teach yourself advanced office 2013

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TERMS OF USE

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GUIDE FORMAT

The TEACH YOURSELF ADVANCED OFFICE 2013 guide was created in the following format: Although operating systems (Windows 7, Windows 8 or higher) and text style requirements will not encumber the completion of this guide, it is advised that learners use the recommended (by Microsoft) 1024x768 or higher screen resolution when using Microsoft Office 2013; this is due to a dynamic ribbon being used, which adjusts the amount of options displayed depending on visible space. PUBLISHED BY: Paul Buggs 37 Balmoral Road Sutton-At-Hone Dartford Kent DA4 9EZ UK Web: www.learn-new-skills-from-home.com Email#1: [email protected]

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Tel: (+44) 0796-3291694 THIRD EDITION: Data Files:www.learn-new-skills-from-home.com/our-courses/resources/work-files.html Updates: www.learn-new-skills-from-home.com/our-courses/resources/updates.html Second Site: https://sites.google.com/site/learnnewskillsfromhome All reasonable precautions have been made in the preparation of this document, including both technical and non-technical proofing. At LEARN NEW SKILLS FROM HOME we work to the highest quality, if a learner finds any discrepancies within this document, please do not hesitate to contact us.

HEADING 1 STYLE – Cambria 18pt HEADING 2 STYLE - Cambria 14pt BODY TEXT - Cambria 12pt SCREEN RESOLUTION – 1360x768 MICROSOFT OFFICE – 2013 OPERATING SYSTEM – Windows 7 or higher

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TEACH YOURSELF

OFFICE 2013 ADVANCED BY PAUL BUGGS

THIRD EDITION


CONTENTS

INTRODUCTION

TEACH YOURSELF Teach Yourself via Visual Learning ............................................................................................................. 13 Units covered within this Guide ................................................................................................................... 13 About the Author ................................................................................................................................................ 13 Acknowledgements ........................................................................................................................................... 14

QUALIFICATIONS Overview ............................................................................................................................................................... 14 ECDL (ICDL) Advanced Modules .................................................................................................................. 14 ECDL (ICDL) Expert ........................................................................................................................................... 14 ITQ Advanced ...................................................................................................................................................... 15 Testing Centres ................................................................................................................................................... 15 Sample Tests ........................................................................................................................................................ 15 British Computer Society Associate Membership (AMBCS).............................................................. 15

GUIDE How to use this Guide ....................................................................................................................................... 15 Software Requirements ................................................................................................................................... 16 Office 365 .............................................................................................................................................................. 16 Updates .................................................................................................................................................................. 16 Marking Schemes ............................................................................................................................................... 16 Downloading Work-Files ................................................................................................................................ 17 Members’ Area .................................................................................................................................................... 17 FREE Bonus Unit ................................................................................................................................................ 17 Key Symbols ......................................................................................................................................................... 17

ADVANCED WORD-PROCESSING UNIT

WORD 2013 Layout ..................................................................................................................................................................... 19 Standard View ..................................................................................................................................................... 20 The Microsoft Office Button ........................................................................................................................... 21 Ribbon .................................................................................................................................................................... 22 Quick Access Toolbar ........................................................................................................................................ 22

SYLLABUS Areas Covered .................................................................................................................................................... 23

OVERVIEW History .................................................................................................................................................................... 24 File Formats ......................................................................................................................................................... 24 Extensions ............................................................................................................................................................. 24 Templates .............................................................................................................................................................. 25 Shortcuts................................................................................................................................................................ 25


FORMATTING Style Types ............................................................................................................................................................ 26 Image Manipulation .......................................................................................................................................... 26 Page Breaks .......................................................................................................................................................... 29 Text Formatting .................................................................................................................................................. 33 Table Formatting ................................................................................................................................................ 38 Indent and Spacing ............................................................................................................................................ 39 Character Styles .................................................................................................................................................. 41 Sort Data Alphabetically .................................................................................................................................. 44 Paragraph Styles ................................................................................................................................................. 46 Column Layouts .................................................................................................................................................. 50 Column Widths and Spacing .......................................................................................................................... 52 Column Lines ....................................................................................................................................................... 56

REFERENCING Captions ................................................................................................................................................................. 57 Bookmarks ............................................................................................................................................................ 60 Footnotes ............................................................................................................................................................... 62 Table of Contents ............................................................................................................................................... 64 Mark Index Entry ............................................................................................................................................... 68 Convert Table to Text ....................................................................................................................................... 73

ENHANCE PRODUCTIVITY FileSize Fields ...................................................................................................................................................... 75 Drop-Down Fields .............................................................................................................................................. 77 Check Box Fields ................................................................................................................................................. 81 Link and Embed External Data via Microsoft Excel .............................................................................. 86 Mail-Merge ............................................................................................................................................................ 89 Modify Template ................................................................................................................................................ 97 Delete/Add Automatic Text Entries ......................................................................................................... 100

COLLABORATIVE EDITING Document Security .......................................................................................................................................... 105 Track Changes ................................................................................................................................................... 108 Macros .................................................................................................................................................................. 111 Master Document ............................................................................................................................................. 116

