microsoft word 2007 intermediate class -...

ADVANCED MICROSOFT WORD 2010

Business Skills Series: Advanced Microsoft Word 2010

ADVANCED MICROSOFT WORD 2010WELCOME!

Welcome to the Workforce Center’s Microsoft Word 2010 ADVANCED training course! This course will focus on the powerful features of Microsoft Word in an interactive, instructor-led environment.

I. Preparing a Mailer1. Mailer wizard2. Selecting recipients3. Altering the mailing list4. Setting up the document

II. Document Management5. Tracking changes by multiple users6. Comparing / combining documents7. Compatibility checker8. Inspecting the document9. Altering author information

III.References and Resources10. Managing sources11. Inserting citations12. Bibliographies13. Inserting footnotes14. Table of contents

IV. Document Security15. Developer Tab16. Securing sections of a document17. Encrypting a document18. Adding a digital signature

V. Customizing Microsoft Word 201019. Auto correct options20. Short cut assignments21. Color scheme

WFC432-0414 of 22 Issued 03-31-2014 “Equal Opportunity Employer/Program - Auxiliary aids and services are available upon request to individuals with disabilities.”

The hearing impaired may contact the Workforce Center by calling the Kansas Relay Center at 1-800-766-3777


SECTION I: PREPARING A MAILERLESSON ITEM #1: MAILER WIZARDREASON: The mailer wizard is a simple yet effective way to create a customized mailer ready for mass production

Action #1: Locate the “Start Mail Merge” button located in the “Mailings” tab

Action #2: Click the “Step by Step” Mail Merge Wizard option from the menu

Action #3: Choose “Letters” from Select document type & click next



Start Mail Merge

Mail Merge Wizard


Action #4: Choose “Start from existing document,” select “(More files…)” & click the Open button

Action #5: Open the existing document file labeled “Preparing a Mailer Practice” located on the C:

drive in the folder labeled “Training Class Files – DO NOT REMOVE”

Action #6: Once the letter appears on screen, choose “Use the current document” & click “Next:

Select recipients”

LESSON ITEM #2: SELECTING RECIPIENTS

Action #6: Under the ”Use an existing list” heading, click “Browse” Open the existing document file labeled “Preparing a Mailer Contact List” located on the

C: drive in the folder labeled “Training Class Files – DO NOT REMOVE”

LESSON ITEM #3: ALTERING THE MAILING LIST

Action #7: Once the list is selected, the “Mail Merge Recipients” document should appear (see

below) This window allows you to select which recipients you want to send the letter to, as well

as sorting each name if necessary. For this exercise, let’s sort the names alphabetically by last name

Click on the option labeled “Sort”




Action #8: The “Filter and Sort” menu should appear From the “Sort Records” tab, choose to sort by “Last Name” in “Ascending” order Click “OK” and the list should re-organize Click “Next: Write Your Letter”




LESSON ITEM #4: SETTING UP THE DOCUMENT

Action #9: On the document itself, highlight the text that reads “(Place Date Here)” & press Delete Click on “Date & Time” from the Insert tab The following window should appear, asking which format to use. Select the format you

wish to use and checkmark “Update Automatically” as an option. Click “OK”

Action #10: On the document itself, highlight the text that reads “(Place Name Here)” & press Delete Click on “Address Block” from the “Mail Merge” menu The following window should appear, asking which format to use. Click “OK”




LESSON ITEM #4: SETTING UP THE DOCUMENT, Cont’d

Action #11: Perform the same actions for the greeting information

o On the document itself, highlight the text that reads “(Place Greeting Here),”o Use the “Greeting Block” option for the greeting informationo Click “Next: Preview your letters”

Action #12: The preview section will allow you to review each individual letter and continue to

manage your list of who will receive the letter Make no changes and click on “Complete the Merge”



Preview your Letters

Make Changes


Action #13: The preview section will allow you to review each individual letter and continue to

manage your list of who will receive the letter Click “Next: Complete the merge” Now you’re ready to print!!

SECTION I: COMPLETE!



Similar methods are used for other types of mailers, including

labels, envelopes, and E-mail messages


SECTION II: DOCUMENT MANAGEMENTLESSON ITEM #5: TRACKING CHANGES BY MULTIPLE USERSREASON: Large professional documents with many creators (aka users) involved can be very complex and difficult to manage. The tools shown in this section simplify the most common procedures to make things much easier to manage.

Action #1: Locate the “Tracking Changes” button in the “Tracking” tab section of the Review tab Press the button to activate the change tracker

Action #2: Open the existing document file labeled “Tracking Changes Practice” located on the C:

drive in the folder labeled “Training Class Files – DO NOT REMOVE” Follow the directions on the document to complete this activity

LESSON ITEM #6: COMPARING / COMBINING DOCUMENTSREASON: Large-scale documents often end up in several different versions with multiple changes by different people. This feature will allow you to combine or compare documents with the goal of creating one final, definitive copy.

