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Open Learning Word 2007 Advanced

Open Learning GuideOpen Learning GuideMicrosoft®

Word 2007Advanced

Note: Microsoft is a registered trademark and Windows is a trademark of the Microsoft Corporation.

Release OL317v1

© CiA Training Ltd 2007 1


Published by:

CiA Training LtdBusiness & Innovation CentreSunderland Enterprise ParkSunderland SR5 2THUnited Kingdom

Tel: +44 (0)191 549 5002Fax: +44 (0)191 549 9005

[email protected]

ISBN 13: 978-1-86005-536-2

Important NoteThis guide was written using Windows Vista. If using Windows XP some dialog boxes will look different, although the content is the same.

A screen resolution of 1024 x 768 was used. Working in a different screen resolution, or with an application window which is not maximised, will change the look of the Office 2007 Ribbon.

The ribbon appearance is dynamic, it changes to fit the space available. The full ribbon may show a group containing several options, but if space is restricted it may show a single button that you need to click to see the same options, e.g.

the Editing group may be replaced by the Editing button .

First published 2007

Copyright © 2007 CiA Training Ltd

All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording or otherwise) without the prior written permission of CiA Training Limited.

2 © CiA Training Ltd 2007


CiA Training's Open Learning guides are a collection of structured exercises building into a complete open learning package to teach how to use a particular software application. They are designed to take the user through the features to enhance, fulfil and instil confidence in the product.

WORD ADVANCED - The final guide in the Word 2007 series contains exercises covering the following topics:

Borders and Columns Customisation

Styles Outline View

Automatic Referencing Macros

Fields and Form Fields Document Protection

Master Documents Hyperlinks

Tracking Changes Templates

Charts Web Pages and e-mail

This Open Learning guide is suitable for:

Any individual wishing to further their knowledge of Word 2007 following the Intermediate guide or equivalent. The user works through the guide from start to finish.

Tutor led groups as reinforcement material. It can be used as and when necessary.

Aims and Objectives

To provide the knowledge and techniques necessary for the successful creation and manipulation of word processed documents using Word 2007.

After completing the guide the user will be able to:

work with borders and columns customise Word

apply and work with styles work in Outline view

use automatic referencing use fields and form fields

insert captions track and review changes

create a master document apply document protection

create hyperlinks insert charts and other objects

send mail use templates and wizards



Downloading the Data FilesThe data associated with these exercises must be downloaded from our website. Go to: www.ciatraining.co.uk/data. Follow the on screen instructions to download the appropriate data files.

By default, the data files will be downloaded to Documents\CIA DATA FILES\Open Learning\Word 2007 Advanced Data.

If you prefer, the data can be supplied on CD at an additional cost. Contact the Sales team at [email protected].

IntroductionThis guide assumes that the program has been correctly and fully installed on your personal computer, that the computer is already switched on and that a printer and mouse are attached. This guide was created using version 2007 of Word. It assumes that the user has a good knowledge of the everyday features of Word, gained from the Introductory and Intermediate guides or equivalent.

Notation Used Throughout This Guide Key presses are included within <> e.g. <Enter>

The guide is split into individual exercises. Each exercise consists of a written explanation of the feature, followed by a stepped exercise. Read the Guidelines and then follow the Actions with reference to the Guidelines, if necessary.

Recommendations It is suggested that the user add their name, the date and exercise number

after completing each exercise that requires a printed copy.

Read the whole of each exercise before starting to work through it. This ensures understanding of the topic and prevents any unnecessary mistakes.

Measurements used throughout this guide are metric.

Some fonts used in this guide may not be available on all computers. If this is the case, select an alternative.



SECTION 18 DOCUMENT ENHANCEMENT...............................................................................................8

161 - AUTOMATIC BORDERS..............................................................................................................................9

162 - PARAGRAPH BORDERS............................................................................................................................10

163 - SHADING PARAGRAPHS...........................................................................................................................11

164 - WATERMARKS.........................................................................................................................................12

165 - PICTURE WATERMARKS..........................................................................................................................13

166 - PAGE BORDERS.......................................................................................................................................14

167 - MASTHEADS AND COLUMN BREAKS......................................................................................................15

168 - COLUMNS................................................................................................................................................16

169 - BREAKING AND BALANCING COLUMNS..................................................................................................17

170 - MODIFYING COLUMN WIDTH/SPACING..................................................................................................18

171 - REVISION: DOCUMENT ENHANCEMENT..................................................................................................19

SECTION 19 CUSTOMISING WORD...........................................................................................................20

172 - CUSTOMISING THE QUICK ACCESS TOOLBAR.........................................................................................21

173 - WORD OPTIONS.......................................................................................................................................24

174 - REVISION: CUSTOMISING WORD.............................................................................................................25

SECTION 20 STYLES.......................................................................................................................................26

175 - APPLYING STYLES...................................................................................................................................27

176 - CREATING STYLES..................................................................................................................................28

177 - MODIFYING STYLES................................................................................................................................30

178 - REMOVING STYLES FROM TEXT..............................................................................................................31

179 - DELETING STYLES...................................................................................................................................32

180 - LIST STYLES............................................................................................................................................33

181 - TABLE STYLES........................................................................................................................................35

182 - DOCUMENT MAP.....................................................................................................................................36

183 - COPYING STYLES....................................................................................................................................37

184 - PRINTING STYLES....................................................................................................................................39

185 - REVISION: STYLES..................................................................................................................................40

SECTION 21 OUTLINE VIEW........................................................................................................................41

186 - OUTLINE VIEW........................................................................................................................................42

187 - MOVE, PROMOTE AND DEMOTE TEXT....................................................................................................43

188 - REVISION: OUTLINE VIEW......................................................................................................................45



SECTION 22 AUTOMATIC REFERENCING..............................................................................................46

189 - CROSS-REFERENCING..............................................................................................................................47

190 - INSERTING A CAPTION............................................................................................................................49

191 - AUTOMATIC CAPTION OPTIONS..............................................................................................................51

192 - TABLE OF CONTENTS..............................................................................................................................52

193 - CREATING INDEX ENTRIES......................................................................................................................54

194 - CREATING OTHER TABLES......................................................................................................................56

195 - INSERTING AND DELETING SECTION BREAKS.........................................................................................57

196 - REVISION: AUTOMATIC REFERENCING...................................................................................................58

SECTION 23 MACROS....................................................................................................................................59

197 - MACROS..................................................................................................................................................60

198 - CREATING A MACRO...............................................................................................................................61

199 - RUNNING A MACRO................................................................................................................................62

200 - EDITING MACROS....................................................................................................................................63

201 - COPYING A MACRO.................................................................................................................................64

202 - SHORTCUT KEYS.....................................................................................................................................66

203 - CUSTOMISING SHORTCUT KEYS..............................................................................................................67

204 - ASSIGNING BUTTONS..............................................................................................................................69

205 - REVISION: MACROS................................................................................................................................70

SECTION 24 FIELDS AND FORM FIELDS.................................................................................................71

206 - FIELDS.....................................................................................................................................................72

207 - USING FIELDS..........................................................................................................................................74

208 - WORKING WITH FIELDS..........................................................................................................................76

209 - UPDATING FIELDS...................................................................................................................................77

210 - FORM FIELDS..........................................................................................................................................78

211 - REVISION: FIELDS AND FORM FIELDS.....................................................................................................81

SECTION 25 DOCUMENT TOOLS................................................................................................................82

212 - CREATING MASTER DOCUMENTS...........................................................................................................83

213 - COMMENTS..............................................................................................................................................85

214 - PRINTING COMMENTS.............................................................................................................................86

215 - TRACKING CHANGES...............................................................................................................................87

216 - ACCEPTING OR REJECTING CHANGES.....................................................................................................88

217 - COMPARE AND MERGE DOCUMENTS......................................................................................................89

218 - DOCUMENT PROTECTION........................................................................................................................91

219 - REVISION: DOCUMENT TOOLS................................................................................................................93



SECTION 26 OBJECTS....................................................................................................................................94

220 - INSERTING CHARTS.................................................................................................................................95

221 - EDITING CHARTS.....................................................................................................................................96

222 - FORMATTING CHARTS.............................................................................................................................97

223 - INSERTING OBJECTS................................................................................................................................99

224 - HYPERLINKS..........................................................................................................................................101

225 - CREATING LINKS TO OTHER APPLICATIONS.........................................................................................103

226 - REVISION: OBJECTS...............................................................................................................................105

SECTION 27 TEMPLATES............................................................................................................................106

227 - USING A TEMPLATE..............................................................................................................................107

228 - CREATING A TEMPLATE........................................................................................................................108

229 - MODIFYING A TEMPLATE......................................................................................................................110

230 - REVISION: TEMPLATES..........................................................................................................................111

SECTION 28 E-MAIL.....................................................................................................................................112

231 - CREATING AND SENDING E-MAIL..........................................................................................................113

232 - CHANGING THE MESSAGE PRIORITY.....................................................................................................115

233 - ATTACHING FILES.................................................................................................................................116

234 - E-MAIL OPTIONS...................................................................................................................................117

235 - REVISION: E-MAIL.................................................................................................................................118

ANSWERS.........................................................................................................................................................119

GLOSSARY.......................................................................................................................................................120

INDEX................................................................................................................................................................122

OTHER PRODUCTS FROM CIA TRAINING.............................................................................................124



Section 18

Document Enhancement

By the end of the Section you should be able to:

Create Borders around Paragraphs and PagesCreate Automatic Borders

Create WatermarksShade Paragraphs

Apply and Balance ColumnsModify Column Layout

Modify Column Width and SpacingInsert Mastheads and Column Breaks



Exercise 161 - Automatic BordersGuidelines:

Some keyboard characters automatically create borders, providing a quick and easy way to add borders to a document to divide up different parts of text.

Actions:

1. Open the document Hardware. Each paragraph is to be separated with borders.

2. Position the cursor at the end of the last sentence of paragraph one and press <Enter> to start a new line.

3. Before continuing, click the Office Button, select Word Options and the Proofing option and then click AutoCorrect Options to display the AutoCorrect dialog box. Click on the AutoFormat As You Type tab and make sure that the Border lines check box in the Apply as you type area is selected. Click OK and OK again to close Word Options.

4. Press the Hyphen (-) three times, then press <Enter>. A single horizontal line has been added.

5. Move to the end of the second paragraph, press <Enter> and create a border as in step 4, using the Equals (=) character. A double line is added.

6. Add a border after the third paragraph using the Tilde (~) character. A wavy line is added.

7. Add a border after the fourth paragraph using the Hash (#) character to add a three line border.

8. Add a bold, single line after the fifth paragraph by holding down <Shift> while pressing the Hyphen (-) three times.

9. Add a dotted line after the sixth paragraph using the Asterisk (*).

10. Add a wavy line after the seventh paragraph and a double line after the eighth paragraph.

11. Add automatic borders to the rest of the document.

12. Print Preview the document, then close it without saving.



Exercise 162 - Paragraph BordersGuidelines:

A border can be added to a paragraph to emphasise it. Borders can be added to the whole paragraph or to each line of text within the paragraph.

Actions:

1. Open the document Summary and select the first paragraph.

2. Click the drop down arrow on the Borders button, and select Borders and Shading to display the Borders and Shading dialog box. Make sure the Borders tab is displayed.

3. Select Shadow from the Setting area and select a Color from the drop down list, then change the border Width to 1 pt.

4. To apply the border to the paragraph, make sure Paragraph is selected from the Apply to area, then click OK.

5. Apply a Red 2¼ pt Box border to the second paragraph.

6. Select the third paragraph. Apply a box border to each line of text by selecting Text from the drop down list in the Apply to area and then Box from Setting. Leave the other border settings the same. Click OK.

7. Apply a Blue Shadow border to the Text of the fourth paragraph.

Note: To remove any border, select the area containing the border and display the Borders and Shading dialog box. Select None from Settings.

8. Print the document and close it without saving.

Note: Individual borders can be applied/deleted using the Borders button drop down list.



Exercise 163 - Shading ParagraphsGuidelines:

Shading and highlighting with a range of patterns and/or colours can be applied to paragraphs of text. Paragraphs are usually shaded for emphasis, either in shades of grey or colour, while small pieces of text can be highlighted in colour.

Actions:

1. Open the document Geology. Click in the first paragraph and then display the Borders and Shading dialog box and select the Shading tab.

2. Drop down the Style list and select 20%.

3. Click OK.

4. A paragraph can be selected for shading by either selecting the whole paragraph or by placing the cursor within it. Select the second paragraph and shade it with aqua blue (leave the style as Clear).

5. Try some different Styles and Fills on this paragraph.

6. From the Font group click on the drop down list from the Text Highlight Color button, and select bright green.

7. The cursor changes to . Drag the mouse across the text of the third paragraph to highlight it.

Note: Shading colours the paragraph with a rectangular block of colour, whereas highlighting only applies colour behind the selected text. Highlighting is often applied to individual words or small sections of text.

