an introduction to microsoft office 2007 by asad riaz 1
TRANSCRIPT
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1An introduction to Microsoft Office 2007
byASAD RIAZ
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Microsoft Office 2007 A package of softwares
Word – text editor Excel – spreadsheet PowerPoint – presentations Outlook – e-mail Access – database Publisher – brochures, calendars, postcards, etc. +++
The current versions are Office 2007 which was released on January 30 in 2007.
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Microsoft Word 2007
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Microsoft word Text processor to create documents Templates for different types of
documents Web pages
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The Different Versions of Word MS Word 97 MS Word 2000 MS Word 2002 (XP)
Includes Smart Tags, Task Panes MS Word 2003
Minimal changes from 2002 MS Word 2007
Major changes in user interface, file formats
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Microsoft Office 2003 vs. 2007
Interface is very different and takes a bit of getting use to.
Files saved with the default setting in Office 2007 CANNOT be opened by earlier versions.
To change go to tools, options, & save tab
Program 2003 Ext. 2007 Ext
Word .doc .docx
Excel .xls .xlsx
Power Point
.ppt .pptx
Access .mdb .accdb
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Page Setup: Windows MS Word 2003 or Earlier
MARGINS Left: 1.5 Right: 1.0 Top: 1.5 Bottom: 1.0
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Margins: Windows MS Word 2007
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Use the Ribbon instead of toolbars and menus• When you first start some of the programs in 2007 Microsoft Office system, you may
be surprised by what you see. The menus and toolbars in some programs have been replaced with the Ribbon, which is part of the Microsoft Office Fluent user interface.
• The Ribbon is designed to help you quickly find the commands that you need to complete a task.
• Commands are organized in logical groups, which are collected together under tabs.
• Each tab relates to a type of activity, such as writing or laying out a page.
• To reduce clutter, some tabs are shown only when needed. For example, the Picture Tools tab is shown only when a picture is selected.
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When to Use Word Most paper-based documents
Letters Simple tables Simple brochures and publications
Email Outlook usually uses Word as its editor
Electronic documents Simple Web pages
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When NOT to Use Word Complex publications
Instead use Microsoft Publisher, Adobe PageMaker, or Quark
Complex tables Use Microsoft Excel
Complex Web pages Use Microsoft Front Page
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Use the keyboardOkay, keyboard people, these slides are for you.
The Ribbon design comes with new shortcuts.
• There are shortcuts for every single button on the Ribbon.
• Shortcuts often require fewer keys.
This change brings two big advantages over previous versions of Office programs:
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Use the keyboardThe new shortcuts also have a new name: Key Tips.
1. Press the Key Tip for the tab you want to display. For example, press H for the Home tab. This makes all the Key Tips for that tab’s commands appear.
2. Press the Key Tip for the command you want.
Next:
To use Key Tips, start by pressing ALT.
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Keyboard shortcuts for Microsoft Office Word
• The keyboard shortcuts that are described in this Help topic refer to the U.S. keyboard layout. Keys on other layouts might not correspond exactly to the keys on a U.S. keyboard.
• For keyboard shortcuts in which you press two or more keys simultaneously, the keys to press are separated by a plus sign (+) in Microsoft Office Word 2007 Help. For keyboard shortcuts in which you press one key immediately followed by another key, the keys to press are separated by a comma (,).
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Keyboard shortcuts - Display and use windows
TO DO THIS PRESSSwitch to the next window. ALT+TABSwitch to the previous window. ALT+SHIFT+TAB
Close the active window. CTRL+W or CTRL+F4Restore the size of the active window after you maximize it. ALT+F5
Move to a task pane from another pane in the program window (clockwise direction). You may need to press F6 more than once.
F6
Move to a task pane from another pane in the program window (counterclockwise direction).
