard horizontal alignments, however, you can also align table text to the top, center, or bottom of a cell. The alignment gallery available on the Table Tools Layout tab provides every possible combination for aligning table text both horizontally and vertically in one click. Selecting a different alignment for the text Villanova UNIT Training Page 67

78 Lesson 5 - Editing a Table Word Lvl 2 The Align button that applies to the current cell is always highlighted. Procedures 1. Select the cell containing the text you want to align. 2. Select the Table Tools Layout tab. 3. Select the desired Align button from the gallery in the Alignment group. Step-by-Step Align table text. 1. Select the cell containing the text you want to align. The cell is selected. 2. Select the Table Tools Layout tab. The Table Tools Layout tab is displayed. 3. Select the desired Align button from the gallery in the Alignment group. The text in the cell is aligned accordingly. in the Equipment Catalog cell Layout Align Center (second row, second column) anywhere in the document to deselect the cell. Practice the Concept: Center align the text in the Worldwide Sporting Goods cell. anywhere in the document to deselect the text. Page 68 Villanova UNIT Training

79 Word Lvl 2 Lesson 5 - Editing a Table DISTRIBUTING ROWS AND COLUMNS EVENLY Discussion Although you can individually size each cell, row, and column in a table, you may decide that a table would look better if all the rows or columns were the same size. The Distribute Columns button adjusts the width of selected columns to an equal size, without changing the total width of the selected columns. For example, if the total width of three unequally sized columns is six inches, distributing the columns results in three columns, each two inches wide. In addition, you can distribute all the columns in a table by first selecting the entire table. Likewise, the Distribute Rows button distributes the height of selected rows evenly, without changing the total height of the selected rows. You can also select adjoining cells and distribute the widths of the cells evenly with the Distribute Columns button. If you select only adjoining cells, and not entire columns, the remaining cells in the columns do not change. Procedures 1. Select the cells, rows, or columns you want to distribute evenly. 2. Select the Table Tools Layout tab. 3. the Distribute Rows or Distribute Columns button in the Cell Size group, as desired. Step-by-Step Distribute rows and columns evenly. 1. Select the cells, rows, or columns you want to distribute evenly. The cells, rows, or columns are selected. Drag from the Product cell to the TM55305 cell Villanova UNIT Training Page 69

80 Lesson 5 - Editing a Table Word Lvl 2 2. Select the Table Tools Layout tab. The Table Tools Layout tab is displayed. 3. the Distribute Rows or Distribute Columns button in the Cell Size group, as desired. The cells, rows, or columns are distributed evenly. Layout anywhere in the document to deselect the cells. SPLITTING CELLS Discussion You can split cells to break a single cell or group of cells into a larger number of cells. Splitting cells is the opposite of merging cells. Instead of creating a single cell from multiple cells, you are creating multiple cells from a single cell. In the Split Cells dialog box, you can specify the number of rows and/or columns into which you want to split a cell. If you select multiple cells, the Merge cells before split option is selected in the Split Cells dialog box. When the Merge cells before split option is selected, the selected cells are merged as one and then split into the selected number of columns or rows. For example, if you select two cells and then choose to split those cells into six cells, the Merge cells before split option will produce a total of six cells; three in each of the two selected cells. If you choose to deselect the Merge cells before split option, however, those two cells are split into six cells each, for a total of twelve cells. When you are selecting cells to split, you can select an entire row or column, or you can drag to select only the cells you want to split. Page 70 Villanova UNIT Training

81 Word Lvl 2 Lesson 5 - Editing a Table The Split Cells dialog box You can also split cells by right-clicking in the cells and then selecting the Split Cells option from the shortcut menu. You can use the Draw Table button in the Draw Borders group on the Design tab to split cells by drawing one or more lines within the cells as desired. Procedures 1. Select the cells you want to split. 2. Select the Table Tools Layout tab. 3. Select the Split Cells button in the Merge group. 4. Select the desired number of rows and/or columns. 5. Select OK. Step-by-Step Split cells in a table. Villanova UNIT Training Page 71

82 Lesson 5 - Editing a Table Word Lvl 2 1. Select the cells you want to split. The cells are selected. 2. Select the Table Tools Layout tab. The Table Tools Layout tab is displayed. 3. Select the Split Cells button in the Merge group. The Split Cells dialog box opens. 4. Select the desired number of rows and/or columns. The number of rows and/or columns are entered accordingly. 5. Select OK. The Split Cells dialog box closes, and the specified number of rows and/or columns appears within the selection. Drag to select the Life-Fit 1000 Stepper cell and the blank cell to its right Layout Number of columns to 3 OK anywhere in the document to deselect the split cells. Notice that the new cells are sized consistently with the existing columns of cells. Type 99 lbs. in the blank cell in the Weight column and TM55545 in the blank cell in the Order Number column. DELETING COLUMNS AND ROWS Discussion You can delete any rows and/or columns you no longer need in a table. Deleting a column or row deletes not only the column or row, but also all the contents within it. You can also delete a column or row by selecting the column or row you want to delete, right-clicking the selection, and then selecting the Delete Columns or Delete Rows option from the shortcut menu. Page 72 Villanova UNIT Training

83 Word Lvl 2 Lesson 5 - Editing a Table Procedures 1. in the row or column you want to delete. 2. Select the Table Tools Layout tab. 3. Select the Delete button in the Rows & Columns group. 4. Select the Delete Columns or Delete Rows option, as desired. Step-by-Step Delete columns and rows from a table. 1. in the row or column you want to delete. The insertion point appears in the new location. 2. Select the Table Tools Layout tab. The Table Tools Layout tab is displayed. 3. Select the Delete button in the Rows & Columns group. The Delete menu opens. 4. Select the Delete Columns or Delete Rows option, as desired. The row or column is deleted. in the Equipment Catalog cell Layout Delete Columns Practice the Concept: Select the blank row below the Product cell and use the shortcut menu to delete it. SETTING TABLE PROPERTIES Discussion When you create a table, Word sets certain defaults for the table and the table cells. You can customize the table by changing table settings to override these defaults. Villanova UNIT Training Page 73

84 Lesson 5 - Editing a Table Word Lvl 2 The Table Properties dialog box provides one central site from which you can customize a table. This dialog box has four pages: Table, Row, Column, and Cell. The options available in the Table Properties dialog box are listed in the following tables: Table Options Preferred width Alignment Indent from left Text wrapping Borders and Shading Options Row Options Specify height Allow row to break across pages Repeat as header row at the top of each page Column Options Preferred width Description Sets the width of the entire table to a specific measurement in inches or to a percentage of the page width Controls the alignment of the table on the page; can be used to center, right, or left align a table Controls the indent of the table from the left margin; available only when the Left alignment option is selected Controls the placement of text around a table; when the Around option is selected, you can use the Positioning button to specify the exact table position, the distance between the text and the table, and table movement options Opens the Borders and Shading dialog box, in which you can change border options and apply or modify shading Opens the Table Options dialog box, which allows you to set the default margins between text and cell borders for all cells in the table, set the default spacing between cells, and set the table to resize automatically to fit its contents Description Sets the height of the selected row to a specific or minimum height in inches; use the Previous Row and Next Row buttons to select adjacent rows Allows a row to be split across a page break; to prevent rows from breaking, deselect this option Sets the top row or rows in a table as a header that repeats at the top of the table on each page; header rows make long tables spanning multiple pages easier to read Description Sets the width of the selected column(s) to a specific measurement in inches or to a percentage of the table width; use the Previous Column and Next Column buttons to select adjacent columns Page 74 Villanova UNIT Training

85 Word Lvl 2 Lesson 5 - Editing a Table Cell Options Preferred width Vertical alignment Options Description Sets the width of the selected cell to a specific measurement in inches or a percent of the table width Controls the alignment of text within a cell; use this option to align text to the top, center, or bottom of a cell Opens the Cell Options dialog box, which allows you to set the margins within a cell, have text wrap within a cell, or allows Word to size text to fit within a cell Setting properties for a table You can also access the Table Properties dialog box by clicking any link in the Table or Cell sections in the Reveal Formatting task pane; the Table Properties dialog box opens to the page corresponding to the link clicked. The insertion point must be positioned in a table for these sections to be available. You can also open the Table Properties dialog box by rightclicking in a table and selecting the Table Properties option from the shortcut menu. Villanova UNIT Training Page 75

86 Lesson 5 - Editing a Table Word Lvl 2 Procedures 1. Select the cell, row, or column you want to change. 2. Select the Table Tools Layout tab. 3. Select the Properties button in the Table group. 4. Select the tab for the property you want to change. 5. Select the desired option. 6. Continue setting options as desired. 7. Select OK. Step-by-Step Set the properties of a table. Use Print Preview to view the table size and placement on the page. Then, close Print Preview. 1. Select the cell, row, or column you want to change. The cell, row, or column is selected. 2. Select the Table Tools Layout tab. The Table Tools Layout tab is displayed. 3. Select the Properties button in the Table group. The Table Properties dialog box opens. 4. Select the tab for the property you want to change. The corresponding page is displayed. 5. Select the desired option. The option is selected. 6. Continue setting options as desired. The options are selected. in the Worldwide Sporting Goods cell Layout the Table tab, if necessary Preferred width, if necessary Follow the instructions shown below the table before continuing on to the next step Page 76 Villanova UNIT Training

87 Word Lvl 2 Lesson 5 - Editing a Table 7. Select OK. The Table Properties dialog box closes, and the selection is modified accordingly. OK Enter 6 in the Preferred width spin box and Inches in the Measure in box, if necessary. Select the Center option under Alignment. Return to the table and continue on to the next step (step 7). Practice the Concept: Display the Reveal Formatting task pane. in the table and expand the Table and Cell sections in the task pane, if necessary. Select rows 2 to 7 (from the Product row to the end of the table) and click the Preferred Width link under the Table section in the task pane. Display the Row page in the Table Properties dialog box and set the row height to.5. Select the Exactly option from the Row height is list. Display the Column page and select Next Column to select the first column in the table. Select the Preferred width option. Select Percent from the Measure in box and set the column width to 45%. Select Next Column and set the width of the second column to 25%. Finally, set the width of the third column to 30%. Confirm these changes in the Table Properties dialog box and close the Reveal Formatting task pane. Switch to Print Preview and view the changes. Close Print Preview. CONVERTING A TABLE INTO TEXT Discussion You can convert all or part of a table to text. When you convert a table to text, you must specify the character you want Word to use to replace the column markers. You can select paragraph marks, tabs, or commas; Word also allows you to specify a character of your choice. Villanova UNIT Training Page 77

88 Lesson 5 - Editing a Table Word Lvl 2 Converting a table into text Word always converts the end of row mark into a paragraph mark. Procedures 1. Select the table rows you want to convert. 2. Select the Table Tools Layout tab. 3. Select the Convert to Text button in the Data group. 4. Under Separate text with, select the desired option. 5. Select OK. Step-by-Step Convert a table into text. Page 78 Villanova UNIT Training

89 Word Lvl 2 Lesson 5 - Editing a Table 1. Select the table rows you want to convert. The table rows are selected. 2. Select the Table Tools Layout tab. The Table Tools Layout tab is displayed. 3. Select the Convert to Text button in the Data group. The Convert Table To Text dialog box opens. Select the entire table Layout Select 4. Under Separate text with, select the desired option. The option is selected. Tabs 5. Select OK. The Convert Table To Text dialog box closes, and the table is converted to text. OK anywhere to deselect the text. Display the formatting marks. Notice that a tab now appears in place of each column marker and a paragraph mark has replaced each end of row mark. Hide the formatting marks. Close TABLENN.DOCX. CREATING A TABLE HEADING Discussion You can create a table heading that appears on multiple pages. For example, if your table extends to two or more pages, you might want to have your column headings repeat at the top of each page. If you want to view the table heading on pages other than the first, you must switch to Print Preview or the Print Layout view. The table heading can be created only from the top row or rows of the table. Villanova UNIT Training Page 79

90 Lesson 5 - Editing a Table Word Lvl 2 You can also create column headings by first selecting the rows you want to repeat, and then opening the Table Properties dialog box. On the Row page, select the Repeat as header row at the top of each page option. You can insert a page break anywhere in a table to control the number of rows on a page. You can also split a table into two tables by selecting the row above which you want to split the table, then selecting the Split Table button in the Merge group on the Layout tab. Repeated heading rows, however, do not carry over from the first section of a split table. Procedures 1. Select the row or rows you want to repeat as a table heading. 2. Select the Table Tools Layout tab. 3. Select the Repeat Header Rows button in the Data group. Step-by-Step From the Student Data directory, open HEADING.DOCX. Create a table heading. If necessary, switch to Print Layout view. 1. Select the row or rows you want to repeat as a table heading. The rows are selected. 2. Select the Table Tools Layout tab. The Table Tools Layout tab is displayed. 3. Select the Repeat Header Rows button in the Data group. The table heading is created. Select the top two rows of the table Layout Switch to Print Preview and select the Two Pages view. Notice that the table heading appears on each page. Then, close Print Preview. Page 80 Villanova UNIT Training

91 Word Lvl 2 Lesson 5 - Editing a Table Close HEADING.DOCX. Villanova UNIT Training Page 81

92 Lesson 5 - Editing a Table Word Lvl 2 EXERCISE EDITING A TABLE Task Select table components and edit a table. 1. Open PHONLST.DOCX. 2. If necessary, switch to Print Layout view. Then, zoom to 75%. 3. Rotate the Worldwide Sporting Goods text so that it is vertical and oriented from bottom to top. 4. Select the Worldwide Sporting Goods column and split it into 1 column and 42 rows. 5. Delete the Worldwide Sporting Goods column. 6. Use the Table Properties dialog box to make the table 6 inches wide and centered. 7. Change the width of the Name column to 4.7 inches and the Phone Extensions column to 1 inch. (Hint: Try holding the [Alt] key and dragging the border between the columns.) 8. Add a row above the Corporate Phone List row and type Worldwide Sporting Goods into it. 9. Delete the Eastern Region row. 10. Merge the top two rows. Center the merged cell both horizontally and vertically. Finally, drag to decrease the merged cell s row height to approximately 0.7 inch. (If necessary, close the Research task pane.) 11. Distribute the columns evenly across the page. 12. Create a table heading from the top two rows of the table. 13. Display the document in Print Preview and view each page. Notice that the heading repeats on all three pages. Then, close Print Preview. 14. Convert the entire table to text, using tabs as separators. 15. Close the document without saving it. Page 82 Villanova UNIT Training

93 LESSON 6 - APPLYING BORDERS AND SHADING In this lesson, you will learn how to: Use borders and shading Add borders and shading to text Add a border to a page Add a border to a table Remove a border from a table Add and remove shading

94 Lesson 6 - Applying Borders and Shading Word Lvl 2 USING BORDERS AND SHADING Discussion Borders and shading can enhance the appearance of a document. Borders are lines that appear around an object. Borders can range from a single horizontal line under a paragraph to fancy boxes with drop shadows or three-dimensional effects. Shading is color and/or a pattern behind graphics or text. You can add borders and shading to text, paragraphs, graphic images, or tables. You can also add a border around a page to make the page more visually attractive. Horizontal lines under paragraphs are often used to separate sections in a long document. You can create a box around a report title to enhance a cover page. In a table, borders and shading can be used to differentiate column and row headings from the rest of the table data. Borders can be customized by changing their style, color, and thickness. Available line styles include single, double, triple, solid, dashed, dotted, and shaded, among others. Each line in a box border can be independently customized. Shading provides a background behind text or graphics. You can apply shading to text, paragraphs, individual cells in a table, or to an entire table. Lines, boxes, and shading can be added to text, tables, and graphics from the Borders and Shading dialog box. After a border or shading has been added to a document, you can review or make changes to its settings by clicking the corresponding link in the Paragraph section of the Reveal Formatting task pane. The length of a line under a paragraph or the width of a box around it is determined by the paragraph margins. You can use the left and right indent markers on the ruler to adjust the margins. You can open the Borders and Shading dialog box by selecting the Home tab, the Styles dialog box launcher, the Style Inspector button and Reveal Formatting button or by clicking the corresponding link in the Reveal Formatting task pane. Page 84 Villanova UNIT Training

95 Word Lvl 2 Lesson 6 - Applying Borders and Shading ADDING BORDERS AND SHADING TO TEXT Discussion You can use the Borders and Shading dialog box to add borders or shading to text and paragraphs. You can also remove borders and shading from text and paragraphs. Before applying a border, you should select the line style, line width (thickness), and line color. After selecting these line settings, you can apply a border style. If you decide to change the line style, weight, or color of an existing border, you must reapply the border for the changes to take affect. You can make changes to existing borders and shading by clicking the corresponding links in the Paragraph section of the Reveal Formatting task pane. You can remove borders from the current paragraph by selecting the No Border option from the Borders menu. Alternatively, you can select the None setting in the Borders and Shading dialog box. You can remove shading from the current paragraph by selecting the No Color option from the Shading menu. Alternatively, you can select the No Color option from the Fill list in the Borders and Shading dialog box. Both the Border Color and the Shading Color palettes include a More Colors option that allows you to add colors to the palette. When you type three or more consecutive hyphens (-) and then press the [Enter] key, a single line is inserted across the page. Typing equal signs (=) inserts a double line across the page. Procedures 1. Select the text to which you want to apply a border. 2. Select the Home tab. Villanova UNIT Training Page 85

96 Lesson 6 - Applying Borders and Shading Word Lvl 2 3. Select the right-hand part of the Borders button in the Paragraph group. 4. Select the Borders and Shading... option. 5. In the Style list box, select the desired line style. 6. Select the Color list, if desired. 7. Select the desired border color. 8. Select the Width list, if desired. 9. Select the desired line width. 10. Under Setting, deselect the default border setting of Box, if desired. 11. Select the desired border position(s), if necessary. 12. To apply shading, select the Shading tab. 13. Select the Fill list. 14. Select the desired shading color. 15. Select the OK button. Step-by-Step From the Student Data directory, open BDRLTR.DOCX. Add borders and shading to text in a document. 1. Select the text to which you want to apply a border. The text is selected. 2. Select the Home tab. The Home tab is displayed. 3. Select the right-hand part of the Borders button in the Paragraph group. The Borders menu opens. 4. Select the Borders and Shading... option. The Borders and Shading dialog box opens. in the text Worldwide Sporting Goods, if necessary Home, if necessary Borders Borders and Shading... Page 86 Villanova UNIT Training

97 Word Lvl 2 Lesson 6 - Applying Borders and Shading 5. In the Style list box, select the desired line style. The line style is selected and appears in the preview pane. 6. Select the Color list, if desired. A palette of available border colors opens. 7. Select the desired border color. The border color is selected and appears in the preview pane. 8. Select the Width list, if desired. A list of available line widths opens. 9. Select the desired line width. The line width is selected and appears in the preview pane. 10. Under Setting, deselect the default border setting of Box, if desired. The border in the preview pane changes accordingly. Scroll as necessary and click the double line with the thick top line and thin bottom line (ninth style from the top) Color Dark Blue (Standard Colors, ninth column) Width 2 ¼ pt None 11. Select the desired border position(s), if necessary. The selected border(s) appear in the preview pane. Bottom Border 12. To apply shading, select the Shading tab. The Shading page is displayed. 13. Select the Fill list. A palette of available shading colors opens. 14. Select the desired shading color. The shading color is selected and appears in the preview pane. 15. Select the OK button. The selected borders and shading effects are applied to the text. Shading Fill Tan, Background 2 (first row, third column) Practice the Concept: Using the same border settings, apply a top border to the Worldwide Sporting Goods text. Villanova UNIT Training Page 87

98 Lesson 6 - Applying Borders and Shading Word Lvl 2 Display the Reveal Formatting task pane. in the Worldwide Sporting Goods text, if necessary, and scroll to view the Borders and Shading links in the Paragraph section of the Reveal Formatting task pane. the Borders link to open the Borders and Shading dialog box. Close the Borders and Shading dialog box and the Reveal Formatting task pane. ADDING A BORDER TO A PAGE Discussion Page borders can enhance the appearance of a document such as an invitation. Page borders are created in the Page Border page of the Borders and Shading dialog box. You can select the type of page border: box, shadow, or 3-D. Then, you can choose the line style, line color, and line width (thickness) of the border. Although the style, color, and width settings apply to all the lines in the page border by default, you can use the Custom setting to apply different settings to each line in the page border. If your document contains sections, you can apply a page border to the whole document, the current section, the first page of the current section, or to every page in the current section except the first page. The Options button on the Page Border page provides selections for modifying the border placement on the page. Borders can be placed at specific distances from the edge of the page or from the text. Adding a page border The Art list on the Page Border page in the Borders and Shading dialog box allows you to create page borders from a variety of graphical designs. Page 88 Villanova UNIT Training

99 Word Lvl 2 Lesson 6 - Applying Borders and Shading To change an individual page border line, click Custom under Setting on the Page Border page. Select the desired combination of Style, Color, Width, and Art settings and click the border button in the preview pane corresponding to the border line you want to change. You can make changes to existing page borders by clicking the corresponding link in the Section section of the Reveal Formatting task pane. Procedures 1. Select the Page Layout tab. 2. Select the Page Borders button in the Page Background group. 3. Under Setting, select the desired border type. 4. Select the desired options under Style, Color, Width, and Art. 5. Select the Apply to list. 6. Select the desired option. 7. Select OK. Step-by-Step Add a page border to a document. 1. Select the Page Layout tab. The Page Layout tab is displayed. 2. Select the Page Borders button in the Page Background group. The Borders and Shading dialog box opens, with the Page Border page displayed. Page Layout Villanova UNIT Training Page 89

100 Lesson 6 - Applying Borders and Shading Word Lvl 2 3. Under Setting, select the desired border type. The border type is selected and appears in the preview pane. 4. Select the desired options under Style, Color, Width, and Art. The selected options appear in the preview pane. 5. Select the Apply to list. A list of options opens. 6. Select the desired option. The option appears in the Apply to box. 7. Select OK. The Borders and Shading dialog box closes, and the selected page border is applied to the document. Shadow Follow the instructions shown below the table before continuing on to the next step Apply to This section - First page only Scroll to the bottom of the Style list and select the thick gray gradient line (third style from the bottom). From the Color list, select Dark Blue (Standard Colors, ninth column). From the Width list, select 3 pt, if necessary. Return to the table and continue on to the next step (step 5). Switch to Print Preview. View page 1 and then page 2. Notice that the page border only appears on page 1. Close Print Preview. Practice the Concept: Display the Reveal Formatting task pane, scroll down if necessary and expand the Section heading. the Borders link, change the line width to 4 1/2 pt and then close the Borders and Shading dialog box and the Reveal Formatting task pane. ADDING A BORDER TO A TABLE Discussion Even though you can use the Quick Table feature to apply a combination of formats, shading, and borders to a table, you can add your own border style to a table as well. Similar to adding borders to text, you can select a border style from the Line Style, Line Weight and Pen Color buttons in the Draw Borders group on the Table Tools Design tab. In addition, you can apply diagonal borders to tables in which the cells are divided diagonally. Page 90 Villanova UNIT Training

101 Word Lvl 2 Lesson 6 - Applying Borders and Shading Adding a border to a table You can also select a border style from the Borders page in the Borders and Shading dialog box. To open this dialog box, select the right-hand part of the Borders button in the Table Styles group on the Design tab, then select the Borders and Shading... option. You can make changes to existing table borders and shadings by clicking the corresponding links in the Cell section of the Reveal Formatting task pane. You can also select a table by clicking the table move handle. The table move handle, a square containing a four-headed arrow, appears when you point to the upper, left corner of a table in Print Layout view. You can also use the table move handle to move the table within the document. Procedures 1. Select the table cells, rows, or columns to which you want to add a border. 2. Select the Design tab under Table Tools. Villanova UNIT Training Page 91

102 Lesson 6 - Applying Borders and Shading Word Lvl 2 3. the Line Style button in the Draw Borders group. 4. Select the desired line style. 5. the right-hand part of the Borders button in the Table Styles group. 6. Select the desired border position. Step-by-Step Add a border to a table. Scroll as necessary to view the table at the bottom of the page. 1. Select the table cells, rows, or columns to which you want to add a border. The table cells, rows, or columns are selected. 2. Select the Design tab under Table Tools. The Design tab is displayed. 3. the Line Style button in the Draw Borders group. A list of available line styles opens. 4. Select the desired line style. The line style appears in the Line Style box. 5. the right-hand part of the Borders button in the Table Styles group. A gallery of available border positions opens. 6. Select the desired border position. The gallery closes and the selected border is applied to the table. Drag to select the entire table Design Scroll as necessary and click the thin top and thick bottom line style (eleventh from the top) Borders Outside Borders Practice the Concept: Display the Reveal Formatting task pane and select the entire table, if necessary. the Borders link under the Cell section. Select the All Page 92 Villanova UNIT Training

103 Word Lvl 2 Lesson 6 - Applying Borders and Shading setting on the Borders page and close the Borders and Shading dialog box. anywhere in the document to deselect the table and view the changes. Close the Reveal Formatting task pane. REMOVING A BORDER FROM A TABLE Discussion You can remove a border from individual or multiple cells, columns, or rows in a table, if desired. You can also remove borders from an entire table, as well as from text in a table or document. You can remove all borders from a table by selecting the No Border option which can be found under the Borders button in the Paragraph group on the Home tab. Alternatively you can select the Borders button in the Table Styles group on the Table Tools Design tab to access the same option. Procedures 1. Select the table object from which you want to remove a border. 2. Select the Design tab under Table Tools. 3. the Line Style button in the Draw Borders group. 4. Select the No Border option. 5. the right-hand part of the Borders button in the Table Styles group. 6. Select the option corresponding to the border you want to remove. Step-by-Step Remove a border from a table. Scroll as necessary to view the table at the bottom of the page. Villanova UNIT Training Page 93

104 Lesson 6 - Applying Borders and Shading Word Lvl 2 1. Select the table object from which you want to remove a border. The table object is selected. 2. Select the Design tab under Table Tools. The Design tab is displayed. 3. the Line Style button in the Draw Borders group. A list of available line styles opens. 4. Select the No Border option. The No Border option appears in the Line Style box. 5. the right-hand part of the Borders button in the Table Styles group. A gallery of available border positions opens. 6. Select the option corresponding to the border you want to remove. The border is removed from the table. in the selection bar to select the last row of the table Design, if necessary No Border Borders Bottom Border anywhere in the document to deselect the table. Notice that a border no longer appears along the bottom edge of the table. Practice the Concept: Select the entire table and use the No Border option from Borders in the Table Styles group to remove all the borders from the table. anywhere in the document to deselect the table. ADDING AND REMOVING SHADING Discussion You can apply shading to table cells and text. There are numerous fill colors from which you can choose, as well as several shading intensities. Page 94 Villanova UNIT Training

105 Word Lvl 2 Lesson 6 - Applying Borders and Shading Adding shading to a table row You can also apply shading using the Shading page in the Borders and Shading dialog box. To open this dialog box, select the right-hand part of the Borders button in the Table Styles group on the Table Tools Design tab, then select the Borders and Shading... option. You can remove shading from the current text or cell by selecting the No Color option from the Shading menu. Alternatively, you can select the No Color option from the Fill list in the Borders and Shading dialog box. The Shading Color palette includes a More Colors option that allows you to add colors to the palette. You can make changes to existing shading by clicking the Shading link in the applicable Paragraph or Cell section of the Reveal Formatting task pane. Procedures 1. Select the text or table object to which you want to add or from which you want to remove shading. 2. Select the Design tab under Table Tools. Villanova UNIT Training Page 95

106 Lesson 6 - Applying Borders and Shading Word Lvl 2 3. Select the right-hand part of the Shading button in the Table Styles group. 4. Select the shading you want to add, or select the No Color option to remove shading. Step-by-Step Add shading to and remove shading from text in a table. Scroll to view the table at the bottom of page Select the text or table object to which you want to add or from which you want to remove shading. The text or table object is selected. 2. Select the Design tab under Table Tools. The Design tab is displayed. 3. Select the right-hand part of the Shading button in the Table Styles group. A gallery of available shading colors and intensities opens. 4. Select the shading you want to add, or select the No Color option to remove shading. The shading is applied to or removed from the text or table object. in the selection bar to select the first row of the table Design, if necessary White, Background 1, Darker 25% (first column, fourth row) Deselect the row to view the shading. Practice the Concept: Select the first row of the table and use the No Color option to remove the shading from the cells. Close BDRLTR.DOCX. Page 96 Villanova UNIT Training

107 Word Lvl 2 Lesson 6 - Applying Borders and Shading EXERCISE APPLYING BORDERS AND SHADING Task Apply borders and shading to text and table objects. 1. Open INVITBDR.DOCX. 2. Place a 1½ point, red border under the title Equipment Showcase. 3. Place a 1½ point, dark blue border around the table at the bottom of the page. 4. Shade the first row of the table with White, Background 1, Darker 25% (first column, fourth row) and add a 1½ point, dark blue border to the bottom edge of the row. 5. Remove the shading from the Worldwide Sporting Goods and Equipment Showcase titles. (Hint: Look for No Color on the Shading Color palette.) 6. Remove the border under the title Equipment Showcase. (Hint: Look for No Border on the Borders palette.) 7. Apply a 3-D page border. Select the triple-line style with the thick line in the center (eleventh style from the top of the list). 8. Switch to Print Preview to view the borders in the document. Then, close Print Preview. 9. Close the document without saving it. Villanova UNIT Training Page 97

108 Lesson 6 - Applying Borders and Shading Word Lvl 2 Page 98 Villanova UNIT Training

109 LESSON 7 - WORKING WITH DRAWING OBJECTS In this lesson, you will learn how to: Create a drawing object Select filled and unfilled objects Move an object Use the drawing canvas Draw without the drawing canvas Draw a line Change and remove the fill color Format lines Resize an object Add a 3-D effect Layer text and objects Delete an object

110 Lesson 7 - Working with Drawing Objects Word Lvl 2 CREATING A DRAWING OBJECT Discussion You can enhance a document by drawing an object such as a rectangle, oval, line, arrow, or polygon directly in it. For example, arrows can be used to point to important items, rectangles or ovals can be used to draw attention to specific items, and lines can be used to divide different items in a document. Drawing objects are created using the Shapes button in the Illustrations group on the Insert tab. Enclosed drawing objects (such as rectangles or ovals) are filled by default. Filled objects are opaque and contain patterns and/or colors. If filled objects are drawn on top of text in a document, the text is hidden. You can, however, remove an object s fill. Unfilled objects allow the text behind them to be seen. You can insert a drawing canvas. The drawing canvas makes it easier to create and maintain complex drawings. All objects drawn within the confines of the drawing canvas are kept together as one unit. Although drawing objects are stored permanently on the drawing canvas, you can drag objects on or off the canvas as desired; Word allows objects to be stored in the document text as well. When you are drawing an object, the mouse pointer changes into a crosshair. The center of the crosshair represents the outer border of the object. In addition, Word switches to Print Layout view as soon as you click a drawing object button. Drawing objects can be moved or copied to any location in a document, and any objects stored on a drawing canvas are moved or copied as one unit. Once drawn, objects can be modified to change their shape, size, color, fill, and pattern, as well as a number of other attributes. Page 100 Villanova UNIT Training

111 Word Lvl 2 Lesson 7 - Working with Drawing Objects Creating a drawing object To draw a square or a circle, click either the Rectangle button or the Oval button respectively and hold the [Shift] key as you drag. ing in the document after selecting a drawing object button inserts the object in a predefined size. Word provides a grid of horizontal and vertical lines to help you create and align objects. On the View tab, in the Show/Hide group, select the Gridlines check box. You can drag an existing object off its drawing canvas and move it to any desired position. You can then select the drawing canvas and press the [Delete] key to delete it. Procedures 1. Switch to Print Layout view. 2. Position the insertion point where you want the drawing object to appear. 3. Display the Insert tab. Villanova UNIT Training Page 101

112 Lesson 7 - Working with Drawing Objects Word Lvl 2 4. the Shapes button in the Illustrations group. 5. Select the New Drawing Canvas option. 6. Select the desired drawing object button in the Insert Shapes group within the Drawing Tools Format tab. 7. Within the drawing canvas, drag to position and size the object as desired. Step-by-Step From the Student Data directory, open DRAW.DOCX. Create a drawing object in a document. If necessary, switch to Print Layout view, display the ruler, and position the insertion point at the top of the document. Follow the steps to create a rectangle 2 high and 4 wide. 1. Select the Insert tab. The Insert tab is displayed. 2. Select the Shapes button in the Illustrations group. The Shapes gallery opens. 3. Select the New Drawing Canvas option. A drawing canvas is inserted into the document and the Drawing Tools Format tab is displayed. 4. Select the desired drawing object button in the Insert Shapes group within the Drawing Tools Format tab. The mouse pointer changes into a crosshair when positioned in the document. Insert New Drawing Canvas Page 102 Villanova UNIT Training