8. To turn off the highlighter, click on the button again.

9. To remove the highlighting, select paragraph 3, then select No Color from the Highlight button options.

10. Close the document without saving.



Exercise 164 - WatermarksGuidelines:

A watermark is text (or a picture) that appears faintly behind or on top of existing text. Watermarks are meant for printed documents only; they can easily be created and can be used to personalise documents or to make it more difficult to copy them without permission.

Actions:

1. Open the document Prices.

2. Select the Page Layout tab and from the Page Background group, click . Scroll down the watermark options and click on Sample 1 to

apply it.

Note: To apply your own watermark, select Custom Watermark from the Watermark button options. Enter your own choice of text and formatting options.

3. Print the document.

4. Close it without saving.



Exercise 165 - Picture WatermarksGuidelines:

Graphics or drawings can also be used to create a watermark. Graphics can be inserted via the Printed Watermark dialog box, but drawings or shapes must be inserted into the document header.

Actions:

1. Open the document Company. Display the Header.

2. Use the drawing tools to draw a simple coloured house. The drawing can be created anywhere on the page, but is still assumed to be part of the Header and Footer.

3. To move the drawing down the page, first Group the elements of the drawing. Drag the group down the page, over the text.

4. To ensure that the watermark colour is not too bold for the text, first right click on the drawing and select Format AutoShape. In the Fill section, change the Transparency to about 80%. Click OK and resize to suit.

5. Close the Header and Footer view to see the effect.

6. Now open the Header and Footer again and delete the drawing. Close the Header and Footer.

7. To insert a picture, select the Page Layout tab, click , select Custom Watermark and select the Picture watermark option.

8. Click Select Picture and locate the supplied data folder in the Insert Picture dialog box. Select the watermark file and click Insert.

9. In the Printed Watermark dialog box, ensure Washout is checked so the graphic is not too vivid.

10. Click OK. Close the Header and Footer view.

11. Go to the end of the document and insert a new page by pressing <Ctrl Enter>. Notice how the watermark is applied to the new page.

12. Print the document then close it without saving.



Exercise 166 - Page BordersGuidelines:

A border can be added to a whole page to enhance its appearance. Plain borders, coloured borders and BorderArt can all be used. BorderArt is a selection of artwork specifically designed for creating borders.

Actions:

1. Open the document Pondlife. Use the Borders button to display the Borders and Shading dialog box and display the Page Border tab.

2. Select Box from Setting, then select a shade of purple and 2¼ pt from Color and Width respectively and click OK.

3. Use Print Preview to view the border. Close Print Preview and display the Borders and Shading dialog box again - Page Border tab.

Note: Some DeskJet printers cannot print borders at the extreme edges of the page and so may not be visible in Preview. If this is the case, from the Page Border tab, select Options, select to measure from the Edge of page or Text and make alterations until the border can be previewed. Measuring from Text gives better results on DeskJets.

4. Click the Art drop down list and select the Apples. Click OK.

Note: The width of the border can be changed in the same way as for line borders.

5. Experiment with page borders.

6. To remove the Page Border, select None from Settings. Click OK.

7. Close the document without saving the changes.



Exercise 167 - Mastheads and Column BreaksGuidelines:

A masthead is a title that spans columns. The easiest way to create a title is to do so before turning on the column display. Columns can be ended at any point to aid ease of reading by inserting a column break at the required point.

Actions:

1. Start a new document.

2. Create a centred title, Daily Report.

3. Change the font to Arial 36 pt Bold and capitalise the text.

4. To prevent the title being changed later, a column break must be inserted. Position the cursor at the end of the text.

5. Select the Page Layout tab and click .

6. Select Continuous from Section Breaks, because more text is to be added later.

7. The Masthead will remain centred, in a single column. Turn on the Show/Hide feature to see the breaks.

8. Leave the document open for the next exercise.



Exercise 168 - ColumnsGuidelines:

Columns divide the page vertically into sections. Several columns can be created on a page to create a varied effect. Columns can be applied to the whole document, or to certain parts of it.

Actions:

1. Use the document created in the last exercise.

2. Position the cursor underneath the Masthead and click the Align Text Left button, .

3. Change the font to Calibri 11pt.

Note: Click and Type does not work with columns.

4. Select the Insert tab, click the drop down arrow and select Text from File. Insert the data file Stop press.

5. With the cursor at the beginning of this text, select the Page Layout tab and click . Select More Columns.

6. Select Two from the Presets area and make sure the Apply to area shows This section. Check the Line between box to divide the columns with a line.

7. Click OK to apply the columns.

8. Apply a box page border: Black, double line, 1½ pt (see the note on Exercise 166 - Page Borders).

9. Save the document as Daily and leave it open for the next exercise.



Exercise 169 - Breaking and Balancing ColumnsGuidelines:

Columns can be balanced to divide the text evenly, so that the columns are not out of proportion. Column breaks are used to force a new column, or to move text to the next column.

Actions:

1. Use the document Daily. Change the view to Draft.

2. Move to the title of the story about the dog.

3. To place this article at the top of the next column, place the insertion point before the D of Dog.

4. Select the Page Layout tab, click and select Column. The column break appears as a dotted line across the screen.

5. Switch to Print Layout view and notice that the dog article now heads column 2.

6. Now change the number of columns to 3. Use a column break to move the Fundraiser story to the top of the third column.


8. In Draft view, click on the first column break and press <Delete> to remove it.

9. Delete the remaining column break and switch to Print Layout view to see the changes.

10. Change the number of columns back to 2.

11. To balance the text in the columns, position the cursor at the end of the text, after the word proceeds.

12. Click and select Continuous. The text should now be equally divided between the two columns.

13. With the cursor in the text, change the number of columns to 3.

14. The text is still evenly distributed because of the section break.

15. Save the document as Columns and leave it open.



Exercise 170 - Modifying Column Width/SpacingGuidelines:

After columns have been applied to a document, it is possible to change the column width and the spacing between columns to improve their appearance.

Actions:

1. Using the document Columns, place the cursor within the column text and click Columns. Select More Columns.

2. Ensure the Equal column width box in Width and spacing is not checked.

3. To change the column widths, amend the measurements in the Width boxes to approximately match the following diagram.

Note: The Spacing will vary depending on the settings of the printer attached to your PC.

4. Notice how the Preview changes to show the new column widths.

5. Click OK to apply the changes.

6. To change the spacing between the three columns, display the Columns dialog box again.

7. Change the Spacing measurements to approximately match the following diagram.

8. Click OK. Notice the effect on the document.

9. Close it without saving the changes.



Exercise 171 - Revision: Document Enhancement1. Open the document Company and make sure the view is Print Layout.

2. Centre the title and change the font to Arial, Blue.

3. Make the title a Masthead by inserting the correct type of break.

4. Change the remaining text to a 2 column display (there will only be enough text to fill one column at the moment).

5. Move the cursor to the end of the text.

6. Insert the data file Summary.

7. Increase the size of the title to 24 pt, create a space between the heading and the text.

8. Change the font of the remaining text to Book Antiqua.

9. Balance the columns.

10. Apply 20% shading to the first paragraph.

11. Apply a ¼ pt Box border to the text of the third paragraph.

12. Apply a page border of your choice.

13. Insert Clip Art of a PC in the top centre of page 2.

14. Create a text watermark that reads Training Solutions in Britannic Bold font.

15. Save the document as Training and close it.

Note: An example of how the document should look is shown in the Answers section at the back of the guide.



Section 19

Customising Word

By the end of this Section you should be able to:

Customise the Quick Access ToolbarChange Word Options



Exercise 172 - Customising the Quick Access Toolbar

Guidelines:

In Word 2007 the commands are available from the Office Button or the Ribbon. You will probably have noticed that commands on the Ribbon are often sensitive to the task you are performing and will change to provide relevant commands. The Quick Access Toolbar, however, contains commands that are independent of the tab currently displayed on the Ribbon. It is possible to add commands that you often use to this toolbar, so they are always easily available.

Actions:

1. You will have used the Quick Access Toolbar if you have worked through the earlier guides in this series. Locate it now, next to the Office Button, .

Note: The diagram above shows the default commands. Your toolbar may already have been customised, in which case there will be extra commands.

2. Some basic commands are going to be added. Click Customize Quick

Access Toolbar, , at the right of the commands.

3. Notice that the commands currently on the toolbar have a tick at their left.



Exercise 172 - Continued4. To add the new command, click New from the list.

5. In the same way add the Open, Quick Print and Print Preview commands to the toolbar.

6. Commands not in the list may still be added. Click Customize Quick Access Toolbar and select More Commands. The Word Options dialog box appears.

7. Popular commands are shown at the left. Select Insert Picture from File and click . This command is shown at the right.

Note: If the command you want to add is not shown, select All Commands from the Choose commands from drop down list.

8. Move the Insert Picture… command up the list until it appears below

Open by clicking twice.

9. Click OK.

10. Open the document Chinese New Year using the Quick Access Toolbar.

11. Preview it using the toolbar command.



Exercise 172 - Continued12. Close Print Preview and close the document.

13. To remove the Insert Picture from File command, click Customize Quick Access Toolbar and then More Commands.

14. Click on Insert Picture from File at the right of the Word Options dialog

box and click .

15. Click OK. Any other commands can be removed by clicking Customize Quick Access Toolbar and then clicking their name on the list.

16. To move the Quick Access Toolbar, click Customize Quick Access Toolbar, then click Show Below the Ribbon.

17. Replace the toolbar in its original position by selecting Show Above the Ribbon from the Customize Quick Access Toolbar options.



Exercise 173 - Word OptionsGuidelines:

Many options can be changed to suit the user. Word automatically creates a recovery file at set intervals. This is to protect documents should the PC lose power, or stop responding. The interval between saves can be changed. Once changed, the new options become the default for all new documents created.

Actions:

1. Click the Office Button and select Word Options to display the Word Options dialog box.

2. Select each of the buttons at the left in turn to see the available options. The buttons provide access to the following functions:

Popular allows you to change the most popular options in Word

Display lets you change how document content is displayed on screen and when printed

Proofing lets you change how Word corrects and formats text

Save allows customisation of how documents are saved

Advanced allows you to change advanced options for working with Word.

Customize lets you customise the Quick Access Toolbar and keyboard shortcuts



Exercise 173 - ContinuedAdd-Ins lets you view and manage Microsoft Office add-ins

Trust Center contains security options

Resources lets you contact Microsoft, find resources online and get updates for programs.

3. Select the Advanced option on the left. The number of files shown in the recently used file list, (the list which is displayed at the right of the Office Button options), can be changed. Scroll down the main panel to Display and change Show this number of recent Documents to 20.

4. Now select the Save option on the left.

5. Change the Save AutoRecover information setting to 15 minutes.

6. Click OK.

7. Close Word.

8. Start the program again to apply the new settings.

Exercise 174 - Revision: Customising Word

1. Add the following commands to the Quick Access Toolbar:

CloseFind NextReplaceInsert Table

2. Use the new toolbar to insert a 4x4 table into the document.

3. Use the toolbar to close the document without saving.

4. Remove all the above commands apart from Close from the Quick Access Toolbar.

5. Close any open documents.

Note: A picture of how the toolbar should look is shown in the Answers section at the back of the guide.



Section 20

Styles


Create, Apply and Modify StylesRemove Styles from Text

Delete StylesCreate Styles for Lists and Tables

Copy and Print StylesUse the Document Map



Exercise 175 - Applying StylesGuidelines:

Styles are pre-set formats, which have particular paragraph and font formatting applied. If a style is applied to text, it will be formatted accordingly. Styles can be used to ensure consistent formatting throughout a document and can be used to create tables of contents, indexes, etc.

Actions:

1. Open the document E-commerce.

2. Click on the first heading, E-Commerce.

3. Click the Styles launcher , to display the Styles task pane. Click Options at the bottom right. Select All styles from the Select styles to show area and click OK.

4. Scroll down the Styles task pane until Heading 1 appears and move the mouse over it. Read the Description.

5. Click on the style name to apply the Heading 1 style to the selected text.

Note: There is an alternative way to apply a style. Select the required text and click the drop down arrow on the group of styles shown on the Ribbon.

Select from the bottom of the panel to display the list of available styles. Select the required style from the list to apply it.

6. Click on the subheading Background. Format this heading with the style Heading 2.

7. Scroll through the document formatting all subheadings as Heading 2.

8. Format all of the paragraphs as Normal Indent.


10. Save the document as Styles and close it.



Exercise 176 - Creating StylesGuidelines:

Although there are many styles available by default, it is possible to create others. Styles can be created from scratch, or they can be based on other styles. Different levels can be applied to styles (body text and headings 1-9) if desired, making it easy to move large blocks of text around in Outline View (see Exercise 186).

Actions:

1. Open the document Summary and add the title Computer Applications.

2. From the Styles task pane click the New Style button, , at the bottom of the pane, to start creating a new style.

3. In Name enter MainHead. Make sure Style based on shows Normal.

4. From the Formatting area click on the Font drop down list and set the Font to Arial (or similar).

5. Click the Bold button, , the Center button, and change the font size to 14.

6. Click the Increase Paragraph Spacing button, , to increase the spacing before and after the style to 6pt.



Exercise 176 - Continued7. Click OK to finish creating the style.