SHIFT+F6
When more than one window is open, switch to the next window. CTRL+F6
Switch to the previous window. CTRL+SHIFT+F6
Maximize or restore a selected window. CTRL+F10
Copy a picture of the screen to the Clipboard. PRINT SCREEN
Copy a picture of the selected window to the Clipboard. ALT+PRINT SCREEN
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Keyboard shortcuts - Use dialog boxes
TO DO THIS PRESSMove from an open dialog box back to the document, for dialog boxes such as Find and Replace that support this behavior.
ALT+F6
Move to the next option or option group. TAB
Move to the previous option or option group. SHIFT+TAB
Switch to the next tab in a dialog box. CTRL+TAB
Switch to the previous tab in a dialog box. CTRL+SHIFT+TAB
Move between options in an open drop-down list, or between options in a group of options.
Arrow keys
Perform the action assigned to the selected button; select or clear the selected check box.
SPACEBAR
Select an option; select or clear a check box. ALT+ the letter
underlined in an option
Open a selected drop-down list. ALT+DOWN ARROW
Select an option from a drop-down list. First letter of an option in a drop-down list
Close a selected drop-down list; cancel a command and close a dialog box. ESCRun the selected command. ENTER18
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Keyboard shortcuts – Microsoft Word shortcuts
For more shortcuts, please visit MS Word tutorial website:
http://office.microsoft.com/en-us/word-help/keyboard-shortcuts-for-microsoft-office-word-HP010147626.aspx
http://www.keyxl.com/aaa367b/5/Microsoft-Word-keyboard-shortcuts.htm
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Most useful - Keyboard shortcuts – Microsoft Word shortcuts - Document Open/New/Saving
New Document:Ctrl + N
Open Document:Ctrl + O
Go to last location you were working in when document was closed (after doc is opened):Shift + F5
Save Document:Ctrl + S
Save AsF12
Close Document:Ctrl + W
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Most useful - Keyboard shortcuts – Microsoft Word shortcuts - Editing/Reviewing/Printing
Show/Hide Paragraph marks and hidden text:Ctrl + Shift + 4 (not num key 4)
Reveal Formatting:Shift + F1
Open Font dialog box:Ctrl + D
Turn off/on Track Changes:Ctrl + Shift + E
Delete one word to left:Ctrl + Backspace
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Most useful - Keyboard shortcuts – Microsoft Word shortcuts - Editing/Reviewing/Printing
Delete one word to right:Ctrl + DELETE
Spelling / Grammar check:F7
Print Document:Ctrl + P
Print Preview (toggle between):Ctrl + Alt + I
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Most useful - Keyboard shortcuts – Microsoft Word shortcuts - Navigating the Ribbon
Home tab:Alt + H
Insert tab:Alt + N
Page Layout tab:Alt + P
References tab:Alt + S
Mailings tab:Alt + M
Review tab:Alt + R
View tab:Alt + W
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Most useful - Keyboard shortcuts – Microsoft Word shortcuts - Common tasks in Microsoft Office Word
CTRL+SHFT+SPACEBAR Create a nonbreaking space.
CTRL+HYPHEN Create a nonbreaking hyphen.
CTRL+B Make letters bold.
CTRL+I Make letters italic.
CTRL+U Make letters underline.
CTRL+SHFT+< Decrease font size one value.
CTRL+SHFT+> Increase font size one value.
CTRL+[ Decrease font size 1 point.
CTRL+] Increase font size 1 point.
CTRL+SPACEBAR Remove paragraph or character formatting.
CTRL+C Copy the selected text or object.
CTRL+X Cut the selected text or object.
CTRL+V Paste text or an object.
CTRL+ALT+V Paste special
CTRL+SHFT+V Paste formatting only
CTRL+Z Undo the last action.
CTRL+Y Redo the last action.
CTRL+SHFT+G Open the Word Count dialog box.24
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Simple formatting Text: Font, size, color,
bold/italic/underline Layout: Bullets, numbering, alignment
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Welcome to this lecture
Changing font
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Welcome to this lecture
Bold / italic / underline
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How to change text color
Changing text color
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How to change text size
Changing text size
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The first impression and view of a document is very important for the reader. The options listed underneath are the most important ones. These can make the document nice looking, but also very bad. A professional document should have a standard font (like Times New Roman or Arial), appropriate size (normal text size 12), and black color. The layout of the text should make the reader comfortable – it should be easy to read. In thesis, or other large documents, the text is often aligned to both the left and right margins. This creates a clean look at both sides of the text. Additional extra space are put in between words as necessary.