113 Word Lvl 2 Lesson 7 - Working with Drawing Objects 5. Within the drawing canvas, drag to position and size the object as desired. The drawing object appears as you drag and is selected when you release the mouse button. Drag from the 1" mark (both rulers) down to the 3" mark (vertical ruler) and the 5" mark (horizontal ruler) Practice the Concept: the Oval button, hold the [Shift] key and drag from the top, left corner down to the bottom border of the rectangle to draw a circle over the rectangle. SELECTING FILLED AND UNFILLED OBJECTS Discussion Before you can modify a drawing object, you must select it. When an object is selected, blue sizing handles and a green rotation handle appear around it. Any formatting commands you perform affect only the selected object. An object remains selected until you select another object or click elsewhere in the document. Different methods are used to select filled and unfilled objects. Since an unfilled object is empty, you must click its border in order to select it. You can, however, click anywhere in a filled object to select it. To select more than one drawing object, hold the [Shift] key and click each object you want to select. Procedures 1. Switch to Print Layout view. 2. in any filled object to select it. 3. the border of any unfilled object to select it. Step-by-Step Select filled and unfilled objects in a document. Villanova UNIT Training Page 103

114 Lesson 7 - Working with Drawing Objects Word Lvl 2 If necessary, switch to Print Layout view and scroll to view both the circle within the rectangle and the line below the title. 1. in any filled object to select it. Sizing handles appear around the object. 2. the border of any unfilled drawing object to select it. Sizing handles appear around the object. in the rectangle the line below the New Products title When you selected the rectangle, the drawing canvas appeared, since the rectangle is stored within the drawing canvas. Notice that selecting the line deselected the rectangle. anywhere in the document to deselect the line. MOVING AN OBJECT Discussion After you have created an object, you can move it to a different location in the document by dragging it to the desired location. Moving objects is a good way to reposition them so that they better enhance the text. The mouse pointer must appear with a black, four-headed arrow in order to move an object. If you cannot move an object, right-click it and select the Format AutoShape or Format Picture option from the shortcut menu. In the Format AutoShape dialog box, select the Layout page and then select any wrapping style other than the In line with text option. To nudge an object, select the object and use the [Up], [Down], [Right], and [Left] arrow keys. Holding the [Ctrl] key while you use the arrow keys moves the object in smaller increments. To rotate an object, drag its green rotate handle. Page 104 Villanova UNIT Training

115 Word Lvl 2 Lesson 7 - Working with Drawing Objects Procedures 1. Switch to Print Layout view, and select the object you want to move. 2. Drag the object to the desired location. Step-by-Step Move an object. If necessary, switch to Print Layout view, and select the object you want to move. 1. Drag the object you want to move to the desired location. An outline of the object appears as you drag, and the object moves to the new location when you release the mouse button. Drag the circle to the right, until it appears between the 2" and 4" marks (horizontal ruler) anywhere in the document to deselect the object. Practice the Concept: the line below New Products and press the [Down] arrow to position it between the first and second paragraphs. Scroll, if necessary, to view the line s new location. in any blank area to deselect the line. USING THE DRAWING CANVAS Discussion When you insert a drawing object such as a rectangle, oval, line, or arrow, you can place it in a drawing canvas. The drawing canvas makes it easier to create and maintain complex drawings. All objects drawn within the confines of the drawing canvas are kept together as one unit. Although drawing objects are stored permanently on the drawing canvas, you can drag objects on or off the canvas as desired; Word allows objects to be stored in the document text as well. The drawing canvas acts as a frame in which you can create and arrange multiple drawing objects. Villanova UNIT Training Page 105

116 Lesson 7 - Working with Drawing Objects Word Lvl 2 You can use the short-cut menu to change the size of the drawing canvas. The Fit button re-sizes the canvas tightly around the objects within it. Conversely, the Expand button enlarges the canvas, creating more space between the border of the drawing canvas and the objects within it. Each time you click the Expand button, the canvas gets larger. These options only change the size of the drawing canvas; the size of the drawing objects within it are not affected. The drawing canvas helps keep the objects in a complex drawing together and allows you to move and resize all the objects as one. Using the Scale Drawing button, you can resize all the objects within the drawing canvas at the same time. When you move the drawing canvas, all the objects remain in their relative positions and move with the canvas. However, you cannot move the drawing canvas if the In Line with Text option is enabled. Selecting any other text wrapping option allows you to freely move the drawing canvas. Before you can modify a drawing object, you must select it. When an object is selected, eight blue sizing handles and one green rotation handle appear around it. Any commands you execute affect only the selected object. An object remains selected until you select another object or click elsewhere in the document. Positioning the drawing canvas behind text The options on the Text Wrapping menu are not available if an object is selected in the drawing canvas. To deselect all objects, click in any blank area of the drawing canvas. Page 106 Villanova UNIT Training

117 Word Lvl 2 Lesson 7 - Working with Drawing Objects You can move and resize multiple objects as one object without using the drawing canvas by grouping them. Select all the objects you want to group, and then select the Group button in the Arrange group on the Drawing Tools Format tab. Procedures 1. Select the drawing canvas. 2. Right-click the drawing canvas to open the shortcut menu. 3. Select the Fit option on the shortcut menu to fit the drawing canvas to its contents. 4. Select the Expand option to enlarge the drawing canvas as desired. 5. Select the Scale Drawing option to resize the contents in the drawing canvas. 6. Drag a sizing handle as desired to resize the objects. 7. Select the Scale Drawing option again to disable scaling. 8. Select the Text Wrapping button in the Arrange group. 9. Select the desired text wrapping option. 10. Drag the frame of the drawing canvas to move the objects to the desired position. Step-by-Step Using the drawing canvas. If necessary, scroll to the top of the document to view the rectangle and circle in the drawing canvas. 1. Select the drawing canvas. The drawing canvas is selected. the drawing canvas Villanova UNIT Training Page 107

118 Lesson 7 - Working with Drawing Objects Word Lvl 2 2. Right-click the drawing canvas to open the shortcut menu. The shortcut menu is displayed. Right-click the drawing canvas 3. Select the Fit option on the shortcut menu to fit the drawing canvas to its contents. The drawing canvas re-sizes to fit its contents. 4. Select the Expand option to enlarge the drawing canvas as desired. The drawing canvas enlarges accordingly. 5. Select the Scale Drawing option to resize the contents in the drawing canvas. Eight sizing handles appear along the frame of the drawing canvas. Fit Expand twice Scale Drawing 6. Drag a sizing handle as desired to resize the objects. An outline of the objects appears as you drag, and the objects are re-sized when you release the mouse button. Drag the sizing handle in the lower, right corner to the 3.5" mark (horizontal ruler) 7. Select the Scale Drawing option again to disable scaling. The Scale Drawing feature is deactivated. 8. Select the Text Wrapping button in the Arrange group. The Text Wrapping menu opens. Scale Drawing 9. Select the desired text wrapping option. The Text Wrapping menu closes, and the selected text wrapping option is applied to the object. 10. Drag the frame of the drawing canvas to move the objects to the desired position. The drawing canvas appears in the new location. Behind Text on the drawing canvas border and hold the mouse button down to drag the frame so that the rectangle and circle are centered behind the text New Products Page 108 Villanova UNIT Training

119 Word Lvl 2 Lesson 7 - Working with Drawing Objects the frame of the drawing canvas, hold [Ctrl], and use the arrow keys on the keyboard to nudge the frame in small increments. DRAWING WITHOUT THE DRAWING CANVAS Discussion There are times when it may be more efficient to draw an object without using the drawing canvas. The drawing canvas was designed to help control the layout of text and diagrams in documents, as well as to manage multiple objects. If you are inserting only one object, you can do this without the drawing canvas. To draw a single object without the drawing canvas, simply draw the object without first creating a new drawing canvas. Pressing [Esc] hides the drawing canvas for an existing drawing, but does not remove it. When you reselect the object, the drawing canvas reappears. You can permanently disable the drawing canvas for all new drawings. If you do so, the drawing canvas no longer appears when you click a drawing object button. However, existing drawing canvases are not affected. To disable the drawing canvas, select the Advanced page in Word Options and deselect the Automatically create drawing canvas when inserting AutoShapes option. You can drag an existing object off its drawing canvas and move it to any desired position. You can then select the drawing canvas and press the [Delete] key to delete it. If you delete a drawing canvas with objects still in it, the objects are also deleted. Procedures 1. Select the Insert tab. 2. Select the Shapes button in the Illustrations group. Villanova UNIT Training Page 109

120 Lesson 7 - Working with Drawing Objects Word Lvl 2 3. Select the desired drawing object. 4. Drag to position and size the object as desired. Step-by-Step Draw without the drawing canvas. Scroll to the bottom of the document and click in the line above the Worldwide Sporting Goods text. 1. Select the Insert tab. The Insert tab is displayed. 2. Select the Shapes button in the Illustrations group. The Shapes gallery opens. Insert 3. Select the desired drawing object. The Shapes gallery closes and the mouse pointer changes into a crosshair when positioned in the document. Shapes under Basic 4. Drag to position and size the object as desired. The drawing object appears as you drag and is selected when you release the mouse button. Drag a rectangle around the Worldwide Sporting Goods text Notice that you can no longer read the text. in a blank area to deselect the rectangle. DRAWING A LINE Discussion Lines can be used to separate areas of a document. For example, you can add a line between different items in a document. Lines can be drawn at various angles and positions. Drawn lines, as opposed to borders, can be moved and sized as desired. Page 110 Villanova UNIT Training

121 Word Lvl 2 Lesson 7 - Working with Drawing Objects When you draw a line, the mouse pointer changes into a crosshair. The center of the crosshair is the point at which the line is drawn. Procedures 1. Switch to Print Layout view. 2. Select the Insert tab. 3. Select the Shapes button in the Illustrations group. 4. the Line button under Lines in the Shapes gallery. 5. Drag from the beginning to the endpoint of the line. Step-by-Step Draw a line in a document. If necessary, switch to Print Layout view. Scroll as necessary, and position the insertion point in the empty line below the second paragraph. 1. Select the Insert tab. The Insert tab is displayed. 2. Select the Shapes button in the Illustrations group. The Shapes gallery opens. 3. Select the Line button under Lines. The gallery closes and the mouse pointer changes into a crosshair when positioned in the document. Insert Villanova UNIT Training Page 111

122 Lesson 7 - Working with Drawing Objects Word Lvl 2 4. Drag from the beginning to the endpoint of the line. The line appears as you drag and is selected when you release the mouse button. Drag from the left margin to the 3" mark (horizontal ruler), just below the second paragraph anywhere in the document to deselect the object. CHANGING AND REMOVING THE FILL COLOR Discussion You can change the fill color of an object at any time. Changing the fill color enhances the appearance of objects. If the fill color of an object hides text in a document, you can select the No Fill option for that object in order to view the text. The Shape Fill button consists of two components. The left-hand part of the Shape Fill button displays the currently selected color. To apply the currently selected color to another object, you only have to select the object and click the left-hand part of the Shape Fill button. You can use the right-hand part of the Shape Fill button to select the desired color from the color palette. Removing the fill color from an object Page 112 Villanova UNIT Training

123 Word Lvl 2 Lesson 7 - Working with Drawing Objects Procedures 1. Switch to Print Layout view. 2. Select the object containing the fill color you want to change. 3. Select the Drawing Tools Format tab. 4. Select the right-hand part of the Shape Fill button in the Shape Styles group. 5. Select the desired fill color, or select the No Fill option to remove the fill color. Step-by-Step Change or remove the fill color of an object. If necessary, switch to Print Layout view, and scroll to view the rectangle at the bottom of the document. 1. Select the object containing the fill color you want to change. The object is selected. 2. Select the Drawing Tools Format tab. The Format tab is displayed. 3. Select the right-hand part of the Shape Fill button in the Shape Styles group. The Shape Fill gallery opens. 4. Select the desired fill color, or select the No Fill option to remove the fill color. The fill color of the object changes accordingly. the rectangle at the bottom of the document Format Shape Fill No Fill Notice that you can now see the text that was hidden by the fill color. Practice the Concept: Scroll to the top of the document, select the circle in the drawing canvas, and apply any shade of yellow as the fill color. Then change the fill color of the rectangle to any shade of blue. anywhere in the document to deselect the object. Villanova UNIT Training Page 113

124 Lesson 7 - Working with Drawing Objects Word Lvl 2 FORMATTING LINES Discussion You can format lines by changing the line style, color, and dash style. In an enclosed object, the line is the border around the object. In an open object, such as a line or an arrow, the line is the object itself. You can change the style of any existing line. Line styles can be used to change the thickness of a line or to create double and triple lines. For example, to dramatically separate items in a document, you can increase the width of the line that separates them. In addition, you can change an existing line to a dash style. Dash styles break the line into dots or dashes. Dashed lines can help to enhance the appearance of a document or to identify a means of separation. You can also change the line color of a drawing object. Changing the line color can enhance the appearance of the object. For example, if you are creating a logo, changing the line color can help distinguish the border of the logo. The Shape Outline button consists of two components. The left-hand part of the Shape Outline button displays the currently selected color. To apply the currently selected color to another object, you only have to select the object and click the lefthand part of the Shape Outline button. In addition, you can use the right-hand part of the Shape Outline button to select a different color or style from the color palette. Formatting a line Page 114 Villanova UNIT Training

125 Word Lvl 2 Lesson 7 - Working with Drawing Objects You can use the Arrows option in the Shape Outline gallery to change a line to an arrow by selecting one of the available arrow styles in the list. You can also use the Arrow button in the Insert Shapes group to draw an arrow. Procedures 1. Switch to Print Layout view. 2. Select the object containing the line you want to format. 3. Select the Drawing Tools Format tab. 4. To change the line width, select the right-hand part of the Shape Outline button in the Shape Styles group. 5. Point at the Weight option. 6. Select the desired line weight. 7. To change the line color, select the right-hand part of the Shape Outline button in the Shape Styles group. 8. Select the desired line color. 9. To change the line style, select the right-hand part of the Shape Outline button in the Shape Styles group. 10. Point at the Dashes option. 11. Select the desired dash style. Step-by-Step Format lines. If necessary, switch to Print Layout view. Scroll to view the line below the first paragraph in the document. 1. Select the object containing the line you want to format. Sizing handles appear at each end of the line. the line below the first paragraph Villanova UNIT Training Page 115

126 Lesson 7 - Working with Drawing Objects Word Lvl 2 2. Select the Drawing Tools Format tab. The Format tab is displayed. 3. To change the line width, select the right-hand part of the Shape Outline button in the Shape Styles group. A gallery of available color, width and line styles opens. 4. Point at the Weight option A list of available widths opens. 5. Select the desired line style. The selected line width is applied to the line. 6. To change the line color, select the right-hand part of the Shape Outline button in the Shape Styles group. A gallery of available color, width and line styles opens. 7. Select the desired line color. The line color changes accordingly. 8. To change the line style, select the right-hand part of the Shape Outline button in the Shape Styles group. A gallery of available color, width and line styles opens. 9. Point at the Dashes option. A list of available dash styles opens. 10. Select the desired dash style. The dash style is applied to the line. Format Shape Outline Point at Weight 3 pt Shape Outline Orange, Accent 6 (first row, last color) Shape Outline Point at Dashes Dash Dot (fifth style from the top) anywhere in the document to deselect the line. Practice the Concept: Select the line below the second paragraph and select the fifth arrow style from the top on the Arrows list using the Shape Outline button to create a right pointing arrow. Then, select the unfilled rectangle at the bottom of the document and change the line color to any shade of blue. anywhere in the document to deselect the rectangle. Page 116 Villanova UNIT Training

127 Word Lvl 2 Lesson 7 - Working with Drawing Objects RESIZING AN OBJECT Discussion You may want to resize an object or graphic image so that it fits better in a document. Drawing objects and graphic images can easily be resized using their sizing handles. If you drag a middle sizing handle on any side of an object, you change the size in that one direction only. If you drag any sizing handle at the corner of an object, however, you change the size in two directions at once. The mouse pointer must be a double-headed arrow to size a graphic image or drawn object. You must be in Print Preview, Print Layout, or Web Layout view to see a drawing object. Procedures 1. Switch to Print Layout view. 2. Select the object you want to resize. 3. Drag any sizing handle as desired to increase or decrease the size of the object. Step-by-Step Resize an object. If necessary, switch to Print Layout view and display the rectangle at the bottom of the document. 1. Select the object you want to resize. The object is selected. the border of the rectangle Villanova UNIT Training Page 117

128 Lesson 7 - Working with Drawing Objects Word Lvl 2 2. Drag any sizing handle as desired to increase or decrease the size of the object. The size of the object changes accordingly. Drag the middle sizing handle on the right edge of the rectangle to the 5.5" mark (horizontal ruler) Practice the Concept: Drag the middle sizing handle on the left edge of the rectangle to the.5" mark (horizontal ruler). anywhere in the document to deselect the object. ADDING A 3-D EFFECT Discussion If you want an object to appear three-dimensional, you can add a 3-D effect. For example, if you are creating a logo, a 3-D effect makes the object stand out from the page. You can select from a variety of 3-D effects. Different effects can be added to a 3-D object using the various options in the 3-D Effects gallery; these include various depth, direction, lighting, surface, and color settings. Depending on the object selected, certain options may not be available. Adding a 3-D style Page 118 Villanova UNIT Training

129 Word Lvl 2 Lesson 7 - Working with Drawing Objects You can use the Shadow Effects button in the Shadow Effects group to add a shadow effect to an object. An object can have either a shadow or a 3-D effect, but not both. You cannot assign a line color to a filled, 3-D object, but you can change the fill color. Procedures 1. Switch to Print Layout view. 2. Select the object to which you want to add a 3-D effect. 3. Select the Drawing Tools Format tab. 4. the 3-D Effects button in the 3-D Effects group. 5. Select the desired 3-D style. Step-by-Step Add a 3-D effect to an object. If necessary, switch to Print Layout view, and display the rectangle at the bottom of the document. 1. Select the object to which you want to add a 3-D effect. The object is selected. 2. Select the Drawing Tools Format tab. The Format tab is displayed. 3. Select the 3-D Effects button in the 3- D Effects group. A gallery of available 3-D styles opens. the border of the rectangle Format Villanova UNIT Training Page 119

130 Lesson 7 - Working with Drawing Objects Word Lvl 2 4. Select the desired 3-D style. The 3-D style is applied to the object. (second row, second column) If necessary, select the 3-D object, then click the 3-D Effects button. Point at the 3-D Color option, then click on White, Background 1, Darker 25% (fourth row, first column). anywhere in the document to deselect the object. LAYERING TEXT AND OBJECTS Discussion Word arranges objects in individual layers or stacks. You can use the Bring to Front and Send to Back buttons available in the Arrange group of the Drawing Tools Format tab to arrange the layers on which text and drawing objects (such as ovals, rectangles, lines, and text boxes) appear. For example, if text is hidden behind one or more drawing objects, you can display it by selecting the object(s) and using the Send Behind Text option. When you use the drawing canvas to insert objects, you can specify how you want text to be wrapped around the drawing canvas with the Text Wrapping button in the Arrange group. You cannot select text wrapping options for an individual object in the drawing canvas. However, you can use the Bring to Front and Send to Back buttons to layer individual objects within the drawing canvas. By default, when you draw an object, it is placed in the top layer of the stack. Page 120 Villanova UNIT Training

131 Word Lvl 2 Lesson 7 - Working with Drawing Objects Changing the order of an object You can also rearrange objects by right-clicking an object and selecting the Order option from the shortcut menu. The Bring Forward and Send Backward options move the object forwards or backwards one layer at a time. The Bring to Front and Send to Back options move the object directly to the top or bottom layer of the stack. Procedures 1. Select the drawing object you want to layer. 2. Select the Drawing Tools Format tab. 3. Select the right-hand part of the Bring to Front or Send to Back buttons in the Arrange group. 4. Select the desired option. Step-by-Step Layer text and objects. Villanova UNIT Training Page 121

132 Lesson 7 - Working with Drawing Objects Word Lvl 2 Scroll to the top of the document. 1. Select the drawing object you want to layer. The object is selected. 2. Select the Drawing Tools Format tab. The Format tab is displayed. 3. Select the right-hand part of the Bring to Front or Send to Back buttons in the Arrange group. The appropriate menu opens. 4. Select the desired option. The object moves accordingly in the stack. the blue rectangle Format Bring to Front Bring Forward Notice that the yellow circle is no longer visible. The blue rectangle has moved forward and the circle is now behind the rectangle. Practice the Concept: Use the Send to Back button to move the rectangle to the back, so that the circle is visible. Then, click in any blank area of the document to deselect the object. DELETING AN OBJECT Discussion If you no longer need it, you can delete a graphic image, an object, or an entire drawing canvas from a document. If you accidentally delete a graphic image, an object, or a drawing canvas, you can use the Undo feature in the Quick Access Toolbar to restore it to the document. If you delete a drawing canvas, all of the objects within it are also deleted. Procedures 1. Switch to Print Layout view. 2. Select the object you want to delete. 3. Press [Delete]. Page 122 Villanova UNIT Training

133 Word Lvl 2 Lesson 7 - Working with Drawing Objects Step-by-Step Delete an object. If necessary, switch to Print Layout view. 1. Select the object you want to delete. The object is selected. 2. Press [Delete]. The object is removed from the document. Scroll as necessary and click the line below the first paragraph Press [Delete] Practice the Concept: Delete the drawing canvas containing the rectangle and circle. Notice that the New Products text was not deleted; only the drawing canvas behind the text and its contents were deleted. Close DRAW.DOCX. Villanova UNIT Training Page 123

134 Lesson 7 - Working with Drawing Objects Word Lvl 2 EXERCISE WORKING WITH DRAWING OBJECTS Task Create, insert, and modify drawing objects in a document. 1. Open DRAW2.DOCX. 2. Display the horizontal ruler and the Insert tab. 3. Draw a 3 inch wide, 1 inch high rectangle to cover the heading. 4. Move the rectangle behind the Worldwide Sporting Goods text. 5. Change the shape fill of the rectangle to Blue, Accent 1, Lighter 80% (second row, fifth color). 6. Change the rectangle line width to 4-1/2 points and the line color to Red, Accent 2, Lighter 40% (fourth row, sixth column). 7. Apply 3-D Style 2 (second row, second column) to the rectangle. 8. Draw a line under the text Annual Awards Dinner, from 1" to 5" (horizontal ruler). 9. Add arrowheads to both ends of the line. 10. Change the line weight to 3 pt and then apply a rounded dot dash style to it (second style from the top). 11. Create a rectangle that encompasses the Annual Awards Dinner text and the dotted line underneath it. 12. Move the rectangle behind all the objects. (Hint: Try the Order submenu.) 13. Delete the 3-D rectangle at the top of the document. 14. Close the document without saving it. Page 124 Villanova UNIT Training

135 LESSON 8 - INSERTING GRAPHICS In this lesson, you will learn how to: Insert Clip Art Insert a picture Format pictures Create WordArt objects Format WordArt objects Use advanced layout options Create watermarks

136 Lesson 8 - Inserting Graphics Word Lvl 2 INSERTING CLIP ART Discussion You can include pictures in a Word document. A picture can enhance a document by depicting an idea that may be difficult to describe or by making the document more visually appealing. Word supplies a collection of images with a wide range of subjects, known as clip art; more are available online if you have an Internet connection. You can use the Clip Art task pane to insert clip images. If you want to insert a clip, but you are not sure which one you want to add, you can perform a keyword search for clips. Words used in a search are called keywords. To find a clip, enter a word related to the type of clip you want to insert in the Search for box. If your document deals with sporting goods, for example, you can use the keyword sports to search the Clip Organizer; any clip pertaining to sports will be found. You can limit searches to specific types of collections or media files by selecting the corresponding options in the Search in and Results should be boxes. After entering your search criteria and clicking the Go button, thumbnails of all clips found based on the search criteria are displayed in the pane below the search boxes. You can scroll through this pane to view all your options. When you point to a clip, a ScreenTip displays the keywords related to that image, its size in pixels, its file size, and its graphic format. ing directly on a clip inserts it into your presentation at the insertion point. You can use the list of options that displays when you right-click a clip or click its drop-down arrow to copy or delete the clip, copy to a specific collection (for example, Favorites), edit the clip keywords, find clips with a similar style, or view the clip properties. If the list of found clips does not suit your needs, you can change your search criteria and search again. The Clip art on Office Online link enables you to search the larger collection available online. Page 126 Villanova UNIT Training

137 Word Lvl 2 Lesson 8 - Inserting Graphics Inserting a clip art image If you know the location of the clip you want to insert, you can select that location from the Search in list on the Clip Art task pane. Keywords are editable; you can use the Keywords dialog box to add keywords to a clip or to remove keywords from it, if desired. You can also organize clips in the Clip Organizer, if desired, and add those you most use to the Favorites folder. Procedures 1. Position the insertion point where you want the clip to be inserted. 2. Select the Insert tab. 3. Select the Clip Art button in the Illustrations group. 4. If necessary, select Now in the Add Clips to Organizer message box to catalog the clips. 5. Place the insertion point in the Search for box in the Clip Art task pane. Villanova UNIT Training Page 127

138 Lesson 8 - Inserting Graphics Word Lvl 2 6. Type the desired keyword. 7. To limit the search, select the Search in list. 8. Select or deselect the collections as desired. 9. the plus sign next to any collection to expand its contents. 10. Continue to select or deselect the collections as desired. 11. Press [Esc] to close the Search in list. 12. To further limit the search, select the Results should be list. 13. the plus sign next to any media type to expand its contents. 14. Select or deselect the media types as desired. 15. Press [Esc] to close the Results should be list. 16. Select the Go button. 17. Scroll as necessary, and select the desired clip to insert it at the insertion point. Step-by-Step From the Student Data directory, open LTRGRPH.DOCX. Insert a clip art image. 1. Position the insertion point where you want the clip to be inserted. The insertion point moves to the new location. 2. Select the Insert tab. The Insert tab is displayed. 3. Select the Clip Art button in the Illustrations group. The Clip Art task pane or the Add Clips to Organizer message box opens. 4. If necessary, select Now in the Add Clips to Organizer message box to catalog the clips. The clips are cataloged, and the Clip Art task pane opens. Press [Ctrl+Home], if necessary Insert Now, if necessary Page 128 Villanova UNIT Training

139 Word Lvl 2 Lesson 8 - Inserting Graphics 5. Place the insertion point in the Search for box in the Clip Art task pane. The insertion point appears in the Search for box. 6. Type the desired keyword. The keyword appears in the Search for box. 7. To limit the search, select the Search in list. A list of available collections is displayed. 8. Select or deselect the collections as desired. The check boxes are selected or deselected accordingly. 9. the plus sign next to any collection to expand its contents. The contents of the corresponding collection are displayed. 10. Continue to select or deselect the collections as desired. The check boxes are selected or deselected accordingly. 11. Press [Esc] to close the Search in list. The list of collections closes, and Selected collections appears in the Search in box. 12. To further limit the search, select the Results should be list. A list of available media types is displayed. in the Search for box Type sports Search in Everywhere, to deselect it, if necessary Office Collections Office Collections twice, if necessary, to select it and all its subcollections Press [Esc] Results should be 13. the plus sign next to any media type to expand its contents. The media types display. Movies 14. Select or deselect the media types as desired. The check boxes are selected or deselected accordingly. Movies to deselect it, if necessary Villanova UNIT Training Page 129

140 Lesson 8 - Inserting Graphics Word Lvl Press [Esc] to close the Results should be list. The list of media types closes, and Selected media file types appears in the Results should be box. 16. Select the Go button. Thumbnails of all clips meeting the search criteria are displayed in the Results box. 17. Scroll as necessary, and select the desired clip to insert it at the insertion point. The clip appears in the document, and the Picture Tools Format tab is displayed. Press [Esc] Scroll if necessary, and click the female golfer clip Reset the Clip Art task pane to find all media by deleting the text sports in the Search for box, selecting Everywhere in the Search in list and All media types in the Results should be list, and clicking the Go button. Then, close the Clip Art task pane. anywhere in the document to deselect the inserted image. Notice that the Picture Tools Format tab is no longer displayed. INSERTING A PICTURE Discussion In addition to clip art, you can insert a picture from an existing graphic file into a Word document. Pictures can include scanned images, photographs, and drawn objects saved as files. Before inserting a picture, you can preview it to verify that it is the one you want. A picture can float over the text, or it can be inline (that is, positioned at the insertion point). If a picture floats over the text, it appears on the line above the insertion point when inserted. You can, however, move the picture as desired; the surrounding text will wrap around it as needed. If you insert a picture inline, you can drag and drop the graphic at the desired document location. The Picture Tools Format tab becomes available as soon as you select a picture in the document, and closes when you deselect the picture. Page 130 Villanova UNIT Training

141 Word Lvl 2 Lesson 8 - Inserting Graphics Procedures 1. Position the insertion point in the document where you want the picture to appear. 2. Select the Insert tab. 3. the Picture button in the Illustrations group. 4. Select the drive containing the picture file you want to insert. 5. Select the folder containing the picture file you want to insert. 6. Select the picture file you want to insert. 7. Select the left-hand part of the Insert button. Step-by-Step Insert a picture from a graphic file. Go to the second page of the document. 1. Position the insertion point in the document where you want the picture to appear. The insertion point appears in the new location. 2. Select the Insert tab. The Insert tab is displayed. 3. the Picture button in the Illustrations group. The Insert Picture dialog box opens. 4. Select the drive containing the picture file you want to insert. A list of available folders and files is displayed. 5. Select the folder containing the picture file you want to insert. A list of available files is displayed. at the beginning of the Body Lean Exercise Bike paragraph on page 2 Insert the student data drive the student data folder Villanova UNIT Training Page 131

142 Lesson 8 - Inserting Graphics Word Lvl 2 6. Select the picture file you want to insert. The file is selected. 7. Select the left-hand part of the Insert button. The Insert Picture dialog box closes, the picture appears in the document, and the Picture Tools Format tab is displayed. BIKE FORMATTING PICTURES Discussion Although pictures are inserted with default settings, you can use the Picture Tools Format tab to change these settings at any time. You can change the size, alignment, and text wrapping style for inserted graphics. You can also apply frames or shapes to the picture, add a shadow or a reflection, or change the picture s brightness, contrast or color. The text wrapping style of a graphic determines whether or not you can drag the object independently of the text in which it is positioned. The In Line with Text option keeps the graphic image within the document text. To be able to freely move an object on the page, you may have to select another text wrapping style. Page 132 Villanova UNIT Training

143 Word Lvl 2 Lesson 8 - Inserting Graphics Formatting a picture You can open the Format Picture dialog box by right-clicking an image, and selecting the Format Picture option from the shortcut menu. You can also open it by selecting the Picture Styles launcher arrow on the Picture Tools Format tab. Procedures 1. to select the picture with the formatting you want to change. 2. Select the Text Wrapping button in the Arrange group. 3. Select the desired option to arrange the text in relation to the image. 4. Continue selecting formatting options as desired. Step-by-Step Format a picture. Make sure you are in Print Layout view. Villanova UNIT Training Page 133

144 Lesson 8 - Inserting Graphics Word Lvl 2 Scroll down to view the picture of the exercise bike at the top of page to select the picture with the formatting you want to change. The picture is selected and the Picture Tools Format tab is displayed. 2. Select the Text Wrapping button in the Arrange group. The Text Wrapping menu opens. 3. Select the desired option to arrange the text in relation to the image. The text is wrapped accordingly. 4. Continue selecting formatting options as desired. The options are selected. the exercise bike picture Follow the instructions shown below the table Make the following formatting changes: 1. Select the Text Wrapping button in the Arrange group. Select More Layout Options; the Advanced Layout dialog box is displayed. Select the Picture Position tab. Under Horizontal, select the Alignment option. Then, from the Alignment list, select Right. OK. 2. Use the Shape Height spinbox in the Size group to change the height of the image to 2 inches. Notice that the width of the image reduces accordingly so that the original aspect is preserved. Practice the Concept: Move to the top of the document, select the female golfer clip, and make the following changes: 1. Use the Text Wrapping button and the Advanced Layout dialog box to change the wrapping style to Square and the horizontal alignment to Left. 2. Change the Shape Width to 1.4 inches. 3. Use the Picture Border button in the Picture Styles group to give the image a blue outline. Deselect the image by clicking anywhere in the document. Close LTRGRPH.DOCX. Page 134 Villanova UNIT Training

145 Word Lvl 2 Lesson 8 - Inserting Graphics CREATING WORDART OBJECTS Discussion You can use WordArt to create a graphic text object. Graphic text objects can be used to add emphasis to company logos, text advertisements, and newsletters. WordArt is an application that can run only within a companion program (such as Word); it cannot run independently. As a result, WordArt cannot create its own files. Each object created in WordArt becomes a part of the Word document in which it is embedded. To create a WordArt text object, you start WordArt, select a WordArt style, and then type and format the WordArt text. Once a WordArt object has been embedded in a document, you must open WordArt to make changes to the text or formatting. You can use the WordArt Tools Format tab to format the WordArt object. A WordArt object You can create multiple lines in a WordArt object by pressing the [Enter] key as needed. Villanova UNIT Training Page 135

