Advanced Microsoft Word

AdvancedMicrosoft Word SPS Technology Department

While Waiting • Launch Word • Create a Blank Document • Insert a table with a border and a graphic • Create a header and a footer SPS Technology Department

Welcome • A gentle reminder, please turn all cell phones to vibrate • Respectful listening • Technology training is often bit of a walk on the wild side so the signal to come back together will be a on/off switch of the lights SPS Technology Department

Advanced Microsoft Word By the end of this session you will know and be able to: • Save, retrieve, load, and import a word processing document in different file formats (e.g., RTF, HTML). • Import, export, and link data between word processing documents and other applications. • Send attachments • Forms • Mail merge • Hyperlinks • Apply advanced formatting and page layout features (e.g., columns, templates, and styles) to improve the appearance of word processing documents. Watermark • Section breaks • Tables • Auto summarize • Use special features appropriately (e.g., footnotes, track changes, insert comments, search and replace, keyboard shortcuts). SPS Technology Department

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

Advanced Microsoft Word You Will Demonstrate This By ~ • Creating a Newsletter with • 3 columns • Embedded Table • Graphics • Watermark • Hyperlinks • Section breaks • Tables SPS Technology Department

Advanced Microsoft Word Microsoft Online Courses • Very short narrations for various Microsoft Office tasks • Available 24/7 • Links are included throughout this PowerPoint Microsoft Online Courses or Web Address http://office.microsoft.com/en-us/training/default.aspx SPS Technology Department

Advanced Microsoft Word File save as Insert file SPS Technology Department

Advanced Microsoft Word Layout • You can lay out text or a story in newsletters, brochures, and flyers by creating newsletter-style columns or linked text boxes • text box: A movable, resizable container for text or graphics. Use text boxes to position several blocks of text on a page or to give text a different orientation from other text in the document. SPS Technology Department

Advanced Microsoft Word Layout • Text Boxes • Insert Text Boxes • Text boxes offer more flexibility in linking and inserting graphics • Columns • Format Columns • Page Orientation • Landscape versus portrait SPS Technology Department

Tiling Windows Advanced Microsoft Word • Show multiple documents or applications simultaneously • Right-click the background of the Windows taskbar, and then click Tile Windows Horizontally or Tile Windows Vertically on the shortcut menu. SPS Technology Department

Advanced Microsoft Word Watermarks • Purpose • Watermarks are a subtle but effective way to distinguish a Word document — to identify it as a draft, for example, or as a sensitive item that should not be copied or circulated. • You can even create a picture watermark using your favorite photo. • Since a watermark appears "washed out" in the background of a page, it can stay inconspicuous while still remaining clearly visible. SPS Technology Department

Advanced Microsoft Word Watermarks • How to: • On the Format menu, point to Background, and then click Printed Watermark. • Do one of the following: • To insert a picture as a watermark (watermark: Any graphic or text, such as "Confidential," that when printed appears either on top of or behind existing document text.), click Picture Watermark, and then click Select Picture. Select the picture you want, and then click Insert. • To insert a text watermark, click Text Watermark, and then select or enter the text that you want. • Select any additional options that you want, and then click Apply. • To view a watermark as it will appear on the printed page, use print layout view (print layout view: A view of a document or other object as it will appear when you print it. Microsoft Online Course Watermarks SPS Technology Department

Advanced Microsoft Word Hyperlinks • Microsoft Word creates a hyperlink for you when you type the address of an existing Web page • You can create customized links • A hyperlink is colored and underlined text or a graphic that you click to go to a file, a location in a file, a Web page on the World Wide Web, or a Web page on an intranet • We’ve used two hyperlinks in this session…any idea where they were? SPS Technology Department

Advanced Microsoft Word Hyperlinks • How to: • Select the text or picture you want to display as the hyperlink, and then click Insert Hyperlink on the Standard toolbar • Link to an existing file or Web page • Under Link to, click Existing File or Web Page. • In the Address box, type the address you want to link to or, in the Look in box, click the down arrow, and navigate to and select the file Microsoft Online Courses Hyperlinks SPS Technology Department

Advanced Microsoft Word Section Breaks Types of section breaks you can insert (In each illustration, the double dotted line represents a section break.) Next page inserts a section break and starts the new section on the next page. Continuous inserts a section break and starts the new section on the same page. Odd page or Even page inserts a section break and starts the new section on the next odd-numbered or even-numb You can use sectionsto vary the layout of a document within a page or between pages. Section 1 is formatted as a single column Section 2 is formatted as two columns Just insert section breaksto divide the document into sections, and then format each section the way you want. For example, format a section as a single column for the introduction of a report, and then format the following section as two columns for the report’s body text. SPS Technology Department

Advanced Microsoft Word Section Breaks Types of formats you can set for sections • Margins • Paper size or orientation • Paper source for a printer • Page borders • Vertical alignment (alignment: The consistent positioning of text, graphics, and other objects. Types of alignment include left, right, and justified.) • Headers and footers (header and footer: A header, which can consist of text or graphics, appears at the top of every page in a section. A footer appears at the bottom of every page. Headers and footers often contain page numbers, chapter titles, dates, and author names.) • Columns • Page numbering • Line numbering • Footnotes and endnotes Keep in mind that a section break controls the section formatting of the text that precedes it. For example, if you delete a section break, the preceding text becomes part of the following section and assumes its section formatting. SPS Technology Department