PREPARE OUTPUTS Delete Section Breaks ..................................................................................................................................... 123 Page Setup ........................................................................................................................................................... 126 Watermarks ........................................................................................................................................................ 128

TEST AREA Practice Tests ..................................................................................................................................................... 132 Completed Criteria .......................................................................................................................................... 133 Test Structure .................................................................................................................................................... 134 Advanced Word-Processing Unit Test#1 ................................................................................................ 135 Advanced Word-Processing Marking SchemeTest#1........................................................................ 138 Advanced Word-Processing Unit Test#2 ................................................................................................ 139 Advanced Word-Processing Unit Marking Scheme Test#2 ............................................................. 141


ADVANCED SPREADSHEET UNIT

EXCEL 2013 Layout ................................................................................................................................................................... 143 Worksheets ......................................................................................................................................................... 144 The Microsoft Office Button ......................................................................................................................... 145 Ribbon .................................................................................................................................................................. 146 Quick Access Toolbar ...................................................................................................................................... 146

SYLLABUS Areas Covered ................................................................................................................................................... 147

OVERVIEW History ................................................................................................................................................................. 148 File Formats ....................................................................................................................................................... 148 Extensions ........................................................................................................................................................... 148 VBA ........................................................................................................................................................................ 149 Popular Functions ............................................................................................................................................ 149 Shortcuts.............................................................................................................................................................. 150 Worksheet/Workbook Specifications & Limits ................................................................................... 151

FORMATTING Freeze Panes ...................................................................................................................................................... 152 Move/Copy Worksheets ................................................................................................................................ 154 Hide Data ............................................................................................................................................................. 157 Merge Spreadsheets ........................................................................................................................................ 159 Split Windows ................................................................................................................................................... 164 Absolute Cell Reference ................................................................................................................................. 166 Conditional Formatting ................................................................................................................................. 170 Custom Number Format ................................................................................................................................ 172

FUNCTIONS AND FORMULAS DATE Function .................................................................................................................................................. 174 IF Function .......................................................................................................................................................... 177 PAYMENT (PMT) Function ........................................................................................................................... 181 DCOUNT Function ............................................................................................................................................ 185 CONCATENATE Function .............................................................................................................................. 188 UPPER Function ................................................................................................................................................ 191 VLOOKUP Function ......................................................................................................................................... 194 HLOOKUP Function ......................................................................................................................................... 198 ROUND Function .............................................................................................................................................. 202 DSUM Function ................................................................................................................................................. 206 DIM Function ..................................................................................................................................................... 209 DAVERAGE Function ....................................................................................................................................... 212 COUNTA Function ............................................................................................................................................ 215 3D Sum ................................................................................................................................................................. 217

CHARTS Chart Data ........................................................................................................................................................... 220 Chart Formatting .............................................................................................................................................. 225 Chart Elements .................................................................................................................................................. 231


ANAYLYSIS Sort Data Range ................................................................................................................................................ 236 Filtering Data ..................................................................................................................................................... 239 Scenarios ............................................................................................................................................................. 242 Table Formatting .............................................................................................................................................. 247 Manipulate Pivot Table .................................................................................................................................. 250 Advanced Filtering .......................................................................................................................................... 253

VALIDATING AND EDITING Comments ........................................................................................................................................................... 257 Show Formulas ................................................................................................................................................. 259 Validation Criteria............................................................................................................................................ 261 Input Messages and Error Alerts ............................................................................................................... 264 Missing Dependents ........................................................................................................................................ 268

ENHANCING PRODUCTIVITY Define Cell Name .............................................................................................................................................. 272 Macros .................................................................................................................................................................. 274 Paste Special ....................................................................................................................................................... 281

COLLABORATIVE EDITING Document Security .......................................................................................................................................... 284 Hyperlinks ........................................................................................................................................................... 288 Track Changes ................................................................................................................................................... 291 Accept & Reject Changes in a Worksheet ............................................................................................... 294 Trace Precedents & Dependent Cells ....................................................................................................... 299

TEST AREA Practice Tests ..................................................................................................................................................... 302 Completed Criteria .......................................................................................................................................... 303 Test Structure .................................................................................................................................................... 304 Advanced Spreadsheets Unit Test#1........................................................................................................ 305 Advanced Spreadsheets Unit Marking Scheme Test#1 ..................................................................... 307 Advanced Spreadsheets Unit Test#2........................................................................................................ 308 Advanced Spreadsheets Unit Marking Scheme Test#2 ..................................................................... 310

ADVANCED DATABASE UNIT

ACCESS 2013 Layout ................................................................................................................................................................... 312 The Microsoft Office Button ......................................................................................................................... 313 Ribbon .................................................................................................................................................................. 314 Quick Access Toolbar ...................................................................................................................................... 314


OVERVIEW History .................................................................................................................................................................. 316 VBA ....................................................................................................................................................................... 316 Shortcuts.............................................................................................................................................................. 316