Alignment of text
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4,0 cm
0 cm
2,5 cm 2,5 cm
4,0 cm
Left
2,5 cm 2,5 cm
Page setup / margins
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Line spacing
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Word count
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Heading 1
Heading 3
Heading 2
Texttextexttexttexttexttextexttexttextexttextexttexttexttexttextexttexttext
Texttextexttexttexttexttextexttexttextexttextexttexttexttexttextexttexttext
Heading 3
Texttextexttexttexttexttextexttexttextexttextexttexttexttexttextexttexttexttext
Texttextexttexttexttexttextexttexttextexttextexttexttexttexttextexttexttext
Headings and table of contents
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Page numbers
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Picture and crop
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Shresta
Kumar
Shresta, Kumar
Shresta, Kumar
Learn Microsoft Office in one lecture
2010
Kathmandu
Tribhuvan University Teaching Hospital
Reference / citation
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(1)
Reference list / bibliography
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Word lecture
Save document
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MS Word Compatibility
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Revealing Your Formatting
Find this button on your toolbar
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Section and Page Breaks
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Section and Page Breaks cont. Use page breaks
when format stays the same
Use section breaks (next page) when format changes or between chapters For example, use for
landscape table or figures! That page will be landscape and the rest portrait.
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Inserting Breaks: MS Word 2007
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Goals for Advanced Users Take advantage of special features Automate repetitive tasks
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Course Agenda1. Tabs and Tables2. Mail Merge3. Graphics4. Power Tips5. Macros and Your Choice
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Session 1 – Tabs & Tables
Advanced Microsoft Word
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Question: How can you put one word on the left margin of a line, and another word on the right?
Like This
Tabs
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Things Hardly Anybody Knows Rocket Science Brain Surgery Strategy for NY Knicks How to use Tabs in Microsoft Word
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Tabs Traditional way to create
columns Tabs must have two
components:1. Tab Characters2. Tab Stops
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Secret: How to Use Tabs1. Type tab characters in text2. Select lines of text3. Set which type of tab stop you want4. Insert tab stops on ruler w/ mouse
To edit the tab stop, just double-click it
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Tab 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 Characters Special non-printing characters ( ) To create:
Press Tab key on keyboard To view:
Press Show/Hide button ( ¶ )
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Tab Stops Indicated on Ruler ( View / Ruler ) Can be different for each paragraph Types of Tab Stops:
Left Center Decimal Right
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Setting a Tab Stop Select paragraphs Click tab button to select type of Tab
Stop (Left, Center, Right, etc.)
Click ruler where you want the Tab Stop Repeat process for next tab
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Adjusting Tabs Select paragraphs Use mouse to move tab stops on ruler Be careful not to insert new tabs, or
delete existing tabs
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Editing a Tab Stop Select paragraphs Click Page Layout > Paragraph
Dialog Box Launcher > Tabs Select Tab Stop you want to change Choose type (Left, Center, Right, etc.) Choose leader if desired (e.g., ………) Press Set button Repeat process for next tab
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Is There a Better Way to Present This Information?
ISDN requires an installation charge of $600 and costs $55 per month. DSL requires an installation charge of $600 and costs $80 per month. T1 requires an installation charge of $4000 and costs $1500 per month.
Use a Table
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When Do You Use a Table?