Advanced Microsoft Word Section Breaks • How To: • Place cursor where you want the break • Pull down insert menu, click on Break • Choose selection break types SPS Technology Department

Advanced Microsoft Word Tracking Changes • With the Track Changes feature turned on, each insertion, deletion, or formatting change that you or a reviewer makes is tracked. As you review tracked changes, you can accept or reject each change. • As you review comments, you must delete them to remove them from the document. SPS Technology Department

Advanced Microsoft Word Tracking Changes • To facilitate online review, Microsoft Word allows you to easily make and view tracked changes and comments • tracked change: A mark that shows where a deletion, insertion, or other editing change has been made in a document.) • Microsoft Word displays the comment in a balloon in the margin of the document or in the Reviewing Pane • In order to preserve the layout of your document, Word shows some markup elements in the text of the document, while others are displayed in balloons that appear in the margin. • Balloons show insertions or deletions, formatting changes, and comments. Microsoft Online Courses Tracking Changes SPS Technology Department

Advanced Microsoft Word Tracking Changes • How To: • Open the document you want to revise. • On the Tools menu, click Track Changes. When the Track Changes feature is enabled, TRK appears on the status bar (status bar: A horizontal bar at the bottom of the screen that displays information about the current condition of the program, such as the status of items in the window, the progress of the current task, or information about the selected item.) at the bottom of your document. When you turn off change tracking, TRK is dimmed. • Make the changes you want by inserting, deleting, or moving text or graphics. You can also change formatting. SPS Technology Department

Advanced Microsoft Word Tables- Split A Table • To split a table in two, click the row that you want to be the first row of the second table. • On the Table menu, click Split Table. SPS Technology Department

Advanced Microsoft Word Tables-Sorting • Sorting • Select the list or table you want to sort. • On the Table menu, click Sort. • Select the sort options you want. • Sort a single column in a table • Select the column or cells you want to sort. • On the Table menu, click Sort. • Select the sort options you want. • Click Options. • Select the Sort column only check box. SPS Technology Department

Advanced Microsoft Word Tables- Page Breaks • When you work with a very long table, it must be divided where a page break occurs. By default, if a page break occurs within a large row, Microsoft Word allows a page break to divide the row between the two pages. • You can make adjustments to the table to make sure that the information appears as you want it to when the table spans multiple pages. • Prevent a table row from breaking across pages • Click the table. • On the Table menu, click Table Properties, and then click the Row tab. • Clear the Allow row to break across pages check box. SPS Technology Department

Advanced Microsoft Word Tables - Repeat A Table Heading On Subsequent Pages SPS Technology Department

Advanced Microsoft Word Auto Summarize AutoSummarize identifies the key points in a document. AutoSummarize works best on well-structured documents, such as reports, articles, and scientific papers. • On the Tools menu, click AutoSummarize. • Select the type of summary you want. • In the Percent of original box, type or select the level of detail to include in the summary. Select a higher percentage of the original document to include more detail. • If you don't want AutoSummarize to replace your existing keywords and comments on the Summary tab in the Properties dialog box (File menu), clear the Update document statistics check box. • To cancel a summary in progress, press ESC. • After you create your summary, review it to make sure it covers your document's key points. Keep in mind that the summary text is a rough draft and you'll probably need to fine-tune it. Tip If you choose to highlight key points or to hide all of the document except the summary, you can fine-tune the appearance of the summary document by using options on the AutoSummarize toolbar SPS Technology Department

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

Advanced Microsoft Word Forms • You need to complete several tasks to create forms for users to view and complete in Microsoft Word • Forms are a document that contains fill-in blanks, or form fields, in which you enter information. • For example, you can create an online registration form in Microsoft Word that uses drop-down lists from which users can select entries SPS Technology Department

Advanced Microsoft Word Forms • How to: • On the View menu, point to Toolbars, and then click Forms to open the Forms toolbar Add form fields for text boxes, check boxes, and drop-down lists. • In the document, click where you want to insert the form field. • Do any of the following: • Insert a fill-in field where users can enter text • On the Forms toolbar, click Text Form Field . • Double-click the field to specify a default entry so that the user does not have to type an entry except to change the response. SPS Technology Department

Advanced Microsoft Word Forms • Create a template first • Start a new document, or open the document or template that you want to base the template on. • On the File menu, click Save As. • In the Save as type box, click Document Template. • In the File name box, type a name for the new template, and then click Save. SPS Technology Department

Advanced Microsoft Word Mail merge The power of mail merge You use mail merge when you want to create a set of documents that are essentially the same but where each document contains unique elements. For example, in a letter that announces a new product, your company logo and the text about the product will appear in each letter, and the address and greeting line will be different in each letter. http://office.microsoft.com/en-us/assistance/HA010349201033.aspx SPS Technology Department

Advanced Microsoft Word Your Turn!!!Create a Newsletter • with • 3 columns • Embedded Table • Graphics • Watermark • Hyperlinks • Section breaks • Tables http://www.sps.springfield.ma.us/tech/newsletters.asp SPS Technology Department

Rubric Teacher Name: Student Name: ________________________________________ SPS Technology Department

Advanced Microsoft Word