ACCESS SPECIFICATIONS & LIMITS General – Arrribute ......................................................................................................................................... 317 Query – Arrribute ............................................................................................................................................. 318 Table – Arrribute .............................................................................................................................................. 318 Form & Report – Arrribute ........................................................................................................................... 319 Macro Arrribute ................................................................................................................................................ 319

DATABASE CONCEPTS Development & Use ......................................................................................................................................... 320 Models .................................................................................................................................................................. 320 Structured Query Language ......................................................................................................................... 320

TABLES & RELATIONSHIPS Primary Keys...................................................................................................................................................... 320 Foreign Keys ...................................................................................................................................................... 321 Join Types ............................................................................................................................................................ 321 Relationship Types .......................................................................................................................................... 321 Referential Integrity ........................................................................................................................................ 321 Input Masks ........................................................................................................................................................ 322 Formatting Fields ............................................................................................................................................. 327 Relationships ..................................................................................................................................................... 330

QUERIES Query Criteria .................................................................................................................................................... 343 Duplicate Records Query............................................................................................................................... 347 Query Date Formula ........................................................................................................................................ 351 Sort Data .............................................................................................................................................................. 355 Query Profit Formula ...................................................................................................................................... 359 Delete Query ...................................................................................................................................................... 363 Wildcards ............................................................................................................................................................ 368 Crosstab Query .................................................................................................................................................. 372 Show Highest Range of Values in a Query .............................................................................................. 376 Query SUM Function ....................................................................................................................................... 381 Lookup Query .................................................................................................................................................... 384 Update Query ..................................................................................................................................................... 389 Append Query .................................................................................................................................................... 393 Make Table Query ............................................................................................................................................ 398

FORMS Form Themes ..................................................................................................................................................... 404 Command Buttons ........................................................................................................................................... 409 Add Subform ...................................................................................................................................................... 413 Add Control Properties .................................................................................................................................. 420 Form Controls .................................................................................................................................................... 424 Form Tab Controls ........................................................................................................................................... 434 Form Properties ............................................................................................................................................... 439

REPORTS Report Fields ...................................................................................................................................................... 444 Delete Subreport .............................................................................................................................................. 448 Report Calculations ......................................................................................................................................... 450 Report Fields ...................................................................................................................................................... 454


Report Page Breaks ......................................................................................................................................... 457 ENHANCING PRODUCTIVITY Macros .................................................................................................................................................................. 460 Print Screen ........................................................................................................................................................ 463 Print Specific Records .................................................................................................................................... 467 Delete Data.......................................................................................................................................................... 469 Exporting Data .................................................................................................................................................. 471 Importing Data .................................................................................................................................................. 473

TEST AREA Practice Tests ..................................................................................................................................................... 477 Completed Criteria .......................................................................................................................................... 478 Test Structure .................................................................................................................................................... 479 Advanced Database Unit Test#1 ................................................................................................................ 480 Advanced Database Unit Marking Scheme Test#1 ............................................................................. 483 Advanced Database Unit Test#2 ................................................................................................................ 484 Advanced Database Unit Marking Scheme Test#2 ............................................................................. 487

ADVANCED PRESENTATION UNIT

POWERPOINT 2013 Layout ................................................................................................................................................................... 489 Slide Layouts ...................................................................................................................................................... 490 Normal View ...................................................................................................................................................... 490 The Microsoft Office Button ......................................................................................................................... 491 Ribbon .................................................................................................................................................................. 492 Quick Access Toolbar ...................................................................................................................................... 492


OVERVIEW History .................................................................................................................................................................. 494 Extensions ........................................................................................................................................................... 494 Templates ............................................................................................................................................................ 494 Shortcuts.............................................................................................................................................................. 495 Image Types ....................................................................................................................................................... 497 VBA ........................................................................................................................................................................ 497 File Formats ....................................................................................................................................................... 497

PRESENTATION PLANNING Audience and Environment ........................................................................................................................ 497 Design, Content and Layout ........................................................................................................................ 498 Presenter View .................................................................................................................................................. 498

SLIDES MASTERS & TEMPLATES Slide Master ........................................................................................................................................................ 498 Templates ............................................................................................................................................................ 503


FORMATTING DRAWN OBJECTS Shape Effects ...................................................................................................................................................... 506 Fill Colour ............................................................................................................................................................ 509 Transparencies ................................................................................................................................................. 511

FORMATTING PICTURES, IMAGES Image Manipulation ........................................................................................................................................ 513

HANDLING GRAPHICAL OBJECTS Image Cropping ................................................................................................................................................. 516 Image Positioning ............................................................................................................................................ 519 Omit Background ............................................................................................................................................. 522

USING CHARTS Chart Types ........................................................................................................................................................ 525 Chart Tools.......................................................................................................................................................... 528 Chart Formatting .............................................................................................................................................. 533

USING DIAGRAMS Smart Art ............................................................................................................................................................. 536 Illustrations ........................................................................................................................................................ 538

MOVIES, SOUND Inserting Movie ................................................................................................................................................. 541

ANIMATION Custom Animations ........................................................................................................................................ 545