146 Lesson 8 - Inserting Graphics Word Lvl 2 Since WordArt creates a graphic object, any formatting you apply affects the entire WordArt object. Consequently, you do not need to select the WordArt text in the Edit WordArt Text dialog box before applying formatting. Procedures 1. Position the insertion point where you want to insert the WordArt text. 2. Select the Insert tab. 3. Select the WordArt button in the Text group. 4. Select the desired WordArt style. 5. Type the desired WordArt text. 6. Format the WordArt text as desired. 7. Select OK. Step-by-Step From the Student Data directory, open EQUIPMT.DOCX. Create a WordArt object. 1. Position the insertion point where you want to insert the WordArt text. The insertion point appears in the new location. 2. Select the Insert tab. The Insert tab is displayed. 3. Select the WordArt button in the Text group. The WordArt gallery opens. 4. Select the desired WordArt style. The WordArt style is selected, and the Edit WordArt Text dialog box opens. at the beginning of the paragraph You are invited... Insert (third row, second column) Page 136 Villanova UNIT Training

147 Word Lvl 2 Lesson 8 - Inserting Graphics 5. Type the desired WordArt text. The text appears in the Text box in the Edit WordArt Text dialog box. 6. Format the WordArt text as desired. The WordArt text is formatted. 7. Select OK. The Edit WordArt Text dialog box closes, and the WordArt object appears in the document. The WordArt Tools Format tab is displayed. Type Winter Preview Follow the instructions shown below the table before continuing on to the next step OK Apply the following formats to the WordArt text: 1. Select Arial (or a similar font) from the Font list. 2. Select 24 from the Size list. 3. Bold the text. Return to the table and continue on to the next step (step 7). FORMATTING WORDART OBJECTS Discussion The WordArt Tools Format tab provides tools used to format WordArt objects. You can format a WordArt object by changing its font, font size, and attributes; modifying its style; altering its color, size, or position; changing its shape; adjusting its text height and alignment; modifying its character spacing; and so on. Many of the changes can be seen in live preview as you point to the various options. You can edit WordArt objects using the following tools found on the Format tab: Button Name Button Function Edit Text Spacing Opens the Edit WordArt Text dialog box so you can change the text itself, select a new font or font size, bold or italicize the text Select a character spacing (e.g. tight or loose) or kerning option Villanova UNIT Training Page 137

148 Lesson 8 - Inserting Graphics Word Lvl 2 Button Name Button Function Even Height WordArt Vertical Text WordArt Styles gallery Changes all the letters in the WordArt text to the same height Changes the letters to a vertical orientation View the gallery and select a different WordArt style Shape Fill Shape Outline Change WordArt Shape Shadow Effects group Fill the letters with a different solid color, gradient, texture or pattern, or with an image Outline the letters in various styles and colors Select a different WordArt shape Change the shadow style, placement or color 3-D Effects Change the 3-D effects, including color, depth, direction, lighting and surface Arrange group Size group Position the object on the page, and in relation to the text or other objects Change the height or width of the object, or open the Format WordArt dialog box for more options You can rotate WordArt by selecting the WordArt object, opening the Format WordArt dialog box by selecting the Size launcher arrow, then specifying the desired degrees in the Rotation box. Procedures 1. Select the WordArt object you want to modify. 2. Select the WordArt Tools Format tab. Page 138 Villanova UNIT Training

149 Word Lvl 2 Lesson 8 - Inserting Graphics 3. Select the options and any associated settings as desired. Step-by-Step Format a WordArt object. 1. Select the WordArt object you want to modify. The WordArt object is selected. 2. Select the WordArt Tools Format tab. The WordArt Tools Format tab displays. 3. Select the options and any associated settings as desired. The WordArt object is modified accordingly. the Winter Preview WordArt object Format Follow the instructions shown below the table Select the Change WordArt Shape button in the WordArt Styles group. Under Warp, select the Chevron Down option (fifth row, sixth column). Select the Spacing button in the Text group, and select the Loose option. in a blank area of the document to deselect the object. USING ADVANCED LAYOUT OPTIONS Discussion The Advanced Layout dialog box provides options for precisely positioning an object in a document, as well as for wrapping text around an object. The Picture Position page allows you to specify a horizontal and vertical position for a graphic object. Objects are positioned in relation to an anchor. The anchor options vary, but may include page, margin, paragraph, column, character, or line. You can specify an exact measurement in relation to the anchor or a relative position, such as the top or center. For example, you can specify that the object aligns to the right, relative to the margin. If you select a graphic and display the formatting marks, an anchor icon appears to the left of the line to which the graphic is anchored. If you want a graphic to move with its Villanova UNIT Training Page 139

150 Lesson 8 - Inserting Graphics Word Lvl 2 associated text, you can select the Move object with text option. The Lock anchor option guarantees that the object remains on the same page as the paragraph to which it is anchored, even if the object or the paragraph is moved. Wrapping text around an object gives a document a professional appearance. Although there are several ways to apply text-wrapping options, the Text Wrapping page in the Advanced Layout dialog box provides all possible text-wrapping styles. In addition to selecting a text-wrapping style, you can control to which side of an object the text wraps, as well as specify the distance between the object and the text. Setting advanced layout options You can also use the Text Wrapping button on the Picture Tools or WordArt Tools Format tabs to select a textwrapping style. Only a picture with an In line with text text-wrapping style can be viewed in Draft view. To view pictures with other textwrapping styles, you must be in Print Layout or Web Layout view, or in Print Preview. The In line with text text-wrapping style positions a graphic object at the insertion point; consequently, no Picture Position options are available for this text-wrapping style. Page 140 Villanova UNIT Training

151 Word Lvl 2 Lesson 8 - Inserting Graphics Procedures 1. Select the graphic object you want to position. 2. Select the WordArt Tools Format tab. 3. Select the Position button in the Arrange group. 4. Select the More Layout Options option. 5. Select the Text Wrapping tab. 6. Under Wrapping style, select the desired wrapping style. 7. Under Wrap text, select the side to which you want the text to wrap. 8. Under Distance from text, enter the desired measurement. 9. Select the Picture Position tab. 10. Under Horizontal or Vertical, select the desired layout option. 11. To define the selected layout option, select the first list to the right of it, if applicable. 12. Select the desired position option. 13. Select the second list to the right of the selected layout option, if applicable. 14. Select the desired page option. 15. Select and define additional options as desired. 16. Under Options, select or deselect the desired settings. 17. Select OK. Step-by-Step Use advanced layout options to position a graphic object on the page. 1. Select the graphic object you want to position. The object is selected. the Winter Preview object Villanova UNIT Training Page 141

152 Lesson 8 - Inserting Graphics Word Lvl 2 2. Select the WordArt Tools Format tab. The WordArt Tools Format tab is displayed. 3. Select the Position button in the Arrange group. The Position gallery opens. 4. Select the More Layout Options option. The Advanced Layout dialog box opens. 5. Select the Text Wrapping tab. The Text Wrapping page opens. 6. Under Wrapping style, select the desired wrapping style. The wrapping style is selected. Format More Layout Options the Text Wrapping tab, if necessary Through 7. Under Wrap text, select the side to which you want the text to wrap. The option is selected. Right only 8. Under Distance from text, enter the desired measurement. The measurement appears in the spin box. 9. Select the Picture Position tab. The Picture Position page opens. 10. Under Horizontal or Vertical, select the desired layout option. The layout option is selected. 11. To define the selected layout option, select the first list to the right of it, if applicable. A list of available position options is displayed. 12. Select the desired position option. The position option appears in the box. 13. Select the second list to the right of the selected layout option, if applicable. A list of available page options is displayed. Right to 0.1" the Picture Position tab Alignment under Horizontal in the box to the right of Alignment Left in the box to the right of relative to Page 142 Villanova UNIT Training

153 Word Lvl 2 Lesson 8 - Inserting Graphics 14. Select the desired page option. The page option appears in the box. 15. Select and define additional options as desired. The options are selected and defined. 16. Under Options, select or deselect the desired settings. The settings are selected or deselected accordingly. 17. Select OK. The Advanced Layout dialog box closes, and the graphic object is positioned accordingly. Margin Follow the instructions shown below the table before continuing on to the next step Move object with text to deselect it, if necessary OK Under Vertical, select Alignment, and then select the Top position relative to the Margin. Return to the table and continue on to the next step (step 16). anywhere to deselect the object. CREATING WATERMARKS Discussion A watermark is a graphic or text that appears behind the text and objects on a page. Watermarks are commonly used to identify the status of a document (DRAFT or CONFIDENTIAL, for example). When you add a watermark to a page, you can apply it to all pages of the document or just to the current section. You can scale a picture watermark to increase or decrease its size. If you create a text watermark, you can select a text option from the Text list or type the text you want to use into the Text box. You can also select the font, font size, and font color of the text, as well as position it as desired on the page. To be effective, the contrast and brightness of the watermark should be adjusted using either the Washout or Semitransparent options (selected by default), so that the document text remains legible. You can access the watermark image after it has been inserted by opening the Header area. Villanova UNIT Training Page 143

154 Lesson 8 - Inserting Graphics Word Lvl 2 Viewing a watermark in print preview Colors and fill effects available in the Backgrounds submenu are usually used to add interest to a document and are for viewing only, not printing. Selecting the Apply button in the Printed Watermark dialog box allows you to preview the watermark in your document. Procedures 1. Select the Page Layout tab. 2. Select the Watermark button in the Page Background group. 3. Select the Custom Watermark option. 4. To use a picture as a watermark, select the Picture watermark option. 5. Select the Select Picture button. 6. Select the drive containing the picture file you want to insert. 7. Select the folder containing the picture file you want to insert. 8. Select the picture file you want to insert. Page 144 Villanova UNIT Training

155 Word Lvl 2 Lesson 8 - Inserting Graphics 9. Select the left-hand part of the Insert button. 10. Select OK. Step-by-Step Create a watermark. If necessary, switch to Print Layout view. 1. Select the Page Layout tab. The Page Layout tab is displayed. 2. Select the Watermark button in the Page Background group. The Watermark gallery opens. 3. Select the Custom Watermark option. The Printed Watermark dialog box opens. 4. To use a picture as a watermark, select the Picture watermark option. The Picture watermark option is selected. 5. Select the Select Picture button. The Insert Picture dialog box opens. 6. Select the drive containing the picture file you want to insert. A list of available folders and files is displayed. 7. Select the folder containing the picture file you want to insert. A list of available files is displayed. 8. Select the picture file you want to insert. The file is selected. Page Layout Custom Watermark Picture watermark the student data drive the student data folder SKIJUMP Villanova UNIT Training Page 145

156 Lesson 8 - Inserting Graphics Word Lvl 2 9. Select the left-hand part of the Insert button. The Insert Picture dialog box closes, and the name and path of the selected picture file appear in the Printed Watermark dialog box. 10. Select OK. The Printed Watermark dialog box closes, and the watermark appears in the document behind the existing text. OK Switch to Print Preview and use the Two Pages option to view the document. Notice that the watermark appears on each page. The default formatting is Washout, so that the background image does not obscure the text. Close Print Preview. Practice the Concept: Open the Printed Watermark dialog box and select the Text watermark option. Enter the text Worldwide Sporting Goods, change the text color to any dark green option, and position the text diagonally. Select the Semitransparent option, if necessary. Select OK. View the document in Print Preview. Note that the Text watermark has replaced the Picture watermark; Word will only allow one watermark in a document or section. Then, close Print Preview. Close EQUIPMT.DOCX. Page 146 Villanova UNIT Training

157 Word Lvl 2 Lesson 8 - Inserting Graphics EXERCISE INSERTING GRAPHICS Task Create, insert, and modify graphics and WordArt in a document. 1. Open GRAPHEX.DOCX. 2. Make sure you are in Print Layout view, and display the horizontal ruler, if necessary. 3. Go to the top of the document, if necessary, and insert the WSGWORLD graphic file from the student data folder. 4. Format the picture with a tight text-wrapping style and horizontally align it to the right, relative to the margin. Then, change the height to 3 inches. 5. Scroll down to view the paragraph beginning with the text Thanks to you, on page At the beginning of the paragraph, insert a clip art image. Search for and insert an image about a celebration. (Hint: Type celebration in the Search for box in the Clip Art task pane.) Insert an image with a balloon or any other image of your choice. 7. Change the text-wrapping style to square and the horizontal alignment to left, relative to the margin. Then, change the height to 1.2 inches. 8. Close the Clip Art task pane and scroll as necessary to view the formatted clip. 9. Change the distance between the right side of the clip and the text to 0.3". (Hint: Use the Text Wrapping page in the Advanced Layout dialog box.) 10. Create a text watermark. Type Thank You as the text, set the color to red. Make the watermark semi-transparent and have it appear diagonally on the page. 11. in the blank line at the top of page 2. Create a WordArt object, selecting the style in the third row and fourth column. 12. Type three separate lines as follows: type Seminars, press [Enter], type and, press [Enter], and type Demonstrations. 13. Change the font size to 20 and bold the text. Then, select OK to insert the WordArt object. Villanova UNIT Training Page 147

158 Lesson 8 - Inserting Graphics Word Lvl Change the WordArt shape to Button (Pour), the thick circle with the line bisecting it. 15. Format the WordArt object. Change the width to 4". Select the Square text-wrapping option. Then, align the WordArt object: horizontally centered to the margin; and vertically with the top relative to the margin. (Hint: Use the Advanced Layout dialog box available via the Position button.) 16. Make all the letters in the WordArt object the same height. 17. View both pages of the document in Print Preview and then close Print Preview. 18. Close the document without saving it. Page 148 Villanova UNIT Training

159 LESSON 9 - USING SMARTART In this lesson, you will learn how to: Create SmartArt graphics Change colors of a SmartArt graphic Apply a SmartArt graphic style

160 Lesson 9 - Using SmartArt Word Lvl 2 CREATING SMARTART GRAPHICS Discussion Word provides a number of predefined graphics called SmartArt. These range from graphical lists and process diagrams to more complex graphics, such as Venn diagrams and organization charts. Using SmartArt enables you to include complex graphical elements into your document with ease. SmartArt graphics are categorized into seven categories: List, Process, Cycle, Hierarchy, Relationship, Matrix and Pyramid. According to your particular requirements, you can add and remove the shapes in a SmartArt graphic as well as edit the text the arrangement of the shapes and the amount of text in them is updated automatically, maintaining the original design and borders of the SmartArt graphic. When you insert a SmartArt graphic in your document, placeholder text may appear. You can of course replace this text with your own, but if you choose not to, the placeholder text is not printed, although the shapes are always displayed and printed. The Choose a SmartArt Graphic dialog box Word Help provides a considerable amount of advice on SmartArt graphics, including an overview and what you should consider when you create a SmartArt graphic. Page 150 Villanova UNIT Training

161 Word Lvl 2 Lesson 9 - Using SmartArt The same SmartArt graphics can be accessed in Excel, PowerPoint and Outlook, and you can cut and paste them into other Microsoft Office 2007 programs. You can access the text pane for a SmartArt graphic in two ways: by using the Text Pane button in the Create Graphic group on the SmartArt Tools Design tab, or by clicking on the Open/Close Pane tab on the left side of the SmartArt pane. Procedures 1. Position the insertion point where you want the SmartArt graphic to be inserted. 2. Select the Insert tab on the Ribbon. 3. Select the SmartArt button in the Illustrations group. 4. Browse the available SmartArt graphics using the scroll bar and the category options. 5. Select a SmartArt graphic to see more information. 6. If necessary, use the right-hand pane scroll bar to view all the information. 7. When you have chosen the graphic you wish to use, select the OK button. 8. Edit the text within the placeholders, if required. 9. anywhere else in the document to deselect the SmartArt graphic. Step-by-Step From the Student Data directory, open SMARTA.DOCX. Create a SmartArt graphic. Villanova UNIT Training Page 151

162 Lesson 9 - Using SmartArt Word Lvl 2 1. Position the insertion point where you want the SmartArt graphic to be inserted. The insertion point is positioned accordingly. 2. Select the Insert tab on the Ribbon. The Insert tab is displayed. 3. Select the SmartArt button in the Illustrations group. The Choose a SmartArt Graphic dialog box opens. 4. Browse the available SmartArt graphics using the scroll bar and the category options. The available SmartArt graphics are displayed in the middle pane. 5. Select a SmartArt graphic to see more information. The selected graphic appears in the right-hand pane with a description. 6. If necessary, use the right-hand pane scroll bar to view all the information. The text information in the right-hand pane scrolls accordingly. 7. When you have chosen the graphic you wish to use, select the OK button. The selected graphic is inserted in the document with the first shape selected. The SmartArt Tools Design and Format tabs are added to the Ribbon and the Design tab is displayed. 8. Edit the text within the placeholders, if required. Placeholder text is revised accordingly. in the document below THE SALES FUNNEL the Insert tab the Process category Scroll down as necessary and click Funnel Drag the right-hand pane scroll bar down to read all the text information. Follow the instructions shown below the table to complete this step. You may find that a text pane opens automatically on insertion of the SmartArt. In this case, you can type the text directly into the text pane items. However, you can also edit the text directly in the shapes: on [Text] in the first (topmost) shape, and type Suspects. on [Text] in the second shape, and type Suspects. Page 152 Villanova UNIT Training

163 Word Lvl 2 Lesson 9 - Using SmartArt You cannot click in the placeholder text in the third shape as it is behind the funnel shape. Instead, select Text Pane in the Create Graphic group on the SmartArt Tools Design tab. This opens the text pane. on [Text] in the third bullet and type Prospects. on [Text] in the fourth bullet and type Customers. anywhere else in the document to deselect the SmartArt graphic. CHANGING COLORS OF A SMARTART GRAPHIC Discussion In addition to adding and removing the shapes in a SmartArt graphic and editing the text, you can very easily change the color scheme applied to the SmartArt. There are 38 predefined color schemes available from the Change Colors button, grouped into eight themes. The SmartArt Change Colors gallery You can also edit each component of the SmartArt graphic individually, using the normal formatting options such as Fill color. Villanova UNIT Training Page 153

164 Lesson 9 - Using SmartArt Word Lvl 2 Procedures 1. Select the SmartArt graphic that you want to edit. 2. Select the Design tab on the Ribbon. 3. Select the Change Colors button in the SmartArt Styles group. 4. Browse the available color schemes, using the vertical scroll bar as required, and hover the pointer over a scheme for a live preview. 5. Select the desired color scheme. 6. Position the insertion point anywhere in the document away from the SmartArt graphic to deselect the graphic. Step-by-Step Change the colors of a SmartArt graphic. 1. Select the SmartArt graphic that you want to edit. The SmartArt graphic pane is displayed and the SmartArt Tools Design and Format tabs are added to the Ribbon. 2. Select the Design tab on the Ribbon. The Design tab is displayed. 3. Select the Change Colors button in the SmartArt Styles group. The Change Colors gallery opens. 4. Browse the available color schemes, using the vertical scroll bar as required, and hover the pointer over a scheme for a live preview. The chosen color scheme is temporarily applied in live preview to the SmartArt graphic. anywhere on the SmartArt graphic the Design tab Point at the individual thumbnails to view the color schemes Page 154 Villanova UNIT Training

165 Word Lvl 2 Lesson 9 - Using SmartArt 5. Select the desired color scheme. The selected color scheme is applied to the SmartArt graphic and the Change Colors gallery closes. 6. Position the insertion point anywhere in the document away from the SmartArt graphic to deselect the graphic. The SmartArt graphic is deselected. Scroll as necessary and click Gradient Loop - Accent 6 anywhere in the document away from the SmartArt graphic APPLYING A SMARTART GRAPHIC STYLE Discussion In addition to adding and removing the shapes in a SmartArt graphic, editing the text and changing the colors, you can very easily change the style of the SmartArt. There are 14 styles available from the SmartArt Styles gallery. The SmartArt Styles gallery When you edit a SmartArt graphic, the arrangement of the shapes and text layout is updated automatically, maintaining the fundamental content of the SmartArt graphic. Villanova UNIT Training Page 155

166 Lesson 9 - Using SmartArt Word Lvl 2 Procedures 1. Select the SmartArt graphic that you want to edit. 2. If it is not already displayed, select the Design tab on the Ribbon. 3. Select the More button in the SmartArt Styles group. 4. Browse the available styles and hover the pointer over a style for a live preview. 5. Select the desired style. 6. Position the insertion point anywhere in the document away from the SmartArt graphic to deselect the graphic. Step-by-Step Apply a SmartArt graphic style. 1. Select the SmartArt graphic that you want to edit. The SmartArt graphic pane is displayed and the SmartArt Tools Design and Format tabs are added to the Ribbon. 2. If it is not already displayed, select the Design tab on the Ribbon. The Design tab is displayed. 3. Select the More button in the SmartArt Styles group. The SmartArt Styles gallery opens. 4. Browse the available styles and hover the pointer over a style for a live preview. The styles are temporarily applied in live preview to the SmartArt graphic. anywhere on the SmartArt graphic the Design tab in the SmartArt Styles group Point at the individual thumbnails to view the styles Page 156 Villanova UNIT Training

167 Word Lvl 2 Lesson 9 - Using SmartArt 5. Select the desired style. The selected style is applied to the SmartArt graphic and the SmartArt Styles gallery closes. 6. Position the insertion point anywhere in the document away from the SmartArt graphic to deselect the graphic. The SmartArt graphic is deselected. Polished anywhere in the document away from the SmartArt graphic Close SMARTA.DOCX. Villanova UNIT Training Page 157

168 Lesson 9 - Using SmartArt Word Lvl 2 EXERCISE USING SMARTART Task Using SmartArt. 1. If necessary, create a new, blank document. 2. Select the SmartArt button from the Insert tab on the Ribbon. 3. Select the Segmented Cycle option from the Cycle category. 4. Type Products, Services and Support in the text fields. 5. Change the colors to Gradient Loop - Accent Apply the Flat Scene style to the SmartArt graphic. 7. Close the document without saving it. Page 158 Villanova UNIT Training

169 LESSON 10 - USING CHART CREATION FEATURES In this lesson, you will learn how to: Create a chart Edit the datasheet Add a chart title Change the chart type Create a chart from Excel

170 Lesson 10 - Using Chart Creation Features Word Lvl 2 CREATING A CHART Discussion If Excel 2007 is installed on your computer, you can create charts in Word using the advanced charting capabilities of Office When you insert a chart in Word, you enter the data in an Excel worksheet that opens in a separate window alongside your Word document. When you save the Word document, the Excel worksheet is automatically embedded in the document. Only the chart is displayed in the document. If you choose to edit the chart data, the embedded Excel worksheet redisplays while you edit the data. Changes to the data display instantly in the chart and are saved when you save the Word document. Creating a chart If Excel 2007 is not installed, you can still create charts just as you did in previous versions of Word. Microsoft Graph opens instead of Excel and displays a datasheet for you to enter the data. Page 160 Villanova UNIT Training

171 Word Lvl 2 Lesson 10 - Using Chart Creation Features You can also add a chart to a Word document by copying a chart you have already created in Excel and then pasting it into your Word document. The data in the chart is linked to the separate Excel worksheet and is not saved as part of the Word document. You update the chart data by opening the separate Excel worksheet. Any changes in the Excel worksheet display in the chart the next time you open the Word document. Procedures 1. Position the insertion point where you want to insert a chart. 2. Select the Insert tab from the Ribbon. 3. Select the Chart button in the Illustrations group. 4. Select the desired chart type from the Insert Chart dialog box. 5. Select the OK button. 6. Enter the desired data in the Excel worksheet. 7. Drag the bottom right-hand corner of the blue outline that surrounds the sample data so that it surrounds the actual data you wish to chart. 8. Release the mouse button. 9. Select the Close button on the Excel window. Step-by-Step Create a chart. If necessary, open a new, blank document. 1. Position the insertion point where you want to insert a chart. The insertion point appears in the new location. Press [Ctrl+Home], if necessary Villanova UNIT Training Page 161

172 Lesson 10 - Using Chart Creation Features Word Lvl 2 2. Select the Insert tab from the Ribbon. The Insert tab is displayed. 3. Select the Chart button in the Illustrations group. The Insert Chart dialog box opens. 4. Select the desired chart type from the Insert Chart dialog box. The selected chart type is highlighted. 5. Select the OK button. The Insert Chart dialog box closes, the selected chart type is inserted and the document window is re-sized to occupy half the screen. Sample data is displayed in the Excel worksheet that opens to the right of the re-sized Word window. 6. Enter the desired data in the Excel worksheet. The data appears in the worksheet and the chart updates accordingly. 7. Drag the bottom right-hand corner of the blue outline that surrounds the sample data so that it surrounds the actual data you wish to chart. 8. Release the mouse button. The chart updates accordingly. 9. Select the Close button on the Excel window. The Excel window closes, the Word window expands and the updated chart appears in the document. on the Insert tab 3-D Clustered Column Follow the instructions shown below the table before continuing on to the next step Drag the Chart Data Range outline so that it does not include any remaining sample data Release the mouse button on the Excel worksheet window Enter the chart data in the Excel worksheet as shown in the table below. A B C D E 1 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr 2 East West North Page 162 Villanova UNIT Training

173 Word Lvl 2 Lesson 10 - Using Chart Creation Features Return to the table and continue on to the next step (step 7). Save the document to the student data folder as CHART1. EDITING THE DATASHEET Discussion You can update the data in an inserted chart at any time. You correct errors in the data and delete or add data to the chart using the embedded Excel worksheet. You can also open the embedded worksheet to edit chart data by right-clicking on the chart and choosing Edit Data from the shortcut menu. To delete data from a chart, select the cell in the worksheet and press the [Delete] key. To quickly select an entire row or column, click the row number or column letter. You can also vary the data that appears in the chart without deleting data from the worksheet. Drag the blue Chart Data Range outline to include or exclude data from the chart. Procedures 1. Select the chart you want to edit. 2. Select the Design tab on the Ribbon. 3. Select the Edit Data button in the Data group. 4. Select the data you wish to change. 5. Enter the desired data. 6. Press [Enter]. 7. Select the Close button on the Excel window. Villanova UNIT Training Page 163

174 Lesson 10 - Using Chart Creation Features Word Lvl 2 Step-by-Step Edit chart data. 1. Select the chart you want to edit. The blue Chart Area outline appears and the Chart Tools contextual tabs are displayed on the Ribbon. 2. Select the Design tab on the Ribbon. The Design tab is displayed. 3. Select the Edit Data button in the Data group. The Word window re-sizes and the embedded Excel worksheet opens. 4. Select the data you wish to change. The data is selected. 5. Enter the desired data. The data appears in the cell. 6. Press [Enter]. The data is entered into the cell and the chart changes accordingly. 7. Select the Close button on the Excel window. The Excel window closes, the Word window expands and the updated chart appears in the document. anywhere on the chart the Design tab cell D2 Type 90 Press [Enter] on the Excel worksheet window ADDING A CHART TITLE Discussion By default, Word 2007 does not add a title to a chart. You can, however, add one at any time. When you add a chart title, Word 2007 offers a choice of two positions on the chart. After you type the title you can move it anywhere on the chart, as desired. Page 164 Villanova UNIT Training

175 Word Lvl 2 Lesson 10 - Using Chart Creation Features Adding a chart title Procedures 1. the chart to which you want to add a title. 2. Select the Layout tab from the Ribbon. 3. Select the Chart Title button in the Labels group. 4. Select the desired title position option. 5. Select the Chart Title text box. 6. Edit the text to produce the desired chart title. 7. Select a blank area on the chart to deselect the text box. Step-by-Step Add a chart title. Villanova UNIT Training Page 165

176 Lesson 10 - Using Chart Creation Features Word Lvl 2 1. the chart to which you want to add a title. The Chart Tools contextual tabs appear on the Ribbon. 2. Select the Layout tab from the Ribbon. The Layout tab is displayed. 3. Select the Chart Title button in the Labels group. A list of title options is displayed. 4. Select the desired title position option. The Chart Title text box appears on the chart in the desired position. 5. Select the default text in the Chart Title text box. The text is selected. 6. Edit the text to produce the desired chart title. The desired title appears in the Chart Title text box. 7. Select a blank area on the chart to deselect the text box. The Chart Title text box is deselected. the chart the Layout tab Centered Overlay Title Drag to select the text in the Chart Title text box Edit the text so that it reads Annual Sales on a blank area of the chart CHANGING THE CHART TYPE Discussion You can change the chart type at any time to present your data in a variety of dynamic ways. Different types of charts emphasize different aspects of the data. Clustered Column and Clustered Bar charts allow easy comparison of the values in each data series. Stacked Column and Stacked Bar charts instantly display the total of each data series and show the relative proportions of each item in the series; however, it is not as easy to read individual values. Line charts reveal the flow of data (for example, sales are rising or falling), while Pie charts are useful for displaying the relative proportions of items in a single data series and so on. Page 166 Villanova UNIT Training

177 Word Lvl 2 Lesson 10 - Using Chart Creation Features Changing the chart type You can also change the chart type by right-clicking on a blank area in the chart and choosing Change Chart Type from the shortcut menu. If you use one chart type more than any other, you may want to set it as the default. Select the type you want to use and click the Set as Default Chart button. The next time you insert a chart, the new default type will be pre-selected in the Insert Chart dialog box. This time-saving option does not prevent you from choosing other chart types. Not all chart types are suitable for all types of data. For example, a Pie chart only displays a single series of data; if you change a Column chart containing more than one series into a Pie chart, only the first series is displayed. Some charts, such as Stock charts, require a specific layout for the data. Villanova UNIT Training Page 167

178 Lesson 10 - Using Chart Creation Features Word Lvl 2 Procedures 1. the chart you want to change. 2. Select the Change Chart Type button in the Type group on the Design tab. 3. Select the desired category of chart from the list on the left of the Change Chart Type dialog box. 4. Select the desired chart type from the gallery. 5. Select the OK button. Step-by-Step Change the chart type. 1. the chart you want to change. The Chart Tools contextual tabs appear in the Ribbon and the Design tab is displayed. 2. Select the Change Chart Type button in the Type group on the Design tab. The Change Chart Type dialog box opens. 3. Select the desired category of chart from the list on the left of the Change Chart Type dialog box. The gallery of chart types on the right of the dialog box scrolls to the beginning of the selected category and the most commonly used type in the category is highlighted. 4. Select the desired chart type from the gallery. The selected chart type is highlighted. the chart Area Stacked Area Page 168 Villanova UNIT Training

179 Word Lvl 2 Lesson 10 - Using Chart Creation Features 5. Select the OK button. The chart changes to the selected type and the Change Chart Type dialog box closes. Practice the Concept: Change the chart type to any Bar chart. Close CHART1.DOCX. CREATING A CHART FROM EXCEL Discussion If Excel is installed on your computer you can use advanced charting capabilities. When you create a chart in Word, Excel is used to capture your data. However, you can also copy an existing chart from Excel. A chart copied from Excel can be embedded either linked to the Excel workbook or as static data. If you choose static data, no link will be established between the Excel workbook and your Word document; subsequent changes to the Excel workbook data will not be reflected in the Word document. If the chart is embedded and linked to an Excel workbook to which you have ongoing access, you can specify that the chart in Word automatically checks for changes in the linked workbook whenever the chart is opened. The Paste Special and Paste Options dialog boxes compared Villanova UNIT Training Page 169

180 Lesson 10 - Using Chart Creation Features Word Lvl 2 If Excel is not installed on your computer, when you create a new chart in Word, Microsoft Graph opens. A chart then appears with its associated data in a table called a datasheet. You can enter your own data in the datasheet, import data from a text file or paste data from another program into the datasheet. Additional paste options are available if, instead of using the Paste Options icon attached to the chart, the Paste Special... command in the Clipboard group on the Home tab is used. These options include various picture formats and link options. Procedures 1. In the Excel file, select the chart you want to copy into your Word document. 2. Copy the chart to the clipboard. 3. Select the Word document to change the window focus to your Word document. 4. Position the insertion point at the location in the document where you want to insert the chart. 5. Paste the chart into the document. 6. Select the Paste Options icon at the bottom right of the chart. 7. Select the desired options, or accept the default options Chart (linked to Excel data) and Use Destination Theme. This step can be repeated if more than one option change is required. 8. Deselect the chart. Step-by-Step From the Student Data directory, open CHART2.DOCX and CHART27a.XLSX. Copy a chart from Excel Page 170 Villanova UNIT Training