8. Still within the Styles pane, click on New Style again and name the style Text. Base it on Normal.

Note: Two styles cannot have the same name. Style names can be up to 253 characters long but cannot include \, { } or ;.

9. Set the Font to Times New Roman, 12pt.

10. Set the Alignment to Justified and click on Increase Indent, , to set the left indent at 1.27cm. Click OK.

Note: To customise any of these measurements or settings, click the Format button and select an option from the list.

11. Highlight the title Computer Applications. Click on the MainHead style from the Styles pane to format the selected text accordingly.

12. Add the following headings to the paragraphs:Paragraph 1 - DatabasesParagraph 2 - Word ProcessingParagraph 3 - SpreadsheetsParagraph 4 - Desktop Publishing

13. Position the cursor within the first paragraph and choose the Text style. Repeat for the remaining paragraphs.

14. Highlight the title Databases. Use the Font group to format the text as Arial, Bold, Italic, 12pt.

15. Right click on the selected text, select Styles from the shortcut menu then select Save Selection as a New Quick Style.

16. Overtype the highlighted Name with SubHead.

17. Click OK to create the style based on the selected text.

18. Format the remaining paragraph headings as SubHead using the Styles task pane.

19. Save the document as Applications and leave it open for the next exercise.



Exercise 177 - Modifying StylesGuidelines:

Once styles have been created and applied they can be changed at any time. A change to a style will change all the text in a document to which that style has been applied, ensuring continuity throughout the document.

Actions:

1. With Applications still open from the previous exercise, show the styles in the Styles task pane. Scroll down the Styles list and click on the arrow at the right of the SubHead style.

2. Click Modify to change the formatting of this style.

3. From the Modify Style dialog box, select Format then Font.

4. Change the Font style to Italic and check Small caps from the Effects area.

5. Click OK then OK again.

6. Notice that all of the text formatted as SubHead has now been updated with the changes.

7. Save the document and close it.



Exercise 178 - Removing Styles from TextGuidelines:

If a particular style has been applied to text, it can be replaced with a different style or removed altogether.

Actions:

1. Open the document Styles, created in Exercise 175.

2. Click on the title E-Commerce.

3. Select Normal from the Styles pane to remove the Heading 1 style from this text.

4. Click on the paragraph title Background and choose a different style from the Style list to reformat the selected text.

5. Select the whole document.

6. Press <Ctrl Shift N> to remove all styles from the document.

Note: The styles still exist in the Styles pane, they have not been deleted but they are no longer used by this document.




Exercise 179 - Deleting StylesGuidelines:

Styles can be deleted when they are no longer required.

Actions:

1. Open Applications.

2. Scroll through the list in the Styles pane and click on the arrow at the right of MainHead.

3. To delete this style click on Delete MainHead.

4. At the confirmation box select Yes to delete this style.

5. Delete the other two styles, Text and SubHead, using the same process.

6. Notice that any formatting associated with the deleted styles has been removed from the text in the document.

7. Close the document, without saving the changes.

8. Close the Styles pane.

Note: As the document was not saved when closed, the styles have not been deleted.



Exercise 180 - List StylesGuidelines:

Styles specifically for bulleted or numbered lists can be defined, making it easier to give them a uniform appearance throughout a document.

Actions:

1. Open the document Styles.

2. Scroll down to Points to Note and select the list of four points.

3. Change the style of this text to Normal, as list styles applied to text that is already indented can give unpredictable results.

4. Click the Multilevel List button, , from the Paragraph group and select Define New List Style.

5. Name the new style for lists FirstList.

6. Use the drop down Font color list (currently showing Automatic) to change the colour of the list numbers to red. List styles do not apply any formatting to the text in the list, only to the numbers.

7. Change the format of the list (currently showing 1,2,3) to First, Second, Third….



Exercise 180 - Continued8. The dialog box should resemble that below.

9. Click OK.

Note: A new bullet style can be created in a similar way by clicking the Bullets button drop down arrow in the dialog box and making selections from the available options.

10. Move to the end of the document and press <Enter> twice. Insert a page break.

11. Type Companies selling goods online include: and press <Enter>.

12. Type the following list:

AmazonSainsburysMost major banksJamjar (car sales)

13. Select the list and use the Multilevel List button to apply the FirstList style.




Exercise 181 - Table StylesGuidelines:

In a similar way to lists, styles can be defined for tables so they can be made to look the same throughout a document.

Actions:

1. Open the document Timetables. This shows school timetables for the English department.

2. Select the top table (Mr Addison). From the Design tab of Table Tools, click More, , at the right of the thumbnails on the Table Styles group. Use ToolTips to find the Table Classic 3 style from the top line.

3. The new style is to be based on this one. Right click on the Table Classic 3 thumbnail and click Modify Table Style.

4. Change the Name of the style to Timetable.

5. Make sure Apply formatting to shows Whole table, change the font to Tahoma and the Fill Color to a light blue.

6. Now select Header row from Apply formatting to and change the Font Color to light green.

7. Click OK.

8. Select the timetable for Miss Singh. Use the Table Styles to apply the Timetable style, which is now displayed as a thumbnail.

9. Apply the style to the other tables.

10. Save the document as English Timetables and close it.



Exercise 182 - Document MapGuidelines:

Once styles have been applied to a document, the Document Map can be used to show the outline structure based on styles. This is displayed in a vertical pane along the left side of the screen. The structure is based on the Outline Level of the applied styles. By default, the style Heading 1 has an Outline Level of 1, Heading 2 has an Outline Level of 2, etc. Outline Levels are covered in the next section.

The structure in the pane can be used to move to the required point in the document.

Actions:

1. Open the document Styles.

2. Select the View tab and check Document Map on the Show/Hide group. A list of all the headings appears to the left.

3. Click on any of the headings to move to that point in the document. Try selecting a few more.

4. Click in the Document Map check box again to remove the map.




Exercise 183 - Copying StylesGuidelines:

When styles are created in a document and saved, they are part of that single document and are not automatically available in other documents. Styles can be copied however to the default document template Normal.dotm, where they will then be available to all new documents. They can be copied from there to any other existing document. This is usually much quicker than having to recreate the styles again.

Actions:

1. Open Applications. Display the Styles task pane and click Manage Styles, . From the Manage Styles dialog box, click to display the Organizer dialog box.

2. All styles in the Applications document are listed on the left. Select MainHead from In Applications and click Copy to copy the style to the Normal template, making this style available to all new documents.

3. Select SubHead and Text at the same time by holding down <Ctrl> while clicking to highlight them both. Copy them both.

4. Close the Organizer dialog box. Close Applications without saving.


6. Notice in the Styles task pane that the three new styles are there ready to use.

7. Close the blank document without saving.



Exercise 183 - Continued8. Open Company. The new styles are not available here. Display the

Organizer.

9. In Normal highlight the three styles and copy them to Company, so that they can be used in this document.

Note: If the styles are not adjacent, hold down <Ctrl> while selecting them.

10. Close the Organizer. Format Company as desired using the styles from the Style list.

11. To remove the three styles from all new documents, display the Organizer.

12. Highlight the three styles (remember to use <Ctrl>) from In Normal and click Delete.

13. At the prompt, select Yes to All and close the dialog box.

Note: The new styles are still available in Company. If it is saved, they will be saved with it. If it is closed without saving, they will be lost.

14. Close Company without saving the changes.



Exercise 184 - Printing StylesGuidelines:

A list of styles and formatting features can be printed for reference, if desired. You can use the printouts to easily compare styles between documents.

Actions:

1. Open Styles.

2. Click the Office Button and then Print.

3. From Print what in the dialog box, select Styles.

4. Click OK to print the styles.




Exercise 185 - Revision: Styles1. Open the file Hardware.

2. Create the following styles.

TitleHead Book Antiqua, 16pt, Bold Italic, Centered

MainHead Book Antiqua, 14pt, Bold, Left Aligned

Parahead Calibri, 14pt, Bold, Left Aligned

Text Times New Roman, 12pt, Justified

3. Apply the styles to the following text.

TitleHead Introduction to Computers

MainHead Types of Printer, Input/Output Media - Mass Storage, Computer Applications

Parahead All other headings.

Text All paragraphs

4. Modify the style MainHead to have a Page break before.

5. Modify the Parahead style to Spacing After to 6pt.

6. Modify Text to Spacing After 12pt.

7. Insert a page break before any title that may have become detached from its paragraph.

8. Print a copy of the document.

9. Save it as Stylish and close the document.

10. Close the Styles task pane.



Section 21

Outline View


Work in Outline ViewPromote, Demote and Move Text



Exercise 186 - Outline ViewGuidelines:

It is possible to assign an Outline level paragraph property to styles and Outline View can then be used to show the hierarchy of those styles within the document. By default the styles Heading 1, Heading 2, Heading 3 have outline levels 1, 2 and 3 respectively, but levels can be assigned to any style.

Within Outline View, a document can be collapsed to show only those headings contained within it, or expanded so the entire document can be seen. This view also makes moving around a large document or moving text easier.

Actions:

1. Open the document Outline Styles. This contains the styles Heading 1 and Heading 2, which have outline levels attached.

2. Click the Outline View button, , at the bottom right corner of the screen.

3. The Outlining tab appears. Use ToolTips to find out the functions of the buttons.




Exercise 187 - Move, Promote and Demote TextGuidelines:

Once text has been formatted as a Heading, it can be demoted (moved down a level) or promoted (moved up by a level). All of the selected text will then be reformatted accordingly.

It is easy to reposition text within a document using Outline View. If text formatted as a Heading is moved, all text associated with that heading is also moved.

Actions:

1. Use the document Outline Styles in Outline View for this exercise.

2. To move the heading Equality, first select the heading and paragraph associated with it by clicking on the next to the heading.

3. Collapse the text by clicking on the toolbar.

4. To move the heading and its associated text upwards, click Move Up, , until the text is above Background.

5. Expand the heading to make sure the associated text has been moved by clicking .

Note: Double clicking also expands and collapses text.

6. Collapse the heading again.

7. Click Move Down, , to move it back to its original position and expand it.

Note: The Promote button, , is used to move headings up a level . The Demote button, , is used to move headings down a level.

8. Click on the next to the heading E-Commerce. The whole document is selected.

9. Click Demote, . All Level 1 headings become Level 2, all Level 2 headings become Level 3, etc.

10. With the whole document selected, click Promote, . All levels are brought back to the original structure.



Exercise 187 - Continued11. Click in the main title E-Commerce, which is Heading 1 (Level1).

12. Click Demote, , to change it to Heading 2 (Level 2).

13. Collapse all of the remaining paragraphs by selecting Level 2 from the Show Level drop down list.

14. Select all of the subheadings, including the demoted E-Commerce heading (Level 2) and Demote them to Level 3.

15. Check what has happened in Print Layout view. Switch to Outline View and demote the subheadings to Level 4.

16. Now Promote the first heading to Heading 1 using the Promote to Heading 1 button, .

Note: Be careful with this button, it will promote all selected text, headings and content. Use Undo if necessary.

17. Experiment. Try promoting and demoting different headings.

18. Close the document without saving the changes.

19. Open Headings. The heading styles in this document are to have outline levels applied, so that the document can be manipulated in Outline View.

20. Display the Styles task pane.

21. Click the arrow at the right of TitleHead, and select Modify from the list.

22. Click the Format button and select Paragraph. The Outline level options are found on the Indents and Spacing tab, under General. Change the level to Level 1.

23. Click OK and then OK again to apply the change.

24. In a similar manner, apply level 2 outline to MainHead and level 3 to ParaHead.

25. Switch to Outline View to see the effect then switch back to Print Layout.

26. Save the document as Headings2 and leave it open.



Exercise 188 - Revision: Outline View1. Use the document Headings2, created and saved in the previous

exercise, for this exercise.

2. Change to Outline View.

3. View only the headings in the document.

4. Print a copy.

5. Move the paragraph titled External Memory - Disks and Disk Drives above the paragraph Internal Memory - RAM and ROM.

6. Demote Types of Printer.

7. Promote Laser Printers.

Note: As these styles have been created and are not default heading styles, only their level will change and not their formatting.

8. View the entire document.


10. Close it without saving.



Section 22

Automatic Referencing

By the end of this Section you will be able to:

Cross Reference DocumentsInsert CaptionsCreate an Index

Insert and Delete Section BreaksCreate a Table of Contents

Create Other TablesUpdate a Table



Exercise 189 - Cross-referencingGuidelines:

Cross-referencing is a method of placing a reference in a document, which refers to an item elsewhere in a document, such as a Heading, Bookmark, Caption, etc. When a cross-reference is created there are a variety of options for the reference text, including page number, heading text, bookmark text, etc. If the cross reference is defined as a hyperlink, pressing <Ctrl> and clicking on it will take you directly to the target location.

Actions:

1. Open Hardware in Print Layout view and format INTRODUCTION TO COMPUTERS as Heading 1 and the remaining headings as Heading 2. A cross-reference is to be created from the list of the paragraph headings to the paragraph itself.