Action #1: Locate the “Compare” button in the “Compare” tab section of the Review tab Press the button to view the menu options



Track Change

s

Compare Button


LESSON ITEM #6: COMPARING / COMBINING DOCUMENTS, Cont’d

Action #2: From the “Review” Tab, select the “Compare” drop-down menu and click “Combine” Use the Browse folder button next to the heading “Original Document” to select

“Combining Documents Practice Page 1” Use the Browse folder button next to the heading “Revised Document” to select

“Combining Documents Practice Page 2” Check the “Show Changes” area at the bottom of the window and make sure the “Show

changes in: New document” radio button is checked



Combining documents is a great way to condense a large number of

changes into an easily managed format!


LESSON ITEM #6: COMPARING / COMBINING DOCUMENTS, Cont’d

Action #3: Let’s take a moment to understand the new screen view and what it contains:

Action #4: Reject all of the changes suggested by Billy Bob Delete all of the comments made by cstanyer Accept all of the changes made by cstanyer Reject any Header/Footer changes made

Action #5: Use the “Save As” function to save the new document under the name “New Paper” If the computer asks if you would like to overwrite the existing file, click “Yes”

LESSON ITEM #7: COMPATIBILITY CHECKERWFC432-0414 of 22 Issued 03-31-2014

“Equal Opportunity Employer/Program - Auxiliary aids and services are available upon request to individuals with disabilities.”The hearing impaired may contact the Workforce Center by calling the Kansas Relay Center at 1-800-766-3777

Tracked Changes from Both Documents

Combined Document Original

Document

Revised Document


REASON: This useful tool will allow you to check for features in your Microsoft Word 2010 document that are not supported by earlier versions. It’s a handy item to have if you are sending an important or time critical piece to a 3rd party who may or may not have the same version of Word as you.

Action #1: Locate the “Check Compatibility” option located in the “File” tab in the “Info” section,

under the “Check for Issues” menu

Action #2: Simply click on the “Check Compatibility” to view what actions Microsoft Word 2010

will take to ensure your document’s compatibility with earlier versions




LESSON ITEM #8: INSPECTING THE DOCUMENTREASON: This tool will inspect your document for any unwanted items that may have been added during the creating/editing process. Items like hidden personal information, watermarks, & hidden text.

Action #1: Locate the “Inspect Document” option located in the “File” tab in the “Info” section,

under the “Check for Issues” menu

Action #2: Click on the “Inspect Document” menu to activate the service. Simply check the items

you want it to check for and run the program.o The program will ask you which items you want removed & which ones you

want to keep



Inspect Document


LESSON ITEM #9: ALTERING AUTHOR INFORMATIONREASON: The Author information shows the author of a particular document. For a document that has large groups of people working on different sections, it’s important to make sure this field is filled out correctly in the final version.

Action #1: Locate the “Show Document Panel” button located under the “Info” section in the

Microsoft Office menu

Action #2: Make sure the “Author” field is correct as well as the other applicable categories

SECTION II: COMPLETE!



Inspect Document

Author


SECTION III: REFERENCES AND RESOURCESLESSON ITEM #10: MANAGING SOURCESREASON: It is important to show the sources of information used within your document. This gives your work credibility and professionalism.

Action #1: Open the existing document file labeled “Inserting Citations Practice” located on the C:

drive in the folder labeled “Training Class Files – DO NOT REMOVE” Locate and select the “Manage Sources” button located in the Citations & Bibliography

Tab Section of the References tab

Action #2: The “Manage Sources” menu should now be showing on your screen. Select the button

labeled “New” (in the center of the menu) to add a new source to your document

Action #3: The “Create Source” menu should now be showing on your screen. Fill in the text box

with this information:o Author: Hank Williamso Title: Big Boss

Click “OK” to add the resource Close the Source Manager window Keep the document open for the next Lesson Item

LESSON ITEM #11: INSERTING CITATIONSREASON: A citation is a reference to a published or unpublished work (or source). The last lesson showed how to manage sources and now we’ll cover how to indicate where in the document those sources were used.

Action #1: Place the cursor after the word “wonderful” in the first sentence and use the “Insert

Citation” drop down menu to insert the citation labeled “Williams, Hank” Keep the page open for the next activity



Manage Sources


LESSON ITEM #12: BIBLIOGRAPHIESREASON: A bibliography is also known as the “Works Cited” page, showing the reader the research that was used to support the document. A proper bibliography is expected in any document that requires 3rd party statements or claims.