Type of Connection
Installation Cost
Monthly Charge
ISDN $600 $55
DSL $600 $80
T1 $4000 $1500
When you have similar data
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Tables
The better way to create short columns of text
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Diagram of a Table
10723Joan3
10934Hillary2
10923Steve1
ZipNameID
Row
Column
Cell
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What Is a Table? Information organized by rows and
columns Columns are sometimes called "fields" Each piece of information is a Cell
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Why Use Tables? Present similar data concisely Avoids repetition Enables special formatting Can do simple calculations
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Disadvantages of Word Tables Limited features compared to Excel Limited calculating power If you need large tables, use Excel
instead
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Word Tables vs. Excel Tables Word is better for:
Text tables Tables within text documents
Excel is better for: Tables consisting mainly of numbers Tables with many calculations Large tables
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Creating a Table Place cursor where table should
appear Click Insert > Table Enter data into each cell Use Tab key to go to cell at right At end of table, Tab adds new row
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Converting to a Table Select a tabular text organized with tabs Click Insert > Table > Convert Text Be sure that text separator is Tab Check for correct number of columns
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Moving & Resizing a Table Handles appear when pointer moves over
table The Move handle (upper left)
The Resize handle (lower right) Move cursor over vertical border to reveal
column-width handle The same occurs for row-height handles Also, use the Table Tools > Layout ribbon
Click the arrow buttons in the Cell Size area
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Fast Formats for Tables Select any cell in a table Select the Table Tools > Design ribbon Choose desired Table Style
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Table Borders Borders are useful for highlighting cells To use:
Select cells that require borders Open the Table Tools > Layout ribbon Click the Borders button in Table Styles
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Special Table Properties Adjust text alignment within cells Vertical and/or horizontal alignment To use:
Select cells that require alignment Right-click one of the cells
Choose Cell Alignment option
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Tabs and Tables In Tables, Tabs provide special
indentationBut — you cannot use the Tab key Instead type Ctrl TabWith ruler, you can also set
hanging indents
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Sorting Table Rows Select rows that you want to sort Select Table Tools > Layout > Sort Choose column by which you want to
sort
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Exporting & Importing Tables Select and copy Word table Then paste into Excel worksheet
Or, Select and copy Excel table Then paste directly into Word document
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Calculations Select cell where you want Sum Click Table Tools > Layout > Formula Check the Formula dialog box, click OK NOTE: If the numbers in the table
change, the formulas have to be updated: Right-click the sum or average
Select Update Field
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Common Formulas =SUM(ABOVE) — Adds up column of
numbers immediately above =SUM(LEFT) — Adds up row of
numbers immediately to the left =AVERAGE(ABOVE) — Averages the
column of numbers immediately above =AVERAGE(LEFT) — Averages the row
of numbers immediately to the left
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Styles Outlining Sections Table of Contents Cover Page Master Documents
Developing Multipage Documents
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Use styles to automate document-formatting tasks and to ensure consistency between related documents A style consists of various formats such
as font style, font size, and alignment that are combined into one set that you name
Exploring Styles
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Exploring StylesDocument formatted with the Word 2007 Quick Style set, which is applied to all new documents
Styles Gallery
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Exploring Styles Four style categories:
Paragraph: includes character and paragraph formats
Character: includes character styles only
List: includes styles to format a series of lines with numbers or bullets
Table: includes styles to format a table grid and text
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Use Outline View to organize headings and subheadings that identify topics and subtopics Assign each heading a level from 1 to 9,
with Level 1 being the highest level Assign the Body Text level to the
paragraphs Move or delete blocks of text
Building a Document in Outline View
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Working in Outline View
Move Upbutton
Expandbutton
Plus outline symbol indicates thatadditional levels or paragraphs of textare included under the heading
Collapsebutton
Show Levellist arrow
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Multi-page documents often consist of two or more sections, each of which can be formatted differently Header text and page numbers can be
different in each section Deselect the Link to Previous button
when you change the text of a header in a new section
Working With Sections
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Insert a table of contents to provide readers with an overview of topics and subtopics Word searches for headings, sorts them by
heading levels, and then displays the completed table of contents
Format headings and subheadings with Heading styles
Customize a table of contents by modifying TOC styles
Generating a Table of Contents
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Adding a Cover Page Use one of Word’s preset cover page