2. Position the cursor on page 2 at the end of the paragraph named Internal Memory - RAM and ROM. Type (Page .

3. Select the References tab and click .

4. From Reference type choose Heading. A list of all the text formatted as a Heading style can now be seen.

5. From Insert reference to select Page number and For which heading highlight Processing - The Central Processing Unit.

6. Make sure Insert as hyperlink is checked so that a dynamic link between the reference and the referenced text will be created and click Insert to create the cross-reference. Click Close.

7. Next to (Page the number 1 appears. Enter ) after the number 1.



Exercise 189 - Continued8. Position the mouse pointer over the cross-reference page number, which

has just been inserted - a hyperlink caption appears.

9. Hold down the <Ctrl> key, the cursor changes to a hand. Click once to move to the associated paragraph.

10. Under the heading Software - Computer Programs (page 3), find the text Software takes many forms and position the cursor after it.

11. Type ( then select the References tab and click Cross-reference. The Heading reference type should still be selected.

12. From Insert reference to choose Heading text, then from For which heading, scroll down the list and choose COMPUTER APPLICATIONS.

13. Click Insert. Click Close.

14. Enter ). Try out the cross-reference.

Note: To delete a cross-reference, position the cursor in front of the cross-reference to be deleted and press <Delete> twice.

15. Hyperlinks can be added to existing text without creating a reference entry. Highlight the text keyboard in the last paragraph on page 4 then click Hyperlink from the Insert tab.

16. Select Place in this Document from Link to, then Input - the Keyboard from the list of headings.

17. Click OK to add the hyperlink. It works in the same way as the previous references. Try out the link by holding down the <Ctrl> key while clicking on the word keyboard.

18. Save the document as Crossref, but keep it open for the next exercise.



Exercise 190 - Inserting a CaptionGuidelines:

Captions can be added individually to objects such as graphs, images, and tables. They can also be set up to be automatically applied so that when a graph, image, etc., is inserted, it is automatically numbered. Once captions have been entered in this way a Table of Figures/Captions can also be created.

Actions:

1. With Crossref still open from the previous exercise, position the cursor before the paragraph Database (page 5).

2. Insert a 3 x 3 table and select it.

Note: If the table appears with a caption, then the AutoCaption option must be switched on already. This is covered later in the exercise.

3. Select the References tab and click Insert Caption. From Label choose Table and set Position to Above selected item.

4. Click OK. The caption Table 1 appears above the table.

5. Scroll down the document and position the cursor before the final paragraph, Spreadsheet, and insert another 3 x 3 table.

6. Keeping the cursor within the table, select the References tab and click Insert Caption, ensure Label shows Table.

7. The cursor will be flashing in Caption next to Table 2. To change the caption text, enter Sales table after the existing text.

8. Click OK. The caption Table 2 Sales table appears.



Exercise 190 - Continued9. AutoCaptions make it possible to automatically insert a caption relating

to an object as soon as it is inserted into a document. Select the References tab and click Insert Caption then click AutoCaption.

10. A list of objects that can have AutoCaption entries defined is shown. Check Microsoft Word Table. A New Label can be defined from here, but leave the default label Table for now.

11. Click OK and insert a table anywhere in the document. Notice that a caption has automatically been created for it.

Note: If the third table is inserted in front of the others, their captions will be renumbered automatically.

12. Save the document and close it.

Note: The AutoCaption option will remain set, even after Word is closed and restarted, until it is switched off.

Note: Once captions have been inserted, the caption style appears in the Styles task pane. It can then be formatted as required.



Exercise 191 - Automatic Caption OptionsGuidelines:

The previous exercise showed how Word allows captions to be automatically added whenever a table is inserted into a document. AutoCaptions can be created for many different types of object.

Actions:

1. Start a new document and select References and then click the Insert Caption button.

2. Click the AutoCaption button. To automatically add a caption for each spreadsheet that is inserted into the document, scroll down the list and check Microsoft Office Excel Worksheet.

3. To change the caption that appears, click the New Label button.

4. Enter the Label as Sheet and click OK and OK again.

5. Insert the object Sales.xlsx from the data provided. Notice that Sheet 1 appears beneath it.

6. Enter a sentence to describe the spreadsheet, then press <Enter>.

7. Insert the spreadsheet again. Notice the caption.

8. To stop the automatic captioning, select References, click the Insert Caption button and then the AutoCaption button, remove the check from Microsoft Office Excel Worksheet and click OK.




Exercise 192 - Table of ContentsGuidelines:

A table of contents is based on styles within a document. Certain styles are chosen, and all text in the document that uses these styles is automatically included in the contents.

Reference features in a document such as tables of contents, indexes, cross references, and captions can automatically be updated, if any of the information within them is changed.

Actions:

1. Open Outline Styles. This document has already been formatted with styles.

2. To create space for the Table of Contents, insert 3 blank lines at the beginning of the document and move back to the top.

3. Select the References tab and click the Table of Contents button.

4. Some built-in table of contents styles are available, but to reveal more options, click Insert Table of Contents.



Exercise 192 - ContinuedNote: If the table of contents is being created from newly created styles, rather

than existing styles, click the Options button to specify the order of styles being used. From Available styles, remove the level numbers and insert the correct number next to the required style. To check that the table shows the correct styles at the correct level, look at the Preview before clicking OK.

5. Choose Formal from the Formats drop down list, then click OK to create a table of contents.

6. To check that the page numbers are correct, hold down <Ctrl> and click on a page number in the table of contents.

7. Insert a page break after the table of contents and another one before the Information paragraph. The page numbers are now incorrect.

8. To update the table, click anywhere within it and press <F9>. The Update Table of Contents dialog box is displayed.

9. Select the Update page numbers only option. Click OK.

Note: If the actual headings had changed, it would be necessary to select the Update entire table option.

10. Check the page numbers - they should now be correct.

Note: Tables can be automatically updated prior to printing by setting the Update fields before printing option in Word Options, Display settings.

11. There are three blank lines above E-Commerce. Delete them.

12. Save the document as Outline Styles2.

13. Close the document.



Exercise 193 - Creating Index EntriesGuidelines:

An index shows the position of selected words or phrases in a document. Text required for inclusion in the index must be specifically marked before an automatic index can be created.

Once styles and captions have been created in a document and cross-referencing and index entries have been marked, it is a simple process to create tables for the entries.

Note: This process marks entries. To create an Index table, see the next exercise - Creating Other Tables.

Actions:

1. Open Hardware. Highlight the first occurrence of the word keyboard in the first paragraph.

2. Select the References tab. Click Mark Entry, from the Index group, to display the Mark Index Entry dialog box.

Note: To mark an index entry quickly, select the text and press <Alt Shift X>.

3. Ensure Current page is selected from Options. Check Italic in Page number format.

4. Click Mark All to create an index entry for all occurrences of keyboard in the document.



Exercise 193 - ContinuedNote: Mark All only marks the first occurrence of the word in each paragraph,

so all entries will not be marked. Indexes are case sensitive: Keyboard is not the same as keyboard.

5. Click Close to remove the dialog box.

Note: The Mark Index Entry dialog box can be left open if desired. Just make selections from the text then click on the dialog box to activate it.

6. Scroll through the document. An index mark appears next to the first occurrence of keyboard in each paragraph (paragraph marks are automatically turned on).

7. Scroll down to the paragraph named Input - The Mouse and highlight the word mouse on the first line of the paragraph.

8. Press <Shift Alt X> to view the Mark Index Entry dialog box.

9. Check Italic for Page number format then click Mark All and Close the dialog box.

10. Scroll down the document and create an index entry for CPU.

11. Turn off Show/Hide.

12. Save the document as Index and leave it open.



Exercise 194 - Creating Other TablesGuidelines:

Once styles and captions have been created in a document and cross-referencing and index entries have been marked, it is a simple process to create tables for the entries.

Actions:

1. Using the document Index, go to the end of the document and press <Enter>.

2. Select the References tab and click .

3. Select the Fancy format.

4. Click OK to create an Index table, based on the index entries created in the previous exercise, similar to the following diagram.

5. The table can be updated to deal with new data. Use the Find function to locate the first occurrence of the word system in the text and create an index entry for it using the Mark Index Entry dialog box.

6. Click anywhere in the index table and press <F9>. The index is updated to include references to system.

7. Close the document, saving the changes.



Exercise 195 - Inserting and Deleting Section BreaksGuidelines:

When certain pages or sections are to be formatted differently from the rest of the document, e.g. page layout or page numbering, sections are created. Each section can have its own page layout, headers and footers, and even orientation. A document can have as many sections as required.

Actions:

1. Open the document Chinese New Year. Make sure Show/Hide , is selected so that any breaks can be seen on the screen.

Note: Breaks are also displayed in Draft view.

2. Position the cursor at the top of page 2.

3. Select the Page Layout tab and click .

4. From Section Breaks, choose Continuous, i.e. it will not start a new page.

Note: Even Page and Odd Page Section Breaks will insert a break and start the next section on the next odd or even numbered page of a document.

5. Keep the cursor on the second page. Click and click Landscape.

6. Preview the document. Page 1 is Portrait, but page 2 is in Landscape. Close the preview.

7. Position the cursor before the paragraph about The Home and insert a Next page section break.

8. Position the cursor on page 3 and set the orientation to Portrait.

9. Preview the document. Pages 1 and 3 are Portrait and 2 is Landscape.

10. Close the preview. To delete the section break at the end of Page 1, position the cursor on it.

11. Press <Delete>. Preview the document again to see the effect. Pages 1 and 2 are Landscape and 3 is Portrait.




Exercise 196 - Revision: Automatic Referencing1. Open the document Shark.

2. At the end of the last sentence in the Diet paragraph, insert a hyperlinked cross-reference to the If you are in the sea: heading (page 3).

3. Test the hyperlink.

4. Create an AutoCaption positioned Above the item, for a Microsoft Office Excel Worksheet. Use the label Chart.

5. Insert the object Shark Chart within the Conclusion.

6. Resize the chart.

7. Insert the object again to check the caption works.

8. Insert a Continuous section break after the Methods of Reproduction paragraph.

9. At the beginning of the document, create a Table of Contents based on the Classic format.

10. Insert a Page break after the table of contents.

11. Update the table.

12. Mark all headings in the document as index entries.

13. Select the bold page number format.

14. Move to the end of the document and press <Enter>.

15. Insert the index using the Classic format.

16. Save the document as Shark2 and close it.



Section 23

Macros


Create and Run a MacroEdit a MacroCopy a Macro

Use Shortcut KeysCustomise Shortcut KeysAssign Buttons to Macros



Exercise 197 - MacrosGuidelines:

A Macro consists of a series of actions that are all performed whenever the macro is run. Macros can be created by recording keystrokes and Ribbon commands, which can then be played back at any time by running the macro. Macros can be used to automate commonly used tasks such as entering set blocks of text or applying standard formatting. They can be stored with individual documents or on general templates. The use of macros results in the more efficient production of documents.

Actions:

1. Open the document Company.

2. To use macros in Word 2007, you need to show the Developer tab. Click the Office Button and select Word Options. Select the Popular button. From Top options for working with Word, make sure Show Developer tab in the Ribbon is checked. Click OK.

3. Select the Developer tab and click Macros to display the macros dialog box.

4. There are no macros associated specifically with this document, but Word has some pre-programmed macros. From Macros in, select Word commands.

5. Scroll down the list, select FilePrintPreview and click Run.

6. The document is shown in Print Preview. This macro performs the same function as clicking the Office Button then Print and then Print Preview.

7. Close the preview and the document without saving.



Exercise 198 - Creating a MacroGuidelines:

A new macro can be created easily, but great care must be taken during the recording, because each action taken is incorporated into the macro. There is no limit to the number of sequential actions a macro can perform, but usually they are restricted to a few.

Actions:

1. Start a new document. A macro is to be created to complete a letter.

2. On the Developer tab click Record Macro.

3. Enter Signature as the Macro name and My signature as Description.

4. Click the drop down arrow for Store macro in. The macro can be used in All Documents by storing it in the Normal template, or it can be stored in the current document and then used only there. Select All Documents.

Note: A macro can only be stored in an individual document that is saved as a Word Macro-Enabled Document (*.docm).

5. Click OK. At this point the macro commands Stop and Pause Recording are visible in the Code group.

6. Notice how the mouse pointer has changed to a cassette tape, showing that the macro is now recording all actions performed.

Note: While recording a macro, the mouse cannot be used to move the insertion point around in the document or for selecting text.

7. Carefully type the letter ending: Yours sincerely, enter a few blank lines then enter your name.

8. Click the Stop Recording button, , to end the recording.




Exercise 199 - Running a MacroGuidelines:

Once a macro has been created and recorded, it can be run at any time.

Actions:

1. Open the document Reservation.

2. Move the insertion point to the place where the letter is to end.

3. Select the Developer tab and click .

4. From Macros in, select All active templates and documents.

Note: Because the Signature macro was stored in Normal.dotm (see picture on previous page), it is available in all documents, including this one. Normal.dotm is the template on which all new documents are based.