181 Word Lvl 2 Lesson 10 - Using Chart Creation Features 1. In the Excel file, select the chart you want to copy into your Word document. The chart is selected. 2. Copy the chart to the clipboard. The chart is copied to the clipboard. 3. Select the Word document to change the window focus to your Word document. The Word document is displayed. 4. Position the insertion point at the location in the document where you want to insert the chart. The insertion point is positioned accordingly. 5. Paste the chart into the document. The chart appears in the document. 6. Select the Paste Options icon at the bottom right of the chart. The Paste Options menu opens. on the chart in CHART27A.XLSX Press [Ctrl+C] the Word document CHART2.DOCX on the Windows taskbar in the document below the text heading Press [Ctrl+V] 7. Select the desired options, or accept the default options Chart (linked to Excel data) and Use Destination Theme. This step can be repeated if more than one option change is required. The Paste Options menu closes and the option is applied accordingly. Paste as Picture 8. Deselect the chart. The chart is deselected. Press [Esc] Close CHART2.DOCX and CHART27a.XLSX. Villanova UNIT Training Page 171

182 Lesson 10 - Using Chart Creation Features Word Lvl 2 EXERCISE USING CHART CREATION FEATURES Task Create and edit a chart. 1. If necessary, create a new blank document. 2. Insert a Clustered Cylinder chart using the following data. Jan Feb Mar Apr Bob Marsh Mary Wells Peter Gibbs Tess Palmer Close the Excel worksheet. 4. Change the chart type to Stacked bar in 3-D. 5. Edit the chart data and add the following data to the chart. Tom Parry Close the Excel worksheet. 7. Add Team Sales as a Chart Title above the chart. 8. on the right-hand side of the document outside the chart area, then press [Enter] to start a new paragraph below the chart. 9. Save the Word document as CHART3.DOCX. 10. From the student data folder, open CHART27A.XLSX in Excel. 11. Copy the chart from the worksheet and paste it into the CHART3.DOCX document below the existing chart. 12. Select Keep Source Formatting from Paste Options to apply it to the copied chart. 13. Close CHART3.DOCX and CHART27A.XLSX without saving them. Page 172 Villanova UNIT Training

183 Word Lvl 2 Lesson 10 - Using Chart Creation Features Villanova UNIT Training Page 173

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185 LESSON 11 - USING AUTOCORRECT In this lesson, you will learn how to: Set AutoCorrect options Use the AutoCorrect Options button Create AutoCorrect exceptions Create an AutoCorrect entry Create a formatted AutoCorrect entry Delete an AutoCorrect entry

186 Lesson 11 - Using AutoCorrect Word Lvl 2 SETTING AUTOCORRECT OPTIONS Discussion AutoCorrect automatically corrects misspelled or mistyped words as you type. For example, if you inadvertently type teh instead of the, Word will automatically make the correction. Word comes with a predefined list of commonly misspelled or mistyped words. Word provides several AutoCorrect options that can be enabled or disabled as desired. For instance, you can enable or disable the automatic correction of two consecutive capital letters (such as GReat to Great) or the accidental use of the [Caps Lock] key, as well as the automatic capitalization of the first letter in a sentence and the days of the week. AutoCorrect cannot make the corrections immediately, because it needs to sense what you are typing before it can make a change. As soon as you press the [Spacebar] key or type punctuation, AutoCorrect attempts to make the correction. You may have situations in which you do not want AutoCorrect to correct text. In these cases, you can disable the applicable option, or you can use the AutoCorrect Options list to reverse the AutoCorrect correction or to automatically stop correcting the entry. The AutoCorrect dialog box Page 176 Villanova UNIT Training

187 Word Lvl 2 Lesson 11 - Using AutoCorrect Procedures 1. Select the Office button. 2. Select the Word Options button. 3. Select the Proofing option. 4. Select the AutoCorrect Options... button. 5. Select or deselect AutoCorrect options as desired. 6. Select the OK button. 7. Select the OK button. Step-by-Step From the Student Data directory, open AUTOCOR.DOCX. Setting AutoCorrect options. Type EXercise at the beginning of the title Equipment Descriptions at the top of the page and press [Spacebar]. Make sure that you type the text with both an uppercase E and an uppercase X. Notice that the word EXercise changes to Exercise as soon as you press [Spacebar]. 1. Select the Office button. The Office menu is displayed. 2. Select the Word Options button. The Word Options dialog box opens. 3. Select the Proofing option. The Proofing page is displayed. 4. Select the AutoCorrect Options button. The AutoCorrect dialog box opens to the AutoCorrect page. Proofing Villanova UNIT Training Page 177

188 Lesson 11 - Using AutoCorrect Word Lvl 2 5. Select or deselect AutoCorrect options as desired. The AutoCorrect options are selected or deselected accordingly. 6. Select OK. The AutoCorrect dialog box closes and the AutoCorrect settings are saved. 7. Select OK. The Word Options dialog box closes. Correct TWo INitial CApitals to deselect it Type BEfit before the text Exercise Bike in the third paragraph and press [Spacebar]. Notice that the letter E remains capitalized. Open the AutoCorrect dialog box again and select the Correct TWo INitial CApitals option. Then, close both dialog boxes. USING THE AUTOCORRECT OPTIONS BUTTON Discussion The AutoCorrect Options button appears as a hollow, blue bar when you point to or position the insertion point near text that was automatically corrected. When you point to the blue bar, the AutoCorrect Options button appears. You can use available AutoCorrect options to change the text back to what was originally typed, have AutoCorrect stop automatically correcting the text, or access the AutoCorrect Options dialog box. For example, after you type the first line of text in a numbered or bulleted list and press [Enter], the AutoCorrect Options button appears. At this point, you can accept the AutoFormatting and continue typing your list, or you can use the AutoCorrect Options list to undo the previous automatic list formatting or to end the list on the current line. Page 178 Villanova UNIT Training

189 Word Lvl 2 Lesson 11 - Using AutoCorrect Using AutoCorrect options AutoCorrect can capitalize the first word in a sentence, the days of the week, and the first letter in a table cell. You can turn these options on or off by selecting the Proofing option in Word Options, the AutoCorrect Options... button, and the applicable option on the AutoCorrect page. You can permanently disable the AutoFormatting of numbered and bulleted lists by deselecting List Styles or Automatic Bulleted Lists from the AutoCorrect list. If the document contains a numbered list above the current list, the AutoCorrect Options button appears, allowing you to continue the numbering sequence from the previous list or restart the numbering. Procedures 1. Point to text that has been AutoCorrected. 2. Point to the blue bar under the AutoCorrected word. 3. the AutoCorrect Options button. 4. Select the desired option. Villanova UNIT Training Page 179

190 Lesson 11 - Using AutoCorrect Word Lvl 2 Step-by-Step Use the AutoCorrect Options button. If necessary, enable the Correct TWo INitial CApitals option in the AutoCorrect dialog box. at the beginning of the text Treadmaster Rower in the fifth paragraph, type BEfit and press the [Spacebar]. Make sure that you type the text with an uppercase B and E. Notice that Word corrects the text to Befit. 1. Point to text that has been AutoCorrected. A blue bar appears below the text. 2. Point to the blue bar under the AutoCorrected text. The AutoCorrect Options button appears. 3. the AutoCorrect Options button. A list of available options appears. 4. Select the desired option. The option is selected. Point to Befit Point to the blue bar under the word Befit Change back to BEfit CREATING AUTOCORRECT EXCEPTIONS Discussion You may have situations in which you do not want AutoCorrect to correct specific text, although you do want the AutoCorrect option enabled. In these instances, you can create an exception. There are two common types of exceptions. By default, Word capitalizes the first letter of the first word after a period. This means that the first word after any abbreviation is potentially capitalized. Word maintains a list of exceptions, and you can add to this list if you have abbreviations you use regularly. The other common type of exception involves initial capitals. Normally, Word corrects a word such as BEfit to read Befit. You may, however, have a product line Page 180 Villanova UNIT Training

191 Word Lvl 2 Lesson 11 - Using AutoCorrect called BEfit that you do not want Word to correct. Although you can disable the Correct TWo INitial CApitals option, you do not want to disable it just for one word. On the INitial CAps page of the AutoCorrect Exceptions dialog box, you can list words you want Word to ignore. You can use the Other Corrections page to list exceptions that do not fall into either of the above categories. Creating an AutoCorrect exception When the Automatically add words to list option is selected and you use the [Backspace] key to erase and type over an AutoCorrect correction, Word automatically adds the correction to the appropriate exceptions list. You can easily create an AutoCorrect exception with the AutoCorrect Options button. Type the text in the document as you wish it to appear and let Word correct it. Then, click the AutoCorrect Options button and select the Stop command; Word will add the word to the appropriate exceptions list. Procedures 1. Select the Office button. 2. Select the Word Options button. 3. Select the Proofing option. Villanova UNIT Training Page 181

192 Lesson 11 - Using AutoCorrect Word Lvl 2 4. Select the AutoCorrect Options... button. 5. Select the Exceptions button. 6. Select the First Letter tab. 7. Type the text you want to add to the exception list in the Don t capitalize after box. 8. Select the Add button 9. Select the INitial CAps tab. 10. Type the text you want to add to the exception list in the Don t correct box. 11. Select the Add button. 12. Select the OK button. 13. Select the OK button. 14. Select the OK button. Step-by-Step Create AutoCorrect exceptions. at the end of the BEfit Treadmaster Rower paragraph, after the order number TM55301; press [Spacebar]; and type the text Sugg. retail price $ Notice that AutoCorrect capitalizes the word Retail. 1. Select the Office button. The Office menu opens. 2. Select the Word Options button. The Word Options dialog box opens. 3. Select the Proofing option. The Proofing page is displayed. 4. Select the AutoCorrect Options button. The AutoCorrect dialog box opens to the AutoCorrect page. Proofing Page 182 Villanova UNIT Training

193 Word Lvl 2 Lesson 11 - Using AutoCorrect 5. Select Exceptions. The AutoCorrect Exceptions dialog box opens. 6. Select the First Letter tab. The First Letter page is displayed, with the insertion point in the Don t capitalize after box. 7. Type the text you want to add to the exception list in the Don t capitalize after box. The text appears in the Don t capitalize after box. 8. Select Add. The exception appears in the Don t capitalize after list box. 9. Select the INitial CAps tab. The INitial CAps page is displayed, with the insertion point in the Don t correct box. 10. Type the text you want to add to the exception list in the Don t correct box. The exception appears in the Don t correct box. 11. Select Add. The exception appears in the Don t correct list box. 12. Select OK. The AutoCorrect Exceptions dialog box closes and the exceptions are saved. 13. Select OK. The AutoCorrect dialog box closes. 14. Select OK. The Word Options dialog box closes. the First Letter tab, if necessary Type sugg. the INitial CAps tab Type BEfit before the Body Lean Folding Stepper text at the bottom of the first page, type BEfit and press [Spacebar]. Notice that AutoCorrect does not correct BEfit. Scroll as necessary and click at the end of the same paragraph, after the order number TM55302; press [Spacebar]; and type Sugg. retail price $ Notice that AutoCorrect does not capitalize the word retail. Villanova UNIT Training Page 183

194 Lesson 11 - Using AutoCorrect Word Lvl 2 CREATING AN AUTOCORRECT ENTRY Discussion If you commonly misspell or mistype a word, you can create an AutoCorrect entry for it. Once you have created an AutoCorrect entry, that word is automatically replaced by the correct text whenever you mistype it in a document. You can also create an AutoCorrect entry for any frequently used word or phrase. Thereafter, whenever you type the defined AutoCorrect entry, Word automatically expands it into the complete word or phrase. In addition, if you create the AutoCorrect entry in all lowercase letters, it will be easier to type. For example, if your company name is Worldwide Sporting Goods, you can create an AutoCorrect entry for it as wsg. Then, whenever you type wsg, the full company name appears, correctly spelled and with the correct capitalization. You can add AutoCorrect entries as plain or formatted text. AutoCorrect formats plain text to match the text it is replacing. Formatted AutoCorrect entries, however, always retain their defined formatting. For example, if you create an AutoCorrect entry for wsg as shown above and type it in bold, 14-point text, the expanded text will always be bold and 14 points as well. The name for the AutoCorrect entry appears in the Replace box in the AutoCorrect dialog box and can be up to 31 characters long. The replacement text appears in the With box and can contain paragraph marks and graphics as well as text. Page 184 Villanova UNIT Training

195 Word Lvl 2 Lesson 11 - Using AutoCorrect Creating an AutoCorrect entry Before you create an AutoCorrect entry, you should scan the list of default AutoCorrect entries to see if the word is already there. You can also add words to the AutoCorrect list from the Spelling and Grammar dialog box while you are spell checking a document. In order to use the Replace text as you type feature, that option must be enabled on the AutoCorrect page in the AutoCorrect dialog box. Procedures 1. Select the Office button. 2. Select the Word Options button. 3. Select the Proofing option. Villanova UNIT Training Page 185

196 Lesson 11 - Using AutoCorrect Word Lvl 2 4. Select the AutoCorrect Options... button. 5. Type the desired AutoCorrect entry name in the Replace box. 6. Select the With box. 7. Type the expanded word or phrase in the With box. 8. Select then Add button. 9. Select the OK button. 10. Select the OK button. Step-by-Step Create an AutoCorrect entry. 1. Select the Office button. The Office menu opens. 2. Select the Word Options button. The Word Options dialog box opens. 3. Select the Proofing option. The Proofing page is displayed. 4. Select the AutoCorrect Options button. The AutoCorrect dialog box opens to the AutoCorrect page. 5. Type the desired AutoCorrect entry name in the Replace box. The text appears in the Replace box. 6. Select the With box. The insertion point appears in the With box. 7. Type the expanded word or phrase in the With box. The text appears in the With box. 8. Select Add. The entry appears in the list of existing AutoCorrect entries. Proofing Type wsg Press [Tab] Type Worldwide Sporting Goods Page 186 Villanova UNIT Training

197 Word Lvl 2 Lesson 11 - Using AutoCorrect 9. Select OK. The AutoCorrect dialog box closes and the AutoCorrect entry is saved. 10. Select OK. The Word Options dialog box closes. Go to the top of the document and click before the text is a division of International Product in the first line below the Exercise Equipment Descriptions heading. Type wsg and press [Spacebar]. Notice that the inserted text adopts the formatting of the adjacent text. Go to the top of the document and press [Enter] to create a blank line. in the blank line, type wsg, and press [Spacebar]. Notice again that the inserted text adopts the formatting of the text below it. CREATING A FORMATTED AUTOCORRECT ENTRY Discussion When formatted text is selected for an AutoCorrect entry, it can be stored as plain or formatted text. The Plain text option stores an AutoCorrect entry without any formatting. When inserted, the AutoCorrect entry will always adopt the formatting of the adjacent text. For example, if you create an AutoCorrect entry for the heading Worldwide Sporting Goods (formatted as Arial, 14 points, and bold) and select the Plain text option, the AutoText entry will adopt the formatting of adjacent text when inserted, even though the original heading text had been formatted. The Plain text option is the default option. The Formatted text option stores the formatting of the AutoCorrect entry as well. If the formatted Worldwide Sporting Goods text is stored as formatted text, AutoCorrect will always insert the text with its original formatting. Villanova UNIT Training Page 187

198 Lesson 11 - Using AutoCorrect Word Lvl 2 Creating a formatted AutoCorrect entry In order to use the Replace text as you type feature, that option must be enabled on the AutoCorrect page in the AutoCorrect dialog box. Procedures 1. Select the text you want to use for the AutoCorrect entry. 2. Select the Office button. 3. Select the Word Options button. 4. Select the Proofing option. 5. Select the AutoCorrect Options... button. 6. Type the desired AutoCorrect entry name in the Replace box. 7. Select the Formatted text option. Page 188 Villanova UNIT Training

199 Word Lvl 2 Lesson 11 - Using AutoCorrect 8. Select the Add button. 9. Select the OK button. Step-by-Step Create a formatted AutoCorrect entry. 1. Select the text you want to use for the AutoCorrect entry. The text is selected. 2. Select the Office button. The Office menu opens. 3. Select the Word Options button. The Word Options dialog box opens. 4. Select the Proofing option. The Proofing page is displayed. 5. Select the AutoCorrect Options button. The AutoCorrect dialog box opens to the AutoCorrect page. 6. Type the desired AutoCorrect entry name in the Replace box. The text appears in the Replace box. 7. Select the Formatted text option. The Formatted text option is selected. 8. Select Add. The entry appears in the list of existing AutoCorrect entries. 9. Select OK. The AutoCorrect dialog box closes and the formatted AutoCorrect entry is saved. 10. Select OK. The Word Options dialog box closes. in the selection bar (the blank area) to the left of the Worldwide Sporting Goods heading Proofing Type wsgf Formatted text, if necessary Villanova UNIT Training Page 189

200 Lesson 11 - Using AutoCorrect Word Lvl 2 Go to the end of the document (below the page break), type wsgf, and press [Spacebar]. Notice that the inserted text is formatted. DELETING AN AUTOCORRECT ENTRY Discussion When you no longer need an AutoCorrect entry, you can delete it. Deleting unnecessary AutoCorrect entries reduces the size of the AutoCorrect list and can save you time if you frequently scroll the list to locate an AutoCorrect entry. When you delete an AutoCorrect entry, it appears in the Replace and With boxes until you select another AutoCorrect entry or close the AutoCorrect dialog box. You should also delete entries in the AutoCorrect Exceptions dialog box when you no longer need them. You can quickly locate an AutoCorrect entry in a long list of entries by typing the entry name in the Replace box. Procedures 1. Select the Office button. 2. Select the Word Options button. 3. Select the Proofing option. 4. Select the AutoCorrect Options... button. 5. Select the AutoCorrect entry you want to delete. 6. Select the Delete button. 7. Select the OK button. Step-by-Step Delete an AutoCorrect entry. Page 190 Villanova UNIT Training

201 Word Lvl 2 Lesson 11 - Using AutoCorrect If necessary, create a wsg AutoCorrect entry with the full entry as Worldwide Sporting Goods. 1. Select the Office button. The Office menu opens. 2. Select the Word Options button. The Word Options dialog box opens. 3. Select the Proofing option. The Proofing page is displayed. 4. Select the AutoCorrect Options button. The AutoCorrect dialog box opens to the AutoCorrect page. 5. Select the AutoCorrect entry you want to delete. The AutoCorrect entry is selected. 6. Select Delete. The AutoCorrect entry is removed from the list of existing AutoCorrect entries. 7. Select OK. The AutoCorrect dialog box closes, and the AutoCorrect entry is deleted. Proofing Scroll as necessary and click wsg Practice the Concept: Open the AutoCorrect dialog box and delete the wsgf entry. Then, open the AutoCorrect Exceptions dialog box and delete the sugg. entry on the First Letter page and the BEfit entry on the INitial CAps page. Close the AutoCorrect Exceptions and the AutoCorrect dialog boxes. Close AUTOCOR.DOCX. Villanova UNIT Training Page 191

202 Lesson 11 - Using AutoCorrect Word Lvl 2 EXERCISE USING AUTOCORRECT Task Use AutoCorrect to correct text and to create, insert, and delete AutoCorrect entries. 1. Open AUTOCORX.DOCX. 2. At the end of the Minimum Order paragraph, add the text All BEfit product line orders are exempt.. Use the AutoCorrect Options button to change Befit back to BEfit. 3. Add BEfit to the INitial CAps exceptions list. 4. Select the text Terms and Conditions of Sale at the top of the document. Do not include the paragraph marker. 5. Create a formatted AutoCorrect entry for the text named tac. 6. Create a plain text AutoCorrect entry for the text Specialty Sports named sps. 7. At the top of page 2, insert the tac AutoCorrect entry. Notice that the inserted text retains its original formatting. 8. Insert the sps AutoCorrect entry on the second line of page 2. Notice that the inserted text adopts the current paragraph formatting. 9. Delete the tac and sps AutoCorrect entries, and remove BEfit from the INitial CAps exceptions list. 10. Close the document without saving it. Page 192 Villanova UNIT Training

203 LESSON 12 - USING FIND AND REPLACE In this lesson, you will learn how to: Use Find Use Find options Find special characters Find a format Use Replace

204 Lesson 12 - Using Find and Replace Word Lvl 2 USING FIND Discussion You can use Word s Find feature to quickly find text in an open document. When Word finds the text, it selects it. You can then choose to search the remainder of the document or to close the Find and Replace dialog box. Using Find to move to specific text in a document saves you time, as well as the effort of having to manually scroll through the document. Find begins searching at the insertion point; however, you can choose the direction in which you want to search and whether or not you want to search the entire document. After you have performed a find and closed the Find and Replace dialog box, the arrows on the Next Page and Previous Page buttons on the vertical scroll bar become blue and display the ScreenTips Previous Find/Go To and Next Find/Go To. Instead of scrolling to the next or previous page when clicked, they now move to the next or previous occurrence of the text in the Find and Replace dialog box, even if it is closed. You can use the Browse by Page button on the Select Browse Option gallery to reset the browse option. Finding text in a document You can also open the Find and Replace dialog box via the Find and Replace buttons in the Editing group on the Home tab. Page 194 Villanova UNIT Training

205 Word Lvl 2 Lesson 12 - Using Find and Replace You can move the Find and Replace dialog box as needed to view the found text. The Select Browse Option gallery provides buttons you can use to navigate to various items in a document (such as graphics and tables). These buttons can be useful when navigating long documents. Procedures 1. Select the Select Browse Object button on the vertical scroll bar. 2. Select the Find button. 3. Type the text you want to find in the Find what box. 4. Select the Find Next button. 5. Select Find Next again to search for additional occurrences of the text. 6. Select the OK button when Word notifies you that it has reached the end of the document. 7. Select the Cancel button when you have finished the search. Step-by-Step From the Student Data directory, open FIND.DOCX. Use the Find feature to find text in a document. If necessary, go to the top of the document. 1. Select the Select Browse Object button on the vertical scroll bar. The Select Browse Object gallery opens. on the vertical scroll bar Villanova UNIT Training Page 195

206 Lesson 12 - Using Find and Replace Word Lvl 2 2. Select the Find button. The Find and Replace dialog box opens, with the Find page displayed and the insertion point in the Find what box. 3. Type the text you want to find in the Find what box. The text appears in the Find what box. 4. Select Find Next. The first occurrence of the search text in the document is highlighted. 5. Select Find Next again to search for additional occurrences of the text. The next occurrence of the search text is highlighted, or a Microsoft Office Word message box notifies you that it has finished searching the document. 6. Select OK when Word notifies you that it has reached the end of the document. The Microsoft Office Word message box closes. 7. Select Cancel when you have finished the search. The Find and Replace dialog box closes. Type returning Notice that the arrows on the Next Page and Previous Page buttons on the vertical scroll bar are now blue. Select the Browse by Page button (bottom row, first button on the right) from the Select Browse Object gallery to reset the Previous Page and Next Page buttons. USING FIND OPTIONS Discussion You can select options on the Find page in the Find and Replace dialog box to narrow a search. The Find and Replace dialog box must be fully expanded to access these options. When the Match case option is enabled, Word only finds text that exactly matches the characters in the Find what box, including uppercase and lowercase characters. Page 196 Villanova UNIT Training

207 Word Lvl 2 Lesson 12 - Using Find and Replace The Find whole words only option ignores text that is part of another word. For example, if the search text is inform and the Find whole words only option is selected, Word identifies only the word inform and not words containing inform, such as information. The Use wildcards option allows you to use the asterisk ( * ) and question mark (? ) wildcards to search for words that fit a pattern. For example, s?t finds the words sit, sat, or set, and s*t finds those words, as well as the words shirt, shot, and sport. If words have multiple correct spellings, such as theater or theatre, you can use the Sounds like option to find the desired text. With the Find all word forms option enabled, Word finds both singular and plural forms of the search text (if it is a noun) and all possible tenses of the root form of a verb (if the search text is a verb). This option is unavailable if either the Use wildcards or Sounds like option is selected. Using Find options You can move the Find and Replace dialog box to view the found text. You can also condense the Search Options section to view more of the document by selecting the Less button. Procedures 1. Select the Select Browse Object button on the vertical scroll bar. 2. Select the Find button. Villanova UNIT Training Page 197

208 Lesson 12 - Using Find and Replace Word Lvl 2 3. Type the text you want to find in the Find what box. 4. Select the More button. 5. Select the Search list. 6. Select the direction in which you want to search. 7. Select search options as desired. 8. Select the Less button to collapse the Search Options section, if desired. 9. Select the Find Next button. 10. Select the Cancel button when you have finished the search. Step-by-Step Use Find options to search for text in a document. If necessary, go to the top of the document. 1. Select the Select Browse Object button on the vertical scroll bar. The Select Browse Object gallery opens. 2. Select the Find button. The Find and Replace dialog box opens, with the text in the Find what box selected. 3. Type the text you want to find in the Find what box. The text appears in the Find what box. 4. Select More. The Find and Replace dialog box expands to display the Search Options section. 5. Select the Search list. A list of available search directions appears. on the vertical scroll bar Type Returns Search Page 198 Villanova UNIT Training

209 Word Lvl 2 Lesson 12 - Using Find and Replace 6. Select the direction in which you want to search. The direction appears in the Search box. Down 7. Select search options as desired. The options are selected or deselected accordingly. 8. Select Less to collapse the Search Options section, if desired. The Search Options section collapses. 9. Select Find Next. The first occurrence of the search text in the document is highlighted. 10. Select Cancel when you have finished the search. The Find and Replace dialog box closes. Match case Practice the Concept: Open the Find and Replace dialog box and deselect the Match case option. Select Find Next once to activate the change, and then close the Find and Replace dialog box. FINDING SPECIAL CHARACTERS Discussion You can use the Find feature to search for special characters (such as an optional hyphen) or formatting marks (such as a paragraph mark or a tab character). You can use Find to locate extraneous characters or to check existing ones. When you are searching for special characters, you can select the desired character from the Find and Replace dialog box. Villanova UNIT Training Page 199

210 Lesson 12 - Using Find and Replace Word Lvl 2 Finding special characters Procedures 1. Select the Select Browse Object button on the vertical scroll bar. 2. Select the Find button. 3. Select the More button. 4. Select the Search list. 5. Select the direction in which you want to search. 6. Select the Special button. 7. Select the desired special character. 8. Select the Less button to collapse the Search Options section, if desired. 9. Select the Find Next button. 10. Select the Cancel button when you have finished the search. Page 200 Villanova UNIT Training

211 Word Lvl 2 Lesson 12 - Using Find and Replace Step-by-Step Find a special character in a document. If necessary, go to the top of the document. 1. Select the Select Browse Object button on the vertical scroll bar. The Select Browse Object gallery opens. 2. Select the Find button. The Find and Replace dialog box opens. 3. Select More. The Find and Replace dialog box expands to display the Search Options section. 4. Select the Search list. A list of available search directions appears. 5. Select the direction in which you want to search. The direction appears in the Search box. 6. Select Special. The Special list appears. necessary Search All, if 7. Select the desired special character. The special character code appears in the Find what box. 8. Select Less to collapse the Search Options section, if desired. The Search Options section collapses. 9. Select Find Next. The first occurrence of the search text in the document is highlighted. 10. Select Cancel when you have finished the search. The Find and Replace dialog box closes. Manual Page Break Villanova UNIT Training Page 201

212 Lesson 12 - Using Find and Replace Word Lvl 2 FINDING A FORMAT Discussion At times, you may want to locate text containing a specific format. You can search for font, paragraph, tab, language, frame, or style formats, as well as for highlighting. This feature enables you to easily locate formats in order to edit or delete them. You can search for formats without identifying specific text. Finding a format Procedures 1. Select the Select Browse Object button on the vertical scroll bar. 2. Select the Find button. 3. Type the text you want to find in the Find what box. 4. Select the More button. 5. Select the Search list. 6. Select the direction in which you want to search. Page 202 Villanova UNIT Training

213 Word Lvl 2 Lesson 12 - Using Find and Replace 7. Select the Format button. 8. Select the desired format type. 9. Select the option you want to find, if necessary. 10. Select the OK button, if necessary. 11. Select the Less button to collapse the Search Options section, if desired. 12. Select the Find Next button. 13. Select the Cancel button when you have finished the search. Step-by-Step Use the Find feature to locate a text format. If necessary, go to the top of the document. 1. Select the Select Browse Object button on the vertical scroll bar. The Select Browse Object gallery opens. 2. Select the Find button. The Find and Replace dialog box opens, with the text in the Find what box selected. 3. Type the text you want to find in the Find what box. The text appears in the Find what box. on the vertical scroll bar Type agreement 4. Select More. The Find and Replace dialog box expands to display the Search Options section. 5. Select the Search list. A list of available search directions appears. necessary Search, if Villanova UNIT Training Page 203

214 Lesson 12 - Using Find and Replace Word Lvl 2 6. Select the direction in which you want to search. The direction appears in the Search box. 7. Select Format. The Format list appears. 8. Select the desired format type. The option is selected or the corresponding dialog box opens. 9. Select the option you want to find, if necessary. The option is selected. 10. Select OK, if necessary. The dialog box closes, and the search format appears below the Find what box. 11. Select Less to collapse the Search Options section, if desired. The Search Options section collapses. 12. Select Find Next. The first occurrence of the search text in the document is highlighted. 13. Select Cancel when you have finished the search. The Find and Replace dialog box closes. All Font... Scroll as necessary, and click Arial in the Font list box anywhere in the document to deselect the text. Practice the Concept: Go to the top of the document. Open the Find and Replace dialog box, expand it to display the Search Options section, and select No Formatting. Select Find Next to activate the change, and then close the Find and Replace dialog box. USING REPLACE Discussion With the Replace feature, you can replace found text with alternate text, formatting, or special characters. You can control what is replaced by confirming each replacement. Page 204 Villanova UNIT Training

215 Word Lvl 2 Lesson 12 - Using Find and Replace Word can also replace all occurrences of the specified text at one time if you do not want to review each replacement. It is a good idea, however, to use caution when you use the Replace All command. You must be precise when specifying the search text, so that you do not unintentionally replace the wrong text. Replacing text To completely remove the search text from the document, you can leave the Replace with box empty. Procedures 1. Select the Replace button in the Editing group on the Home tab. 2. Type the text you want to find in the Find what box. 3. Select the Replace with box. 4. Type the desired replacement text. 5. Select the More button. 6. Select the Search list. 7. Select the direction in which you want to search. Villanova UNIT Training Page 205

216 Lesson 12 - Using Find and Replace Word Lvl 2 8. Select the Less button to collapse the Search Options section, if desired. 9. Select the Find Next button. 10. Select the Replace button to replace the current occurrence with the replacement text, Replace All to replace all occurrences with the replacement text, or Find Next to skip the current occurrence. 11. Select the OK button when Word has completed the search. 12. Select the Close button when you have finished replacing text. Step-by-Step Use the Replace feature to replace text in a document. If necessary, go to the top of the document. 1. Select the Replace button in the Editing group on the Home tab. The Find and Replace dialog box opens, with the text in the Find what box selected 2. Type the text you want to find in the Find what box. The text appears in the Find what box. 3. Select the Replace with box. The insertion point appears in the Replace with box. 4. Type the desired replacement text. The text appears in the Replace with box. 5. Select More. The Find and Replace dialog box expands to display the Search Options section. Type oral Press [Tab] Type verbal necessary if Page 206 Villanova UNIT Training

217 Word Lvl 2 Lesson 12 - Using Find and Replace 6. Select the Search list. A list of available search directions appears. 7. Select the direction in which you want to search. The direction appears in the Search box. 8. Select Less to collapse the Search Options section, if desired. The Search Options section collapses. 9. Select Find Next. The first occurrence of the search text in the document is highlighted. Search All 10. Select Replace to replace the current occurrence with the replacement text, Replace All to replace all occurrences with the replacement text, or Find Next to skip the current occurrence. The text is either replaced or skipped and the next occurrence of the search text is highlighted, or a Microsoft Office Word message box notifies you that it has finished searching the document. 11. Select OK when Word has completed the search. The Microsoft Office Word message box closes. 12. Select Close when you have finished replacing text. The Find and Replace dialog box closes. twice anywhere in the document to deselect the text. Select the Browse by Page button (bottom row, first button on the right) from the Select Browse Object gallery to reset the Previous Page and Next Page buttons. Close FIND.DOCX. Villanova UNIT Training Page 207

218 Lesson 12 - Using Find and Replace Word Lvl 2 EXERCISE USING FIND AND REPLACE Task Use the Find and Replace features to find and replace text in a document. 1. Open FINDEX.DOCX. 2. Replace all occurrences of the word preview with the word showcase. 3. Replace all occurrences of the word free with the word complimentary. Be careful to replace whole words only. 4. Find all occurrences of the Italic font format and replace it with the Bold Italic font format. (Hint: To find all occurrences of a format regardless of text, delete all text in the Find what and Replace with boxes and deselect any selected options.) 5. Find a section break. (Hint: A section break is a special character. Remember to first remove all formatting.) Then, close the Find and Replace dialog box. 6. Switch to Draft view to see the section break. 7. Reset the Previous Page and Next Page buttons. 8. Close the document without saving it. Page 208 Villanova UNIT Training