Action #1: Place the cursor below the last line of the last paragraph Locate and select the “Bibliography” button & drop-down menu located in the Citations

& Bibliography Tab Section of the References tab

Action #2: Select the “Bibliography” option from the menu to add the bibliography Leave the document open for the next Lesson Item



The only noticeable difference between the “Works Cited” and “Bibliography” style is the actual name that

you want to appear on your document. Some prefer to call it “Works Cited” while others prefer to name it

“Bibliography”


LESSON ITEM #13: INSERTING FOOTNOTESREASON: A footnote is a section of text created at the bottom of the document that adds further definition to a corresponding word in the document. Footnotes are an easy and important way to add more clarity to key points of your document.

Action #1: Locate and select the “Insert Footnote” button located in the “Footnotes” Tab Section of

the References tab Select the “Footnote & Endnote” options window available by clicking the bottom right

corner of the “Footnotes” tab section & note the available options. Click “Cancel” to remove the window

Action #2: Select the word “evening” from the first sentence in the paragraph Click the “Insert Footnote” button to insert a footnote Type the following text in the footnote: Late in the day

LESSON ITEM #14: TABLE OF CONTENTSREASON: The Table of Contents is a basic way to navigate through a document, especially large documents with many sections.

Action #1: Open the existing document file labeled “Table of Contents Practice” located on the C:

drive in the folder labeled “Training Class Files – DO NOT REMOVE” Follow the directions shown on the page to complete the activity

Action #2: Activate the “Table of Contents” drop down and select “Insert Table of Contents” Note all of the available options for your table of contents, including formatting options

and hyperlinks.

SECTION III: COMPLETE!




SECTION IV: DOCUMENT SECURITYLESSON ITEM #15: DEVELOPER TABREASON: The developer tab is mainly used to develop Macros, interactive controls, or to enhance document security.

Action #1: Activate the Developer Tab by performing the following

o Open the “File” tabo Click on the “Options” buttono Click on the “Customize Ribbon” buttono Checkmark “Developer”

LESSON ITEM #16: SECURING SECTIONS OF THE DOCUMENTREASON: If there is a portion of the document that you don’t want altered, there is a simple way isolate and protect it from unwanted editing

Action #1: Highlight the area of text you want to protect From the “Developer” tab, select “Group” To unprotect the document, highlight the section and choose “Ungroup”



Checkmark this box


LESSON ITEM #17: ENCRYPTING A DOCUMENTREASON: Security is important in today’s electronic world. Securing a document protect you and your organization.

Action #1: Locate the “Protect Document” option located on the “Info” menu of the “File” tab

Action #2: Click on “Encrypt with Password” to see the password protection screen.

LESSON ITEM #18: ADDING A DIGITAL SIGNATUREREASON: Security is important in today’s electronic world. Adding a digital signature will help show the user that the document is from the correct person/organization.

Action #1: Locate the “Protect Document” option located on the “Info” menu of the “File” tab.

Action #2: Click on the “Add a Digital Signature” button

o A new message window will appear, click “OK” Click “Create Your Own ID”

o Fill in all of the requested information and click “OK”o Type the reason for signing this documento Click “Sign”

SECTION IV: COMPLETE!



WARNING!!!

Do NOT perform this on your training computer

Microsoft offers the opportunity

to sign up with fee-based Digital

Signature partners for added document

protection.


SECTION V: CUSTOMIZING MICROSOFT WORD 2010LESSON ITEM #19: AUTO CORRECT OPTIONSREASON: Word 2010 can be customized to do a wide variety of different things that can help you to be more productive in the office

Action #1: Access the “Options” menu located in the “File” tab Select the menu labeled “Proofing” Click the “Auto Correct Options” button

Action #2: Click through the different tabs and review all of the different options available for

customization Notice that the “Autocorrect” tab allows you to replace designated text with any word,

symbol, or phrase that you wish.




LESSON ITEM #20: SHORT CUT ASSIGNMENTSREASON: Word 2010 can also be customized to use a variety of different keyboard shortcuts. This too will make your work time faster and more productive

Action #1: Access the “Options” menu located in the “File” tab Select the menu labeled “Customize Ribbon” Click the “keyboard shortcuts: “Customize” button

Action #2: To customize the keyboard shortcuts, select the category you want to customize from the

menu on the left Next select the specific action you want to create a shortcut for from the menu on the

right Finally, place the cursor in the “Press new shortcut key” box and type in the key or keys

you would like to be assigned to that specific function.



2nd

Step

1st Step

3rd

Step

It’s always a good idea to keep a record of your customizations so you don’t lose track!


LESSON ITEM #21: COLOR SCHEMESREASON: FUN!!! Add some personal flair to your Microsoft Word 2010 program!!!

Action #1: Access the “Word Options” menu located in the “Microsoft Office Menu” Select the menu labeled “Popular” Click the “Color Scheme” drop down menu and choose your color!

SECTION V: COMPLETE!

CONGRATULATIONS – YOU’VE FINISHED!!!