5. Click on Signature, then Run the macro. The macro actions are performed and the text is added to the document.

6. Print the letter, then close the document without saving.

Note: To delete a macro click Macros, select the macro and click Delete.



Exercise 200 - Editing MacrosGuidelines:

Macros can be edited or recreated, depending on how complicated they are. A macro is recreated by recording over the original; this is the easier option. For a complex macro it may be advisable to edit the original. When macros are edited, care must be taken not to make mistakes, as they must be edited using Visual Basic code - a programming language.

Actions:

1. Start a new document. Both editing methods are to be used to edit the signature macro by adding a job title.

2. To recreate the macro, record it again. An alternative way to do this is to click the button, , in the Status Bar to display the Record Macro dialog box. This button is only visible if the Developer tab is displayed.

3. Enter the macro name Signature and click OK. Click Yes to replace the original.

4. Enter the keystrokes as before, this time adding a job title beneath your name.

5. Click on the Status Bar to stop the recording. Press <Enter> a couple of times and try running the macro to see if it works.

6. To edit the macro, click Macros. Select Signature then Edit.

7. Microsoft Visual Basic starts. Look at the window at the right of the screen. The text within the speech marks can be edited.

8. Click in the text for your job title and change it to Macro Wizard.

9. Click the File menu and select Close and Return to Microsoft Word.

10. Test the macro by running it as before.

11. Close any open documents without saving.



Exercise 201 - Copying a MacroGuidelines:

It is possible to copy a macro so that it can be used in a different document. Word 2007 has added security levels to prevent macros being copied, because of potential threats from viruses. The security must be reduced for this feature to work properly on the data files supplied, see note below.

Actions:

Note: To reduce macro security levels on a document, select the Developer tab then click Macro Security. Change the Macro Settings to Enable all macros… and click OK. This security level will be the default for all documents until it is changed again. You may wish to reset it after completing this section.

1. Open the document Macros. This document contains a macro to print the page currently being viewed. The macro currently exists only in the Macros document, so to use it in another document it must be copied.

Note: As the document Macros has a macro stored within it, it has been saved as a Word Macro-Enabled Document. If file extensions are displayed, the file name will be shown as Macros.docm.

2. To copy the macro, select the Developer tab and click Macros. Select the PrintPage macro and then click Organizer.

3. The default setting for the Organizer dialog box is to copy between the current document and the Normal template. To copy the macro to a different document, first click on Close File at the bottom right of the Organizer.

4. The button changes to Open File. Click on Open File.



Exercise 201 - Continued5. From the Open dialog box, locate the supplied data folder Make sure

is selected at the bottom right of the dialog box.

6. Select the Hardware2 document and click Open.

7. In the Organizer, NewMacros should be highlighted in the In Macros area on the left. Click the Copy button. The macro is copied to the Hardware2 document.

Note: All macros in the Macros document would be copied.

8. Click Close. If prompted, save the changes to Hardware2.

9. Click Yes at the prompt to save Hardware2.

10. The document cannot be saved in this format if it contains a macro (VBA project). Click No to display the Save As dialog box.

Note: Selecting Yes would save the document without the macro.

11. In the dialog box, select Word Macro-Enabled Document (*.docm) in Save as type.

12. Click Save to save the document as Hardware2.docm.

13. Close Macros and open Hardware2.docm.

14. Make sure Print Layout view is selected. Move to page 3.

15. Select the Developer tab and click Macros. The Printpage macro is listed. Click Run.

16. Close all documents without saving.



Exercise 202 - Shortcut KeysGuidelines:

A macro can be assigned a shortcut key, so that it can be run by pressing the selected key(s). This can be done before or after recording. Several keys are already assigned to macros, so care must be taken not to re-assign keys.

Actions:

1. Open the document Employees and click in the first name in the list.

2. Select the Developer tab and click Record Macro. Name the macro Red.

3. Make sure Store Macro in shows Employees.docx not Normal.dotm so that the macro is only stored with this document.

4. From Assign macro to, select the Keyboard, . The Customize Keyboard dialog box appears.

5. In the Press new shortcut key area, hold down <Alt> and press R. Make sure Currently assigned to shows [unassigned], if not press <Backspace> and try a different key press.

6. Change Save changes in to show Employees.docx.

7. Click Assign and then Close the dialog box. The macro is recording.

8. Click three times to select the whole name. Select the Home tab and use the Font color button to change the colour of the current name to Red.

9. Stop recording the macro.

10. To test the macro, click in another name on the list and press <Alt R>.

11. Close the document without saving. The macro and shortcut are lost.



Exercise 203 - Customising Shortcut KeysGuidelines:

Once macros have been created shortcut keys can be assigned or changed.

Actions:

1. Start a new document. This exercise will create a shortcut key for the Signature macro.

2. Click the Office Button, select Word Options and the Customize button.

3. From the dialog box, click the Customize button next to Keyboard shortcuts to view the Customize Keyboard dialog box.

4. Scroll down the Categories list and select Macros.

5. From Macros select Signature and in the Press new shortcut key area, hold down <Alt> and press S.



Exercise 203 - Continued

6. Ensure Currently assigned to shows [unassigned].

7. Click on Assign. The Current keys now shows Alt+S.

8. Click Close.

9. Click OK in the Word Options dialog box.

10. Try out the new macro key press by pressing <Alt S>. Your signature should appear.




Exercise 204 - Assigning ButtonsGuidelines:

The Customize dialog box can be used to assign a macro to a button on the Quick Access Toolbar. The appearance of the button can also be changed. This can be done before or after the macro is recorded.

Actions:

1. Start a new document and view Customize in Word Options.

2. Click Choose commands from and select Macros to view all the macros created.

3. Select Normal.NewMacros.Signature and click .

4. With the macro still selected, click .

5. In Display Name, type Signature.

6. Select the smiley face from the buttons, and click OK.

7. Click OK to close Word Options.

8. Click the new button to run the macro.

9. Remove the button from the toolbar by right clicking on it and selecting Remove from Quick Access Toolbar.




Exercise 205 - Revision: Macros1. Open the document E-commerce.

2. Create a new macro to print the current page of a document. Name the macro Page and make sure it is stored in the Normal template.

3. After recording the macro, close the document without saving.

4. Open Shark and position the cursor on page 2.

5. Run the Page macro and move to page 1.

6. Customise the Page macro, by assigning it to the keyboard using <Alt P>.

Note: If this key press is already assigned, select an alternative.

7. Run the macro.

8. Assign the macro to a button. Select the eye button.

9. Run the macro using the new button.

10. Remove the button from the toolbar.

11. Delete the Page and Signature macros from the Normal template.

Note: To reset your Macro Security to a higher level, refer to the note in Exercise 201 on Page 64.




Section 24

Fields and Form Fields


Understand FieldsWork with Fields

Update FieldsUse Form Fields



Exercise 206 - FieldsGuidelines:

Fields are used to insert codes into a document, which are automatically updated to show current information, e.g. dates, document information, etc. Fields can also be used as a basis for a set document or form, where fields are given descriptive names and are then replaced with the appropriate text.

Actions:

1. Start a new blank document.

2. Click the Office Button and select Word Options. Select the Advanced button from the left of the dialog box and scroll to find the Show document content area. Check the Show field codes instead of their values option. Select Always from the Field shading area and click OK.

3. Select the Insert tab and click . Notice the available date formats.

4. Choose the date in the format dd/mm/yy. Make sure Update automatically is checked.

5. Click OK. Fields in text are recognised by { } around the codes,

.

6. Notice how the code for the date can now be seen. When the document is printed or previewed this is converted into today’s date. Click the Office Button, select Print then Print Preview. Zoom in if necessary to see the data display.



Exercise 206 - Continued7. Close Print Preview.

8. Display the Word Options dialog box again, select the Advanced button and uncheck Show field codes instead of their values. Click OK. The date is now displayed, rather than the code.

9. Press <Alt F9>. This is a quicker way to toggle between displaying field codes or their values. Press <Alt F9> again to display values.

10. General fields can also be used. Press <Enter> twice. Press <Ctrl F9> to start entering a field.

11. Between the brackets, type Name. This type of field is known as a Comment field and data entry would be expected in this field when the document was viewed.

12. Press <End> to move to the end of the field then press <Enter> twice to add two blank lines.

13. Display the Word Options dialog box again, select the Popular button and change the User name to your own name, then click OK.

14. Select the Insert tab and from the Text group, click Quick Parts, then Field. All available fields can be listed on the left of the dialog box.

15. From Categories choose User Information, then User Name from Field names. Click OK. Press <Alt F9> to view the field codes.

16. Experiment with other fields, then close the document without saving.

Note: Field codes are deleted by highlighting the entire code, including the brackets, using the mouse and then pressing <Delete>.



Exercise 207 - Using FieldsGuidelines:

Fields are often used to insert codes for information that changes, such as the time or document information. They are updated to print current information.

Actions:

1. This exercise demonstrates how to insert fields into a document header. The fields will then be printed with the document. Open the document Summary.

2. Click the Office Button and then Prepare and finally Properties. Add your name to the document as Author and Report as the Title. Close the Document Properties pane.

3. View a Blank Header. The Header and Footer Tools - Design tab is displayed.

4. This Header style displays a Type text field, ready for data entry. From the Insert group, click Quick Parts and then Document Property.

5. Select Author.

6. Press <End> to move out of the field then press <Tab> to move to the centre header. Click Quick Parts, then Document Property, then Title.

7. The name of the document can be added as a code. Press <End> then <Tab> to move to the right margin of the header.

8. Click Quick Parts and then Field. Select the Document Information category and then select FileName from the list. Click OK.

9. Select the Design tab and click the Go to Footer button.

10. At the left of the Footer, insert the time by clicking the Date and Time button, and then select a time format. Click OK.

11. Tab to the centre of the Footer and type Page followed by a space. Click the Page Number button. Select Current Position and then Plain Number.

Note: To stop a page number appearing on the first page of a document, select Different First Page from Options group on the Design tab.



Exercise 207 - Continued12. Tab to the right of the Footer, click the Date and Time button, and select

an English date format to insert the current date as a field.

13. Close the Footer using the Close Header and Footer button, or by double clicking on a blank area of the screen.

14. Print a copy of the document.

15. Save the document as Fields and close it.

16. Open Company.

17. Add the Date, Time and Filename to the Footer.

18. Print a copy of the document and close it without saving.

19. Open Fields.

20. Look at the time in the Footer. It shows the current time (when the file was last opened) and is different from the printed copy.




Exercise 208 - Working with FieldsGuidelines:

Fields can be used as a basis for a set document, where fields are given descriptive names and are then replaced with the appropriate text. For example, a letter about an interview, going to several candidates for various jobs on different dates.

Actions:

1. Open the document Interview.

2. Use <Alt F9> to make sure Field codes are displayed in the document.

3. To move to the first field code and replace the contents, press <F11>. The cursor moves into the first field which is {Today’s date}.

4. Enter today’s date. Press <F11> to move to the next field, {Name}.

5. Type Mr Barker to replace the field.

6. Press <F11> to move to the next field and enter Dog Handler.

Note: Use <F11> or <Alt F1> to move from field to field. To move backwards, use <Shift F11>.

7. Move to the next field and enter the interview date as next Tuesday.

8. In the next field, enter 2pm for the time.

9. Enter references in the next field.

10. Print a copy of the letter.




Exercise 209 - Updating FieldsGuidelines:

Some fields are updated as the source data is changed or whenever the document is opened. Depending on the Word Options, fields can be updated before printing. All fields, including constantly changing fields such as time, can be updated at any time to give new results by using the <F9> function key.

Actions:

1. Open the document Time.

2. Make sure the actual times are displayed by using <Alt F9> if necessary.

3. To update a single field, the cursor must be within the field. Position the cursor inside the field in the first numbered item.

4. Press <F9> to update the time.

5. Try this again using the time on the second line.

6. Sometimes fields may not require updating. In order to keep a specific result, the Lock Field key <Ctrl F11> is used. Try updating the time on the third line. This time has been locked; the time is fixed and will not be updated.

Note: To unlock a locked field press <Ctrl Shift F11> the Unlock Field key.

7. Highlight the time in line 4. Lock the field using <Ctrl F11>.

8. Try updating the field using <F9>.

9. With the cursor still in the line 4 time field, press <Ctrl Shift F11>. Now try updating the field using <F9>.

10. Wait two minutes, (to let the current time advance), note the time values then click the Office button, select Print and then Print Preview. All the times except line 3 are updated.

11. Click Close then close the document without saving.

Note: To make sure that fields are updated before printing, display the Word Options dialog box, select the Display button and scroll to see Printing options. Check the Update fields before printing box.



Exercise 210 - Form FieldsGuidelines:

Form fields are created to speed up the completion of forms. They are special fields that will prompt for data entry when the form is displayed. The layout of the form is designed first, then the fields are created. The form must be protected before the fields will work.

After a form field has been created, various options can be set to define the operation of the field, using form field options. For a drop down list for example, the choices given within the field have to be supplied. For a text field, the options include the type and format of entered data.