219 Word Lvl 2 Lesson 12 - Using Find and Replace Villanova UNIT Training Page 209

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221 LESSON 13 - EXPLORING THE RESEARCH TASK PANE In this lesson, you will learn how to: Open the Research task pane Add research services Use the Thesaurus to look up synonyms Use the Thesaurus to look up antonyms Translate text Search for information

222 Lesson 13 - Exploring the Research Task Pane Word Lvl 2 OPENING THE RESEARCH TASK PANE Discussion The Research task pane uses offline and online services to find information. This information may include looking for information about a company in the news, finding information about a person, finding the definition or synonym for a word, finding the meaning of a foreign-language word, or translating a word into another language. You can open the Research task pane by selecting the Research button in the Proofing group on the Review tab. If the task pane is already open, you can switch panes by using the Forward and Back buttons. The Research task pane also opens when you select the commands to use the Thesaurus or Translation features. You search for information by entering your search text or keywords into the Search for box in the Research task pane and then selecting the service you want to search. If your insertion point is in a word when you open the Research task pane, that word automatically appears in the Search for box. You can choose to search a specific site or search all the sites in a service group, such as all research sites. The Research task pane You can have a Research task pane open in several Microsoft Office applications, each performing a separate research task. Page 212 Villanova UNIT Training

223 Word Lvl 2 Lesson 13 - Exploring the Research Task Pane You can also use the Translate option on the shortcut menu to open the Research task pane. Procedures 1. Select the Research button in the Proofing group on the Review tab. Step-by-Step Open the Research task pane. If necessary, open a new blank document. 1. Select the Research button in the Proofing group on the Review tab. The Research task pane opens. ADDING RESEARCH SERVICES Discussion The reference service list in the Research task pane displays the services that are currently available for the task pane to search. The Thesaurus and Translation services are reference books that are locally installed. You can use them even if you are not connected to the Internet. You can also install a thesaurus for other languages. If you have an Internet connection, you can add online news and research services that the Research task pane can search. Some of these services provide free subscriptions, while others are paid services, either by subscription or per article. These sites include elibrary, Factiva News Search, and Gale Company Profiles. If the Microsoft Office Online Services is installed, you have access to free sites such as Encarta Dictionary and Encyclopedia, bilingual dictionaries, MSN Search, and the MSN Money Stock Quotes. The Research options link opens the Research Options dialog box. You can use this dialog box to select the research services to be searched. If a service you want to use Villanova UNIT Training Page 213

224 Lesson 13 - Exploring the Research Task Pane Word Lvl 2 is not listed, you can use the Add Services button to select a listed service or enter the URL of a service you are registered to use. The Update/Remove button allows you to update or remove the currently installed services. The services selected in the Research Options dialog box appear in the research list under the Search for box in the Research task pane. If you are an administrator of your computer, you can use the Parental Control button in the Research Options dialog box to use a service s content filtering to block offensive content. You can also limit a user s searches to those services that block offensive content. Before you can add a service, you must be connected to the Internet. Procedures 1. Open the Research task pane. 2. Select the Research options link at the bottom of the Research task pane. 3. Select the Update/Remove button to manage the installed services. 4. Select the service you want to update or remove. 5. Select Update or Remove. 6. Follow the prompts to add or remove the service accordingly. 7. Select the Close button. 8. Select the OK button. Step-by-Step Add research services. If necessary, open the Research task pane. Page 214 Villanova UNIT Training

225 Word Lvl 2 Lesson 13 - Exploring the Research Task Pane 1. Select the Research options link at the bottom of the Research task pane. The Research Options dialog box opens with the available services displayed. 2. Select the Update/Remove button to manage the installed services. The Update or Remove Services dialog box opens. 3. Select the service you want to update or remove. The service is selected. 4. Select Update or Remove. The corresponding action takes place or a message box opens, asking you to confirm the action. 5. Follow the prompts to add or remove the service accordingly. The service is added or removed. 6. Select Close. The Update or Remove Services dialog box closes. 7. Select OK. The Research Options dialog box closes. Research options... Scroll as necessary and click Microsoft Office Online Services, or the service indicated by your instructor Remove USING THE THESAURUS TO LOOK UP SYNONYMS Discussion As you create the text in a document, message, spreadsheet, or slide show, you can use the Thesaurus to find a synonym for a word. Synonyms are words that have similar meanings. For example, you may want to find an appropriate word to express an idea or concept, such as when you are creating brochures and sales literature. You can also use synonyms to avoid repeating the same word numerous times in a document. The Thesaurus is a service of the Research task pane. Villanova UNIT Training Page 215

226 Lesson 13 - Exploring the Research Task Pane Word Lvl 2 If the Research task pane is already open, you can find the synonym for a word by selecting the Thesaurus from the services list and entering the word you want to look up in the Search for box. The easiest way to look up a word that appears in your text is to hold down the [Alt] key and click the word. This inserts the word in the Search for box. Furthermore, if the Research task pane is not open, holding the [Alt] key and clicking a word or phrase opens the task pane with the search text inserted. Synonyms are displayed in the Thesaurus box in the Research task pane. Selecting a synonym in the task pane displays additional synonyms. You can use the Back or Forward buttons in the task pane to return to previous search results. When you find the right synonym, you can use the drop-down menu for the word to insert the word into your application or copy the word to the Clipboard. Using the Thesaurus You can also right-click a word in the Thesaurus list box to display the drop-down menu for the word. You can look up a synonym for a word in another language by adding the thesaurus for that language. Selecting Thesaurus from the Proofing group on the Review tab or right-clicking in the document, pointing to the Synonyms option, and then selecting Thesaurus opens the Research task pane with the Thesaurus service selected. Page 216 Villanova UNIT Training

227 Word Lvl 2 Lesson 13 - Exploring the Research Task Pane Procedures 1. Open the Research task pane. 2. Hold the [Alt] key and click the word you want to look up in the application window or type the word in the Search for box. 3. Select the services list under the Search for box. 4. Select the desired Thesaurus under All Reference Books. 5. If necessary, click the Start searching button next to the Search for box. 6. Select a word to see additional related words. 7. Use the Back or Forward buttons in the Research task pane to view previous search results. 8. Point to the synonym you want to use. 9. Select the drop-down arrow for the word. 10. Select Insert. Step-by-Step From the Student Data directory, open THESAUR.DOCX. Use the Thesaurus to look up synonyms. If necessary, open the Research task pane. 1. Hold the [Alt] key and click the word you want to look up in the application window or type the word in the Search for box. The text appears in the Search for box. 2. Select the services list under the Search for box. A list of reference sources is displayed. Hold [Alt] and click produce in the first line below the Equipment heading under Search for Villanova UNIT Training Page 217

228 Lesson 13 - Exploring the Research Task Pane Word Lvl 2 3. Select the desired Thesaurus under All Reference Books. The Thesaurus service is selected and the results appear in the Thesaurus list box. 4. Expand a synonym category to see related words. The synonym category expands to show related words. 5. Select a word to see additional related words. The related words are displayed. 6. Use the Back or Forward buttons in the Research task pane to view previous search results. The previous results are displayed. 7. Point to the synonym you want to use. A list arrow appears next to the word. 8. Select the drop-down arrow for the synonym. A list of options is displayed. 9. Select Insert. The synonym is inserted in the application window, replacing any selected words. Thesaurus: English (U.S.) or the service indicated by your instructor create (v.), if necessary to expand it manufacture Point to manufacture manufacture Insert Practice the Concept: You can also type a word into the Search for box. Select the text in the Search for box and enter manufacture. the Start searching button next to the Search for box to search for synonyms. Close the Research task pane. Hold down the [Alt] key and click the word Sporting in the first line of the first paragraph. The Research task pane opens with Sporting in the Search for box and the previous service selected. USING THE THESAURUS TO LOOK UP ANTONYMS Discussion You can use the thesaurus to find the opposite meaning, or antonym, of a word. Page 218 Villanova UNIT Training

229 Word Lvl 2 Lesson 13 - Exploring the Research Task Pane If the Research task pane is already open, you can find the antonym for a word by selecting the Thesaurus from the services list and entering the word you want to look up in the Search for box. The easiest way to look up a word that appears in your text is to hold down the [Alt] key and click the word. This inserts the word in the Search for box. Furthermore, if the Research task pane is not open, holding the [Alt] key and clicking a word or phrase opens the task pane with the search text inserted. Antonyms, if they are available for a word, appear at the bottom of a synonym category in the Thesaurus list box in the Research task pane. Selecting an antonym in the task pane displays other synonyms for the antonym. You can use the Back or Forward buttons in the task pane to return to previous search results. When you find the right antonym, you can use the drop-down menu for the word to insert the word into your application or copy the word to the Clipboard. Not all words in the Thesaurus have antonyms. Looking up antonyms You can also right-click a word in the Thesaurus list box to display the drop-down menu for a word. You can look up an antonym for a word in another language by adding the thesaurus for that language. Selecting Thesaurus from the Proofing group on the Review tab or right-clicking in the document, pointing to the Synonyms option, and then selecting Thesaurus opens the Research task pane with the Thesaurus service selected. Villanova UNIT Training Page 219

230 Lesson 13 - Exploring the Research Task Pane Word Lvl 2 Procedures 1. Open the Research task pane. 2. Hold the [Alt] key and click the word you want to look up in the application window or type the word in the Search for box. 3. Select the services list under the Search for box. 4. Select the desired Thesaurus under All Reference Books. 5. If necessary, click the Start searching button next to the Search for box. 6. Select a word to see additional related words. 7. Use the Back or Forward buttons in the Research task pane to view previous search results. 8. Point to the antonym you want to use. 9. Select the drop-down arrow for the antonym. 10. Select Insert. Step-by-Step Use the Thesaurus to look up antonyms. If necessary, open the Research task pane. 1. Hold the [Alt] key and click the word you want to look up in the application window or type the word in the Search for box. The text appears in the Search for box. 2. Select the services list under the Search for box. A list of reference sources is displayed. 3. Select the desired Thesaurus under All Reference Books. The Thesaurus service is selected and the results appear in the Thesaurus list box. Hold [Alt] and click unlimited in the second line below the Equipment heading under Search for Thesaurus: English (U.S.) or the service indicated by your instructor Page 220 Villanova UNIT Training

231 Word Lvl 2 Lesson 13 - Exploring the Research Task Pane 4. Select a word to see additional related words. The related words are displayed. 5. Use the Back or Forward buttons in the Research task pane to view previous search results. The previous results are displayed. 6. Point to the antonym you want to use. A list arrow appears next to the antonym. 7. Select the drop-down arrow for the antonym. A list of options is displayed. 8. Select Insert. The antonym is inserted in the application window, replacing any selected words. Scroll as necessary and click limited (Antonym) Scroll as necessary and point to limited (Antonym) limited (Antonym) Insert TRANSLATING TEXT Discussion The Translation service allows you to translate single words and phrases from other languages using bilingual dictionaries. The Research task pane uses the dictionaries installed locally on your computer to translate words, and if you have an Internet connection, includes online bilingual dictionaries in the search. The Translation service is available from Office 2007 applications such as Word, Excel, Outlook, and PowerPoint, as well as other less commonly used applications. You enter the word or phrase you want to translate in the Search for box by typing the text or by holding down the [Alt] key and clicking the text if it appears onscreen. If you are translating multiple words, you should select all the text before [Alt] clicking it. While you can use the bilingual dictionaries to translate words and phrases, you can also use online services for a machine translation of larger amounts of text, including an entire document. However, you should check a machine translation with a human translator before using it. You can select the resources you want to use for translations using the Translation options link in the Translation list box in the task pane. Villanova UNIT Training Page 221

232 Lesson 13 - Exploring the Research Task Pane Word Lvl 2 Translating text The Translation service is also available in Publisher 2007, Visio 2007, OneNote 2007, and Internet Explorer. If you have not installed the translation dictionaries, you will be prompted to do so when you first use the Translation service. Selecting Translate from the shortcut menu for the text or from the Proofing group on the Review tab opens the Research task pane with the Translation service selected. Procedures 1. Open the Research task pane. 2. If translating multiple words, select all the text you want to translate. 3. Hold the [Alt] key and click the text you want to look up in the application window or type the text in the Search for box. 4. Select the services list under the Search for box. 5. Select Translation under All Reference Books. Page 222 Villanova UNIT Training

233 Word Lvl 2 Lesson 13 - Exploring the Research Task Pane 6. Select the From list in the Translation list box. 7. Select the language of the word in the Search for box. 8. Select the To list in the Translation list box. 9. Select the language you want to translate the text to. 10. Scroll the Translation list box to view the translations. Step-by-Step Translate text. If necessary, open the Research task pane. 1. Hold the [Alt] key and click the text you want to translate in the application window or type the text in the Search for box. The text appears in the Search for box. 2. Select the services list under the Search for box. A list of reference sources is displayed. 3. Select Translation under All Reference Books. The Translation service is selected and the Translation list box appears. 4. Select the From list in the Translation list box. A list of languages is displayed. 5. Select the language of the word in the Search for box. The language appears in the From box. 6. Select the To list in the Translation list box. A list of languages is displayed. Hold [Alt] and click the Equipment heading under Search for Translation From English (U.S.) or the language indicated by your instructor To Villanova UNIT Training Page 223

234 Lesson 13 - Exploring the Research Task Pane Word Lvl 2 7. Select the language you want to translate the text to. The language appears in the To box. 8. Scroll the Translation list box to view the translations. The translations are displayed in the list box. French (France) or the language indicated by your instructor Scroll the list box and view the translations under equipment Close the Research task pane. SEARCHING FOR INFORMATION Discussion You can also use the Research task pane to search for information, the latest news, or articles about a subject from online sources. For example, while composing a report or message, you may want to make reference to the latest stock price for a company or find a list of hotels in a city where you are having a convention. You can choose to search a specific site for information or search all the sites in a service group, such as All Reference Books or All Research Sites. With all the services available, the Research task pane provides a research library at your fingertips. If you change the search text, you can use the Start searching button next to the Search for box to search again. Procedures 1. Open the Research task pane. 2. Hold the [Alt] key and click the text you want to look up in the application window or type the text in the Search for box. 3. Select the services list under the Search for box. 4. Select the desired service or service group. 5. Select a link in the list box to view the information. Page 224 Villanova UNIT Training

235 Word Lvl 2 Lesson 13 - Exploring the Research Task Pane Step-by-Step Search for information. If necessary, open the Research task pane. 1. Hold the [Alt] key and click the text you want to look up in the application window or type the text in the Search for box. The text appears in the Search for box. 2. Select the services list under the Search for box. A list of reference sources is displayed. 3. Select the desired service or service group. The service is selected and the results of the search appear in the Research task pane. 4. Select a link in the list box to view the information. The information opens in your browser. Hold [Alt] and click lacrosse in the first line of the Equipment paragraph under Search for Encarta Encyclopedia under All Research Sites I. Introduction Notice that the Research task pane opens in your browser on the left. The Research task pane is an Explorer Bar in Internet Explorer. Close the browser window and any other pop-up windows. Practice the Concept: Change the search service to MSN Search. Change the search text to chicago hotels and click the Start searching button to start the search. Close the Research task pane. Close THESAUR.DOCX. Villanova UNIT Training Page 225

236 Lesson 13 - Exploring the Research Task Pane Word Lvl 2 EXERCISE EXPLORING THE RESEARCH TASK PANE Task Explore the Research task pane. 1. Open THESAURX.DOCX. 2. Open the Research task pane. 3. View the Research Options dialog box and make sure that the Thesaurus for your language and Translation services are activated. 4. Select the word experts in the second paragraph and use the Thesaurus to find a synonym for the word expert. Display additional synonyms for the word specialist. Replace the word experts in the document with the synonym professional. Change professional to professionals. 5. Select the word less in the second paragraph and use the Thesaurus to find an antonym for the word less. Display additional synonyms for the word more and then replace the word less in the document with the word more. 6. Select the word demonstrations in the second paragraph. Use the Translation service to translate the word into any language you have installed. (Hint: Select a language from the To list.) 7. If you are connected to the Internet, select an Internet research site such as MSN Search to find information about the 1984 Olympics. 8. Select one of the links to view the information. Close your browser window. 9. Close the Research task pane. 10. Close the document without saving it. Page 226 Villanova UNIT Training

237 LESSON 14 - USING TEMPLATES In this lesson, you will learn how to: Select an existing template Create a template Modify a template Delete a template

238 Lesson 14 - Using Templates Word Lvl 2 SELECTING AN EXISTING TEMPLATE Discussion There are certain types of documents that you create and use again and again. For example, your company may often use standardized memos or legal documents in the daily course of business. Rather than format a standardized document each time you need it, you can use a template. Word provides several categories of templates, including Letters & Faxes, Resumes, Reports, and Blog Posts. Templates provide a framework for creating documents with a certain look. For example, the Equity Letter template provides a standard letter heading and margin settings, along with borders that create a polished look. When you use a template to create a new document, the template itself is not opened; rather, it is attached to the document. When you create a new document from the Equity Letter template, for example, changes made to the document do not affect the underlying template. The New Document dialog box allows you to access any of Word s preformatted templates (including templates for memos, reports, letters, and brochures) or any template you may have created. The New Document dialog box includes links to templates available in the Templates dialog box, previously used templates, and templates stored on a web site, such as those available on the Microsoft Office Online web site. Selecting an existing template Page 228 Villanova UNIT Training

239 Word Lvl 2 Lesson 14 - Using Templates If Word was installed on your computer using the typical installation procedures, you may have to install the templates. Links to recently used templates appear in the New Document dialog box under the Recently Used Templates section. To delete a template, click the My Templates... link under Templates in the New Document dialog box. Then right-click the template you want to delete and select the Delete option. Procedures 1. Select the Office button. 2. Select the New option. 3. Select the desired template link in the Templates section of the New Document dialog box. 4. Select the desired template. 5. Select the Create button. Step-by-Step Use a template to create a document. If necessary, open Word. 1. Select the Office button. The Office menu opens. 2. Select the New option. The New Document dialog box opens. 3. Select the desired template link in the Templates list. The corresponding gallery opens. New Installed Templates under Templates Villanova UNIT Training Page 229

240 Lesson 14 - Using Templates Word Lvl 2 4. Select the desired template. A preview of the template appears in the preview pane. 5. Select the Create button. The Templates dialog box closes, and a new document based on the selected template opens. Equity Fax Type the following information into the indicated document fields: Field To CC From Re Comments Text John Murray Barbara Smith your name Staff Meeting A staff meeting has been scheduled for 8:00 AM on Tuesday to discuss our fall sports line. Breakfast will be served. Close the document without saving it. CREATING A TEMPLATE Discussion Although Word provides a variety of templates, you can create your own template for a form or document layout you use often. For example, if you create standardized tables for tracking data, you can create a template to make this task easier. You can create a template from an existing document or template. Templates saved to the Templates folder will appear in the list of My Templates. Page 230 Villanova UNIT Training

241 Word Lvl 2 Lesson 14 - Using Templates Saving a document as a template To create a template based on another template, open the desired template, make changes as needed, and then save the template with a new name. You can preview your template in the New Document dialog box if the Save Thumbnail option is enabled when you save the template. Procedures 1. Open the document you want to save as a template. 2. Select the Office button. 3. Select the Save As option. 4. Select the Word Template option. 5. Select the Templates option under Favorite Links. 6. Type the desired template name in the File name box. Villanova UNIT Training Page 231

242 Lesson 14 - Using Templates Word Lvl 2 7. Select the Save as type list. 8. Select Word Template. 9. Select the Save button. Step-by-Step From the Student Data directory, open TEMPFORM.DOCX. Create a template. 1. Select the Office button. The Office menu opens. 2. Point to the Save As option. The Save As options are displayed. 3. Select the Word Template option. The Save As dialog box opens, with the text in the File name box selected. 4. Select the Templates option under Favorite Links. The Templates folder is selected. 5. Type the desired template name in the File name box. The text appears in the File name box. 6. Select the Save as type list. A list of file types is displayed. 7. Select Word Template. Word Template appears in the Save as type box. 8. Select Save. The Save As dialog box closes, and the template is saved to the default template folder. Point to Save As Word Template Templates Type WEEKRPT Save as type Word Template Close the WEEKRPT.DOTX template. Create a new document using the WEEKRPT.DOTX template. Then, close the new document. Page 232 Villanova UNIT Training

243 Word Lvl 2 Lesson 14 - Using Templates MODIFYING A TEMPLATE Discussion You can modify a document template to suit your needs. You can change a template s text and graphics, macros, AutoText entries, menu settings, formatting, styles, and shortcut keys. Modifying a template is a good way to create a template containing the desired attributes without having to start from scratch. Opening a template for modification Modifying a template does not affect existing documents based on it. You can update the modified styles to existing documents by selecting the Automatically update document styles option in the Templates and Add-ins dialog box before you open an existing document. To open this dialog box, select the Office button, the Word Options button, and the Add-Ins option. Then select the Templates option from the Manage list and select the Go button. When you have modified a template, you can save it as a new template. This is as simple as using Save As. By default, Word saves new templates in your User folder structure in a Templates folder. This keeps them separate from the Wordsupplied templates. They are then listed under My Templates when you next create a new document. Villanova UNIT Training Page 233

244 Lesson 14 - Using Templates Word Lvl 2 Procedures 1. the Office button. 2. Select the Open option. 3. Select the Templates folder under Favorite Links. 4. Select the File type button beside the File name box. 5. Select Word Templates. 6. Select the template you want to modify. 7. the left-hand part of the Open button. 8. Modify the template as desired. 9. the Save button in the Quick Access Toolbar. Step-by-Step Modify a template. 1. the Office button. The Office menu opens. 2. Select the Open option. The Open dialog box opens. 3. Select the Templates folder under Favorite Links. The available templates are displayed. 4. Select the File type button beside the File name box. The File type list opens. 5. Select Word Templates. The selected contents of the folder are displayed. Open Templates Word Templates Page 234 Villanova UNIT Training

245 Word Lvl 2 Lesson 14 - Using Templates 6. Select the template you want to modify. The template is selected. 7. the left-hand part of the Open button. The Open dialog box closes, and the template opens. 8. Modify the template as desired. The changes are made to the template. 9. the Save button in the Quick Access Toolbar. The modified template is saved WEEKRPT Follow the instructions shown below the table before continuing on to the next step Insert a row above the Total row in the first table and type the name J. Martin in the first column of the inserted row. Return to the table and continue on to the next step (step 9). Close the WEEKRPT.DOTX template. Create a new document based on the WEEKRPT.DOTX template. Notice the change in the template. Then, close the new document without saving it. DELETING A TEMPLATE Discussion You can delete a template when you no longer need it. It is a good idea to delete excess templates so that the My Templates folder does not become too cluttered. Be careful not to delete a default Word template, since you will have to reinstall it in order to retrieve it. Villanova UNIT Training Page 235

246 Lesson 14 - Using Templates Word Lvl 2 Procedures 1. Select the Office button. 2. Select the New option. 3. Select the My Templates... option under Templates. 4. Right-click the template you want to delete. 5. Select the Delete option. 6. Select the Yes button. 7. Select the Cancel button. 8. Select the Cancel button. Step-by-Step Delete a template. 1. Select the Office button. The Office menu opens. 2. Select the New option. The New Document dialog box opens. 3. Select the My Templates... option under Templates. The New dialog box opens. 4. Right-click the template you want to delete. A shortcut menu opens. 5. Select the Delete option. The Delete File message box asks you to confirm the deletion. 6. Select Yes. The Confirm File Delete message box closes, and the template is deleted. 7. Select Cancel. The New dialog box closes. New My Templates... Right-click WEEKRPT Delete Page 236 Villanova UNIT Training

247 Word Lvl 2 Lesson 14 - Using Templates 8. Select Cancel. The New Document dialog box closes. Villanova UNIT Training Page 237

248 Lesson 14 - Using Templates Word Lvl 2 EXERCISE USING TEMPLATES Task Work with templates. 1. Create a new document based on the Equity Fax template. 2. Complete the document with the following information: Field To From Text John Abrams your name Fax Pages 2 Phone Date Re CC Pick the current date from the calendar Information you requested Delete this field. (Hint: in the field and press [Delete].) 3. Type X in the For Review check box. Then, type Here is the information you requested in the Comments area. 4. Close the document without saving it. 5. Open TEMPEX.DOCX. 6. Save the document as a template named Shipping. Leave the template open. 7. Add a row at the bottom of the table with the following information: Exer-Fit Rower lbs. TM Save the template again and then close it. 9. Create a new document based on the Shipping template. Close the document without saving it. 10. Delete the Shipping template. Page 238 Villanova UNIT Training

249 Word Lvl 2 Lesson 14 - Using Templates Villanova UNIT Training Page 239

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251 LESSON 15 - USING NEWSLETTER-STYLE COLUMNS In this lesson, you will learn how to: Create newsletter-style columns Navigate columns Change the number of columns Change column width and spacing Add a vertical line between columns Balance column length

252 Lesson 15 - Using Newsletter-style Columns Word Lvl 2 CREATING NEWSLETTER-STYLE COLUMNS Discussion Some documents, such as brochures and newsletters, look better in newsletter-style columns. In this format, text flows down one column to the bottom of the page and then wraps to the top of the next column to the right. You can apply this format to existing text or before you begin typing new text. The Columns button in the Page Setup group on the Page Layout tab allows you to create columns of equal width and spacing. You can use the Columns dialog box to select additional options, including a preset format, a specific width for each column, and specific spacing between columns, as well as insert a vertical line between columns. If you want to apply columns to only part of the text in a document, you must first select the text. Word will create the necessary section breaks and apply the column formatting. If you do not select any text, Word applies the column format to the current section, or to the entire document if it does not contain any section breaks. When you apply columns to text, Word switches to Print Layout view; you can only view newsletter-style columns in Print Layout view or in Print Preview. In Draft view, text formatted as columns appears as one single, narrow column. When you are working with columns, it is a good idea to display the ruler. Creating three equal-sized columns Page 242 Villanova UNIT Training

253 Word Lvl 2 Lesson 15 - Using Newsletter-style Columns To open the Columns dialog box, select the Columns button in the Page Setup group on the Page Layout tab, then select the More Columns option. You cannot create newsletter-style columns in headers or footers. You must use Continuous section breaks to mix column and non-column text on the same page. Procedures 1. Select the Page Layout tab. 2. Select the Columns button in the Page Setup group. 3. Select the desired number of columns. Step-by-Step From the Student Data directory, open COLUMNS.DOCX. Create newsletter-style columns in a document. If necessary, display the rulers, and switch to Print Layout view. 1. Select the Page Layout tab. The Page Layout tab is displayed. 2. Select the Columns button in the Page Setup group. The Columns menu opens. 3. Select the desired number of columns. The document text appears in the selected number of columns. Page Layout Three Scroll to view page 2. Then, return to the top of the document. Notice that the header is not affected by the column format. Villanova UNIT Training Page 243

254 Lesson 15 - Using Newsletter-style Columns Word Lvl 2 NAVIGATING COLUMNS Discussion The quickest way to navigate newsletter-style columns is to use the mouse; you simply click at the desired location to move the insertion point. In addition, you can use the standard Windows key combinations to navigate columns. Be aware, however, that the arrow keys may behave differently than you expect at the bottom of a column. For example, you must use the right arrow key at the bottom of a column to move to the next column. You can edit text in a column just as you would edit any other text. If you add or delete text, the text flow is automatically adjusted. Procedures 1. Scroll as necessary to view the columns. 2. the mouse in the desired column location. Step-by-Step Navigate columns using the mouse. If necessary, display the rulers, and switch to Print Layout view. 1. Scroll as necessary to view the columns. The corresponding section of the document appears. 2. the mouse in the desired column location. The insertion point appears in the new location. Scroll as necessary to view the bottom of the middle column on page 1 at the end of the last line in the middle column Page 244 Villanova UNIT Training

255 Word Lvl 2 Lesson 15 - Using Newsletter-style Columns Press [Right]. Notice that the insertion point moves to the top of the next column. Press [Left] until the insertion point moves back to the last line in the middle column. Press [Ctrl+Home] to go to the top of the document. CHANGING THE NUMBER OF COLUMNS Discussion Once a document has been formatted for columns, you may decide that its appearance would be improved if you used more or fewer columns. You can increase or decrease the number of columns as desired. When you perform this task, the text automatically reformats to accommodate the new number of columns. The number of columns is limited by the size of the work area. This limitation means that a document with landscape orientation can fit more columns on the page than one with portrait orientation. You can change the number of columns in a document using the Columns button in the Page Setup group on the Page Layout tab, or the Columns dialog box. You can return a column format to a single column by clicking the Columns button and then selecting the One option. Procedures 1. Select the Page Layout tab. 2. Select the Columns button in the Page Setup group. 3. Select the desired number of columns. Step-by-Step Change the number of columns. If necessary, display the rulers, and switch to Print Layout view. Villanova UNIT Training Page 245

256 Lesson 15 - Using Newsletter-style Columns Word Lvl 2 1. Select the Page Layout tab. The Page Layout tab is displayed. 2. Select the Columns button in the Page Setup group. The Columns menu opens. 3. Select the desired number of columns. The document text appears in the selected number of columns. Page Layout Two CHANGING COLUMN WIDTH AND SPACING Discussion When columns are created using the Columns button, Word creates columns of equal width. The column width and the space between columns are automatically calculated based on the width of the page and the margin size. When you create columns from the Columns dialog box, however, you can select from several column width and spacing options. In addition, you can change the width and spacing of existing columns. You can drag in the ruler to change column width and spacing, but if you want to set the width and/or spacing to an exact measurement, you should use the Columns dialog box. Whenever changes are made, the width and spacing of the other columns are adjusted as necessary to accommodate the page margins. You can resize columns equally by selecting the Equal column width option in the Columns dialog box. To change the width of individual columns, however, you must deselect the Equal column width option. Page 246 Villanova UNIT Training

257 Word Lvl 2 Lesson 15 - Using Newsletter-style Columns Formatting columns You can use the mouse to resize a column width by dragging the Move Column indicator on the horizontal ruler. Procedures 1. Select the Page Layout tab. 2. Select the Columns button in the Page Setup group. 3. Select the More Columns option. 4. Select or deselect the Equal column width option, as desired. 5. Enter the desired column width in the Width box. 6. Enter the desired column spacing in the Spacing box. 7. Select OK. Step-by-Step Change column width and spacing. If necessary, display the rulers, and switch to Print Layout view. Villanova UNIT Training Page 247

258 Lesson 15 - Using Newsletter-style Columns Word Lvl 2 1. Select the Page Layout tab. The Page Layout tab is displayed. 2. Select the Columns button in the Page Setup group. The Columns menu opens. 3. Select the More Columns option. The Columns dialog box opens. 4. Select or deselect the Equal column width option, as desired. The Equal column width option is selected or deselected accordingly. 5. Enter the desired column width in the Width box. The numbers in all Width boxes adjust accordingly. 6. Enter the desired column spacing in the Spacing box. The numbers in the Spacing and Width boxes adjust accordingly. 7. Select OK. The Columns dialog box closes, and the column widths and spacing adjust accordingly. Page Layout More Columns... Equal column width to deselect it, if necessary column 1 Width to 2.5 column 1 Spacing to 0.9 ADDING A VERTICAL LINE BETWEEN COLUMNS Discussion You can add a vertical line between columns. Vertical lines can make the text easier to read and enhance the appearance of the document. Adding a vertical line between columns is most often used when columns are of uneven width or if the spacing between columns is small. Vertical lines only appear in Print Preview or Print Layout view on the screen. They also appear in the printed document. If text spills over, creating a single column of text on a new page, the vertical line does not appear on that page. Page 248 Villanova UNIT Training

259 Word Lvl 2 Lesson 15 - Using Newsletter-style Columns Procedures 1. Select the Page Layout tab. 2. Select the Columns button in the Page Setup group. 3. Select the More Columns option. 4. Select the Line between option. 5. Select the Apply to list. 6. Select the desired option. 7. Select OK. Step-by-Step Add a vertical line between columns. If necessary, display the rulers, and switch to Print Layout view. 1. Select the Page Layout tab. The Page Layout tab is displayed. 2. Select the Columns button in the Page Setup group. The Columns menu opens. 3. Select the More Columns option. The Columns dialog box opens. Page Layout More Columns Select the Line between option. The Line between option is selected and a line appears between each column in the Preview box. Line between 5. Select the Apply to list. A list of available options appears. 6. Select the desired option. The option is selected. Apply to Whole document, if necessary Villanova UNIT Training Page 249