LINK EMBEDDING Hyperlinks ........................................................................................................................................................... 549 Import Document in Outline View ............................................................................................................ 552 Link and Embed External Data via Microsoft Excel ............................................................................ 554 Action Buttons ................................................................................................................................................... 557 Action Settings .................................................................................................................................................. 560

IMPORTING, EXPORTING Save Image .......................................................................................................................................................... 562

CUSTOM SHOWS Named Show ...................................................................................................................................................... 564

SLIDE SHOW SETTINGS Timings................................................................................................................................................................. 568 Transition ............................................................................................................................................................ 569

SLIDE SHOW CONTROL Pen Annotations ............................................................................................................................................... 571 Display Presentation in Black and White ............................................................................................... 574

PRINTING Handouts ............................................................................................................................................................. 578


TEST AREA Practice Tests ..................................................................................................................................................... 501 Completed Criteria .......................................................................................................................................... 582 Test Structure .................................................................................................................................................... 583 Advanced Presentation Unit Test#1 ......................................................................................................... 584 Advanced Presentation Unit Marking Scheme Test#1 ...................................................................... 588 Advanced Presentation Unit Test#2 ......................................................................................................... 589 Advanced Presentation Unit Marking Scheme Test#2 ...................................................................... 592

REFERENCE Glossary ............................................................................................................................................................... 593 Index...................................................................................................................................................................... 612


INTRODUCTION www.learn-new-skills-from-home.com


TEACH YOURSELF VIA VISUAL LEARNING Visual learning is a teaching and learning style in which images, pictures or colours are used to gain information for studying. Visual learning forms part of the three basic learning styles which includes the Kinesthetic (learning that takes place via physical activity as opposed to listening or watching) and Auditory (learning that takes place via listening) learning styles. Generally, visual learners also have a good sense of spatial awareness (sense of direction) and often like to draw and scribe. At LEARN NEW SKILLS FROM HOME, we strive to help self-study learners achieve their goals by providing affordable learning materials without compromising on quality. All our study materials are designed for the VISUAL LEARNER and use easy-to-follow, step-by-step instructions, illustrated throughout via screen shots. This easy-to-use visual guide covers advanced features in popular Microsoft Office 2013 applications and incorporates FOUR UNITS IN ONE book, Word, Excel, Access and PowerPoint. Additional learning support supplied includes examination checks, shortcut tips, test structures and underpinning knowledge. Learners will also have FREE access to our online Members’ Area (12 months access), which has additional question and answer snippets, job search facilities, qualification updates and a learner’s forum. The Advanced (level 3) units covered within this guide incorporate the globally recognised v.2.0 syllabuses for the “European Computer Driving Licence” (ECDL) and “International Computer Driving Licence” (ICDL) qualifications.

UNITS COVERED WITHIN THIS GUIDE

Units covered within this guide include some of the world’s most popular ICT (Information Communication Technology) applications, which utilise the Microsoft Office suite of programs. Units covered: ECDL / ICDL Advanced Word-Processing ECDL / ICDL Advanced Spreadsheets ECDL / ICDL Advanced Databases ECDL / ICDL Advanced Presentations

ABOUT THE AUTHOR

Paul Buggs is a certified Microsoft Office Master Instructor who has delivered ICT (Information Communication Technology) training materials for both private and public educat ional providers for over a decade. In 2009, Paul founded LEARN NEW SKILLS FROM HOME to help self-study learner's achieve their educational goals using quality study guides that incorporate both maximum learning flexibility and cost-effectiveness.


ACKNOWLEDGMENTS

- www.ecdlexpert.co.uk - www.bcsitq.co.uk -www.ecdl.org - www.learn-new-skills-from-home.com - www.office.microsoft.com - www.bcs.org - en.wikipedia.org - https://products.office.com/en-GB/try

QUALIFICATION OVERVIEW

The ECDL Foundation offers globally recognised ICT (Information Communication Technology) certifications, which many leading corporations/governments (IBM, IKEA, Ministry of Defence, Post Office, Bank of England, Shell and Pfizer) have adopted as their prerequisite ICT benchmark for employees. The quality and reputation of the Foundation has been built on over a decade of experience in successfully delivering ICT certification to over 9 million people, in 41 languages, covering 148 countries around the world. The ECDL (European Computer Driving Licence) qualification was established in 1997 and due to its success, the ICDL (International Computer Driving Licence) was established shortly after in 1999 for the international market outside Europe. Both the ECDL and ICDL certifications are global recognised qualifications and have the same syllabus and test structures, the only difference being the ECDL is designated for European (ECDL) countries the ICDL for regions outside Europe. Further information including qualification news and updates can be found on the ECDL Foundation website - www.ecdl.org

ECDL (ICDL) ADVANCED MODULES

ECDL Advanced (Word-Processing, Spreadsheets, Databases and Presentations) units/modules are set as level 3 (A-Level) qualifications in the UK by QCF (Qualifications and Credit Framework). Advanced units/modules are designed for learners who have intermediate/advanced skills in ICT and wish to gain a worldwide recognised certification.