designs Add text to content controls Remove unwanted content controls
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A master document is a Word document that contains links to two or more related documents called subdocuments
Create a master document to organize and format long documents such as reports and books
Creating a Master Document
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Work in Outline view to expand and collapse a master document Expand the master document to view
each individual subdocument and make changes to the content
Collapse subdocuments for the master document to contain only links to all the subdocuments included within it
Finalizing a Master Document
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Once you have inserted subdocuments in a master document, you can Add or update a table of contents Modify the document headers and footers
Finalizing a Master Document
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Modify a Picture Edit Charts Create a SmartArt Graphic Edit Clip Art Use Layering Options Align, Distribute, and Rotate Graphics Insert a Watermark and Page Border
Exploring Advanced Graphics
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Modifying a Picture Use the tools on the Picture Tools
Format tab to modify a picture in hundreds of different ways
Apply a preset picture style Further modify the style by
Cropping it Changing the shape of the picture Modifying the picture border Apply picture effects
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Modifying a Picture Cropping a picture
Before After
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Editing ChartsModify charts with the tools
contained on three Chart Tools contextual tabs Design tab: Modify the appearance and
content of the chart itself Layout tab: Modify the appearance of the
various chart components Format tab: Modify the appearance of the
drawing canvas that contains the chart
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Editing Charts Adding new chart data
A third bar is added to each data series
New data for 2008
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Creating a SmartArt Graphic You can create seven types of SmartArt
graphics Once you have selected a type, you select
a layout and then type text in each of the SmartArt shapes or in the text pane
You can further modify a SmartArt graphic by changing fill colors, shape styles, and layouts
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Creating SmartArt Names and positions for organization chart
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Editing Clip Art A clip art picture from the Clip Organizer
is made up of a number of separate objects All of the objects are grouped together
when you insert the clip art picture Ungroup a clip art to edit its individual
objects The drawing canvas is an area upon
which you can draw multiple shapes and insert clip art
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Editing Clip Art Two methods to convert a clip art
picture into a drawing object: Right-click a clip art picture and select
Edit Picture from the menu Change the clip art picture from an inline
graphic to a floating graphic
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Using Layering Options The Arrange group includes commands
to layer objects relative to each other Layering options include:
Bring to Front Bring Forward Bring in Front of Text Send to Back Send Backward Send Behind Text
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Aligning, Distributing, and Rotating Graphics The Align and Distribute option in the
Arrange group includes commands you can use to change the relative positioning of two or more objects The Alignment commands align objects
relative to each other: left, right, center The Distribute commands distributes the
same amount of space between objects The Rotate command allows you to rotate
an object on its axis
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Formatted Pictures for Graphics Steps
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Inserting a Watermark A watermark is a picture or other type
of graphic object that appears lightly shaded behind text in a document
Use pictures as watermarks – reduce brightness
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Working with References Insert a Citation Manage Sources Generate a Bibliography Insert an Equation Modify an Equation
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Inserting Citations The Citations & Bibliography group
on the References tab includes features to help you keep track of: Resources you use to write research
papers Articles Any document you obtained from other
sources, such as books and Web sites
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Inserting Citations A citation is a short reference, usually
including the author and page number, that gives credit to the source of a quote or other information included in a document
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Modifying Citations and Managing Sources Modify the contents of a citation Edit the source of the citation Format a citation for specific guidelines
such as Chicago MLA APA
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Generating a Bibliography Assemble all your sources on a separate
page or pages at the end of your document
You can choose to create a: Works Cited list: Lists only the works
included in citations in your document Standard bibliography: Lists all the
sources you used to gather information for the document
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Inserting EquationsUse the Equations feature to insert
mathematical and scientific equations from one of the categories in the Equation galleries
You can also create your own equations that use a wide range of math structures including Fractions Radicals Integrals
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Modifying Equations Use many of the formatting options in
the Font and Paragraph groups on the Home tab to modify an equation
Choose to show an equation in: Professional Format Linear Format