Actions:

1. Before you can work with a form, Word must be set up to create forms. If the Developer tab is not already displayed, click the Office Button and select Word Options. Click Personalize and check Show Developer tab in the Ribbon.

2. Start a new document and enter the text as below:

MemoTo:From:Date:Subject:Priority:

Message:

3. Select all of the text and insert a tab stop at 3cm. Position the cursor after To: and press <Tab> to move to the tab stop.

4. Select the Developer tab to display the Controls group.

5. Click on Combo Box, , to create a field.


Rich Text Picture Combo BoxText

Drop-Down List

Building Block GalleryDate Picker Legacy Tools


Exercise 210 - Continued6. Keep the cursor in the field and click the Properties button, to

display the Content Control Properties box.

7. In Drop-Down List Properties, click Add and enter Andrew Simpson. Click OK.

8. Enter the following names in the same manner: Susan Peters, Ishmael Rampuri and Gita Patel.

9. Click OK to close the dialog box.

10. Click after From and press <Tab>. Click the Text button , to create a text field. Click and enter your name in the new field.

11. Click to switch it off then click . Check the option Contents cannot be edited then click OK.

12. Create a Date Picker form field after Date. Click to define options for this field.

13. From Display the date like this select dd MMMM yyyy. Click OK.

14. Create another Text field after Subject. Do not set any properties.

15. Click after Priority, press <Tab>, then click the Drop Down List button,

, to create a field. Use to add values of High, and Normal.



Exercise 210 - Continued16. Finally, create a Text form field on the line below Message.

17. Click away from that field and then click the Protect Document button, then Restrict Formatting and Editing. A task pane is displayed on the right of the window.

18. In the Editing restrictions section of the task pane, click in the check box and select Filling in forms from the drop down list.

19. Click Yes, Start Enforcing Protection and then click OK.

20. A dialog box is displayed prompting for a password. A password will not be defined in this exercise. Click Cancel to continue.

21. Save the document as Form.

22. Click in the first field and click the drop down arrow. Choose a name, then press <Tab> to move to the next field.

Note: A different name could be entered here because this is a Combo box.

23. Your name is entered by default and the selection moves to Date.

24. Click the drop down arrow in the date picker and choose today’s date.

25. In Subject, enter Budgets then press <Tab>.

26. Select a value of High in the priority field. Note that only one of the listed values can be used.

27. Press <Tab> and enter the following message:

Please note that the budget has been cut by 10%, therefore I will need new costings urgently.

28. Try to change the word Message to Comment. The form is protected so this is not be allowed.

29. Print the document, then save it as Form2.

30. To allow the document to be amended, e.g. add new text or change form field options, form protection must be removed by using the Protect Document button again.

31. Close the document.



Exercise 211 - Revision: Fields and Form Fields1. Open the document Interview and use the fields to make the following

amendments: update the date field to show today’s date. Invite Ms Walker to an interview for the position of Mountain Rescue Officer next Thursday at 10am. She must bring outward bound certificates with her.

2. Add the filename to the footer as a field and print the document.

3. Close it without saving and open Reservation.

4. Leave a space after the address and insert a date field.

5. At the end of the letter, create a blank line and type Letter created at and insert a time field.

6. Change the Author details to your name and add this as a field to the centre of the header. Print the document.

7. Update the time field and close the document without saving.

8. Start a new document to create a form inviting four colleagues to a meeting. Enter text as below:

Meeting ScheduleTo:From:Date:Time:Agenda:Attendance

9. Set a tab at 4cm for all of the text, then click after To: and press <Tab>. Insert a Form field that will display the names of four colleagues (use the Properties button), but will also allow different text to be entered.

10. Create Text Form Fields for From: Time: and Agenda:. For Date: use a Date Picker and use the dd MMMM yyyy format.

11. Create a Form Field after Attendance that will display the options Compulsory and Optional. Only an option from this list will be allowed.

12. Protect the form.

13. Select a name from the list for To:, enter your name in From:, enter today’s date and the time as 3pm. The agenda is Team Building Trip and Attendance is Compulsory.

14. Save the document as Fields Revision and close it.

15. Close the Restrict Formatting and Editing pane.



Section 25

Document Tools


Create Master DocumentsCreate and Print Comments

Track ChangesAccept and Reject ChangesUse Document Protection



Exercise 212 - Creating Master DocumentsGuidelines:

A master document is used when a report is too long to be maintained as one document. Subdocuments can be created, then inserted into the master document. They can be printed individually or altogether. They can also be used to create tables of contents. Master documents can be used in Outline View to organise headings, contents and indexes.

A subdocument is created and saved in the same way as a normal document. Once a subdocument is inserted/created in a master document, the two documents are linked. This allows the subdocument to be opened and changed individually, or through the master document. A master document can also help members of a workgroup to create and update parts of a long document.

Actions:

1. Start a new document and switch to Outline view. Notice the Master Document group at the right of the Outlining tab.

2. With the style as Level 1, enter the title The Book I Always Wanted to Write.

3. Press <Enter>. Change the level of the next line to Level 2.

4. Type in the text Chapter One. The Master Document is now ready to have subdocuments added.

5. With the insertion point still at the end of the Chapter One text, click Show Document and click Create. This places the chapter heading inside a grey outline, defining the subdocument.

6. Save the document as My Book. The subdocument will automatically be saved as Chapter One.

7. Double click on the subdocument icon to open Chapter One. Underneath the title (using the Normal style) enter I was born in the early summer of 19##. Save the document.

8. Using the Taskbar, switch back to My Book to view the reflected changes. Close both documents, saving if prompted.


Subdocument icon


Exercise 212 - Continued9. Open My Book. Note how the subdocument is now displayed only as a

file name. An example is shown below.

10. Move the pointer over the file name, hold down <Ctrl> and click once on the file name to open the document.

11. Close it again. Click at the end of the Chapter One file name. Click Expand Subdocuments. All of the entered text is now displayed. Text can also be entered here.

12. Click beside the last text entry icon and enter Chapter Two. Make this a subdocument by clicking .

13. Save My Book.

14. Double click on Chapter Two’s subdocument icon and enter the text I went to school at…. Save and close Chapter Two.

15. In My Book, collapse the subdocuments using the Collapse Subdocuments button. The Master Document appears as below.

16. Subdocuments are usually locked when they are not to be modified, i.e. are read-only. However, in this case, expand the documents and the locks will be opened.

17. Click Show Document, to view where the section breaks (dotted lines) occur. Note that they are before and after each subdocument.

18. Click Show Document again and collapse the subdocuments.

19. Print Preview the Master Document, selecting Yes at the prompt.

20. Close Print Preview and close My Book, saving if prompted.


Subdocument locked


Exercise 213 - CommentsGuidelines:

Comments are used to make notes on a document. They are usually for on-screen reference but can be printed if required. Comments that already exist when a document is opened can only be seen when Markup is viewed - this automatically happens when a new comment is inserted.

Actions:

1. Open Shark. In the first paragraph highlight the word Mediterranean.

2. Select the Review tab and click New Comment.

3. In the Comment balloon at the right of the screen, enter It has recently been discovered that the Great White Shark comes here to breed. Click away from the comment area.

4. Brackets and shading have been added to Mediterranean and a dashed line leads to the comment.

Note: Balloons are only displayed in Print or Web Layout View. In Draft View or if balloons are not used, comments are entered in a pane at the bottom of the screen and the comment will appear when the mouse rests over the word in brackets. The balloon option can be switched off by clicking the Balloons button from Tracking and selecting Show All Revisions Inline.

5. Find cut in the second paragraph and highlight it. Click the New Comment button and type These cuts can result in shark attack. Click away from the comment.

6. Move the mouse over the word Mediterranean in the first paragraph. After a few seconds a note appears, with information about the comment.

7. Right click on the word Mediterranean. Select Edit Comment from the shortcut menu.

8. The cursor moves to the comment balloon. Edit the comment to The Great White Shark uses the area as a nursery. Click away from the comment.

9. Right click over the cut comment. Select Delete Comment from the shortcut menu to delete the comment.

10. Save the document as Comments and leave it open.



Exercise 214 - Printing CommentsGuidelines:

It is possible to print comments, either on their own, or at the right side of a document.

Actions:

1. Comments should still be open. If not, open it.

2. Click the Office Button and select Print and click OK to print the document and the comments (Print what in the Print dialog box shows Document showing markup).

3. To print only the comments, display the Print dialog box and from the Print what list, select List of markup.

4. Click OK to print the comments.

5. Close Comments without saving.



Exercise 215 - Tracking ChangesGuidelines:

When a document is being developed, particularly if it is being reviewed by different people, it is very useful to have all the amendments clearly visible within the document together with the original text. By tracking changes to a document, it is possible to see where, when and who made the changes to it. Text that has been amended, added to or deleted from a document is shown.

Actions:

1. Open Company. This is a draft version of the document. Make sure Draft view is selected.

2. Select the Review tab and click the top half of the Track Changes button.

3. At the end of the first paragraph, enter Although the company is based in the North East, products are sold throughout the world.

4. Notice that the words have been coloured. This denotes that the text has been added to the document.

5. Delete having left the teaching profession to develop the company, on the third line of the first paragraph. The text appears as strikethrough to show it has been deleted.

6. Go to the end of the document.

7. Start a new paragraph and enter the following text: For more information ring 0191 549 5002.

8. Notice how the amended areas are noted in the left margin.




Exercise 216 - Accepting or Rejecting ChangesGuidelines:

Once tracked changes have been made in a document, it is possible to view each change and either accept it or reject it. If the change is rejected, the text reverts to its original state. This is very useful when creating a joint report, or similar document.

Actions:

1. For this exercise, let’s assume you have been sent the document, Company, which has been reviewed and you must decide whether to accept the changes.

2. Make sure the Review tab is displayed.

3. Click at the start of the document then click Next, from the Changes group to move to the first change.

4. Click . Notice how the pane states what has been changed and by whom.

5. To accept the change, i.e. accept the added text, click Accept, .

6. The next change is highlighted. Accept this change.

7. Reject the last change by clicking Reject, .

8. Click OK at the prompt.

9. Notice that no text is now highlighted and no changes are listed in the Reviewing pane. This is because all changes have been either accepted or rejected.

10. Click the top half of the Track Changes button, to edit text normally.

11. Close the Reviewing pane.

12. Save the document as Final before closing it.



Exercise 217 - Compare and Merge DocumentsGuidelines:

When reviewed documents are returned, the amendments must be checked and incorporated into the original. Two documents, the original and the edited versions, can be compared side by side on the screen, to identify any differences at a glance. Input from several reviewers can be merged then processed in one operation.

Actions:

1. Open the document Internet Review and ensure the Review tab is displayed. Assume for this exercise that you have sent copies of the original document to two colleagues for review, and they have returned the results as Internet R7 and Internet R8.

2. Click Compare and select Combine.

3. Click the Browse button in the Original document area and locate the folder containing the supplied data files and select Internet Review and click Open.

4. From the Revised document area, browse for Internet R7.

5. Click the More button. From Show changes in select Original document and click OK.

6. Ensure Your document is selected and click Continue with Merge.

7. Repeat these steps to select Internet R8.

8. The merged document is shown in the main area. Amendments from both reviewers are now included in the one document, but have been given different colours to differentiate between them.

9. Possible revisions are listed in the Revisions pane on the left. Again these are marked to show who has originated the changes.



Exercise 217 - Continued10. The two source documents used in the last merge are shown on the right.

11. From Compare, click Show Source Documents and select Hide Source Documents. The source documents are removed from view.

12. From the Review tab, select each option in turn from the Display for Review button, (use the tooltip to locate it), within Tracking to see how the view of the document changes. Leave the display with Final Showing Markup selected.

13. Move the pointer over the first added text in the first paragraph. The first colour represents amendments from user Bob Barnes.

14. Move the pointer over the second block of added text (shown in a different colour). The second colour represents amendments from user Dawn Harvey.

15. The changes shown in the Reviewing panel can be accepted or rejected individually, but in this exercise click the Accept button drop down and select Accept All Changes in Document. All changes are included in the document and all revisions are removed from the panel.

16. Save the final document as Internet Comparison and close it.



Exercise 218 - Document ProtectionGuidelines:

Documents can be protected so that they cannot be edited. Different options can be selected:

Tracked Changes Allows changes to be made but the change marks cannot be turned off

Comments Allows comments to be added, but changes to the document cannot be made

Formatting Limits formatting so only certain styles can be changed

Forms Allows form fields to be created and used

Actions:

1. Open the document Summary. Select the Review tab and from the Protect group click Protect Document. Select Restrict Formatting and Editing. The Restrict Formatting and Editing pane appears.

2. Check the box under Editing restrictions and from the drop down list select Comments.

3. Click Yes, Start Enforcing Protection at the bottom of the task pane.

4. A dialog box is displayed allowing password security to be added to the protection so that it cannot easily be turned off. Click OK without entering any passwords. Notice how the information has changed in the task pane.