ECDL (ICDL) EXPERT Learners who successfully pass four ECDL Advanced units/modules can claim the “ECDL (ICDL) Expert” certification at no extra cost. Further information can be found on the ECDL Expert website - www.ecdlexpert.co.uk

http://www.bcsitq.co.uk/

http://www.ecdl.org/


TESTING CENTRES

ECDL (ICDL) Advanced examinations incur no registration fees but examinations cost approximately £70 per exam (prices may vary). Candidate identification is required usually in the form of a utility bill and passport or driving licence. Learners are advised to book their desired examination date 10-14 days prior. In September 2012, manual tests for ECDL Advanced units/modules were replaced with industry standard e-assessments. E-assessments offer many advantages over manual tests, including instant results and a breakdown of a candidate’s strengths and weaknesses. There are literary 1000's of ECDL Advanced and ICDL Advanced test centres around the UK and 10,000’s globally. Please visit the BCS website to find your nearest test centre - http://apps.bcs.org/fac/

SAMPLE TESTS

Additional ECDL Advanced and ICDL Advanced sample tests are available for FREE via the ECDL website:

BRITISH COMPUTER SOCIETY ASSOCIATE MEMBERSHIP (AMBCS) Learners who gain all four ECDL Advanced certifications can apply for “British Computer Society Associate Membership (AMBCS)”. Associate Membership is aimed at those who are at the start of their career in IT and taking their first step on the ladder to full Professional membership. Once approved, learners can use the letters AMBCS after their name on CV / resumes and business cards, enhancing their job/career prospects. For further information, please visit -www.bcs.org

HOW TO USE THIS GUIDE

This guide covers Advanced (level 3) features using popular Microsoft Office 2013 applications. As this guide is set at level 3 (A-Level) it is aimed at learners who have some prior knowledge of the application/s they wish to study. Learners can use this guide to complete individual or several (Word-Processing, Spreadsheets, Databases or PowerPoint) units/modules. Learners who wish to complete all four units/modules can study them in any order enabling them to concentrate on areas of most importance first.

http://www.ecdl.org


SOFTWARE REQUIREMENTS

ECDL and ICDL Units are non vendor-specific, which means examinations can be taken using a variety of software (Lotus Notes, Microsoft Office, OpenOffice etc…) packages. For the purposes of this training guide, we have selected the “Microsoft Office 2013 Suite”. The Office 2013 suite of applications is predominately used within most companies globally and therefore enables learners to maximize their prospects in finding employment and enhancing their careers. Additionally Office 2013 applications can be used virtually via the Office 365 service and are designed to be integrated into Windows 8, utilising touch screen technology. To complete the unit/modules within this guide, learners will need access to a PC (Windows 7 or higher operating system) and Microsoft O ffice 2013. Free 60-day trials of Microsoft Office 2013 can be downloaded via the Microsoft website at:

OFFICE 365

Office 365 is a Web-based platform that pairs the Office applications with cloud storage. Users can install Microsoft Office 365 on up to five machines running Windows 7 or higher. Free 60-day trials of Office 365 can be found via the Microsoft website at:

UPDATES

To reflect any syllabus, exam and guide updates we have supplied an updates page, where learners can access and download any recent changes:

MARKING SCHEMES

Once learners have completed their chosen application (Word, Excel, Access or PowerPoint) unit/module test, they will need to printout the relevant marking scheme which is located in the “Marking Scheme” folder (located in the downloaded files). Learners can cross-reference their answers with the previously studied material within the guide. The Marking Schemes are designed so learners can write in comments regarding their answers. Some questions can be awarded half-marks (except multiple-choice) if partially completed but it is best practice for learners to only mark completely correct answers as right, this is due to differing marking decisions and testing methods (manual and automated) used.

http://www.learn-new-skills-from-home.com/our-courses/resources/updates.html (Second Site) https://sites.google.com/site/learnnewskillsfromhome/updates

http://office.microsoft.com

https://products.office.com/en-GB/try


DOWNLOADING REQUIRED WORK-FILES

All required work-files for this training guide are supplied within the “Advanced” folder of the learners chosen application (Word, Excel, Access and PowerPoint) and are available for 24/7 download at:

MEMBERS’ AREA

Additional learning support supplied within this guide includes examination checks, shortcut tips, test structures and underpinning knowledge. Learners will also have access to our online “Members’ Area”, which has additional question and answer snippets, job search facilities, qualification updates and a learner’s forum. Joining details are supplied at the back of this guide.

FREE BONUS UNIT

An additional ITQ (Information Technology Qualification) bonus unit is available to download FREE (RRP £5.99) via the members’ area. The guide covers the “Improving Productivity Using IT” unit (level 3), which was introduced into the UK’s Qualification & Credit Framework (QCF) in 2010 (previously NVQ). The ITQ unit can be mapped to the ECDL portfolio and once added to any four ECDL Advanced (level 3) modules enables learners to claim the “ITQ Level 3 in IT User Skills” certification provided by BCS (British Computer Society). Further information about ITQ Units can be found on the BCS/ITQ website - www.bcsitq.co.uk

KEY SYMBOLS

Exam Checks

Test Structure

Shortcut Tips

Underpinning Knowledge

http://www.learn-new-skills-from-home.com/our-courses/resources/work-files.html (Second Site) https://sites.google.com/site/learnnewskillsfromhome/home

http://www.bcsitq.co.uk/


ADVANCED WORD-PROCESSING UNIT USING WORD 2013 www.learn-new-skills-from-home.com


ADVANCED WORD-PROCESSING UNIT

The Advanced Word-Processing Unit covers advanced features, shortcuts, examination checks and underpinning knowledge related to Microsoft Office Word 2013 certifications. The Advanced Word-Processing unit is designed to enable learners to complete complex tasks in a Word-Processor (Microsoft Word) application. Advanced tasks include, using sophisticated typographical, formatting and layout configurations, including tables, forms and graphics, master documents and using macros and advanced mail-merge operations.

