Advanced Advanced Microsoft WordMicrosoft Word

Rich MalloyRich MalloyTech Help TodayTech Help Today

203-862-9411203-862-9411

malloy@techhelptoday.commalloy@techhelptoday.com

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Goal of the CourseGoal of the Course

To learn more about Microsoft WordTo learn more about Microsoft Word

To learn how to do more in less timeTo learn how to do more in less time

To find out the best approaches for To find out the best approaches for further learningfurther learning

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ScheduleSchedule

Five Tuesday evenings, two hours Five Tuesday evenings, two hours each, 7:30 – 9:20 pmeach, 7:30 – 9:20 pm

Each evening, one hour lecture, one Each evening, one hour lecture, one hour hands-onhour hands-on

Working at homeWorking at home

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Your Instructor – Rich MalloyYour Instructor – Rich Malloy

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

Adjunct Instructor, Norwalk Community Adjunct Instructor, Norwalk Community College and The College of WestchesterCollege and The College of Westchester

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

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

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ReferencesReferences

HandoutsHandouts Suggested books:Suggested books:

– Effective Executive's Guide to Microsoft Word Effective Executive's Guide to Microsoft Word 20022002, Pat Coleman, $25, Barnes & Noble, Pat Coleman, $25, Barnes & Noble

Web sites:Web sites:– www.microsoft.com/office/wordwww.microsoft.com/office/word -- Official -- Official

Microsoft siteMicrosoft site– http://word.mvps.org/http://word.mvps.org/ -- "Most Valuable -- "Most Valuable

Professionals" site provides help from actual Professionals" site provides help from actual usersusers

– http://office.microsoft.com/templates/http://office.microsoft.com/templates/-- a -- a Microsoft site for TemplatesMicrosoft site for Templates

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Software NeededSoftware Needed

A recent version of Microsoft Word:A recent version of Microsoft Word:– MS Word 97MS Word 97– MS Word 2000MS Word 2000– MS Word 2002 (Office XP) – PreferredMS Word 2002 (Office XP) – Preferred– MS Word 2003MS Word 2003

Computer Lab uses Word 2002 (XP)Computer Lab uses Word 2002 (XP)

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Buying Microsoft WordBuying Microsoft Word

Word 2002 Word 2002 – Not available anymoreNot available anymore

Word 2003Word 2003– New: $189New: $189– Upgrade: $89Upgrade: $89

— — AmazonAmazon

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Microsoft Office StandardMicrosoft Office Standard(includes Word, Excel, Outlook)(includes Word, Excel, Outlook)

Office XP - recommendedOffice XP - recommended– Not available anymoreNot available anymore

Office 2003Office 2003– New: $329New: $329– Upgrade: $204Upgrade: $204

— — AmazonAmazon

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Best Deal Best Deal

Microsoft Office 2003Microsoft Office 2003

for Students & for Students &

TeachersTeachers

(includes Word, Excel, (includes Word, Excel,

PowerPoint & Outlook)PowerPoint & Outlook)

Staples: Staples: $129 !!$129 !!

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Learning Word Learning Word

The best way to learn – The best way to learn – use ituse it

Use it is with something important to Use it is with something important to youyou– Personal correspondencePersonal correspondence– Correspondence for a non-profit organizationCorrespondence for a non-profit organization

Explore with the Help featureExplore with the Help feature

Become a Certified Microsoft Office Become a Certified Microsoft Office SpecialistSpecialist– Certified Specialist, Expert, or MasterCertified Specialist, Expert, or Master– For more info: www.microsoft.com/traincert/For more info: www.microsoft.com/traincert/

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The Different Versions of The Different Versions of WordWord

MS Word 97MS Word 97 MS Word 2000MS Word 2000 MS Word 2002 (XP)MS Word 2002 (XP)

– Includes Smart Tags, Task PanesIncludes Smart Tags, Task Panes– Note: Does not require Windows XPNote: Does not require Windows XP

MS Word 2003MS Word 2003– Minimal changes from 2002Minimal changes from 2002– Increased emphasis on the XML file Increased emphasis on the XML file

formatformat

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When to Use Word When to Use Word

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

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

Electronic documentsElectronic documents– Simple Web pagesSimple Web pages

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When NOT to Use Word When NOT to Use Word

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

PageMaker, or QuarkPageMaker, or Quark

Complex tablesComplex tables– Use Microsoft ExcelUse Microsoft Excel

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

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Goals for Advanced UsersGoals for Advanced Users