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Building Forms Construct a Form Template Add and Modify Content Controls Add a Building Block Content Control Insert Legacy Forms Controls Format and Protect a Form
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Forms Design A form is a structured document with
spaces reserved for entering information Create a form as a template that includes
labeled spaces, called form fields, into which users type information
The form template can include check box fields, help messages, and other controls to make the form interactive
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Constructing a Form Template A Word form is created as a form
template, which contains all the components of the form A field label is a word or phrase that tells
users the kind of information required for the field
A control is the placeholder inserted to contain data associated with the label
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Constructing a Form TemplatePlain Text content control
Date Picker content control
Picture content control
Legacy Tools Check Box Form Field
Combo Box content control
Drop-Down List content control
Building Block content control contains text and a SmartArt graphic
Rich Textcontent control
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Adding and Modifying Text Content Controls Rich Text Content Control
Use when you want formatting, such as bold or a different font size, automatically applied to text that users enter
Text Content Control Use when you do not want formatting
applied or you want to format the entry with a style
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Adding Date Picker and Picture Content Controls Use the Date Picker content control
to provide users with a calendar from which they can select a date
Use the Picture content control to provide a placeholder for users to insert a picture
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Adding Drop-Down Content Controls Drop-Down List Content Control
Provides a list of choices Users can only select from the list
Combo Box Content Control Provides a list of choices Users can select from the list or they can
type a new entry
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Adding a Building BlockContent Control You can create your own Building
Block content control to insert into a form The Building Block content control can
contain both text and objects, such as pictures and SmartArt graphics
Turn Design Mode off before you insert a Building Block content control
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Inserting Legacy Forms Controls Enhance a form by including Legacy
Forms controls: Text Form Field Check Box Form Field
Work in the Text Form Field Options dialog box to customize a legacy form control
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Formatting and Protecting a Form Turn Design Mode off before you protect
a form Click the Protect Document button in
the Protect group Select the protection required:
Filling in forms
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Customizing Word Create a macro Record macro steps Edit a macro Customize the Quick Access toolbar Modify Options Use the Document Inspector
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Plan a Macro Automate repeated tasks by using
macros A macro is a series of Word commands
and instructions that you group together as a single command to accomplish a task automatically
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Planning a Macro Macro tasks:
Determine the tasks you want the macro to complete
Macro steps: Include the correct steps to perform the task
Macro information: Determine the information related to the macro
Record macro procedure: Use the Record Macro dialog box to record the
macro
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Creating a Macro Create a macro by using the macro
recorder or by entering codes into the Visual Basic Editor
For most routine macros, use the macro recorder Records each step you perform as a
sequence of Visual Basic codes For complex macros, use the Visual
Basic Editor
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Recording Macro Steps Once you have created a macro, you
need to record the macro steps The macro recorder actually records
each step you perform as a sequence of Visual Basic codes Can use the mouse to click commands
and options Must use the keyboard to select text
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Running a Macro When you run a macro, the steps you
recorded are performed Run a macro in three different ways:
Select the macro by name in the Macro dialog box, then click Run
Click a button on the Quick Access toolbar if you have assigned the macro to the Quick Access toolbar
Press a keystroke combination if you have assigned shortcut keys to the macro
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Customizing the Quick Access Toolbar Create a custom toolbar that contains
only the buttons you want to perform specific tasks Can include buttons to perform macros
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Using the Document Inspector Use the Document Inspector to check
that a document does not contain any Hidden text Personal information Comments that you do not want other
users to see
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Microsoft PowerPoint
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Microsoft PowerPoint Software to make presentations Templates and different designs Same menues as Microsoft Word
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How to make a nice presentation Text
Font should be easy to read Text color with high contrast to the background Big font size Less text is better Use the same formatting throughout the
presentation
Pictures and figures Choose understandable figures Pictures with high quality Pictures and figures should be relevant
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Presentation Be careful with use of animations
Know what you are presenting Don’t read from the slide Speak to the people Speak loudly Practice before presentation!
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Questions?