WORD 2013 LAYOUT

In Office 2013 each application is assigned its own color-coded start screen, blue for Word, green for Excel, red for Access and orange for PowerPoint. When Word 2013 is opened it displays a list of recently opened documents, built in document templates (Blank document template set as default) available, additional online template search facility and Open Other Documents option to search for local documents on disk or in a SkyDrive (Microsoft online storage area) folder. At the top right of the screen login details of any current SkyDrive accounts are displayed. The 2013 layout is designed to help new users find their way around more easily, and more experienced users appreciate having all options in one place at startup.

BLANK DOCUMENT OPTION

SKYDRIVE LOGIN DETAILS

When a Blank (new) Document is created in Word it is opened in Print

Layout view as default. The Print Layout view is ideal for users to get the

best perspective of designing their document structured.


STANDARD VIEW

Microsoft Office Word 2013 supports the “DOCX” (XML format), which was introduced in Word 2007. The DOCX format took over from the standard “DOC” format used in previous office (2000, XP, 2003) versions. Microsoft Office 2013 is backwards compatible enabling earlier Word versions to be opened in Word 2013 but documents that were originally created in Word 2013 cannot be opened in older applications (excluding Office 2007, 2010), which used the ‘DOC’ format, unless a compatibility program is used (compatibility programs are available from the Microsoft downloads website). Besides the XML format Microsoft Office 2013 has many added features and c osmetic changes compared to some previous Office versions including capitalised ribbon text, general functionality and toolbars.

OFFICE BUTTON RIBBON TABS

GROUPS

ZOOM PAGE BAR

BODY AREA

HIDE RIBBON OPTION

The Word editor view is generally set as Print Layout as default. Print Layout is ideal for user to get the best perspective of how their document will be displayed when completed. Page views can vary, depending on whichever view the user last edited (Full Screen Reading, Web

Layout, Outline and Draft) and save the document in.


THE MICROSOFT OFFICE BUTTON

In Office 2013 the Office Button (FILE tab) has been updated both cosmetically (text appears capitalised) and functionally (when selected a new screen appears, making it easier to view commands and menu options). Menu options include New, Open, Save, Save As, Print and the Options button (for accessing additional commands). Once the user has accessed their desired function they can return back to the main screen via the Back button option.

MENU OPTIONS

BACK BUTTON OPTION

OPTIONS BUTTON

COMMAND OPTIONS

Select the Alt + T + O keys to activate the Word Options

dialog box.


RIBBON Microsoft Word 2013 unlike some previous versions (2000, 2003) uses a “Ribbon” interface to issue commands. The Ribbon is located near the top of the window, below the “Quick Access Toolbar”. At the top of the Ribbon are several tabs; clicking a tab will display several related command groups. Within each group are linked command buttons. Additionally a dialog box launcher is located in the bottom-right corner of several groups, clicking the dialog box launcher option will give access to extra commands. It is advised that learners use the recommended (by Microsoft) 1024x768 or higher screen resolution when using Microsoft Office 2013; this is due to a dynamic ribbon being used, which adjusts the amount of options displayed depending on visible space.

QUICK ACCESS TOOLBAR

The “Quick Access Toolbar” is located by default at the top of the Word window and provides quick access to tools that are used frequently. The Quick Access Toolbar can be customized by adding and removing commands to it.


MORE COMMANDS OPTION

Before starting any test questions learners should make sure the

“Minimize the Ribbon” option is deselected on the quick access

toolbar otherwise the Office Ribbon will be minimized every time you

click on the document page. Select the Ctrl +F1 keys to activate the

Ribbon option.

COMMAND BUTTONS/OPTIONS

DIALOG BOX LAUNCHER


RIBBON TAB


SYLLABUS AREAS COVERED

Due to the new ECDL (ICDL) Advanced syllabus version 2.0 overhaul, the four Advanced ECDL and ICDL modules (Word-Processing, Spreadsheets, Databases and Presentations) have been updated, making the questions more relevant for modern day usage. The marking structure for the n ew ECDL (ICDL) Advanced syllabus v2.0 is still the same as in the previous v1.0 syllabus with 20 questions a required pass mark of 15 out of 20 (75%) and 1 hour time limit. The full v2.0 syllabus can be downloaded via the ECDL website – www.ecdl.org