5. Try to delete the first paragraph. Because the document has been protected, it cannot be deleted. Notice the message in the Status Bar.

6. Look through all of the tabs on the Ribbon. Many of the options are ghosted; the document cannot be changed.

7. Highlight the words standard letters in the second paragraph and select the Review tab and click New Comment.



Exercise 218 - Continued8. Add the comment Expand this. Click away from the balloon. As the

document has been protected for Comments, only Comments can be added, edited or deleted.

9. Click in the task pane. The document can now be edited.

10. To reapply protection click Yes, Start Enforcing Protection and in the dialog box add the password test.

11. Re-enter the password to confirm it, then click OK.

Note: If the password is entered incorrectly, a dialog box will appear saying that the passwords don’t match.

12. Check that a comment can still be added to the document. Select fields in sentence 2 and insert the comment A record may contain many fields.

13. Click .

14. At the Unprotect Document dialog box enter an incorrect password and click OK. A message appears. It is not possible to unprotect the document. Click OK.

15. Click and enter the correct password. Click OK. The document is now unprotected and can be edited.




Exercise 219 - Revision: Document Tools1. Open the document Chinese New Year and turn on tracking.

2. In the second paragraph, second sentence, change This includes to The festivities include.

3. Delete the picture of the oranges on page 2. (It may not appear any different until changes are accepted.)

4. Protect the document for Tracked changes.

5. Move through the changes and notice that you don’t have the option to accept or reject them.

6. Save the document as Chinese New Year2 and close it.

7. Create a Master Document with the following subdocuments: References and Revision233. Make sure Show Document is active and then Insert the documents.

8. Change the first line of Revision233 to the Level 1 style.

9. Create a table of contents at the beginning of the master document. Use the Distinctive format and show 2 levels (from Show levels).

10. Save the master document as Computing and close it.



Section 26

Objects


Insert and Format ChartsInsert other Objects

Create Hyperlinks to other DocumentsCreate Hyperlinks to other Applications



Exercise 220 - Inserting ChartsGuidelines:

A chart can be added to a document to display numerical information professionally. This could be useful when producing a report containing figures, for example and is more interesting and easier to understand than plain text.

Actions:

1. Start a new document. A chart is to be created to show the five most successful sales departments for May.

2. Select the Insert tab and click Chart. In the Insert Chart dialog box a column chart is already selected. Click OK. The screen splits and a chart appears at the left with a datasheet on the right. The datasheet is displayed in a spreadsheet application (Excel).

3. The datasheet already contains some dummy information, which needs to be replaced. Select all of the contents of columns C and D and then delete them.

4. Adjust the data selected (the blue border) to 2 columns only A and B.

5. Data is replaced by overtyping. Click on Category 1 and replace it with Electricals, then press the down cursor key .

6. In the same way, enter the following names underneath: Menswear, Toys, Gifts and Furnishings. Click OK if a prompt about invalid references appears.

7. Click on Series 1 and type Sales(£), then press . Enter the following data in this column: 5,200, 4,200, 3,900, 4,700 and 5,250 pressing after each entry.

8. Notice that the chart reflects the data changes. Click on the chart to select it. The chart is selected when it has handles and borders, as in the diagram. Note that part of the chart may be obscured by the data window.

9. Leave the chart and the datasheet on screen for the next exercise.



Exercise 221 - Editing ChartsGuidelines:

Once a chart has been created, the data can be edited at any time. Editing must be performed in the chart application at the right of the screen.

Actions:

1. Click on the datasheet window at the right of the screen to activate it.

2. Click and drag the lower right corner of the data range to extend it to column D.

3. The manager wants to compare May’s sales with those for the following two months. Edit and enter information in the data area, so that it matches the diagram below.

4. Notice that the chart changes immediately to reflect the new data as it is added.

5. Close the chart application (Excel window) on the right. The chart is fully displayed in Word.

6. Save the document as Chart and leave it open.



Exercise 222 - Formatting ChartsGuidelines:

A chart can be formatted to improve its readability. Colours and fonts can be changed and the chart type can be changed to present the data in different ways.

Actions:

1. Click to select the chart in the document from the previous exercise and from the Design tab of Chart Tools click the Change Chart Type button to view the various charts available.

2. Select the Bar type and select Stacked Bar in 3D. Click OK to change the chart type. Try a few others.

3. Click Change Chart Type again.

4. Select Column and from the sub-types choose the fourth option.

5. Click OK.

6. Select the Format tab from Chart Tools.

7. The Current Selection group allows you to change specific parts of the chart. From Chart Elements, select Horizontal (Category) Axis.



Exercise 222 - Continued

8. Now choose a WordArt style from the thumbnails to change the text.

9. From Chart Elements, select Vertical (Value) Axis. Click .

10. From the Format Axis dialog box, select Number. Change the Number category (currently General) to Number.

11. Click Close. Notice how the numbers have been formatted.

12. With the chart selected, resize it to fill about half of the page, using a corner handle.

13. Select the horizontal axis again and click .

14. Select the Alignment option.

15. In Text Direction, select Rotate all text 270º from Text direction and click Close.

16. Try selecting any part of the chart and choosing different formatting options.

Note: Holding the mouse over a particular area will display a ScreenTip naming the area.

17. To return to the document, click on the page outside the shaded border.

18. Click on the chart again to edit it. Change some of the formatting options.

19. Return to the document and close it, saving the changes.



Exercise 223 - Inserting ObjectsGuidelines:

Many different objects from different applications, such as organisation charts or PowerPoint slides for example, can be inserted into a document. These are sometimes easier to interpret than a lot of text.

Actions:


2. To insert an organisation chart, select the Insert tab and click SmartArt. The Choose a SmartArt Graphic dialog box appears.

3. Select the Hierarchy button and select Organization Chart and click OK. A blank organisation chart is displayed. If the text entry box is not shown on the left, click the expand button to display it.

4. Click in the top box and enter Maeve Dunnett. Press <Enter>, then type Managing Director.

5. Click in the box below, and enter Jim Sharp, Personal Assistant.

6. For the box at the left on the bottom row, enter Jenny Smith, Marketing. Invent some information and complete the remaining 2 boxes.



Exercise 223 - Continued7. Jim has an admin assistant, Ranjit Singh. Click on Jim’s box and from

the Design tab, click Add Shape drop down. Select Add Assistant and enter the information for Ranjit.

8. With the organisation chart selected, click the Change Colors button and choose any option.

9. Jenny Smith has got a new job and is leaving. Select the edge of the box containing her details, so that handles appear on a solid box and then press <Delete>.

Note: Dashed lines around a text box means that text can be entered edited or formatted.

10. To return to the document, click outside the chart area.

11. Print the organisation chart. To delete the organisation chart, click on the outside border to select it. Press <Delete> to remove it.

12. Other objects can also be inserted. Select the Insert tab and click . From the dialog box select the Create New tab. Select

Microsoft Office PowerPoint Slide from the list.

Note: To insert an existing object, select the Create from File tab. Select the correct drive and folder, click on the file name, then OK.

13. Click OK and then click where indicated to add the title PowerPoint Slide and the subtitle Inserted Object.

14. Select the Design tab. From the Themes thumbnails, select the Flow design (use ToolTips to locate it).

15. Notice that the tabs relate to the PowerPoint application - select Slide Show to see the available options. Click outside the slide to return to the document.




Exercise 224 - HyperlinksGuidelines:

Within a document, hyperlinks can be added to text or graphics. When clicked, they immediately take the user to a different page, paragraph, document, or application. They have already been used in referencing and master documents and are often used in conjunction with bookmarks (see the Intermediate guide). Hyperlinks can also be created to Internet web sites or e-mail addresses.

Actions:

1. Open Internet. This is the document in which the hyperlink is to be created.

2. Highlight the text Web Site on the first line of the second paragraph.

3. Select the Insert tab and click to display the Insert Hyperlink dialog box.

4. From the Link to area, select Existing File or Web Page.

5. Select the location of the supplied data files in the Look in box and select the E-commerce document from the list. The name of the selected file appears in the Address area.

Note: An alternative method of locating the correct file is to click Browse for File, . From the Link to File dialog box, select the required location, select the required object from the list, and click OK.



Exercise 224 - Continued6. Click OK to create the hyperlink. The hyperlink appears as blue text.

7. Move the mouse pointer over the hyperlink. The destination of the hyperlink is shown as a comment.

Note: If the link is to jump to a certain part of a document, a bookmark must be created in the destination document before the hyperlink is created. Then click on the Bookmark button in the Insert Hyperlink dialog box and select the appropriate bookmark in the linked file.

8. Hold down <Ctrl> and click once to test the link. The E-commerce document will be opened. Use the Taskbar button to move back to the original document.

Note: Once a hyperlink has been visited, its colour changes to purple (unless options have been changed). To create a link to a web page or e-mail address, you can simply type the address in the Hyperlink box and Word creates the hyperlink when you press <Enter>.

9. At the bottom of the document, insert a Clip Art graphic relating to the Internet.

Note: If an automatic caption appears with the graphic, delete the graphic, refer to Exercise 191 step 9 to stop the captioning and repeat the step above.

10. Right click on the picture and select Text Wrapping.

11. Select Square. This will cause text to be wrapped around it.

12. Move the picture to the centre of page 1. Make sure it is selected.

13. Select the Insert tab and click . Link this picture to the E-Commerce data file too.

14. Click away from the picture so it is no longer selected then hold down <Ctrl> and click on the picture to test the link.

15. Use the Taskbar button to go back to Internet.

16. Save the document as Linked and close it.

17. Close E-commerce without saving.



Exercise 225 - Creating Links to other ApplicationsGuidelines:

Instead of inserting an actual copy of an existing object into Word (embedding), a link can be inserted between Word and the application in which the object was created. Once a link has been established, if the information in the source object is changed, it can be automatically updated in Word.

Actions:

1. Start a new document and change the orientation to Landscape.

2. Select the Insert tab and click the Object button, . In the Object dialog box select the Create from File tab.

3. Browse for Cinema from the data files. This is an Excel file. Select it and click Insert.

4. In the Object dialog box, ensure Link to file is checked. This means any changes made to the Cinema file can be updated automatically in the Word document.

Note: Links can also be created when copied objects are being pasted. Select Paste Special from the Paste button options then Paste Link.

5. Click OK. The spreadsheet is inserted. If the field code appears instead of the data, press <Alt + F9>. Save the document as Figures and close it.

6. Open Excel, then open Cimema.

7. Click on cell B4 and type 800 and press <Enter> to change this cell and the row and column totals.



Exercise 225 - Continued8. Save and then close Cinema and Excel.

9. In Word, open Figures. A prompt appears.

10. Select Yes to update the document with the changes made to the source object. The document is updated to reflect the changes made in Excel.

11. Notice the data in Word has changed then close Figures without saving.

12. Links can be created by using Copy and Paste Special. In Excel, open Cinema. Click and drag to select the range of cells A3:C11, a part of the original.

13. Click Copy. Return to Word. Start a new document and click the drop down arrow on the Paste button and select Paste Special.

14. Select Paste link and choose to paste Microsoft Office Excel Worksheet Object.

15. Click OK to paste the range as a link.

16. The data can be edited starting from Word. Right click on the object, select Linked Worksheet Object and then Edit Link. The Cinema workbook is opened in Excel. Change B7 to 2500.

17. Close Excel saving the workbook.

18. Check that the changes have been made in the document. Save the document and then close it.



Exercise 226 - Revision: Objects1. The Training Manager thinks he may need to employ extra staff to cope

with the demand for IT courses. He wants you to create a chart showing the number of delegates attending courses over the last four weeks. Start a new document.

2. Insert a chart to show the following information:1 2 3 4

Windows Vista 15 10 5 12

Access 2007 20 18 9 6

Word 2007 30 22 10 15

Excel 2007 30 26 8 15

Publisher 2007 12 8 10 4

3. When the Manager sees the chart, he realises the figures for Week 3 should be 7, 10, 15, 10 and 6. Edit the chart accordingly.

4. Change the chart to a bar chart any style. Close the datasheet.

5. Save the document as Courses and leave it open.

6. Beneath the chart, press <Enter> a couple of times and insert an Organisation Chart.

7. James Stone, the Training Manager, should be in the top box.

8. He has three subordinates, who are all Training Officers: Phil Lemmin, Joanna Lift and Pierre LeTouquet.

9. Save the changes to Courses and close it.

10. Start a new document to create a memo as below:

MemoTo: Head of Human ResourcesDate: Today (insert as a field)

Subject: Staffing, Training Department

Message: Mr Stone is concerned about staffing levels in the Training Department and would like to recruit two new trainers. Please see the chart detailing numbers of delegates and reply with your comments.

11. Highlight the word chart and insert a hyperlink to the Courses document.

12. Test the hyperlink.

13. Save the memo as Staffing and close all documents.



Section 27

Templates


Use Templates and WizardsCreate a TemplateModify a Template



Exercise 227 - Using a TemplateGuidelines:

All new documents are based on a template. This is a style of document that contains certain set information to allow similar documents to be created, e.g. faxes, memos, letters, etc. Some templates can be completed with the aid of a wizard. You complete a standard template whereas the wizard provides step by step guidance. A template contains the necessary formatting and framework to ensure that all documents created from it are consistent in appearance. Templates are used by opening, adding specific content, and saving the result as a new document; the template itself is unchanged.