Take advantage of special Take advantage of special featuresfeatures

Automate repetitive tasksAutomate repetitive tasks

Session 1 – Tabs & Session 1 – Tabs & TablesTables

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

LikeLike ThisThis

TabsTabs

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Things Nobody KnowsThings Nobody Knows

Rocket ScienceRocket Science

Brain SurgeryBrain Surgery

Offensive strategy for NY GiantsOffensive strategy for NY Giants

How to use Tabs in Microsoft WordHow to use Tabs in Microsoft Word

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TabsTabs

Traditional way to create Traditional way to create columns of textcolumns of text

Tabs Tabs mustmust have have twotwo components:components:

1.1. Tab CharactersTab Characters

2.2. Tab StopsTab Stops

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Secret: How to Use TabsSecret: How to Use Tabs

1.1. Type tab characters in textType tab characters in text

2.2. Select lines of textSelect lines of text

3.3. Set which type of tab stop you wantSet which type of tab stop you want

4.4. Insert tab stops on ruler w/ mouseInsert tab stops on ruler w/ mouse

5.5. If needed, edit tabsIf needed, edit tabs– Click Click Format | TabsFormat | Tabs

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Tab Chars & Tab StopsTab Chars & Tab Stops

Tab Character

Left Tab Stop

Center Tab Stop

Decimal Tab Stop

Right Tab Stop

Default Tab Stop

Ruler

Tab Butto

n

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Tab CharactersTab Characters

Special characters that may be part Special characters that may be part of a documentof a document

To create: press To create: press TabTab key on key on keyboardkeyboard

To view: Press To view: Press Show/HideShow/Hide button on button on Standard ToolbarStandard Toolbar

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Tab StopsTab Stops

Indicated on RulerIndicated on Ruler

Can be different for each paragraphCan be different for each paragraph

Types of Tab Stops:Types of Tab Stops:– LeftLeft– CenterCenter– DecimalDecimal– RightRight

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Setting a Tab StopSetting a Tab Stop

Select paragraphsSelect paragraphs Click Click Format | TabsFormat | Tabs Enter measurement (e.g., 1.5 inches)Enter measurement (e.g., 1.5 inches) Choose type (Left, Center, Right, etc.)Choose type (Left, Center, Right, etc.) Choose leader if desired (e.g., ………)Choose leader if desired (e.g., ………) Press Press SetSet button button Repeat process for next tabRepeat process for next tab

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Adjusting TabsAdjusting Tabs

Select paragraphsSelect paragraphs

Adjust tab stops on rulerAdjust tab stops on ruler

Be careful not to insert new tabs, or Be careful not to insert new tabs, or delete existing tabsdelete existing tabs

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

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

Use a TableUse a Table

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

Type of Type of ConnectionConnection

Installation Installation CostCost

Monthly Monthly ChargeCharge

ISDNISDN $600$600 $55$55

DSLDSL $600$600 $80$80

T1T1 $4000$4000 $1500$1500

When you have similar dataWhen you have similar data

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TablesTables

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

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Diagram of a TableDiagram of a Table

1072310723JoanJoan331093410934HillaryHillary221092310923SteveSteve11

ZipZipNameNameIDID

Row

Column

Cell

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What Is a Table?What Is a Table?

Information organized by rows and Information organized by rows and columnscolumns

Columns are sometimes called Columns are sometimes called "fields""fields"

Each piece of information is a CellEach piece of information is a Cell

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Why Use Tables?Why Use Tables?

Present similar data conciselyPresent similar data concisely

Avoids repetitionAvoids repetition

Enables special formattingEnables special formatting

Can do simple calculationsCan do simple calculations

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Disadvantages of Word Disadvantages of Word TablesTables

Limited features compared to ExcelLimited features compared to Excel

Limited calculating powerLimited calculating power

If you need large tables, use Excel If you need large tables, use Excel insteadinstead

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Word Tables vs. Excel Word Tables vs. Excel TablesTables

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

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

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Creating a TableCreating a Table

Place cursor where table should appearPlace cursor where table should appear

Two Ways:Two Ways:1.1. Click Click Table | Insert | TableTable | Insert | Table

2.2. Or click the Or click the Insert TableInsert Table button, button, then choose rows & columnsthen choose rows & columns

Enter data into each cellEnter data into each cell

Use Tab key to go to cell at rightUse Tab key to go to cell at right

At end of table, Tab adds new rowAt end of table, Tab adds new row

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Converting to a TableConverting to a Table

Select a tabular text organized with Select a tabular text organized with tabstabs