FILE FORMATS EXTENSIONS TEMPLATES STYLE TYPES IMAGE MANIPULATION PAGE BREAKS TEXT FORMATTING TABLE FORMATTING INDENT AND SPACING CHARACTER STYLES SORT DATA ALPHABETICALLY PARAGRAPH STYLES COLUMN LAYOUTS COLUMN WIDTHS AND SPACING COLUMN LINES CAPTIONS BOOKMARKS FOOTNOTES TABLE OF CONTENTS CONVERT TABLE TO TEXT MARK INDEX ENTRY FILESIZE FIELDS DROP-DOWN FIELDS CHECK BOX FIELDS

MAIL-MERGE MODIFY TEMPLATE DELETE/ADD AUTOMATIC TEXT ENTRIES DOCUMENT SECURITY TRACK CHANGES MACROS MASTER DOCUMENT DELETE SECTION BREAKS PAGE SETUP WATERMARKS

LINK AND EMBED EXTERNAL DATA VIA MICROSOFT EXCEL


OVERVIEW

The following guide covers advanced features, shortcuts, examination checks and underpinning knowledge related to Microsoft Office Word 2013 certifications. Once you have worked your way through the guide and are satisfied that you understand the information provided attempt the Advanced Word-Processing tests located at the end of this unit.

HISTORY

Word is a graphical word-processing program that users can add styles to text, add captions to images and text, cross references (headings and figures), add comments to text and images, track changes, embed objects and auto-generate tables and indexes. Word is used primarily for creating documents such as letters, brochures, learning activities, tests and quizzes. Word was first released in 1981 with many of the ideas and features incorporated into it coming from Bravo, the first graphical writing program. Microsoft brought the Bravo program, and changed its name to Microsoft Word. When Word was released it used a feature called WYSIWYG (What You See Is What You Get), which meant that users could change the visual style of writing (e.g. bold, italics), by clicking on buttons, when in other programs like WordPerfect, users had to add special 'codes' to change the style of writing. WYSIWYG is now a common feature of all computer writing programs.

FILE FORMATS

Word supports the “DOCX” (XML format). The DOCX format took over from the standard “DOC” format used in previous office (2000, XP, 2003) versions.

EXTENSIONS

XML FILE TYPE EXTENSION

Document .docx

Macro-enabled document .docm

Template .dotx

Macro-enabled template .dotm

Web Page .html

PDF .pdf

Plain Text .txt

Rich Text Format .rtf

http://simple.wikipedia.org/wiki/1981

http://simple.wikipedia.org/w/index.php?title=Graphical&action=edit&redlink=1

http://simple.wikipedia.org/w/index.php?title=Bravo&action=edit&redlink=1

http://simple.wikipedia.org/wiki/WYSIWYG


TEMPLATES

A template is a document type that creates a copy of itself when the user opens it. In Microsoft Office Word users can create a template saving a document as a .dotx file, .dot file, or a .dotm file (a .dotm file type allows you to enable macros in the file).

SHORTCUTS

KEY GENERAL

ALT+TAB Switch to the next window.

ALT+SHIFT+TAB Switch to the previous window.

CTRL+W or CTRL+F4 Close the active window.

ALT+F5 Restore the size of the active window after you maximize it.

SHIFT+F6 Move to a task pane from another pane in the program window (counter clockwise direction).

CTRL+F6 When more than one window is open, switch to the next window.

CTRL+SHIFT+F6 Switch to the previous window.

CTRL+F10 Maximize or restore a selected window.

ALT+PRINT SCREEN Copy a picture of the selected window to the Clipboard.

CTRL+SHIFT+SPACEBAR Create a nonbreaking space.

CTRL+SHIFT+HYPHEN Create a nonbreaking hyphen.

CTRL+B Make letters bold.

CTRL+I Make letters italic.

CTRL+U Make letters underline.

CTRL+SPACEBAR Remove paragraph or character formatting.

CTRL+C Copy the selected text or object.

CTRL+V Paste text or an object.

CTRL+ALT+V Paste special

CTRL+SHIFT+V Paste formatting only

CTRL+Z Undo the last action.

CTRL+Y Redo the last action.


STYLE TYPES

STYLE CHARACTERISTICS

Character A Character Style is a collection of formatting commands such as font name, size, color, bold, italic, underline, borders, and shading.

Paragraph

A Paragraph Style contains both formatting characteristics such as font name, size, color, bold, italic, underline, borders shading and paragraph characteristics such as line spacing, text alignment, indentation, and tab stops.

List A List Style is used to determine the look of lists, including characteristics such as bullet style or number scheme, indentation, and any label text.

Table A Table Styles is used to determine the look of tables, including characteristics such as the text formatting of the header row, gridlines, and accent colors for rows and columns.

IMAGE MANIPULATION

Open the Plans document located in the Advanced Word-Processing folder by double clicking it.