Actions:

1. To see the available templates and wizards, click the Office button and then New. From the New Document dialog box, select the Installed Templates button.

2. Select the Equity Fax icon, make sure the Document option is selected under Create new and click Create.

3. This particular template is a design for a fax. Notice the text in brackets. This is where you enter the relevant information.

4. Click in the area To:. Enter All staff.

5. Tab to the area From: and enter your name, if it is not already shown.

6. Complete the remaining areas by typing in the relevant information.

7. Print the fax.




Exercise 228 - Creating a TemplateGuidelines:

It is possible to create a template from scratch, formatted to individual requirements. The template will then be available from the Templates dialog box. It is also possible to use an existing template, which is similar to the one needed and change it, saving it in its own right as a new template.

Actions:

1. Start a new document. In this exercise a template for an appointment chart will be created. It can then be changed whenever necessary.

2. Insert a 6 x 6 table (if the table has a caption applied due to previous exercises, select the References tab, click Insert Caption and click AutoCaption and remove the check from Microsoft Word Table).

3. Format the table to look as similar as possible to the diagram below.

4. Click the Office Button and select Save As to display the Save As dialog box. Change the File name to Appointments and click the black arrow at the right of the Save as type box.

5. Select Word Template. From Favorite Links, click Templates.

6. Click Save and close the document.



Exercise 228 - Continued7. Click the Office Button and select New. From the New dialog box, click

My Templates. The new template is available.

8. Select the new Appointments template. To create a document based on this template make sure the Document option is selected from the Create New area, and click OK.

Note: To create a new template from an existing one, select Template from the Create New area, before clicking OK.

9. Notice that the Title Bar shows a new document based on the template. Data could be added here to create a specific schedule.

10. Close this document without saving and display the New dialog box again.

11. To delete the new template, so that this exercise can be completed again on the same PC. Select My Templates then, right click on the Appointments template.

12. Select Delete from the shortcut menu and confirm the deletion with Yes.

13. Close the New dialog box. Close the New Document dialog box.

Note: To create a template from an existing document, use the New Document dialog box. Under Templates select New from existing, locate and select the document, then Create.



Exercise 229 - Modifying a TemplateGuidelines:

It is possible to change a template as desired after it has been created, in the same way as normal documents can be edited.

Actions:

1. From the supplied data files, open the template Memo template (remember to change Files of type appropriately).

2. To change the watermark, select the Page Layout tab and click the Watermark button, then select Custom Watermarks.

3. Select Text watermark and in the Text box enter Template.

4. Click OK.

5. Select all of the text in the document.

6. Change the font to Book Antiqua, or an alternative if this font is unavailable.

7. Save the template with the same name to overwrite the original. The changes are saved in the same way as a normal Word document.

8. Close the template.

Note: This template is stored in the supplied data folder and so it is not available from My Templates when creating a new document.



Exercise 230 - Revision: Templates1. This exercise will create a template to use as the basis for a personal

letter. Start a new document.

2. At the top left corner of the page, insert a picture of your choice, using ClipArt or a picture saved on file.

3. Resize the picture to fit about one quarter of the left side of the page.

4. Close the task pane if necessary.

5. Insert a large text box underneath the picture. This is where the letter text would be entered.

6. At the right of the picture, insert a smaller Text Box and enter a return address.

7. Format the text as required and align it to the right.

8. Remove the border from this text box (select it, right click on the text box line, select Format Text Box select the Colors and Lines tab and from Line Color choose No color and click OK).

9. Add Border Art to the page.

10. Save the document as a template named Personal, in the Templates folder.

11. Print the document, then close it without saving.

12. Delete the new template.

Note: An example of how the document should look is shown in the Answers section at the back of the guide.



Section 28

E-mail


Create an e-mail DocumentChange the Priority of a Message

Attach FilesSend e-mail

Change e-mail Options



Exercise 231 - Creating and Sending e-mailGuidelines:

Any Word document can be e-mailed as a file attachment. Documents can be e-mailed internally via an Intranet, or externally via the Internet. If an Internet or Intranet connection does not exist, it is not possible to send e-mail.

Actions:

1. Start a new document. Type in the following message:

This is a test message.We will be holding a cheese and wine party on 25th of this month to celebrate the opening of our new Call Centre in Smalltown. Ms Bell, the newly appointed controller, would like you, as one of our most valued customers, to attend. Please reply as soon as possible. Jenny LondonCustomer Care Officer

2. Click the Office Button and select Send, then E-mail. Your e-mail application will start and the current document will be shown as a file attachment.

Note: Depending on the e-mail software installed, the message may look slightly different, but the principles are the same. This guide assumes Microsoft Outlook is in use.



Exercise 231 - Continued3. The cursor is flashing in the To box. The easiest way to send a message

is to type in the recipient’s e-mail address here. Type in the e-mail address of a friend.

Note: If you have an Outlook Contacts list, click on the To button, and double click on the required name from the list, then click OK.

4. Notice the button beneath . This button is used if a Carbon Copy of the message is to be sent to someone else. The procedure for entering an address, or selecting a name from the Contacts list is the same.

5. In the Subject box, enter Test message.

6. To send the message, click Send. The connection is made and the message sent.

Note: If no connection to a network or the Internet exists, the Internet Connection Wizard may start.

7. Save this document as E-mail. In practice, you could do this to save a regularly e-mailed document.




Exercise 232 - Changing the Message PriorityGuidelines:

The priority of a message can be changed to Low or High (the default is Normal). When the recipient checks their mail, they will recognise the priority of the message by a little symbol to its left.

Actions:

1. Using E-mail, click the Office Button, select Send and then E-mail again.

2. Click the High Importance button, . The message is now high priority and the High Importance symbol will appear next to it when it is received.

3. There is really plenty of time before the cheese and wine party. Change the priority of the message to Low using the Low Importance button, .

4. Send the message to your own e-mail address.

5. Check your own e-mail address for new messages, to see how a low importance message will appear when it arrives in your inbox.

6. Close your e-mail application.

7. Close E-mail without saving.



Exercise 233 - Attaching FilesGuidelines:

Additional files of any kind can be attached to documents sent as e-mail messages. This includes other documents, spreadsheets, pictures and sound files.

Actions:

1. Open the Shark document. You are going to e-mail it to a friend.

2. Click the Office Button, select Send and then E-mail and type in your own, or a friend’s e-mail address in the To box.

3. Enter the Subject as Sharks and make the message High Importance. In the message area type the following text: Here is the information on sharks that I promised you.

4. You decide to attach an Excel chart with the message as well. Click the Attach File button from the Ribbon to display the Insert File dialog box.

Note: This button and the following dialog box may be different if Microsoft Outlook is not the e-mail application being used.

5. Select the location of the supplied data files and select Shark Chart.

6. Click Insert. Notice the Attached box now contains details of two attachments, one for the original Shark document and one for Shark

Chart, .

Note: Several files can be attached to a message.

7. Do not send the message, leave the document open.



Exercise 234 - E-mail OptionsGuidelines:

The Message Options dialog box can be used to set various options, such as Importance, Sensitivity (confidentiality) and message Tracking.

Note: Message Options may not be available with some e-mail software.

Actions:

1. From the message window, select the Message tab and click the Options dialog box launcher. The Message Options dialog box appears.

2. If High is not selected from on the Importance drop down list click on the arrow and set it to High.

3. Click on the Sensitivity drop down list and select Confidential.

4. Tracking options allow the sender to receive notification via e-mail when their message has been read. Check the Request a read receipt for this message box.

5. Click Close.

6. Close the message and the document without saving.



Exercise 235 - Revision: E-mail1. Open the Employees document and send it as an e-mail attachment.

2. Address the message to yourself, or to a friend and enter the Subject as Team Building.

3. Enter the following message on the e-mail:

Here is a list of employees for next months team building trip. I am including photographs of the location for this years exercise. It looks interesting.

4. Add the Islands and Hotel picture files from the supplied data folder as Attachments.

5. Give the message High importance.

6. Change the message Sensitivity to Personal.

7. Set Tracking options to send a read receipt for the message.

8. Close the message without sending, save the document as Teambuild and close it.



AnswersExercise 171

Exercise 174

Exercise 230



GlossaryAttachment A file that is attached to an e-mail message, to

be transmitted with the message.

Automatic Borders Borders created by keyboard characters to divide up the text.

Bookmark A named location or selection of text, which can then be used for reference purposes or searching.

Caption A numbered label that can be added to various types of object within a document. The numbering can be automatic.

Comment A note added to a specific location or selected text within a document that is displayed as a ScreenTip above the associated text.

Cross-reference Used to refer to an item elsewhere in a document.

Document Map A vertical pane down the left side of a document outlining its structure. Used to navigate around the document.

Document Protection A series of options that prevent certain types of editing from being carried out.

Field A placeholder within a document that contains a field code, which inserts current information, e.g. page number, date, etc.

Field Code The instructions within a field that generate the information to be inserted.

Form Fields Fields that are created to speed up the completion of forms.

Grouping A feature that allows a number of objects to be treated as a single object.

Hyperlink Text that when clicked acts a shortcut to another location either within, or external to, the document.

Linking Text Text boxes can be linked to allow text in one text box to automatically flow into the next.

Macro A recorded sequence of mouse clicks, keystrokes and menu selections that can be played back to automate a commonly used task.

Master Document A document that is made up of a number of separate files or sub-documents.

Masthead A title that spans columns.

Object An item imported or created, e.g. picture, drawing, chart.

Outline A view of the document that displays the hierarchy of styles used within it.



Password A level of protection that allows a document to be opened , but editing restrictions may apply.

ScreenTip Notes that appear in boxes, giving extra information about specific text or objects within a document. They are usually displayed when the cursor is positioned or clicked over the appropriate location.

Section Part of a document that is to be formatted differently from the rest, e.g. page numbering or layout. Created by section breaks.

Shortcut Keys A combination of key presses that activates a macro.

Style Pre-created combinations of formatting, consisting of paragraph and font formats.

Sub-document A document that is a component part of a master document. Sub-documents may be opened and edited individually, but remain linked to the master document.

Template A base document that contains elements of formatting and alignment and that can be used over and over again.

Text Box A box into which text can be typed, that can then be positioned anywhere on a page, with other text wrapping around.

Tracking A feature that makes it possible to see where and when changes were made to a document and who made them.

Watermark Text or graphic that is placed on the background of a page, so that text appears over the top of it.



IndexAutomatic Referencing 46

Captions 49, 51Cross Referencing 47Indexes 54-56Revision 58Section Breaks 57Table of Contents 52Tables 56

BordersAutomatic 9Around Paragraphs 10Page 14Revision 19Shading Paragraphs 11

ButtonsAssigning to Macros 69

ChartsEditing 96Formatting 97Inserting 95

ColumnsBalancing 17Breaks 17Creating 16Mastheads & Column Breaks 15Modifying 18Revision 19

Comments 85Printing 86

Customizing WordOptions 24Quick Access Toolbar 21Revision 25

DeletingColumn Breaks 17

Demote Text 43

Document Map 36

Document Tools 82Accepting or Rejecting Changes 88Comments 85Compare and merge 89Creating Master Documents 83Document Protection 91Printing Comments 86Revision 93Tracking Changes 87

E-mail 112Attaching Files 116Changing Message Priority 115Creating 113Options 117Revision 118Sending 113

Fields and Form Fields 71Fields 72Form Fields 78Revision 81Updating Fields 77Using Fields 74Working with Fields 76

HyperlinksIn Documents 101

IndexCreating 54-56

List Styles 33

Macros 59Assigning Buttons 69Copying 64Creating 61Customising Shortcut Keys 67Editing 63Revision 70Running 62Shortcut Keys 66, 67

Master Documents 83

Objects 94Editing Charts 96Formatting Charts 97Hyperlinks 101Inserting 99Inserting Charts 95Links to other Applications 103Revision 105

Outline View 41Demote Text 43Move Text 43Promote Text 43Revision 45

ParagraphsBorders 10Shading 11



PrintingComments 86Styles 39

Picture Watermarks 13

Promote Text 43

Quick Access ToolbarCustomising 21

RevisionAutomatic Referencing 58Customising Word 25Document Enhancement 18Document Tools 93E-mail 118Fields and Form Fields 81Macros 70Objects 105Outline View 45Styles 40Templates 111

Section Breaks 57

Shortcut KeysCustomising 67For Macros 66

Styles 26Applying 27Copying 37Creating 28Deleting 32List 33Modifying 30Printing 39Removing 31Revision 40Table 35

Table of ContentsCreating 52Updating 53

Table Styles 35

Templates 106Creating 108Modifying 110Revision 111Using 107

Tracking Changes 87Accepting or Rejecting Changes 88Compare and Merge Documents 89

WatermarksCreating 12Picture 13

WordOptions 24



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