Click Click Table | Convert | Text to Table | Convert | Text to TableTable

Choose the desired number of Choose the desired number of columns and rowscolumns and rows

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Moving & Resizing a TableMoving & Resizing a Table

Handles appear when pointer moves over Handles appear when pointer moves over tabletable– The The MoveMove handle (upper left) handle (upper left)– The The ResizeResize handle (lower right) handle (lower right)

Move cursor over column border to reveal Move cursor over column border to reveal column-width handlecolumn-width handle

The same occurs for row-height bordersThe same occurs for row-height borders

Also, you can use the Also, you can use the TableTable menu menu– Select column, row or cellSelect column, row or cell– Click Click Table | Table PropertiesTable | Table Properties

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Formatting a TableFormatting a Table

Select cells and format with menusSelect cells and format with menus

Use AutoFormatUse AutoFormat– Select any cell in tableSelect any cell in table– Click Click Table | AutoFormatTable | AutoFormat

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Table BordersTable Borders

Borders are useful for grouping Borders are useful for grouping similar informationsimilar information

To use:To use:– Select cells that require bordersSelect cells that require borders– Click Click Format | Borders and ShadingFormat | Borders and Shading

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Special Table PropertiesSpecial Table Properties

Sometimes you need to adjust text Sometimes you need to adjust text alignment within cellsalignment within cells

Vertical and/or horizontal alignmentVertical and/or horizontal alignment

To use:To use:– Select cells that require alignmentSelect cells that require alignment– Click Click Table | Table PropertiesTable | Table Properties– Select appropriate items to changeSelect appropriate items to change

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The Table MenuThe Table Menu

Lists most Lists most adjustments adjustments that you can that you can make on a make on a tabletable

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The Tables & Borders The Tables & Borders ToolbarToolbar

A collection of tools for adjusting tablesA collection of tools for adjusting tables

Similar to the Table MenuSimilar to the Table Menu

To show it, To show it, click click View | Toolbars | Tables and View | Toolbars | Tables and BordersBorders

Rotates text 90 degrees

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Tabs and TablesTabs and Tables

With the ruler at top of document, you can With the ruler at top of document, you can specify tabs within table cellsspecify tabs within table cells

Useful for special indentationUseful for special indentation

But — you cannot type the Tab characterBut — you cannot type the Tab character

Instead type Instead type Ctrl TabCtrl Tab

With the ruler, you can also set hanging With the ruler, you can also set hanging indentsindents

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Sorting Table RowsSorting Table Rows

Select rows that you want to sortSelect rows that you want to sort

Click Click Table | SortTable | Sort

Choose column by which you want to Choose column by which you want to sortsort

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Exporting & Importing Exporting & Importing TablesTables

A Word table can be copied and A Word table can be copied and pasted directly into an Excel pasted directly into an Excel worksheetworksheet

An Excel table can be copied and An Excel table can be copied and pasted directly into a Word tablepasted directly into a Word table

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CalculationsCalculations

Select cell where you want SumSelect cell where you want Sum

Click Click Table | FormulaTable | Formula

In the Formula dialog box, be sure In the Formula dialog box, be sure formula is correctformula is correct

NOTE: If the numbers in the table NOTE: If the numbers in the table change, the formulas have to be change, the formulas have to be refreshed:refreshed:– Select the Select the SumSum or or AverageAverage– Press F9Press F9

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Common FormulasCommon Formulas

=SUM(ABOVE)=SUM(ABOVE) — To sum the column — To sum the column of numbers immediately aboveof numbers immediately above

=SUM(LEFT)=SUM(LEFT) — To sum the row of — To sum the row of numbers immediately to the leftnumbers immediately to the left

=AVERAGE(ABOVE)=AVERAGE(ABOVE) — To average the — To average the column of numbers immediately abovecolumn of numbers immediately above

=AVERAGE(LEFT)=AVERAGE(LEFT) — To average the — To average the row of numbers immediately to the leftrow of numbers immediately to the left

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ReviewReview

Create table or convert text to tableCreate table or convert text to table

Move and resize tablesMove and resize tables

Format tablesFormat tables

Adjusting table bordersAdjusting table borders

Special table propertiesSpecial table properties

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Review (cont.)Review (cont.)

Using the Table Menu & Table Using the Table Menu & Table Toolbar Toolbar

Using tabs in Tables Using tabs in Tables

Sorting tablesSorting tables

Exporting and importing tablesExporting and importing tables

Adding formulas to tablesAdding formulas to tables