260 Lesson 15 - Using Newsletter-style Columns Word Lvl 2 7. Select OK. The Columns dialog box closes, and the vertical line appears between each column in the document. Switch to Print Preview. Zoom in to see the vertical line, if necessary. Notice that the vertical line does not appear on the second page, because that page contains only a single column of text. Close Print Preview. BALANCING COLUMN LENGTH Discussion When using newsletter-style columns, the text in the last column on the last page may not fill the page, resulting in an uneven or unbalanced appearance. You can correct this effect by balancing the columns so they are an even length. Columns are balanced by inserting a continuous break at the end of the last column. Balanced columns Page 250 Villanova UNIT Training

261 Word Lvl 2 Lesson 15 - Using Newsletter-style Columns Procedures 1. Position the insertion point at the end of the column you want to balance. 2. Select the Page Layout tab. 3. Select the Breaks button in the Page Setup group. 4. Select the Continuous option under Section Breaks. Step-by-Step Balance column length. If necessary, display the rulers, and switch to Print Layout view. 1. Position the insertion point at the end of the column you want to balance. The insertion point appears at the new location. 2. Select the Page Layout tab. The Page Layout tab is displayed. 3. Select the Breaks button in the Page Setup group. The Breaks menu opens. 4. Select the Continuous option under Section Breaks. The Breaks menu closes, and the column is balanced. Press [Ctrl+End] Page Layout Continuous Switch to Print Preview. Notice that the columns on the second page are now balanced and that a vertical line appears between them. Close Print Preview. Close COLUMNS.DOCX. Villanova UNIT Training Page 251

262 Lesson 15 - Using Newsletter-style Columns Word Lvl 2 EXERCISE USING NEWSLETTER-STYLE COLUMNS Task Using newsletter-style columns. 1. Open NEWSUPD.DOCX 2. If necessary, display the rulers, and switch to Print Layout view. 3. Select all document text, except the title Worldwide Sporting Goods News Update. 4. Format the selection as three columns. 5. Make the columns equal width, and change the spacing between columns to 0.7. Then, add a vertical line between the columns. 6. Change the number of columns to two. If the spacing changes, do not change the new figures. 7. Use a Continuous section break to balance the columns. 8. Switch to Print Preview to view the columns. Then, close Print Preview. 9. Close the document without saving it. Page 252 Villanova UNIT Training

263 LESSON 16 - USING OUTLINE VIEW In this lesson, you will learn how to: Create an outline Work in Outline view Collapse/Expand outline headings Display outline heading levels Move an outline heading or body text Number the outline levels Display/Hide outline text formats

264 Lesson 16 - Using Outline View Word Lvl 2 CREATING AN OUTLINE Discussion You can create outlines in Word. Outlines are useful for listing items and including information about each item. For example, you could list the points you want to cover in a presentation, topics to cover in a meeting, or items to include in a report, along with the supporting points for each item. An outline is composed of headings and body text. The headings are structured hierarchically. Word provides nine styles for headings, Heading 1 through Heading 9. For example, each point in a presentation might have a Heading 1 style. The supporting information for each topic is listed in subordinate headings. Body text is the detailed information under each heading. When an item contains body text, it is said to have subtext. Body text uses the Normal style. Outline view can also be useful in gaining an overview of large documents. You should switch to Outline view when you are creating outlines, since this view automatically displays the Outlining tab. This tab contains all the functions necessary to create an outline. When you begin a new document in Outline view, the first paragraph uses the Heading 1 style. When you press the [Enter] key at the end of a paragraph, the next paragraph uses the same heading style as the previous one. Creating a document in Outline view Page 254 Villanova UNIT Training

265 Word Lvl 2 Lesson 16 - Using Outline View You can display the formatting of outline text while working in Outline view by selecting the Show Text Formatting button in the Outline Tools group on the Outlining tab, or hide the formatting by deselecting the button. This feature is selected by default. Procedures 1. Select the Outline view button in the status bar (the fourth of five view buttons). 2. Type the desired heading or body text. 3. To create the next paragraph in the outline, press [Enter]. Step-by-Step Create an outline. If necessary, create a new, blank document. 1. Select the Outline view button in the status bar (the fourth of five view buttons). The document switches to Outline view, and the Outlining tab is displayed. 2. Type the desired heading or body text. The text appears in the document as you type. 3. To create the next paragraph in the outline, press [Enter]. The insertion point moves to the next paragraph. Type Worldwide Sporting Goods New Sportswear Press [Enter] Notice that the Heading 1 style has been applied to both paragraphs. Type the following text, pressing [Enter] after each line, except the last: Villanova UNIT Training Page 255

266 Lesson 16 - Using Outline View Word Lvl 2 Presented by the Clothing Division New Clothing for the Spring Season Gymnastics Designed by Margo Lane Save the file to the student data folder as OUTLINE.DOCX. WORKING IN OUTLINE VIEW Discussion An outline consists of levels and sublevels. As you create an outline in Outline view, you can demote and promote text to create levels, as well as change existing text to a different level. When you demote text, it becomes a subheading (or sublevel) of the level above it. The text of the demoted heading is indented and its style changes to that of the next lower heading level. When you promote text, it is indented to the left and its heading style changes accordingly. You can promote or demote text at any time as your outline changes. In order to change the level of any text, the insertion point must be positioned in the text. You can change the level of existing text, or you can change the level before typing new text. The Outline Tools group provides buttons to help you promote and demote headings one level at a time, or you can use the Outline Level box to select a specific outline level, from Level 1 to Level 9, as well as Body text. Promoting and demoting the levels of outline text Page 256 Villanova UNIT Training

267 Word Lvl 2 Lesson 16 - Using Outline View You can also demote text by pressing the [Tab] key or promote text by pressing the [Shift+Tab] key combination. When you print a document in Outline view, Word prints the document exactly as it appears on the screen. Therefore, you can expand or collapse the outline as desired to print only specific levels. Word does not print the symbols preceding each level, and the outline level indents do not print or appear in Print Layout view. You delete text in an outline just as you would delete any other text. Be careful, however: if you delete a collapsed heading, all the sublevels under it are deleted as well. Procedures 1. Position the insertion point in the text you want to demote. 2. Select the Demote button in the Outline Tools group as desired. 3. Position the insertion point in the text you want to format as body text. 4. Select the Demote to Body Text button in the Outline Tools group. 5. Position the insertion point in the text you want to promote. 6. Select the Promote button in the Outline Tools group. 7. To promote text to the Heading 1 level, select the Promote to Heading 1 button in the Outline Tools group. 8. To apply a specific outline level to selected text, select the Outline Level list in the Outline Tools group. 9. Select the desired outline level. Villanova UNIT Training Page 257

268 Lesson 16 - Using Outline View Word Lvl 2 Step-by-Step Work in Outline view. If necessary, switch to Outline view. 1. Position the insertion point in the text you want to demote. The insertion point appears in the text. 2. Select the Demote button in the Outline Tools group as desired. The text indents to the right and adopts the formatting of the corresponding heading level. 3. Position the insertion point in the text you want to format as body text. The insertion point appears in the text. 4. Select the Demote to Body Text button in the Outline Tools group. The text indents to the right and adopts the body text formatting. 5. Position the insertion point in the text you want to promote. The insertion point appears in the text. 6. Select the Promote button in the Outline Tools group. The text indent moves to the left and the formatting changes accordingly. 7. To promote text to the Heading 1 level, select the Promote to Heading 1 button in the Outline Tools group. The text moves to the left margin and adopts the Heading 1 formatting. 8. To apply a specific outline level to selected text, select the Outline Level list in the Outline Tools group. A list of available outline levels is displayed. 9. Select the desired outline level. The text adopts the formatting of the selected level and indents accordingly. in the line beginning with the text Presented... twice, so it becomes Level 3 in the line beginning with the text Designed... in the line beginning with the text Presented..., so that it becomes Level 2 Outline Level Level 2 Page 258 Villanova UNIT Training

269 Word Lvl 2 Lesson 16 - Using Outline View Practice the Concept: Demote the Gymnastics paragraph one level. COLLAPSING/EXPANDING OUTLINE HEADINGS Discussion With outlines, you can easily control which text appears by collapsing and expanding levels. When you collapse a level, only its heading appears, with a gray line underneath it. If there are sublevels or body text under a heading, a plus symbol (+) in a gray circle appears next to the heading in the document. If a heading has no sublevels or subtext, a minus sign (-) in a gray circle appears next to the heading. A smaller gray circle, with no symbol, appears next to body text. ing these gray circles selects the headings or text, as appropriate. It is important to remember that the symbols (+ or -) do not change to indicate whether the text is collapsed or expanded; they simply indicate the presence or absence of sublevels. When a collapsed heading is promoted, demoted, or moved, its subtext is also promoted, demoted, or moved. If an expanded heading is promoted, demoted, or moved, its subtext is promoted, demoted, or moved only if it has been selected as well. You can expand or collapse all sublevels under a heading by double-clicking the plus symbol (+) to the left of the heading. Procedures 1. Position the insertion point in the heading you want to collapse. 2. Select the Collapse button in the Outline Tools group once for each sublevel you want to hide. 3. Position the insertion point in the heading you want to expand. 4. Select the Expand button in the Outline Tools group once for each sublevel you want to display. Villanova UNIT Training Page 259

270 Lesson 16 - Using Outline View Word Lvl 2 Step-by-Step Collapse and expand headings in an outline. If necessary, switch to Outline view. 1. Position the insertion point in the heading you want to collapse. The insertion point appears in the heading. in the New Clothing for the Spring Season heading 2. Select the Collapse button in the Outline Tools group once for each sublevel you want to hide. The heading collapses one sublevel each time you select it. twice 3. Position the insertion point in the heading you want to expand. The insertion point appears in the heading. in the New Clothing for the Spring Season heading, if necessary 4. Select the Expand button in the Outline Tools group once for each sublevel you want to display. The heading expands one sublevel each time you select it. twice Practice the Concept: Double-click the plus symbol (+) to the left of the New Clothing for the Spring Season heading to collapse all its sublevels. Then, expand all its sublevels by double-clicking the plus symbol (+) again. anywhere in the document window to deselect the text. DISPLAYING OUTLINE HEADING LEVELS Discussion In order to organize and view the main points of an outline, you can choose to view only a specific number of outline levels. When you choose this option, the entire outline is expanded or collapsed to the designated number of levels. Levels from which you can choose range from 1 through 9, or you can show all outline levels. A gray line appears under any item with hidden subtext. Page 260 Villanova UNIT Training

271 Word Lvl 2 Lesson 16 - Using Outline View Selecting an outline heading level Procedures 1. To display a specific number of heading levels, select the Show Level list in the Outline Tools tab. 2. Select the desired Level # option, or select All Levels. Step-by-Step Display a specific number of outline heading levels. If necessary, switch to Outline view. 1. To display a specific number of heading levels, select the Show Level list in the Outline Tools tab. A list of available levels is displayed. Show Level Villanova UNIT Training Page 261

272 Lesson 16 - Using Outline View Word Lvl 2 2. Select the desired Level # option, or select All Levels. The specified number of levels appear in the document. Level 1 Practice the Concept: Show all levels and body text by selecting the Show Level list and selecting All Levels. MOVING AN OUTLINE HEADING OR BODY TEXT Discussion You can change the position of a heading or body text in an outline. When a collapsed heading is moved, its subtext is moved with it. If an expanded heading is moved, its subtext is moved only if the subtext has been selected as well. You can also move a heading or body text by cutting and pasting or dragging it as needed. Procedures 1. Select the heading or body text you want to move. 2. Select the Move Up or Move Down buttons in the Outline Tools group as desired. Step-by-Step Move an outline heading or body text. If necessary, switch to Outline view. Page 262 Villanova UNIT Training

273 Word Lvl 2 Lesson 16 - Using Outline View 1. Select the heading or body text you want to move. The insertion point appears in the heading or body text. in the Designed by Margo Lane body text 2. Select the Move Up or Move Down buttons in the Outline Tools group as desired. The heading or body text moves up or down in the outline. twice anywhere in the document window to deselect the text. NUMBERING THE OUTLINE LEVELS Discussion You can define a new Multilevel list so that Word numbers the headings in an outline. Then, as headings are inserted, moved, or deleted, Word automatically updates the numbers. Numbering can be applied to text as well, if desired. Defining a new multilevel list To remove numbers from an outline, you must first select the headings containing the numbers you want to remove. Villanova UNIT Training Page 263

274 Lesson 16 - Using Outline View Word Lvl 2 Procedures 1. Select the Home tab. 2. Select all the text in the outline. 3. Select the Multilevel List button in the Paragraph group. 4. Select the Define New Multilevel List option. 5. Select the desired formatting options for Level Select the More button. 7. Select the Link level to style list. 8. Select the appropriate style to link to this level. 9. Continue to modify the formatting of the different levels, and link each level to the appropriate style. 10. Select OK. Step-by-Step Number the outline levels. If necessary, switch to Outline view and expand the entire outline. 1. Select the Home tab. The Home tab is displayed. 2. Select all the text in the outline. The text is selected. 3. Select the Multilevel List button in the Paragraph group. The Multilevel List gallery opens. Home Press [Ctrl+A] Page 264 Villanova UNIT Training

275 Word Lvl 2 Lesson 16 - Using Outline View 4. Select the Define New Multilevel List option. The Define New Multilevel List dialog box opens, showing the formatting for Level Select the desired formatting options for Level 1. The numbering style is changed accordingly, as shown in the preview pane. 6. Select the More button. The Define New Multilevel List dialog box expands, showing more options. 7. Select the Link level to style list. A list of options is displayed. 8. Select the appropriate style to link to this level. The style is selected, as shown in the preview pane. 9. Continue to modify the formatting of the different levels, and link each level to the appropriate style. The multilevel list is defined as desired. 10. Select OK. The Define New Multilevel List dialog box closes, and the numbering is applied to the outline. Define New Multilevel List Follow the instructions shown below the table before continuing on to the next step Link level to style Heading 1 Follow the instructions shown below the table before continuing on to the next step In the Number style for this level list, select 1, 2, 3,..., if necessary. In the Enter formatting for number box, enter a period (.) after the number, so that the numbering style is 1. for Level 1 headings. Return to the table and continue on to the next step (step 6.) In the level to modify box Select 2. In the Number style for this level list, select a, b, c,..., if necessary. In the Include level number from list, select Level 1. In the Enter formatting for number box, enter a period (.) after the number and after the letter, so that the numbering style is 1.a. for Level 2 headings. In the Link level to style list, select Heading 2. Villanova UNIT Training Page 265

276 Lesson 16 - Using Outline View Word Lvl 2 Return to the table and continue on to the next step (step 10.) Practice the Concept: Select all the text in the outline. Open the Multilevel List gallery, and in the Number style for this level list select None to remove the numbering. anywhere in the document window to deselect the text. DISPLAYING/HIDING OUTLINE TEXT FORMATS Discussion You can either display or hide the text formatting in Outline view. If you hide the formatting, you can view more text on the screen and it may also be less distracting, especially where large or particularly colorful headings are used. The formatting is displayed by default. If you want to have less text showing on the screen in Outline view, you can choose to show only the first line of any paragraph. Select the Show First Line Only button in the Outline Tools group, or deselect it to view the whole paragraph. You can modify character formatting in Outline view. To modify paragraph formatting, however, the document must be in Draft or Print Layout view. The character and paragraph formatting can be modified by selecting the appropriate link in the Reveal Formatting task pane. Procedures 1. To hide the text formatting, deselect the Show Text Formatting button in the Outline Tools group. 2. To display the text formatting, select the Show Text Formatting button in the Outline Tools group. Step-by-Step Display or hide text formatting in Outline view. Page 266 Villanova UNIT Training

277 Word Lvl 2 Lesson 16 - Using Outline View If necessary, switch to Outline view and ensure the Outlining tab is displayed. 1. To hide the text formatting, deselect the Show Text Formatting button in the Outline Tools group. The text formatting is hidden; all text is presented in Normal style. 2. To display the text formatting, select the Show Text Formatting button in the Outline Tools group. The text formatting is displayed; all text is presented in the applied style. Show Text Formatting Show Text Formatting Close OUTLINE.DOCX. Villanova UNIT Training Page 267

278 Lesson 16 - Using Outline View Word Lvl 2 EXERCISE USING OUTLINE VIEW Task Create and edit documents in Outline view. 1. If necessary, create a new, blank document. 2. Switch to Outline view. 3. Create the following outline: Southeast Region (Level 1) Sales in Thousands (Level 2) Gymnastics (Level 3) Southeastern Regional Sales Representatives (Level 1) 4. Close the document without saving it. 5. Open OUTLINEX.DOCX 6. Demote the Second Quarter and 95,000 in sales headings. 7. Collapse all levels under the Nathan Brown (Manager) heading. 8. Expand all levels under the Nathan Brown (Manager) heading. 9. Show only two heading levels of the outline. 10. Redisplay all heading levels. 11. Move just the Nathan Brown (Manager) heading above the Quarterly Sales Highlights heading. (The sublevels under the Nathan Brown (Manager) heading should remain under the Quarterly Sales Highlights heading.) 12. Promote the First Quarter and Second Quarter headings and their subheadings. 13. Apply a numbering style of your choice to the three levels of headings. 14. Close the document without saving it. Page 268 Villanova UNIT Training

279 Word Lvl 2 Lesson 16 - Using Outline View Villanova UNIT Training Page 269

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281 LESSON 17 - USING WORD HTML FEATURES In this lesson, you will learn how to: Save files in the HTML file format Use hyperlink automatic formatting Link to a page Link to a location in a page Paste a link Update a link Browse linked pages and locations Edit a hyperlink Modify HTML files

282 Lesson 17 - Using Word HTML Features Word Lvl 2 SAVING FILES IN THE HTML FILE FORMAT Discussion Word allows you to save documents in the HTML (Hypertext Markup Language) file format. This file format allows you to create links to documents on the World Wide Web and on intranet webs. In addition, this file format also allows you to use Word as an HTML editor to create and edit web pages and web sites. When you save a Word document in HTML format, Word closes the document and opens the HTML file, so that it can be viewed as it would appear in a web browser. In the HTML file, Word automatically creates a title for the page based on the first heading; this title replaces the file name in the title bar of the browser window. You can change the title of the web page before you save it. Certain Word formatting features are not supported by the HTML format and therefore, do not appear in the converted HTML file. Word formats not supported by HTML include font sizes. (Fonts are automatically mapped to the closest HTML size available.) Special text formatting (e.g. outline text effects and shadows) is lost, but the original text is retained. Graphics (i.e. inserted pictures and clip art) are converted to the.gif file format, unless they are already saved in the compatible.jpg format. Although tables are supported, special formatting (such as vertical text) is lost. Page numbering is not supported, since HTML documents are all considered to be single pages. Headers, footers, footnotes, and endnotes are also not supported. In addition, other items such as margins, page borders, and newsletter-style columns are not supported. You can preview your document as a web page before saving it as an HTML file to see which features are supported. Select the View tab, then the Web Layout button in the Document Views group. Page 272 Villanova UNIT Training

283 Word Lvl 2 Lesson 17 - Using Word HTML Features Changing the default page title The Hypertext Markup Language file format is recognized by both the.html and the.htm file extensions. Although.html is the default extension for web page files, not all operating systems support a four letter file extension. In such instances, the.htm file extension should be used. Procedures 1. Select the Office button. 2. Point to the Save As option. 3. Select the Other Formats option. 4. Type the desired file name for the HTML file. 5. Select the drive where you want to save the HTML file. 6. Select the folder where you want to save the HTML file. 7. Select the Save as type list. 8. Select the Web Page option. 9. Select the Change Title button. Villanova UNIT Training Page 273

284 Lesson 17 - Using Word HTML Features Word Lvl Type the desired title. 11. Select OK. 12. Select Save. Step-by-Step From the Student Data directory, open WSGINFO.DOCX. Save a Word document in the HTML file format. 1. Select the Office button. The Office menu opens. 2. Point to the Save As option. The Save As options display. 3. Select the Other Formats option. The Save As dialog box opens, with the text in the File name box selected. 4. Type the desired file name for the HTML file. The text appears in the File name box. 5. Select the drive where you want to save the HTML file. A list of available folders is displayed. 6. Select the folder where you want to save the HTML file. The selected folder opens. 7. Select the Save as type list. The list of available formats opens. 8. Select the Web Page option. The Web Page option appears in the Save as type box. 9. Select the Change Title button. The Set Page Title dialog box opens, with the text in the Page title box selected. 10. Type the desired title. The text appears in the Page title box. Point to Save As Other Formats Type WSGHOME2 the student data drive the student data folder Save as type Web Page Type WSG Home Page Page 274 Villanova UNIT Training

285 Word Lvl 2 Lesson 17 - Using Word HTML Features 11. Select OK. The Set Page Title dialog box closes, and the title appears in the Save As dialog box. 12. Select Save. The Save As dialog box closes, and the file is saved in the HTML file format. Practice the Concept: If possible, open the web page in your system s browser window (e.g. Internet Explorer). Notice the name of the web page in the title bar. Then, close the browser window. Close WSGHOME2.HTM. USING HYPERLINK AUTOMATIC FORMATTING Discussion Word automatically recognizes URLs (web page addresses) and addresses as soon as they are entered into a document and automatically formats them as hyperlinks. Readers of the web page can then click the hyperlink to open the related web page or document, or to open the mail client installed on their system in order to deliver a message via . Word recognizes the standard format of web page addresses and addresses and, therefore, is able to automatically create the hyperlink format. A typical URL is and a typical address is johnsmith@globalknowledge.com. Villanova UNIT Training Page 275

286 Lesson 17 - Using Word HTML Features Word Lvl 2 The hyperlink text is automatically colored blue and underlined Procedures 1. Place the insertion point where you want to insert a web page or e- mail address hyperlink. 2. Press [Spacebar] to separate the hyperlink from existing text, if necessary. 3. Type the desired web page or address. 4. Press [Spacebar]. Step-by-Step From the Student Data directory, open WSGHOME.HTM. Use hyperlink automatic formatting. 1. Place the insertion point where you want to insert a web page or address hyperlink. The insertion point appears in the new location. after the...athletic Association at text (second line, at the top of the document) Page 276 Villanova UNIT Training

287 Word Lvl 2 Lesson 17 - Using Word HTML Features 2. Press [Spacebar] to separate the hyperlink from existing text, if necessary. A space appears in the document. 3. Type the desired web page or address. The text appears in the document. 4. Press [Spacebar]. Word formats the text as a hyperlink. Press [Spacebar] Type Press [Spacebar] Practice the Concept: Scroll down to the Contact Us heading at the bottom of the page, if necessary. At the end of the Send us feedback... line, enter the address webmaster@wwsgoods.com. Let Word format the hyperlink. LINKING TO A PAGE Discussion You can create a hyperlink from existing text. This feature is useful if you want to link existing text to another document or to specific text in another document. The Insert Hyperlink dialog box allows you to specify the file or the URL to which you want to link the text, as well as indicate a named location in the target file. By specifying a location within the target file, that particular section of the document appears when you click the link. Locations in the target file are named using the Bookmark feature. You can use the Insert Hyperlink dialog box to link to a file on a local storage device or to a page on the World Wide Web. You can type the file name or the URL, or you can use the appropriate Browse button. You can also use the Link to panel at the left of the Insert Hyperlink dialog box to select files and web sites you have previously accessed. If you want to disable the features that automatically select whole words and paragraphs as you drag, select the Office button, the Word Options button, and the Advanced option. Then, deselect the When selecting, automatically select entire word and Use smart paragraph selection options. Villanova UNIT Training Page 277

288 Lesson 17 - Using Word HTML Features Word Lvl 2 Procedures 1. Select the text you want to link. 2. Select the Insert tab. 3. Select the Hyperlink button in the Links group. 4. Under Link to, select Existing File or Web Page. 5. Select the Look in list. 6. Select the drive containing the file to which you want to link. 7. Select the folder containing the file to which you want to link. 8. Select the file to which you want to link. 9. Select OK. Step-by-Step Link to a page. If necessary, scroll to view the Products & Services paragraph. 1. Select the text you want to link. The text is selected. 2. Select the Insert tab. The Insert tab is displayed. 3. Select the Hyperlink button in the Links group. The Insert Hyperlink dialog box opens. 4. Under Link to, select Existing File or Web Page. The Existing File or Web Page page opens. 5. Select the Look in list. A list of available drives opens. Drag to select the On- Line WSG Catalog text at the end of the first paragraph under Products & Services Insert Existing File or Web Page, if necessary Look in Page 278 Villanova UNIT Training

289 Word Lvl 2 Lesson 17 - Using Word HTML Features 6. Select the drive containing the file to which you want to link. A list of available folders and files opens. 7. Select the folder containing the file to which you want to link. A list of available files opens. 8. Select the file to which you want to link. The file is selected, and the file name appears in the Address box. 9. Select OK. The Insert Hyperlink dialog box closes, and the selected text is formatted as a hyperlink. the student data drive the student data folder Scroll as necessary and click CATALOG Point to the Catalog link. Notice that a ScreenTip displays the path and file name of the link, as well as instructions on how to access it. Hold [Ctrl] and notice that the pointer changes into a pointing hand when you point to the link. LINKING TO A LOCATION IN A PAGE Discussion You can create hyperlinks to specific locations within a document. This option allows the reader to click a link to display a different area of the same document or web page without scrolling, which is particularly useful in longer documents. You can use this option to display a specific location on the same or on a different page. Villanova UNIT Training Page 279

290 Lesson 17 - Using Word HTML Features Word Lvl 2 Creating a link to a heading in a page In a normal Word document, you can also create hyperlinks to bookmarks or text formatted with Heading styles for easy navigation. Procedures 1. Select the text you want to serve as the hyperlink. 2. Select the Insert tab. 3. Select the Hyperlink button in the Links group. 4. Under Link to, select Place in This Document. 5. Expand Headings or Bookmarks to display the heading or bookmark you want to link to. 6. Expand to display subheadings, if necessary. 7. Select the document place, heading, or bookmark you want to appear when the link is clicked. 8. Select OK. Page 280 Villanova UNIT Training

291 Word Lvl 2 Lesson 17 - Using Word HTML Features Step-by-Step Link to a location in a page. 1. Select the text you want to serve as the hyperlink. The text is selected. 2. Select the Insert tab. The Insert tab is displayed. 3. Select the Hyperlink button in the Links group. The Insert Hyperlink dialog box opens. 4. Under Link to, select Place in This Document. The Place in This Document page opens. 5. Expand Headings or Bookmarks to display the heading or bookmark to which you want to link. The document headings or bookmarks appear. 6. Expand to display subheadings, if necessary. The subheadings appear. 7. Select the document place, heading, or bookmark you want to appear when the link is clicked. The place, heading, or bookmark is selected. 8. Select OK. The Insert Hyperlink dialog box closes, and the selected text is formatted as a hyperlink. Drag to select the Company Information text under the Welcome! heading Insert, if necessary Place in This Document Headings, if necessary Worldwide Sporting Goods, if necessary About Us Hold [Ctrl] and click the Company Information hyperlink. Notice that the linked location appears and that the hyperlink changes color to indicate that the link has been visited. Practice the Concept: Select the [Return to Top] text at the bottom of the page. Open the Insert Hyperlink dialog box, and link the text to Top of the Document. Villanova UNIT Training Page 281

292 Lesson 17 - Using Word HTML Features Word Lvl 2 PASTING A LINK Discussion You can paste information from another document or web page as a link. When you paste information as a link, Word stores a path to the original (source) information. As long as the link is maintained, the pasted information will be updated whenever the source information changes. This feature is useful when you want to maintain one document as a source and use it as a reference in various other documents. An OLE (object linking and embedding) linked bookmark is automatically created to store information pasted as a link. Any text within the bookmark brackets will be updated whenever the source information changes. Pasting text as a link You can view bookmark brackets by selecting the Office button, and the Advanced option, then scrolling to the Show document content area. Select the Show bookmarks option. When you open a document that contains pasted links, a Microsoft Office Word message box opens, asking if you want to update the links. Page 282 Villanova UNIT Training

293 Word Lvl 2 Lesson 17 - Using Word HTML Features If you move a document to which another document is linked, Word will no longer be able to find it and, as a result, will no longer be able to update the linked information. Procedures 1. Select the text you want to paste. 2. Select the Copy button in the Clipboard group on the Home tab to copy the text. 3. Switch to the document you want to view. 4. Position the insertion point where you want to paste the text. 5. Select the Home tab, if necessary. 6. Select the lower part of the Paste button in the Clipboard group. 7. Select the Paste Special option. 8. Select the Paste link option. 9. Select the desired format from the As list. 10. Select OK. 11. the Paste Options button. 12. Select the desired paste option. Step-by-Step From the Student Data directory, open FITEQUIP.DOCX. Paste a link. If necessary, switch to the FITEQUIP.DOCX document, and make sure the Home tab is displayed. 1. Select the text you want to paste. The text is selected. Drag to select all the text of the Life-Fit 805 Treadmill paragraph (but not the paragraph mark) Villanova UNIT Training Page 283

294 Lesson 17 - Using Word HTML Features Word Lvl 2 2. Select the Copy button in the Clipboard group to copy the text. The text is copied to the Office Clipboard. 3. Switch to the document you want to view. The document is activated. 4. Position the insertion point where you want to paste the text. The insertion point moves to the new location. 5. Select the Home tab, if necessary. The Home tab is displayed. 6. Select the lower part of the Paste button in the Clipboard group. The Paste menu opens. 7. Select the Paste Special option. The Paste Special dialog box opens. the WSGHOME... button in the taskbar below the We specialize... paragraph under Products & Services Home, if necessary Paste Special Select the Paste link option. The Paste link option is selected. Paste link 9. Select the desired format from the As list. The format is selected. 10. Select OK. The Paste Special dialog box closes, and the copied text is inserted into the document. 11. the Paste Options button. A list of available paste options is displayed. 12. Select the desired paste option. The pasted text is formatted accordingly. HTML Format, if necessary Match Destination Formatting Page 284 Villanova UNIT Training

295 Word Lvl 2 Lesson 17 - Using Word HTML Features UPDATING A LINK Discussion Once you have pasted information from another document or web page as a link, you may want to manually update your links to make sure the most recent edits are visible. The links in the document will automatically update every time the document is opened, however, unless the default settings have been changed. To view or change the settings, select the Office button, the Word Options button, and the Advanced option, then scroll down to the General area. Make sure the Update automatic links at open option is selected (this is the default setting). You will also want to make sure that links are updated before printing, so that you know you are printing the most recent information. While you are in Word Options, select the Display option. In the Printing options area, select the Update linked data before printing option. This is a system option that applies to all documents that are printed, not just the current document. You can use the Links dialog box to update, open, change, or break the source of a link. The Links dialog box also allows you to control the automatic updating of each link. You can open the Links dialog box by right-clicking on the link, then selecting the Linked Document Object option on the shortcut menu, and the Links option on the submenu. If you move a document to which another document is linked, Word will no longer be able to find it and, as a result, will no longer be able to update the linked information. Procedures 1. Right-click the link you want to update. 2. Select the Update Link option from the shortcut menu. Villanova UNIT Training Page 285

296 Lesson 17 - Using Word HTML Features Word Lvl 2 Step-by-Step Update a link. Switch to the FITEQUIP.DOCX document. Change the suggested retail price in the Life-Fit 805 Treadmill paragraph from $ to $169.95, then save and close the document. 1. Right-click the link you want to update. The link is selected and a shortcut menu opens. 2. Select the Update Link option from the shortcut menu. The link is updated with the new information. Right-click the Life-Fit 805 Treadmill paragraph (but not where there are green underlines indicating grammar errors) Update Link BROWSING LINKED PAGES AND LOCATIONS Discussion Word can be used as a basic web browser. You can load and view web pages, as well as use hyperlinks to browse to web sites and other pages. You can use the Location box in the Document Information Panel to enter URLs, so you can jump to specific web pages. You can also customize the Quick Access Toolbar to include browser-style Back and Forward navigational buttons. The browsing functionality within Word is, however, limited. It can be very useful to view and edit your local documents and web pages in Word, but it is probably wiser to use Microsoft Internet Explorer for any prolonged web browsing. To open the Document Information Panel, select the Office button, then point to the Prepare option. Select the Properties option. You can also use Word to open any web page in a browser. Once you have selected the web page in the Open dialog box, select the right-hand part of the Open button, then select the Open in Browser option. Page 286 Villanova UNIT Training

297 Word Lvl 2 Lesson 17 - Using Word HTML Features Procedures 1. To display a linked page or location, hold [Ctrl] and click the link. 2. Continue browsing, using the browser toolbars. Step-by-Step Browse linked pages and locations. 1. To display a linked page or location, hold [Ctrl] and click the link. The linked page or location opens in your default browser. 2. Continue browsing, using the browser toolbars. The selected web pages display. Scroll as necessary, hold [Ctrl], and click the On- Line WSG Catalog link the Back button on the browser toolbar Notice that, when you clicked the Back button, the browser window closed, and you returned to the original document in Word. EDITING A HYPERLINK Discussion You can use Word to edit a hyperlink to an HTML document. You should edit a link if the address of a linked web page changes or if the file name or location of a linked document changes. The Edit Hyperlink dialog box provides the same options as the Insert Hyperlink dialog box. Villanova UNIT Training Page 287