If the Document opens in another application (Lotus Notes, OpenOffice etc…) then you may not

have Word set as your default Word-Processor (right click the documents icon and select the “Open With, Microsoft Office Word” options)

software. Alternatively Microsoft Office Word may not be installed on your machine. Free 30-60 day

trials are available for download at:

http://office.microsoft.com

Double clicking documents will open them automatically in

Word.

https://support.office.microsoft.com/en-gb/article/Style-basics-in-Word-d38d6e47-f6fc-48eb-a607-1eb120dec563?CorrelationId=fb7505e4-809e-4f4e-9cca-d2dd888a6802&ui=en-US&rs=en-GB&ad=GB#bm2d

https://support.office.microsoft.com/en-gb/article/Style-basics-in-Word-d38d6e47-f6fc-48eb-a607-1eb120dec563?CorrelationId=fb7505e4-809e-4f4e-9cca-d2dd888a6802&ui=en-US&rs=en-GB&ad=GB#bm2e


Select the Parking image within the Plans document by clicking on it. The image handles will be displayed around the image to indicate that the image has been selected.

When the Plans image is selected the PICTURE TOOLS section will be automatically displayed on the ribbon. Select the FORMAT tab (if required), within the section.

Select the Position drop-down option within the Arrange group.

FORMAT TAB

ARRANGE GROUP

POSITION DROP-DOWN OPTION

PARKING IMAGE

PICTURE TOOLS SECTION

IMAGE HANDLE

Word 2013 has a new Layout Options feature which allows the

user to easily access image positions such as Text Wrapping.


The Position drop-down list will be displayed. Select the Top Left with Square Text Wrapping option from the drop-down list.

The text will now wrap around the image.

REQUIRED POSITION

Unlike in some older versions of Office (2000, 2003 etc...) the image position will automatically change as each option is rolled-over. This

added feature makes it more convenient for the user to edit

document alignments.

WRAPPED TEXT

If a Caption was added to the image prior it may also move to the left of the image.

In these cases leave the caption in its current position as it does not need to be

moved, unless specified within the question criteria.

POSITION DROP-DOWN OPTION


Select the Office Button (FILE) tab.

Select the Save option from the drop-down list.

PAGE BREAKS

Open the Plans document (if required) located in the Advanced Word-Processing folder by double clicking it.

Place the cursor at the end of the paragraph “When we have done…” of the document. Select the INSERT tab located on the ribbon.

INSERT TAB

SAVE OPTION

Select the Ctrl + S keys to activate the

Save option.

OFFICE BUTTON TAB

Users can also use the Save ( ) option on the Quick Access Bar located in the top left corner of

the application.

Select the Alt + F keys to activate the

FILE tab.

PLANS DOCUMENT


Select the Page Break button within the Pages group.

A new page will be displayed. Create two clear spaces (Hard Returns) at the top of the newly created page by using the Enter button located on the keyboard.

Open the Addresses document (with the Plans document still open) located in the Advanced Word-Processing folder by double clicking it.

NEW PAGE

ADDRESSES DOCUMENT

PAGE BREAK BUTTON

PAGES GROUP

Double clicking documents will open them automatically in

Word.

The File Size, Date and Time fields displayed may vary

depending on the order test questions are completed in. File

information fields (dates, time and size) will update

automatically, when the document is saved.

A Page Break will create a new page within a document and

keep the same general formatting such as text, footers

and page sequences as the previous page.

A Hard Return creates a paragraph break. To insert a hard return press the Enter key located on the keyboard. Hard returns differ from Soft Returns, which are used to signify the end of a line. To insert a soft return use the

Shift+Enter keys located on the keyboard.


Select the table within the Addresses document by clicking on the select table square box.

Select the HOME tab (if required), from the ribbon. Select the Copy button (with the table still selected), within the Clipboard group.

Return back to the Plans document by clicking on the Plans window option located on the Taskbar.

SELECT TABLE SQUARE

HOME TAB

COPY BUTTON

CLIPBOARD GROUP

PLANS DOCUMENT

Select the Ctrl + C keys to activate the

Copy option.

The Taskbar is located at the bottom of the screen. Layouts may vary

depending on the operating system being used (Vista, Windows 7,

Windows 8 etc…).

Word 2013 has a new feature allowing the user to easily add additional ( ) rows or

columns to a table.


Place the cursor at the top of the newly created second page (below the two hard returns previous added). Select the HOME tab (if required) located on the ribbon. Select the Paste button within the Clipboard group.

The table will now be displayed on the second page of the Plans document.

PASTED TABLE

Select the Ctrl + V keys to activate the

Paste option.

HOME TAB

PASTE BUTTON

TWO CLEAR SPACES

CLIPBOARD GROUP

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TEACH YOURSELF OFFICE ADVANCED GUIDES

2013 Advanced Version (All FOUR Units)

Paperback - £19.99

2013 Advanced Word Paperback

£7.99

2013 Advanced Excel Paperback

£7.99

2013 Advanced Access Paperback

£6.99

2013 Advanced PowerPoint - Paperback

£6.99

2013 Advanced ITQ Word - Paperback

£6.99

2016 Advanced Version (All FOUR Units)

Paperback - £19.99

2016 Advanced Word Paperback

£7.99

2016 Advanced Excel Paperback

£7.99

2016 Advanced Access Paperback

£6.99

2016 Advanced PowerPoint - Paperback

£6.99

2016 Advanced ITQ Word - Paperback

£6.99