298 Lesson 17 - Using Word HTML Features Word Lvl 2 Procedures 1. Right-click the hyperlink you want to edit. 2. Select the Edit Hyperlink option. 3. Make changes as desired, and select the OK button, if necessary. Step-by-Step Edit a hyperlink. If necessary, scroll to the top of the document. 1. Right-click the hyperlink you want to edit. The shortcut menu opens. 2. Select the Edit Hyperlink option. The Edit Hyperlink dialog box opens. 3. Make changes as desired, and select the OK button, if necessary. The changes are made. The Edit Hyperlink dialog box closes either automatically or after OK is selected. Right-click Company Information Edit Hyperlink... Remove Link Notice that the text no longer displays a hyperlink format. Save the HTML file as WSGHOME1. Close WSGHOME.HTM. MODIFYING HTML FILES Discussion After a document has been posted to the Web, it is still possible to modify it and make revisions. Document changes can be made in the original application without losing any formatting. After changes have been saved, you can re-open the HTML document in the browser to view the changes. Page 288 Villanova UNIT Training

299 Word Lvl 2 Lesson 17 - Using Word HTML Features If you are making multiple changes, it may be helpful to open the HTML document simultaneously in your browser and in Word. When you refresh the browser window, you can view the changes saved in the Word window. If you are using Internet Explorer as your browser, you can select the Page button, then the Edit with Microsoft Office Word option, to open and edit the source file (or a copy of the source file) in Word. If the Edit with... option is not associated with Word, you can use the Edit with... list to select the application you want to use. When locating a HTML document through the Open dialog box, you can search using the following file types: All Files, All Word Documents, or Web Pages and Web Archives. You may need to upload your revised HTML document to your web server to repost it. Procedures 1. Select the Office button. 2. Select the Open option. 3. Select the File type list. 4. Select All Word Documents as the file type, if necessary. 5. Select the drive containing the file you want to open. 6. Select the folder containing the file you want to open. 7. Select the file you want to open. 8. Select the right-hand part of the Open button. 9. Select the Open in Browser option. 10. If a Microsoft Office Word warning box opens, select Yes. 11. If another warning message appears, close the message, and view the document in the browser. 12. Switch back to the Word window. 13. Make the desired changes to the HTML document in Word. Villanova UNIT Training Page 289

300 Lesson 17 - Using Word HTML Features Word Lvl Save the changes to the HTML document. 15. Switch back to the browser window. 16. the browser Refresh button to reload the HTML document. Step-by-Step Modify and review an HTML document. Make sure you still have WSGHOME1 open in Word. We are going to open it in a browser window as well, then edit it in Word, and view the results in the browser. It is perfectly acceptable to have the same document open in both Word and Internet Explorer. The browser will display the latest saved version of the file. 1. Select the Office button. The Office menu opens. 2. Select the Open option. The Open dialog box opens. 3. Select the File type list. A list of file type options opens. 4. Select All Word Documents as the file type, if necessary. All available Word documents are displayed. 5. Select the drive containing the file you want to open. A list of available folders and files opens. 6. Select the folder containing the file you want to open. A list of available files opens. 7. Select the file you want to open. The file is selected, and the file name appears in the File name box. 8. Select the right-hand part of the Open button. The Open menu opens. Open the File type list All Word Documents, if necessary the student data drive the student data folder Scroll as necessary and click WSGHOME1 Open Page 290 Villanova UNIT Training

301 Word Lvl 2 Lesson 17 - Using Word HTML Features 9. Select the Open in Browser option. A Microsoft Office Word warning box opens, telling you to only use hyperlinks from trusted sources. 10. Select Yes. The Microsoft Office Word warning box and the Open dialog box close, and the HTML document opens in your default browser. 11. If another warning message appears, close the message. The HTML document can now be viewed. 12. Switch back to the Word window. The HTML document is displayed in Word. 13. Make the desired changes to the HTML document in Word. The changes are made. 14. Save the changes to the HTML document. The changes are saved. 15. Switch back to the browser window. The HTML document is displayed in the browser window. 16. the browser Refresh button to reload the HTML document. The HTML document reloads, and the changes to the web page appear. Open in Browser Yes Close, if necessary the WSGHOME1 button in the taskbar Follow the instructions shown below the table before continuing on to the next step in the Quick Access Toolbar the WSG Home Page button in the taskbar the browser Refresh button in the blank line above the Welcome! heading, and use the Borders button in the Paragraph group on the Home tab to insert a Bottom Border. Return to the table and continue on to the next step (step 14). Practice the Concept: the On-Line WSG Catalog hyperlink in your browser window. Scroll through the catalog. Use the Back button to return to the WSG Home Page. Close the browser. Close WSGHOME1.HTM. Villanova UNIT Training Page 291

302 Lesson 17 - Using Word HTML Features Word Lvl 2 EXERCISE USING WORD HTML FEATURES Task Use Word HTML features. 1. Open NEWSLETT.DOCX 2. Save NEWSLETT.DOCX as an HTML file named UPDATE to the student data folder. 3. At the end of the first bulleted item, type the following URL: 4. Link the text WSG On-Line Catalog in the second bulleted item to the CATALGEX.HTML file in the student data folder. 5. Link the customer reactions text in the third bulleted item to the Customer Reaction heading in the current document. 6. At the end of the fourth bulleted item, enter the following address: marketing@wwsgoods.com. 7. Remove the hyperlink from the WSG Web Site text in the first heading. 8. Press [Ctrl] and click the WSG On-Line Catalog link to open the catalog. Review the web page and then close the browser. 9. Press [Ctrl] and click the customer reactions link to view the linked text. 10. Open CATALGEX.HTML in Word. 11. At the bottom of the page, make the text [Return to Newsletter] a link that displays the UPDATE.HTML document. 12. Copy the * Member - IAA * text and paste it as a link below the Dealer Update Newsletter text at the top of the UPDATE.HTML document. 13. Switch to the CATALGEX.HTML document. Expand the * Member - IAA * text to * Member - International Athletic Association *. 14. Switch back to the UPDATE.HTML document and update the link. Notice that the linked text changes to reflect the change in the CATALGEX.HTML document. Page 292 Villanova UNIT Training

303 Word Lvl 2 Lesson 17 - Using Word HTML Features 15. Save and close both UPDATE.HTML and CATALGEX.HTML. 16. Open UPDATE.HTML in your browser. the WSG On-Line Catalog link. Then use the [Return to Newsletter] link to return to the UPDATE.HTML page. 17. Close your browser window. Villanova UNIT Training Page 293

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305 LESSON 18 - WORKING WITH COMMENTS AND REVISIONS In this lesson, you will learn how to: Enable Change Tracking Set Change Tracking options Disable Change Tracking Insert comments Manage comments View and navigate comments Enable Balloon options Select options for Show Markup Display the Reviewing Pane Compare documents Combine multiple revisions Review tracked changes Accept/Reject all changes Print markup

306 Lesson 18 - Working with Comments and Revisions Word Lvl 2 ENABLING CHANGE TRACKING Discussion If a document is reviewed, revised, or edited by you or others, you can use revision marks to track changes made by the various reviewers. The Track Changes feature uses various formats to display the changes made to a document, and each reviewer s changes appear in a different color. You can hide the revision marks in a document so that you do not see them on the screen or in the printed document. Although the marks are hidden, they are still stored in the document and you can view or print them at any time. Enabling Change Tracking In previous versions of Word you could also double-click TRK on the status bar to enable or disable change tracking. In Word 2007 the TRK indicator has been removed. However, you can choose to display an indicator, if desired. Right-click the status bar and select Track Changes from the Customize Status Bar menu; the Track Changes indicator is displayed on the status bar. the indicator to turn Track Changes on or off. Page 296 Villanova UNIT Training

307 Word Lvl 2 Lesson 18 - Working with Comments and Revisions Procedures 1. Select the Review tab on the Ribbon. 2. Select the top part of the Track Changes button in the Tracking group. Step-by-Step From the Student Data directory, open TRACK1.DOCX. Enabling change tracking. 1. Select the Review tab on the Ribbon. The Review tab is displayed. 2. Select the top part of the Track Changes button in the Tracking group. The button changes color and change tracking is enabled. Review SETTING CHANGE TRACKING OPTIONS Discussion By default, Word 2007 underlines inserted text, strikes through deleted text and automatically assigns a different color to the revisions made by each author. Text that has been moved is shown in two ways. At the location it was moved from, the text is shown in green and struck through with a double line. At the location it was moved to, it is again shown in green but with a double underline. Changes to cells in tables are highlighted with different background colors for the cells. Vertical lines appear along the outside border (i.e. left margin for left-hand pages and right margin for right-hand pages) to indicate where changes have been made. For comments added by reviewers and for formatting changes, Word 2007 also displays balloons in the right margin with lines connecting to the document text in Print Layout, Web Layout and Full Screen Reading views. Villanova UNIT Training Page 297

308 Lesson 18 - Working with Comments and Revisions Word Lvl 2 The Track Changes Options let you change the way that Word 2007 marks revisions by selecting different options to indicate text and formatting changes. You can also choose whether balloons should be displayed for all revisions or not at all. Track Changes options Although you can manually select from 16 different colors to indicate changes, if the By author option is selected, Word 2007 only uses eight different colors to identify the authors. If there are more than eight authors, it cycles through the same colors again to identify the additional authors. Some changes to tables are too complex to be tracked. In these situations, Word 2007 displays a message warning that the change will not be tracked. You are given the option of continuing or canceling the action. Page 298 Villanova UNIT Training

309 Word Lvl 2 Lesson 18 - Working with Comments and Revisions Procedures 1. Select the Review tab on the Ribbon. 2. Select the bottom part of the Track Changes button in the Tracking group. 3. Select Change Tracking Options from the menu. 4. Select the desired options. 5. Select OK. Step-by-Step Set change tracking options. If necessary, switch to Print Layout view and activate change tracking. 1. Select the Review tab on the Ribbon. The Review tab is displayed. 2. Select the bottom part of the Track Changes button in the Tracking group. The Track Changes menu opens. 3. Select Change Tracking Options from the menu. The Track Changes Options dialog box opens. 4. Select the desired options. The options are selected. 5. Select OK. The Track Changes Options dialog box closes. Review Change Tracking Options Follow the instructions shown below the table before continuing on to the next step Select Double underline from the Insertions list in the Markup section. Select the Color list to the right of the Changed lines option and click Blue. Return to the table and continue on to the next step (step 5). Villanova UNIT Training Page 299

310 Lesson 18 - Working with Comments and Revisions Word Lvl 2 Practice the Concept: In the first paragraph on page 1, type the word fitness between the words finest and equipment. Select the heading Sporting Equipment and turn off the underline. At the end of the first paragraph under the Sporting Equipment heading, select the sentence All equipment comes with a one year limited warranty. and drag it to the end of the third paragraph. At the end of the second paragraph under the Sporting Equipment heading, delete the text our customer and the preceding comma and space. In the third paragraph under the Sporting Equipment heading, add the text and exercise between the words fitness and equipment. Notice the formatting of the revisions and the change lines in the left margin. Notice also that the formatting change appears in a balloon in the Markup Area to the right of the document. Hover the mouse pointer over each of the revisions in turn until a bubble appears and notice the additional information about the change that is displayed. Select the bottom part of the Track Changes button in the Tracking group and choose Change Tracking Options from the menu that appears. Select Always from the Use Balloons (Print and Web Layout) list in the Balloons section, then click OK. Notice that the deletion now appears in a balloon in the Markup Area instead of being struck through in the text. Notice also that the text that was moved no longer appears as green text with a double underline in its original location but is displayed in a balloon headed Moved down [1] in the Markup Area. the Go button in the right-hand corner of the Moved down [1] balloon (you may need to scroll the document to see this button). Notice that the new location of the text is highlighted. DISABLING CHANGE TRACKING Discussion You can disable change tracking so that you can work in a document without inserting revision marks. When change tracking is disabled, the Track Changes button on the Review tab is not highlighted and if you have customized the status bar to show the Track Changes option, the status bar displays Track Changes: Off. Page 300 Villanova UNIT Training

311 Word Lvl 2 Lesson 18 - Working with Comments and Revisions Disabling Change tracking If you have customized the status bar to show the Track Changes indicator, you can also disable change tracking by clicking the Track Changes: On indicator in the status bar. Procedures 1. Select the Review tab on the Ribbon. 2. Select the top part of the Track Changes button in the Tracking group. Step-by-Step Disable change tracking. 1. Select the Review tab on the Ribbon. The Review tab is displayed. Review Villanova UNIT Training Page 301

312 Lesson 18 - Working with Comments and Revisions Word Lvl 2 2. Select the top part of the Track Changes button in the Tracking group. The button changes color and change tracking is disabled. If you have customized the status bar to show the Track Changes indicator, the indicator changes to Track Changes: Off. Close TRACK1.DOCX. INSERTING COMMENTS Discussion When developing a document, you may want others to review it without making changes to the text. Reviewers can add comments to a document, instead of making changes in it. Before you insert a comment into a document, you can select text to which you want to attach it, or you can simply position the insertion point in the text. After you have inserted a comment, red brackets (called comment marks) appear around the selected text, indicating that a comment has been inserted. If you did not select any text, the word nearest to the insertion point is automatically selected and the comment marks appear around the selected word. In Print Layout, Web Layout and Full Screen Reading view, comments appear in colored balloons in the Markup Area at the right side of the page. Each reviewer is assigned a different color and the initials of the reviewer are displayed in each balloon. Page 302 Villanova UNIT Training

313 Word Lvl 2 Lesson 18 - Working with Comments and Revisions Inserting a comment In Outline and Draft view, comment balloons do not appear but the comment marks and colors are displayed in the text together with the reviewer s initials. To read the comment, point to text within comment marks; a ScreenTip displays the reviewer s name and the comment, together with the date and time the comment was created. You can hide or display markup balloons using the Show Markup button in the Tracking group on the Review tab. Procedures 1. Select the text to which you want to attach a comment. 2. Select the Review tab. 3. Select the New Comment button in the Comments group. 4. Enter the desired comment. 5. anywhere outside the markup balloon. Villanova UNIT Training Page 303

314 Lesson 18 - Working with Comments and Revisions Word Lvl 2 Step-by-Step From the Student Data directory, open COMMENT.DOCX. Insert a comment. If necessary, switch to Print Layout view (select this from the Document Views group on the View tab). 1. Select the text to which you want to attach a comment. The text is selected. 2. Select the Review tab. The Review tab is displayed. 3. Select the New Comment button in the Comments group. A new balloon appears in the Markup Area and comment marks surround the selected text. 4. Enter the desired comment. The comment text appears in the markup balloon. 5. anywhere outside the markup balloon. The insertion point appears in the document text. Drag to select the third paragraph under the Sporting Equipment heading Review Type Include more about our exercise equipment offerings anywhere outside the markup balloon Practice the Concept: Select the View menu and click the Draft button in the Document Views group. Notice the reviewer s initials that are displayed beside each comment mark. Hover the mouse pointer between any of the comment marks and observe the ScreenTip that displays the comment. the Print Layout button in the Document Views group to return to Print Layout view. MANAGING COMMENTS Discussion If a document contains comments made by several different reviewers, you can view all the markup balloons, or only the balloons of selected reviewers, identified by their user names. Word 2007 derives the user s name from the User Name field in the Popular section of the Word Options dialog box. Page 304 Villanova UNIT Training

315 Word Lvl 2 Lesson 18 - Working with Comments and Revisions Managing comments By default, Word 2007 displays the comments of all reviewers. If All Reviewers is selected in the Reviewers list, deselecting it hides all comments. You can also hide all comments by clicking the Show Markup button and deselecting Comments. Procedures 1. Select the Review tab. 2. Select the Show Markup button in the Tracking group. 3. Point to Reviewers. 4. Select or deselect the reviewer whose comments you want to view or hide, respectively, or select All Reviewers. Villanova UNIT Training Page 305

316 Lesson 18 - Working with Comments and Revisions Word Lvl 2 Step-by-Step View comments in a document. If necessary, switch to Print Layout view (select this from the Document Views group on the View tab) and go to the top of the document. 1. Select the Review tab. The Review tab is displayed. 2. Select the Show Markup button in the Tracking group. A list of available options is displayed. 3. Point to Reviewers. A list of all document reviewers is displayed. 4. Select or deselect the reviewer whose comments you want to view or hide, respectively, or select All Reviewers. The comments of the selected reviewers or those of all reviewers appear or are hidden accordingly. Review Point to Reviewers Linda Mullen to deselect it Practice the Concept: Select Kirk Johnson from the Reviewers list to deselect it. Select All Reviewers from the Reviewers list. VIEWING AND NAVIGATING COMMENTS Discussion You can use the Review tab to navigate and delete comments. This is particularly useful in large documents to which several reviewers have added comments. You can quickly step from one comment to the next and delete comments you no longer need. You can also choose to display and navigate only the comments from selected reviewers, which makes it easy to review the comments from one reviewer at a time, if required. Word 2007 steps through comments beginning from the position of the insertion point, so it is generally best to move to the top of the document before beginning your review. However, if you have already reviewed part of the document, this means it is also easy to continue from where you left off previously. Page 306 Villanova UNIT Training

317 Word Lvl 2 Lesson 18 - Working with Comments and Revisions Viewing and navigating comments You can cut or copy text from a comment balloon and paste it directly into the document. You can also delete a comment by right-clicking the comment balloon and selecting Delete Comment. If comments from only some reviewers are displayed, you can delete all their comments by clicking the arrow on the righthand part of the Delete button in the Comments group and choosing Delete All Comments Shown. (This option is not available if the All Reviewers option on the Show Markup button is selected.) You can delete all comments (whether displayed or not) by clicking the arrow on the right-hand part of the Delete button in the Comments group and choosing Delete All Comments in Document. Balloons can be enabled or disabled using the Balloons button in the Tracking group on the Review tab. Villanova UNIT Training Page 307

318 Lesson 18 - Working with Comments and Revisions Word Lvl 2 Procedures 1. Position the insertion point where you want to begin reviewing comments. 2. Select the Review tab. 3. Select the Show Markup button in the Tracking group. 4. Point to Reviewers. 5. Select or deselect reviewers, as necessary, until only the reviewers whose comments you want to review are selected (you may have to repeat steps 3-5 several times). 6. Select the Next button in the Comments group. 7. To delete the currently selected comment, if desired, select the lefthand part of the Delete button in the Comments group. 8. Repeat steps 6 and (optionally) 7 to review further comments. 9. To return to a previous comment, select the Previous button in the Comments group. Step-by-Step Manage comments in a document. If necessary, switch to Print Layout view (select this from the Document Views group on the View tab). 1. Position the insertion point where you want to begin reviewing comments. The insertion point moves to the selected position. 2. Select the Review tab. The Review tab is displayed. 3. Select the Show Markup button in the Tracking group. A list of available options opens. 4. Point to Reviewers. A list of all document reviewers opens. Press [Ctrl+Home] Review Point to Reviewers Page 308 Villanova UNIT Training

319 Word Lvl 2 Lesson 18 - Working with Comments and Revisions 5. Select or deselect reviewers, as necessary, until only the reviewers whose comments you want to review are selected (you may have to repeat steps 3-5 several times). The comments of the selected or deselected reviewers appear or are hidden accordingly. 6. Select the Next button in the Comments group. The insertion point moves to the next visible comment. 7. To delete the currently selected comment, if desired, select the lefthand part of the Delete button in the Comments group. The comment is deleted. Kirk Johnson to deselect it 8. Repeat steps 6 and (optionally) 7 to review further comments. The insertion point moves to the next visible comment. 9. To return to a previous comment, select the Previous button in the Comments group. The insertion point moves to the previous comment. twice Practice the Concept: Use the zoom slider to change the zoom to 150%. In the first balloon, delete the words photos or. Then, return the zoom to 100%. Close COMMENT.DOCX. ENABLING BALLOON OPTIONS Discussion By default, Word 2007 shows only comments and formatting changes in balloons. You can change this setting to also include revisions in balloons or not to use balloons and show all revisions directly in the text. Villanova UNIT Training Page 309

320 Lesson 18 - Working with Comments and Revisions Word Lvl 2 Enabling Balloon options You can also change Balloon options by clicking the lower part of the Track Changes button and selecting Change Tracking Options from the menu that appears. Procedures 1. Select the Review tab. 2. Select the Balloons button in the Tracking group. 3. Select the required option. 4. Select the bottom part of the Track Changes button in the Tracking group. 5. Select Change Tracking Options. 6. Select the desired options in the Balloons section of the dialog box. 7. Select the OK button. Page 310 Villanova UNIT Training

321 Word Lvl 2 Lesson 18 - Working with Comments and Revisions Step-by-Step From the Student Data directory, open TRACK2.DOCX. Enable Balloon options. If necessary, switch to Print Layout view (select this from the Document Views group on the View tab). 1. Select the Review tab. The Review tab is displayed. 2. Select the Balloons button in the Tracking group. The Balloons menu opens. 3. Select the required option. The selected option is applied. 4. Select the bottom part of the Track Changes button in the Tracking group. The Track Changes menu opens. 5. Select Change Tracking Options. The Track Changes Options dialog box opens. 6. Select the desired options in the Balloons section of the dialog box. The desired options are selected. 7. Select the OK button. The Track Changes Options dialog box closes. Review Show Revisions in Balloons Change Tracking Options the Preferred width spin box to change the value to I inch Practice the Concept: the Balloons button and select Show All Revisions Inline. Hover the mouse pointer over each revision in turn and notice the ScreenTip that appears. Notice the vertical line to the left of the Sporting Equipment heading; this indicates that, as well as the comment, there is a revision for this line. Hover the mouse pointer over the word Sporting to see the ScreenTip for the formatting revision. the Balloons button and select Show Revisions in Balloons. If necessary, scroll the document to the right to see the complete balloons. Notice the Go buttons in the balloons for the Moved text. the Go button in the Moved down [1] balloon. Notice that Word 2007 highlights the location to which the text was moved. Villanova UNIT Training Page 311

322 Lesson 18 - Working with Comments and Revisions Word Lvl 2 SELECTING OPTIONS FOR SHOW MARKUP Discussion You can choose what kind of markup to display in the document. You can hide or show insertions and deletions, comments, formatting changes and other kinds of markup such as handwritten and voice comments when using a Tablet PC. Selecting options for Show Markup You can also use the Show Markup button to display or hide all markup for a reviewer. the Show Markup button and point to Reviewers in the menu that appears; a submenu listing the names of reviewers is displayed. Select or deselect a reviewer s name to show or hide all markup for that reviewer. Word 2007 automatically redisplays all markup when reopening a document that was saved and closed with hidden markup. Page 312 Villanova UNIT Training

323 Word Lvl 2 Lesson 18 - Working with Comments and Revisions When you hide markup entries they are not removed from the document. If you send a document containing hidden markup to someone else, the hidden entries will redisplay automatically when the document is opened. Always use the Document Inspector to check your documents for hidden data before sending. Procedures 1. Select the Review tab. 2. Select the Show Markup button in the Tracking group. 3. Select or deselect the desired option. Step-by-Step Select options for Show Markup. If necessary, switch to Print Layout view (select this from the Document Views group on the View tab). 1. Select the Review tab. The Review tab is displayed. 2. Select the Show Markup button in the Tracking group. A menu of options opens. 3. Select or deselect the desired option. The chosen markup entries are displayed or hidden accordingly. Review Comments Practice the Concept: the Show Markup button in the Tracking group and select Comments to redisplay the hidden comments. the Show Markup button and point to Reviewers in the menu to display a list of reviewers. Deselect Wendy James. Notice that all types of markup created by Wendy James are hidden (comments, insertions and deletions and formatting changes). Villanova UNIT Training Page 313

324 Lesson 18 - Working with Comments and Revisions Word Lvl 2 Redisplay the markup for Wendy James. DISPLAYING THE REVIEWING PANE Discussion The Reviewing Pane provides another way to view the markup in a document. The currently visible revisions (tracked changes and comments) appear as a list in a separate window which you can display below or to the left of the document. The title bar of the Reviewing Pane displays a Summary showing the total number of visible revisions. If you have used the Show Markup button to hide some types of revision, the summary indicates that you are viewing a filtered list. A detailed summary of the visible revisions displays below the title bar and shows how many Insertions, Deletions, Moves, Formatting changes and Comments are visible. You can hide the detailed summary, if desired. The list of revisions is divided into sections. The first section shows Main document changes and comments and the following sections show Header and footer changes, Text box changes, Header and footer text box changes, Footnote changes and Endnote changes, respectively. You can edit Comments in the Reviewing Pane and you can continue working in the document with the Reviewing Pane open. Displaying the Reviewing Pane Page 314 Villanova UNIT Training

325 Word Lvl 2 Lesson 18 - Working with Comments and Revisions If there is a lot of markup on a page, comments from a reviewer may be too long to fit into a comment balloon. In this situation, the Reviewing Pane automatically appears to display the excess text. The Reviewing Pane is also used to display inserted or deleted graphics. You can cut or copy text from the Reviewing Pane and paste it directly into the document. Procedures 1. Select the Review tab. 2. Select the left-hand part of the Reviewing Pane button in the Tracking group. 3. Select the Hide Detailed Summary button on the right-hand side of the Reviewing Pane title bar. 4. Select the Show Detailed Summary button on the right-hand side of the Reviewing Pane title bar. Step-by-Step Display the Reviewing Pane. If necessary, switch to Print Layout view (select this from the Document Views group on the View tab). 1. Select the Review tab. The Review tab is displayed. 2. Select the left-hand part of the Reviewing Pane button in the Tracking group. The Reviewing Pane opens. Review Villanova UNIT Training Page 315

326 Lesson 18 - Working with Comments and Revisions Word Lvl 2 3. Select the Hide Detailed Summary button on the right-hand side of the Reviewing Pane title bar. The detailed summary is hidden from view. 4. Select the Show Detailed Summary button on the right-hand side of the Reviewing Pane title bar. The detailed summary is redisplayed. Practice the Concept: Scroll the list of revisions. Double-click the first colored bar with Linda Mullen s name. Notice that Word selects the corresponding markup entry in the document. the arrow on the right-hand part of the Reviewing Pane button in the Tracking group and select Reviewing Pane Horizontal. the arrow on the right-hand part of the Reviewing Pane button in the Tracking group and select Reviewing Pane Vertical. the left-hand part of the Reviewing Pane button in the Tracking group to hide the Reviewing Pane. Close TRACK2.DOCX. COMPARING DOCUMENTS Discussion You can easily compare two versions of a document (the Original Document and a Revised Document). Word 2007 compares the two documents and displays the result in a Compared Document pane. The Compared Document shows the text of the Original Document with the differences found in the Revised Document marked as tracked changes. You can then review the changes and decide what to keep and what to reject. This is known as the Legal Blackline method of comparing. You can choose which types of changes you want to compare and you can select whether to display the changes in the original, the revised or a new document. Page 316 Villanova UNIT Training

327 Word Lvl 2 Lesson 18 - Working with Comments and Revisions Comparing documents If you want to compare changes from a number of reviewers, do not use the Legal Blackline method. Use Combine revisions from multiple authors instead. By default, the tracked changes are labeled with the name of the last person to save changes in the Revised Document. You can change the label assigned to the tracked changes by editing the automatic entry in the Label changes with text box in the Compare Documents dialog box. By default, the vertical Reviewing Pane opens to the left of the Compared Document pane. You can use the left-hand part of the Reviewing Pane button to hide or display the Reviewing Pane. You can use the arrow on the right-hand part of the Reviewing Pane button to switch between the horizontal and vertical Reviewing Pane. By default, both the Original Document and the Revised Document (the Source Documents) display in separate panes to the right of the Compared Document pane. You can use the Show Source Documents button to hide or display either document. Villanova UNIT Training Page 317

328 Lesson 18 - Working with Comments and Revisions Word Lvl 2 If either of the documents you are comparing already contain tracked changes, Word 2007 displays a message box warning that, if you proceed, the existing tracked changes will be marked as accepted and asking whether you wish to continue. The options available in the extended dialog box that is displayed when you click the More button in the Compare Documents dialog box are shared with the Combine Documents feature. Changes to the options in either the Compare Documents or Combine Documents dialog box will become the new default settings for both Compare Documents and Combine Documents. Always check the options when comparing or combining documents. Procedures 1. Select the Review tab. 2. Select the Compare button in the Compare group. 3. Select Compare from the menu. 4. Select the Browse for Original button to the right of the Original document box. 5. Open the folder where the file you want to merge is stored. 6. Select the original document. 7. Select the Browse for Revised button to the right of the Revised document box. 8. Select the revised version of the document. 9. Select the More button in the Compare Documents dialog box. 10. Select the desired settings in the expanded dialog box. 11. Select the OK button. 12. Select the Office button. 13. Select the Save As option. Page 318 Villanova UNIT Training

329 Word Lvl 2 Lesson 18 - Working with Comments and Revisions 14. Enter the desired filename for the new Compared Document. 15. Select the Save button. Step-by-Step Compare two documents. If necessary, close any open documents (including blank documents, but keep Word open). 1. Select the Review tab. The Review tab is displayed. 2. Select the Compare button in the Compare group. The Compare menu opens. 3. Select Compare from the menu. The Compare Documents dialog box opens. 4. Select the Browse for Original button to the right of the Original document box. The Open dialog box opens. 5. Open the folder where the file you want to merge is stored. A list of available folders and files opens. 6. Select the original document. The filename is displayed in the Original document box. 7. Select the Browse for Revised button to the right of the Revised document box. The Open dialog box opens. Review the Compare option in the menu beside the Original document box Double-click to open the student data folder Double-click REV_1.DOCX beside the Revised document box Villanova UNIT Training Page 319

330 Lesson 18 - Working with Comments and Revisions Word Lvl 2 8. Select the revised version of the document. The filename is displayed in the Revised document box and the name of the last person who saved changes in the Revised document is displayed in the Label changes with box. 9. Select the More button in the Compare Documents dialog box. The dialog box expands to display more options. 10. Select the desired settings in the expanded dialog box. The desired settings are selected and become the new default settings for comparing documents. 11. Select the OK button. The documents are compared and a new version of the document with the differences marked as tracked changes is displayed in the Compared Document pane. The Vertical Reviewing Pane is displayed to the left of the Compared Document pane. The Original Document and Revised Document are displayed in two more panes to the right of the Compared Document pane. 12. Select the Office button. The Office menu opens. 13. Select the Save As option. The Save As dialog box opens. 14. Enter the desired filename for the new Compared Document. The filename is displayed in the File name box. 15. Select the Save button. The file is saved. Double-click REV_EK.DOCX Follow the instructions shown below the table before continuing on to the next step Type COMPARE1 In the Comparison settings section of the dialog box, ensure that all the options are selected. In the Show changes section, select Word level and New document. Return to the table and continue on to the next step (step 11). Page 320 Villanova UNIT Training

331 Word Lvl 2 Lesson 18 - Working with Comments and Revisions Practice the Concept: Double-click the first Inserted heading in the Reviewing Pane. Notice that the Compared Document pane scrolls to the appropriate line and the insertion point appears at the beginning of the marked text. Notice also that the Original Document and Revised Document panes similarly scroll to the appropriate line. Notice that additional text from the Revised Document is marked as an insertion in the Compared Document pane and text that was deleted or overtyped in the Revised Document is marked as a deletion in the Compared Document pane. Close COMPARE1.DOCX. COMBINING MULTIPLE REVISIONS Discussion You can compare multiple versions of a document and decide which changes you want to keep. If you create several drafts of the same document or ask several people to review a document you can compare the differences by combining the documents. Combining documents is similar to comparing documents using the Legal Blackline method but with one major difference. You begin by combining the Original Document and the first Revised Document. Word 2007 displays the result in a Combined Document pane. The Combined Document shows the text of the Original Document with the differences found in the Revised Document marked as tracked changes. The difference between this and the Legal Blackline method is that, if either the Original Document or the Revised Document already contained tracked changes, they are carried through into the Combined Document so you can see who is responsible for each change. Any untracked changes are attributed to the last person to save the document. You then combine the next Revised Document into the Combined Document. Again the existing tracked changes are retained and any untracked changes are attributed to the last person to save the document. The process is repeated for each Revised Document until all versions have been incorporated into the Combined Document. You can then review all the changes and decide what to keep and what to reject. You can choose which types of changes you want to incorporate into the Combined Document and at each stage you can select whether the changes should be combined into the Original Document, the Revised Document or a new document. Villanova UNIT Training Page 321

332 Lesson 18 - Working with Comments and Revisions Word Lvl 2 The Combine Documents dialog box Tracked changes are incorporated into the Combined Document together with the name of the person who made the changes. Untracked changes are marked by default with the name of the person who last saved the document. When combining multiple documents, at each stage you can change the label assigned to untracked changes by editing the default entry in the Label unmarked changes with text boxes in the Combine Documents dialog box. By default, the vertical Reviewing Pane opens to the left of the Combined Document pane. You can use the left-hand part of the Reviewing Pane button to hide or display the Reviewing Pane. You can use the arrow on the right-hand part of the Reviewing Pane button to switch between the horizontal and vertical Reviewing Pane. By default, both the Original Document and the Revised Document (the Source Documents) display in separate panes to the right of the Combined Document pane. You can use the Show Source Documents button to hide or display either document. Page 322 Villanova UNIT Training

333 Word Lvl 2 Lesson 18 - Working with Comments and Revisions Because of the way formatting changes are displayed, Word 2007 can only store one set of formatting changes at a time. Therefore, when you combine multiple documents, at each stage you may be prompted to decide whether you want to keep the tracked formatting changes already shown in the Original Document or use the formatting from the Revised Document. If you do not need to track formatting changes you can clear the Formatting check box in the Combine Documents dialog box before combining. If you do need to track formatting changes, you should review the tracked formatting changes after combining each Revised Document and accept or reject each formatting change as desired. The options available in the extended dialog box that is displayed when you click the More button in the Combine Documents dialog box are shared with the Compare Documents feature. Changes to the options in either the Combine Documents or Compare Documents dialog box will become the new default settings for both Combine Documents and Compare Documents. Always check the options when combining or comparing documents. Procedures 1. Select the Review tab. 2. Select the Compare button in the Compare group. 3. Select Combine from the menu. 4. Select the Browse for Original button to the right of the Original document box. 5. Open the folder where the file you want to merge is stored. 6. Select the original document. 7. Select the Browse for Revised button to the right of the Revised document box. 8. Select the first revised version of the document. Villanova UNIT Training Page 323

334 Lesson 18 - Working with Comments and Revisions Word Lvl 2 9. Select the More button in the Combine Documents dialog box, if necessary. 10. Select the desired settings in the expanded dialog box. 11. Select the OK button. 12. Select the Compare button in the Compare group. 13. Select Combine from the menu. 14. Select the Browse for Original button to the right of the Original document box. 15. Select the original document. 16. Select the Browse for Revised button to the right of the Revised document box. 17. Select the next revised version of the document. 18. Select the OK button. 19. Repeat steps as many times as required to combine further revised versions of the original document. 20. Select the Office button. 21. Select the Save As option. 22. Enter the desired filename for the combined version of the document. 23. Select the Save button. Step-by-Step Combine multiple documents. If necessary, close any open documents (including blank documents, but keep Word open). 1. Select the Review tab. The Review tab is displayed. Review Page 324 Villanova UNIT Training

335 Word Lvl 2 Lesson 18 - Working with Comments and Revisions 2. Select the Compare button in the Compare group. The Compare menu opens. 3. Select Combine from the menu. The Combine Documents dialog box opens. 4. Select the Browse for Original button to the right of the Original document box. The Open dialog box opens. 5. Open the folder where the file you want to merge is stored. A list of available folders and files opens. 6. Select the original document. The filename is displayed in the Original document box. 7. Select the Browse for Revised button to the right of the Revised document box. The Open dialog box opens. 8. Select the first revised version of the document. The filename is displayed in the Revised document box. 9. Select the More button in the Combine Documents dialog box, if necessary. The dialog box expands to display more options. 10. Select the desired settings in the expanded dialog box. The desired settings are selected and become the new default settings for combining documents. the Combine option in the menu beside the Original document box Double-click to open the student data folder Double-click REV_1.DOCX beside the Revised document box Double-click REV_EK.DOCX Follow the instructions shown below the table before continuing on to the next step Villanova UNIT Training Page 325

336 Lesson 18 - Working with Comments and Revisions Word Lvl Select the OK button. The documents are combined and a new version of the document with the differences marked as tracked changes is displayed in the Combined Document pane. The Vertical Reviewing Pane is displayed to the left of the Combined Document pane and the Original Document and Revised Document are displayed in two more panes to the right of the Combined Document pane. 12. Select the Compare button in the Compare group. The Compare menu opens. 13. Select Combine from the menu. The Combine Documents dialog box opens. 14. Select the Browse for Original button to the right of the Original document box. The Open dialog box opens. 15. Select the original document. The filename is displayed in the Original document box. 16. Select the Browse for Revised button to the right of the Revised document box. The Open dialog box opens. 17. Select the next revised version of the document. The filename is displayed in the Revised document box. the Combine option in the menu beside the Original document box Double-click REV_1.DOCX beside the Revised document box Double-click REV_TJ.DOCX Page 326 Villanova UNIT Training

337 Word Lvl 2 Lesson 18 - Working with Comments and Revisions 18. Select the OK button. The documents are combined and the differences found in the Revised Document are added to the tracked changes already displayed in the Combined Document pane. The Vertical Reviewing Pane remains displayed on the left. The Original Document pane now displays the previous combined version of the document and the Revised Document pane displays the Revised Document you have just combined. 19. Repeat steps as many times as required to combine further revised versions of the original document. The revisions from the additional documents are incorporated into the Combined Document. 20. Select the Office button. The Office menu opens. 21. Select the Save As option. The Save As dialog box opens. 22. Enter the desired filename for the combined version of the document. The filename is displayed in the File name box. 23. Select the Save button. The file is saved. Follow the instructions shown below the table before continuing on to the next step Save As Type REVISED In the Comparison settings section of the dialog box, ensure that all the options are selected. In the Show changes section, select Word level and Original document. Return to the table and continue on to the next step (step 11). Repeat steps 12 to 18 but use the filename REV_WJ.DOCX at step 17. Return to the table and continue on to the next step (step 20). Practice the Concept: Open the Combine Documents dialog box and combine again using REVISED.DOCX as the Original Document and REV_YL.DOCX as the Revised Document. Villanova UNIT Training Page 327

338 Lesson 18 - Working with Comments and Revisions Word Lvl 2 Notice the message box that is displayed. (The REVISED.DOCX document already contains tracked formatting changes and the REV_YL.DOCX document also contains formatting changes. Word can only store one set of formatting changes). Select the option to keep formatting changes from REV_YL.DOCX then click Continue with Merge. Notice that all the formatting changes previously tracked in the REVISED.DOCX document are rejected and only the formatting changes suggested in the REV_YL.DOCX document are incorporated in the Combined Document. Select the Show Source Documents button in the Compare group on the Review tab and select Hide Source Documents. Notice that the Original Document and Revised Document panes are no longer displayed. Select the left-hand part of the Reviewing Pane button in the Tracking group on the Review tab. Notice that the Reviewing Pane is hidden from view. Select the Save button on the Quick Access Toolbar to save the document. REVIEWING TRACKED CHANGES Discussion You can use the Review tab to navigate and accept or reject tracked changes. This is particularly useful when revisions have been made by several reviewers or when you have combined several versions of a document. You can quickly step from one tracked change to the next and accept or reject each change. When you accept or reject a tracked change, Word 2007 removes the markup balloon and revision marks from the item. Word 2007 steps through tracked changes beginning from the position of the insertion point, so it is generally best to move to the top of the document before starting your review. However, if you have already reviewed part of the document, this means it is also easy to continue from where you left off previously. You can use the Reviewing Pane button on the Reviewing tab to display the revisions in the Reviewing Pane, if you prefer. You can also use the Next and Previous buttons in the Comments group on the Review tab to review just the comments, if you wish. You can delete a Comment using either the Delete button in the Comments group or the Reject button in the Changes group on the Review tab. Page 328 Villanova UNIT Training

339 Word Lvl 2 Lesson 18 - Working with Comments and Revisions Procedures 1. Position the insertion point where you want to begin reviewing comments. 2. Select the Review tab. 3. Select the Next button in the Changes group. 4. To skip a tracked change or comment without accepting or rejecting it, select the Next button in the Changes group. 5. To accept a tracked change, select the top part of the Accept and Move to Next button in the Changes group. 6. To reject a tracked change or delete a comment, select the left-hand part of the Reject and Move to Next button in the Changes group. 7. Continue accepting or rejecting changes as desired. Step-by-Step Review tracked changes. If necessary, switch to Print Layout view (select this from the Document Views group on the View tab). 1. Position the insertion point where you want to begin reviewing changes. The insertion point moves to the selected position. 2. Select the Review tab. The Review tab is displayed. 3. Select the Next button in the Changes group. The first tracked change or comment after the position of the insertion point is selected. Press [Ctrl+Home] Review Villanova UNIT Training Page 329

340 Lesson 18 - Working with Comments and Revisions Word Lvl 2 4. To skip a tracked change or comment without accepting or rejecting it, select the Next button in the Changes group. The revision marks and markup balloon remain in the document and the next tracked change or comment is selected. 5. To accept a tracked change, select the top part of the Accept and Move to Next button in the Changes group. The tracked change is accepted, the revision marks and markup balloon are removed from the document and the next tracked change or comment is selected. 6. To reject a tracked change or delete a comment, select the left-hand part of the Reject and Move to Next button in the Changes group. The tracked change is rejected or the comment is deleted, the revision marks and markup balloon are removed from the document and the next tracked change or comment is selected 7. Continue accepting or rejecting changes as desired. The changes are accepted or rejected accordingly. twice to accept the next two changes Follow the instructions shown below the table to complete this step Reject the next two changes (In addition) and (Deleted: For items not produced by Worldwide Sporting Goods). the Balloons button and select Show All Revisions Inline. Notice that the markup balloons are hidden from view. the left-hand part of the Reviewing Pane button to display the Reviewing Pane. Accept the next four changes (Inserted: top), (Deleted: first-), (Inserted: manufacturers of sporting goods.) and (Deleted: Sporting Goods Manufacturers.). Notice that as changes are accepted they are also removed from the Reviewing Pane. the left-hand part of the Reviewing Pane button to hide the Reviewing Pane. the Balloons button and select Show Revisions in Balloons. Page 330 Villanova UNIT Training

341 Word Lvl 2 Lesson 18 - Working with Comments and Revisions Save the document. ACCEPTING/REJECTING ALL CHANGES Discussion Word 2007 provides several features to simplify the task of reviewing changes. By default, tracked changes display in Final Showing Markup view. This shows the document with suggested insertions and formatting changes displayed in the text; proposed deletions and descriptions of formatting changes display in markup balloons. You can easily change the display to Final view, which shows the document as it would appear if you accepted all tracked changes, or Original view, which shows how the document would look if you rejected all tracked changes. Word 2007 provides options for you to quickly accept or reject all changes. You can also change the display to Original Showing Markup view. This shows the original text and formatting with proposed deletions displayed in the text; suggested insertions and formatting changes display in markup balloons. It is also possible to accept or reject only changes made by one or more authors rather than all changes. If you display only changes made by selected authors, Word lets you accept or reject just the changes shown. Similarly, you can quickly accept or reject all changes of a particular type, such as Formatting changes or Insertions and Deletions, by displaying only that type of change and accepting or rejecting just the changes shown. You can choose to display only certain types of changes by clicking the Show Markup button in the Tracking group on the Review tab and deselecting the types you do not wish to display. You can choose to display only changes from selected reviewers by clicking the Show Markup button in the Tracking group on the Review tab, pointing to Reviewers in the menu that opens, and selecting or deselecting reviewers. If you choose to hide at least one type of tracked change (Ink, Insertions and Deletions or Formatting), or the revisions of at least one reviewer, the following options are available: If you click the bottom part of the Accept button in the Changes group, you can Accept All Changes Shown. If you click the right-hand part of the Reject button in the Changes group, you can Reject All Changes Shown. Villanova UNIT Training Page 331

342 Lesson 18 - Working with Comments and Revisions Word Lvl 2 If you choose to hide the revisions of at least one reviewer, the following additional option is available: If you click the right-hand part of the Delete button in the Comments group, you can Delete All Comments Shown. If you hide one or more types of markup, such as Formatting or Insertions and Deletions, then select Accept All Changes in Document or Reject All Changes in Document, the hidden markup types are also accepted or rejected. If you hide the revisions of one or more reviewers, then select Delete All Comments in Document, any hidden comments are also deleted. Procedures 1. Select the Review tab. 2. To choose how proposed changes are displayed in the document, select the Display for Review list right of the Display for Review icon in the Tracking group. to the 3. Select the desired option. 4. To choose what kind of markup to show in the document, select the Show Markup button in the Tracking group. 5. Select or deselect the desired option, as appropriate. 6. To display only revisions from one reviewer, select the Show Markup button in the Tracking group. 7. Point to Reviewers. 8. Deselect All Reviewers. 9. Select the Show Markup button in the Tracking group. 10. Point to Reviewers. 11. Select the desired reviewer. 12. To accept only the changes currently displayed, select the bottom part of the Accept button in the Changes group. Page 332 Villanova UNIT Training

343 Word Lvl 2 Lesson 18 - Working with Comments and Revisions 13. Select Accept All Changes Shown. 14. To reject only the changes currently displayed, select the right-hand part of the Reject button in the Changes group. 15. Select Reject All Changes Shown. 16. To delete only the comments currently displayed, select the righthand part of the Delete button in the Comments group. 17. Select Delete All Comments Shown. 18. To redisplay revisions from all reviewers, select the Show Markup button in the Tracking group. 19. Point to Reviewers. 20. Select All Reviewers. 21. To accept all revisions in the document, select the bottom part of the Accept button in the Changes group. 22. Select Accept All Changes in Document. 23. To reject all revisions in the document, select the right-hand part of the Reject button in the Changes group. 24. Select Reject All Changes in Document. 25. To delete all comments in the document, select the right-hand part of the Delete button in the Comments group. 26. Select Delete All Comments in Document. Step-by-Step Accept or reject all tracked changes. If necessary, switch to Print Layout view (select this from the Document Views group on the View tab). 1. Select the Review tab. The Review tab is displayed. 2. Select the Display for Review list to the right of the Display for Review icon in the Tracking group. A menu of options opens. Review to the right of Villanova UNIT Training Page 333

344 Lesson 18 - Working with Comments and Revisions Word Lvl 2 3. Select Final. Word hides the revision marks and markup balloons and the document displays as it would if you accepted all changes in the document. 4. Select the Display for Review list to the right of the Display for Review icon in the Tracking group. A menu of options opens. 5. Select Original. The document displays as it would if you rejected all changes in the document. Revision marks and markup balloons remain hidden. 6. Select the Display for Review list to the right of the Display for Review icon in the Tracking group. A menu of options opens. 7. Select Original Showing Markup. Word redisplays revision marks and markup balloons. The original text and formatting display with proposed deletions displayed in the text and suggested insertions and formatting changes displayed in markup balloons. 8. Select the Display for Review list to the right of the Display for Review icon in the Tracking group. A menu of options opens. 9. Select Final Showing Markup. The document displays suggested insertions and formatting changes in the text. Proposed deletions and descriptions of formatting changes display in markup balloons. 10. Select the Show Markup button in the Tracking group. A menu of options opens. 11. Deselect the desired option. All markup of the desired type is hidden from view. Final to the right of Original to the right of Original Showing Markup to the right of Final Showing Markup Insertions and Deletions Page 334 Villanova UNIT Training

345 Word Lvl 2 Lesson 18 - Working with Comments and Revisions 12. Select the bottom part of the Accept button in the Changes group. A menu of options opens. 13. Select Accept All Changes Shown. All changes currently displayed are accepted and the appropriate revision marks and markup balloons are removed from the document. Comments are not classed as a change and remain in the document. 14. Select the Show Markup button in the Tracking group. A menu of options opens. 15. Select the desired option. All markup of the desired type is redisplayed. 16. Select the Show Markup button in the Tracking group. A menu of options opens. 17. Point to Reviewers. A list of document reviewers opens. 18. Deselect All Reviewers. Word hides all revision marks and markup balloons. 19. Select the Show Markup button in the Tracking group. A menu of options opens. 20. Point to Reviewers. A list of document reviewers opens. 21. Select the desired reviewer. Word displays only the revisions of the selected reviewer. 22. Select the right-hand part of the Reject button in the Changes group. Accept All Changes Shown Insertions and Deletions Point to Reviewers All Reviewers Point to Reviewers Chris Saunders on the right-hand part of the Reject button in the Changes group Villanova UNIT Training Page 335

346 Lesson 18 - Working with Comments and Revisions Word Lvl Select Reject All Changes Shown. All changes currently displayed are rejected and the appropriate revision marks and markup balloons are removed from the document. Comments are not classed as a change and remain in the document. 24. Select the Show Markup button in the Tracking group. A menu of options opens. 25. Point to Reviewers. A list of document reviewers opens. 26. Select All Reviewers. Word redisplays all remaining revision marks and markup balloons. 27. Select the bottom part of the Accept button in the Changes group. A menu of options opens. 28. Select Accept All Changes in Document. Word accepts all remaining changes and removes the revision marks and markup balloons. Comments are not classed as a change and remain in the document. 29. Select the right-hand part of the Delete button in the Comments group. A menu of options opens. 30. Select Delete All Comments in Document. Word deletes all remaining comments in the document. Reject All Changes Shown Point to Reviewers All Reviewers Accept All Changes in Document on the right-hand part of the Delete button in the Comments group Delete All Comments in Document Close REVISED.DOCX. PRINTING MARKUP Discussion By default, when you print a document containing markup, Word 2007 prints the markup exactly as it appears in the document in Print Layout view. You can also Page 336 Villanova UNIT Training

347 Word Lvl 2 Lesson 18 - Working with Comments and Revisions choose to print the document without the markup or to print just a list of the markup which prints the contents of the Reviewing Pane. When you print a list of markup, the heading for each revision or comment includes the page number on which the item appears as well as the name of the reviewer and the date and time the revision was made. Before printing markup you should display the document in Print Layout view and use the options available on the Display for Review, Show Markup and Balloons buttons in the Tracking group on the Review tab to control the way that markup is displayed. To print the document without markup, select Document from the Print what list in the Print dialog box. To print the contents of the Reviewing Pane, select List of markup from the Print what list in the Print dialog box. If you print a document using the Document showing markup option and one or more of the markup balloons in the document cannot display all the text of the revision or comment, Word also prints a list of markup containing the entire text of each revision or comment that could not be completely displayed in the document. To print the complete text of large revisions or comments in markup balloons in the document rather than as an additional list of markup, click the bottom part of the Track Changes button in the Tracking group on the Review tab and select Change Tracking Options, increase the Preferred width option in the Balloons section of the dialog box and set the Paper orientation in printing option to Force Landscape. Procedures 1. Select the Office button. 2. Select the left-hand part of the Print button. 3. Select the Print what list. Villanova UNIT Training Page 337

348 Lesson 18 - Working with Comments and Revisions Word Lvl 2 4. Select Document showing markup, List of markup or Document, as appropriate. 5. Select OK. Step-by-Step From the Student Data directory, open REVISED2.DOCX. Print markup. 1. Select the Office button. The Office menu opens. 2. Select the left-hand part of the Print button. The Print dialog box opens. 3. Select the Print what list. A list of options opens. 4. Select Document showing markup, List of markup or Document, as appropriate. The selected option appears in the Print what box. 5. Select OK. The Print dialog box closes and the document prints. Print what List of markup Practice the Concept: Print the document again selecting Document showing markup from the Print what list in the Print dialog box. Close REVISED2.DOCX. Page 338 Villanova UNIT Training

349 Word Lvl 2 Lesson 18 - Working with Comments and Revisions EXERCISE WORKING WITH REVISIONS AND COMMENTS Task Enter a comment and view existing comments in balloons and the Reviewing Pane. Enable and use change tracking, then disable it. Combine multiple documents and review the changes. 1. Open INVITEX.DOCX from the student data folder. 2. If necessary, switch to the Print Layout view. 3. Select the Directions to the Showcase: text on page Insert the following comment: Include a detailed map. 5. View only the comments from Jill Smith. 6. Open the Reviewing Pane. Notice that only the comments of Jill Smith appear in the Reviewing Pane. 7. Close the Reviewing Pane. 8. Delete the first comment from Jill Smith. 9. Display the comments of all reviewers. 10. Print the comments with the document. 11. Close INVITEX.DOCX without saving it. 12. Open INVITE1U.DOCX from the student data folder. 13. Enable change tracking. 14. Set the following change tracking options: Markup options Insertions Changed lines Changed lines color Comments (color) Formatting Selection Italic Outside Border Auto By author Double underline Villanova UNIT Training Page 339

350 Lesson 18 - Working with Comments and Revisions Word Lvl Change the first line of the document from You are invited to You are cordially invited. 16. Disable change tracking. 17. Combine INVITE2U.DOCX into the current document. 18. Display both Source Documents. 19. Combine INVITE3U.DOCX into the current document. 20. Hide the Source Documents. 21. Hide the Reviewing Pane. 22. Accept the first two changes in the document. 23. Select Final from the Display for Review list on the Reviewing toolbar. Notice that all markup is hidden. 24. Select Original Showing Markup from the Display for Review list on the Reviewing toolbar. Notice that original text is now shown as deletions in the text and insertions are displayed in balloons. 25. Accept all changes in the document. 26. Choose Save As and save the document as INVITEFINAL.DOCX. Page 340 Villanova UNIT Training

351 LESSON 19 - MANAGING FILES In this lesson, you will learn how to: Select file views Sort Word files Use the My Places bar Assign a password Remove a password Use digital signatures Manage Document Recovery

352 Lesson 19 - Managing Files Word Lvl 2 SELECTING FILE VIEWS Discussion By default, the Open dialog box displays all files saved in Word format. The Views button towards the top of the Open dialog box allows you to select one of seven views: Extra Large Icons, Large Icons, Medium Icons, Small Icons, List, Details, or Tiles. The four Icons views display the files alphabetically in horizontal rows, with each file represented by an icon respectively. The icons in Extra Large Icons view, however, are so large that only one fits in the pane at a time. The icon represents the application in which the file was created, and the name of the file appears below each icon. The Small Icons view is the default setting. The List view is similar to the Small Icons view, in that it displays only a small icon and the file name; however, the files are displayed in wrapped column format, so that more can be seen within the pane. The Details view is a tabular view, with columns displaying the icon and file name, the date and time the file was last modified, along with the type and size of the file. The Tiles view displays a medium-sized icon, along with the file name, and the type and size of the file. You can change views using the Views list or by repeatedly clicking the Views button to cycle through the available views. The Open dialog box with the Tiles view selected Page 342 Villanova UNIT Training

353 Word Lvl 2 Lesson 19 - Managing Files Procedures 1. Select the Office button. 2. Select the Open option. 3. Select the desired drive. 4. Select the desired folder. 5. Select the Views list. 6. Select the desired view. Step-by-Step Select file views. 1. Select the Office button. The Office menu opens. 2. Select the Open option. The Open dialog box opens. 3. Select the desired drive. A list of available folders and files opens. 4. Select the desired folder. A list of available folders and files opens. 5. Select the Views list. The Views menu opens. 6. Select the desired view. The files are presented accordingly. Open the student data drive, if necessary the student data folder, if necessary Tiles Practice the Concept: the Views button repeatedly to cycle through the available views. In particular, notice the information available via the Details view. Villanova UNIT Training Page 343

354 Lesson 19 - Managing Files Word Lvl 2 SORTING WORD FILES Discussion Sorting files controls the order in which they appear in the Open dialog box. You can sort by file name, date modified, type, or size, in ascending or descending order. For example, if you want to display the files on which you most recently worked at the top of the list, you can sort by the date modified. Word 2007 also allows you to filter the files by a specific date, or display only the files you worked on during a specific period; for example, this week. Similarly, you can filter the files by file types, and so on. You can also group the files based on many of the same criteria. The files are sorted by date modified and filtered by type ing a column heading a second time switches the sort order from ascending to descending. ing it a third time switches it back again. Page 344 Villanova UNIT Training

355 Word Lvl 2 Lesson 19 - Managing Files Procedures 1. To sort the files, click the heading of the column by which you want to sort. 2. the column heading a second time to change the sort order from ascending to descending. 3. To filter or group the files, point to the desired column heading. 4. Select the column heading list. 5. Select the desired option. 6. anywhere outside the menu to close it. Step-by-Step Sort Word files. If necessary, open the Open dialog box and display the files in the student data folder in the Details view. 1. To sort the files, click the heading of the column by which you want to sort. The files are sorted accordingly, and a small arrow indicates by which column the files are sorted. 2. the column heading a second time to change the sort order from ascending to descending. The files are sorted in the reverse order, and the arrow points in the opposite direction. 3. To filter or group the files, point to the desired column heading. The column heading list button appears. 4. Select the column heading list. A menu of sorting, grouping and filtering options opens, as appropriate for the column. the Date modified heading the Date modified heading again Point to the Type heading Type Villanova UNIT Training Page 345

356 Lesson 19 - Managing Files Word Lvl 2 5. Select the desired option. The files shown in the pane are sorted, grouped or filtered accordingly. 6. anywhere outside the menu to close it. The menu closes. Select HTML Document anywhere in the document Practice the Concept: Turn off the Type filtering, so that all files are shown. Then, click the Name column heading to sort the files by name in ascending order. USING THE MY PLACES BAR Discussion You can access commonly-used files more quickly using the My Places bar in the Open dialog box. In addition to providing easy access to recently changed documents and other primary folders such as the My Documents folder, you can also add folders you frequently use to the My Places bar. The My Places bar also appears in the Save As and Insert Picture dialog boxes. The My Places bar Page 346 Villanova UNIT Training

357 Word Lvl 2 Lesson 19 - Managing Files You can only add shortcuts to folders to the My Places bar; you cannot add shortcuts to individual files. You can only delete shortcuts that you have added to the My Places bar. You cannot delete default places such as My Documents. You can delete a shortcut that you have added to the My Places bar by right-clicking the shortcut you want to delete and selecting the Remove Link option from the shortcut menu. Procedures 1. Select the drive where the folder for which you want to create a shortcut is located. 2. Select the folder to which you want to create a shortcut. 3. Drag the folder to the desired location in the My Places bar. Step-by-Step Add a folder to the My Places bar. If necessary, open the Open dialog box. 1. Select the drive where the folder for which you want to create a shortcut is located. A list of available folders opens. 2. Select the folder to which you want to create a shortcut. The folder is selected. 3. Drag the folder to the desired location in the My Places bar. The folder appears in the My Places bar. the student data drive the student data folder Drag the folder to any location in the My Places bar Villanova UNIT Training Page 347

358 Lesson 19 - Managing Files Word Lvl 2 Practice the concept: Recent Places on the My Places bar to see the files contained in it. Then, scroll as necessary and click the Student Data folder on the My Places bar. Notice that the files contained in the student data folder appear in the pane. Right-click the Student Data folder in the My Places bar and select Remove Link to delete it from the My Places bar. Confirm that you want to remove the link by clicking Yes. Close the Open dialog box. ASSIGNING A PASSWORD Discussion You can assign a password to a file so that only those users who know the password can open the file. Passwords are often assigned to files that contain sensitive information. They can also be used to secure files that are stored on a network. Passwords can contain any combination of letters, numbers, and symbols. Passwords must be at least 8 characters long and are case-sensitive. After a password has been assigned, you will be prompted for the password each time you open the document. Different passwords can be assigned for opening a file and for making modifications to it. If only a modification password is assigned, users can open and view the document as read-only without knowing the password; they cannot, however, make changes to it. Assigning a password to a document Page 348 Villanova UNIT Training

359 Word Lvl 2 Lesson 19 - Managing Files You can use the Advanced button in the Security dialog box to select an encryption type that allows longer passwords. You can also assign a password to a file by selecting the Protect Document button in the Protect group on the Review tab. Select the Restrict Formatting and Editing option, and then use the task pane to set the desired restrictions. If you forget an assigned password, you will not be able to open the file, and no one (not even Microsoft) will be able to retrieve the password for you. Procedures 1. Select the Office button. 2. Select the Save As option. 3. Select the Tools button. 4. Select the General Options option. 5. Type the desired password. 6. Select OK. 7. Type the password again. 8. Select OK. 9. Select Save. Step-by-Step From the Student Data directory, open MEMO41.DOCX. Assign a password to a file. 1. Select the Office button. The Office menu opens. Villanova UNIT Training Page 349

360 Lesson 19 - Managing Files Word Lvl 2 2. Select the Save As option. The Save As dialog box opens. 3. Select the Tools button. The Tools menu opens. 4. Select the General Options option. The General Options dialog box opens, with the insertion point in the Password to open box. 5. Type the desired password. Small solid circles ( ) appear in the Password to open box, one for each character you type. 6. Select OK. The Confirm Password dialog box opens, with the insertion point in the Reenter password to open box. 7. Type the password again. Circles ( ) appear in the Reenter password to open box, one for each character you type. 8. Select OK. The Confirm Password and General Options dialog boxes close. 9. Select Save. The Save As dialog box closes, and the password is saved with the file. General Options... Type class Type class Close MEMO41.DOCX. REMOVING A PASSWORD Discussion If a password is no longer necessary, you can remove it from the file. You can then open the file at any time without typing the password. Before you can remove a password from a file, however, you must first use the password to open it. The Password dialog box opens whenever you try to open a file that has been password-protected. Page 350 Villanova UNIT Training

361 Word Lvl 2 Lesson 19 - Managing Files After you have removed a password, you must re-save the file to replace the password-protected version. If you forget an assigned password, you will not be able to open the file, and no one (not even Microsoft) will be able to retrieve the password for you. Procedures 1. Select the Office button. 2. Select the Open option. 3. Select the drive where the password-protected file is stored. 4. Select the folder where the password-protected file is stored. 5. Select the password-protected file. 6. Select the left-hand part of the Open button. 7. Type the assigned password. 8. Select OK. 9. To remove the password, select the Office button. 10. Select the Save As option. 11. Select the Tools button. 12. Select the General Options option. 13. Press [Delete]. 14. Select OK. 15. Select Save. Step-by-Step Remove a password from a password-protected file. Villanova UNIT Training Page 351

362 Lesson 19 - Managing Files Word Lvl 2 1. Select the Office button. The Office menu opens. 2. Select the Open option. The Open dialog box opens. 3. Select the drive where the passwordprotected file is stored. A list of available folders and files opens. 4. Select the folder where the passwordprotected file is stored. A list of available files opens. 5. Select the password-protected file. The file name is selected. 6. Select the left-hand part of the Open button. The Open dialog box closes, and the Password dialog box opens, with the insertion point in the Enter password to open file box. 7. Type the assigned password. Small solid circles ( ) appear in the Enter password to open file box, one for each character you type. 8. Select OK. The Password dialog box closes, and the document opens. 9. To remove the password, select the Office button. The Office menu opens. 10. Select the Save As option. The Save As dialog box opens. 11. Select the Tools button. The Tools menu opens. 12. Select the General Options option. The General Options dialog box opens, with the circles representing the password selected. 13. Press [Delete]. The password is deleted. Open the student data drive the student data folder Scroll as necessary, and click MEMO42 Type class General Options... Press [Delete] Page 352 Villanova UNIT Training

363 Word Lvl 2 Lesson 19 - Managing Files 14. Select OK. The General Options dialog box closes. 15. Select Save. The Save As dialog box closes, and the file is saved without password protection. Close MEMO42 and then reopen it. Notice that you are no longer prompted for a password. Then, close MEMO42. USING DIGITAL SIGNATURES Discussion A digital signature is an electronic encryption-based stamp of authentication. It confirms that the document sent by the signer has not been altered. It is easy to think of a digital signature as a wax seal on a document. If you receive a document with the wax seal intact, then you know that no one has tampered with the document. If you receive a document and the seal has been broken, the document may have been altered. In order for a digital signature to be authentic, it must be acquired from a third party vendor. Digital signatures you create yourself are called self-signed. Word does provide a self-signed digital signature; however, since this signature is not issued by another vendor, it is not considered authentic. In some organizations, self-signed digital signature macros are not allowed to run. If you open a document with a digital signature and make changes to it, the digital signature will be removed. Villanova UNIT Training Page 353

364 Lesson 19 - Managing Files Word Lvl 2 Adding a digital signature to a document You will need to save your document before a digital signature can be added. You will be prompted to save your document when you try to create a new digital ID, if you have not already done so. If you do not want to purchase a digital signature from a thirdparty certificate authority, or if you want to digitally sign your document immediately, you can create your own digital certificate. Go to Add a Digital Signature from Prepare in the Office menu, and select OK. You may be prompted to add a Digital ID, including your name, address, and so on. Once the Sign dialog box opens, complete the Purpose for signing this document box. Select the Sign button, and a Signature Confirmation warning message appears. Select OK. Once you have digitally signed your document, it is locked against further changes until the signature is removed. If you want to remove a digital signature, open the Office menu and select View Signatures from Prepare. The Signatures pane will appear on the right of the document. Right-click on the signature and select the Remove Signature option. Yes on the Remove Signature warning window. Page 354 Villanova UNIT Training