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Discussion
Word can automatically insert the current date and/or time into a document. You
might want to use this feature, for example, if you are creating a legal document and
the creation date and time are crucial and need to be seen whenever the document is
opened or printed. The date and time can be entered from the Date and Time dialog
box.
The Date and Time dialog box provides several date and time formats in various
combinations. If you prefer to use one date and/or time format exclusively, you can
set that format as the default. Depending on what multilingual capabilities have been
installed with Microsoft Office, you can insert the date and time in another language
format by selecting the desired language from the Language list.
The Update automatically option in the Date and Time dialog box inserts the date as
a field that automatically displays the current date and/or time each time you open or
print the document. If the Update automatically option is not selected, the date
and/or time of insertion into the document appears.
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You can toggle the view of any field between the field code
and the field result by selecting the field and pressing the
[Shift+F9] key combination.
Procedures
1. Position the insertion point where you want the date and/or time to
appear.
2. Select the Insert tab.
3. Select the Date & Time button
4. Under Available formats, select the desired date and/or time format.
5. Select the
6. Select OK.
Step-by-Step
From the Student Data directory, open DATE.DOCX.
Insert the current date and time into a document.
Steps
Practice Data
Click Insert
Click
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Steps
Practice Data
Click Update
automatically
6. Select OK.
The Date and Time dialog box closes,
and the current date and/or time
appears at the insertion point.
Click OK
INSERTING SYMBOLS
Discussion
Word provides many symbols for use in documents. These symbols are associated
with individual character sets. The available character sets are listed in the Font list in
the Symbol dialog box.
The most commonly used character sets are (normal text), Symbol, and Wingdings.
The (normal text) character set includes characters such as a single quotation ( ' ) and
the paragraph symbol ( ), in addition to the numbers, symbols, and letters found on a
standard keyboard. This font set also includes a wide variety of special and foreign
language characters, such as umlauts () and tildes (), organized by language subsets.
The Symbol character set offers characters such as the copyright () and spade ( )
symbols. The Wingdings, Wingdings 2, Wingdings 3, and Webdings character sets
contain many decorative and fun characters, such as bullets, stars, and arrows. For
example, you can use a Wingdings bullet character to precede each item in a list.
The Symbol dialog box also displays the most common and recently used symbols, as
well as the name (if it has one) and character code of the selected symbol. You can
use the drop-down list to display the character code in either a decimal or hex format.
If a shortcut key has been assigned to the selected character, it appears to the right of
the Shortcut Key button.
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Inserting a symbol
If you use a symbol often, you can assign a shortcut key to it.
To assign a shortcut key, select the desired symbol in the
Symbol dialog box and then select the Shortcut Key button.
Press the desired key combination for the symbol, select
Assign, and then select Close.
Procedures
1. Position the insertion point where you want the symbol to appear.
2. Select the Insert tab.
3. Select the Symbol button
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Step-by-Step
Insert a symbol into a document.
Steps
Practice Data
Click Insert
Click
Click Font
9. Select Insert.
The symbol appears in the document
at the insertion point.
Click Insert
Click Close
Practice the Concept: Scroll to the list beginning with the text Worldwides new
product catalog and insert the symbol of a hand pointing to the right before each item
in the list. The hand symbol is located in the Wingdings character set (third row,
seventh column from the left). Then, close the Symbol dialog box.
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Discussion
There may be times when you want to use special characters in a document. For
example, you might want to insert a nonbreaking hyphen (which prevents a
hyphenated word such as open-ended from being separated by a line break), or you
might want to insert a nonbreaking space (which prevents two words from being
separated by a line break). Special characters are inserted using the Special
Characters page of the Symbol dialog box.
Word provides many special characters, including the Copyright (), Registered
(), and Trademark ( ) characters. For example, you may need to use the
copyright character when you asserting or acknowledging the copyright of a particular
document. A registered or trademark character would be appropriate if you mention a
product name in a document.
Many special characters have been assigned keyboard shortcuts that can be used to
insert the characters into the document. Using a keyboard shortcut allows you to insert
a character without opening the Symbol dialog box. For example, you can insert the
Trademark ( ) character from the Symbol dialog box or by pressing the
[Alt+Ctrl+T] key combination. You can also assign a shortcut key to or remove a
shortcut key from any special character, including shortcut keys that have been
assigned by default in Word.
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Procedures
1. Position the insertion point where you want the special character to
appear.
2. Select the Insert tab.
3. Select the Symbol button
Step-by-Step
Insert a special character in a document.
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Steps
Practice Data
Click Insert
Steps
Practice Data
Click
7. Select Insert.
The selected character appears at the
insertion point.
Click Insert
Click Close
Type the word credit and a space before the word limit in the third sentence of the
same paragraph. Notice that the text Mr. Campanellas stays together because the
space inserted between Mr. and Campanellas is a nonbreaking space. Display the
formatting marks. Notice the symbol that appears between Mr. and Campanellas to
indicate the presence of a nonbreaking space. Hide the formatting marks.
Close DATE.DOCX.
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EXERCISE
INSERTING DATES AND SYMBOLS
Task
Insert the current date and some symbols into a document.
1. Open SYMBOL.DOCX.
2. Insert the current date at the top of the document using the second
format (Day, Date, Year). Set the date to update automatically.
3. Scroll to the four-line list beginning with the text special offers.
Insert the checkmark symbol from the Wingdings character set (last
row, fourth column from the right) in front of each line in the list.
4. Scroll to the Build-a-Body Flex-All System text in the paragraph
beginning Evening. Insert the Trademark ( ) character after the
word System.
5. Close the document without saving it.
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Discussion
To avoid having repeatedly to reenter the same content in different documents, Word
provides an environment for establishing and reusing building blocks. These
building blocks can consist of text without formatting, paragraphs and other content
such as lists, images or customized smart shapes.
Word stores these in a gallery managed by the Quick Parts tool. The building blocks
that Quick Parts manages include a wide range of gallery types, such as Headers and
Footers, Cover Pages and Watermarks. When you create a building block, you can
choose what gallery to keep it in and can assign a category and a description to it.
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When you save the building block, you have the option of
assigning it to a different gallery and category. The default
options are the Quick Parts gallery and the General category.
You can add a text description, although the gallery will also
provide a preview of the building block.
Procedures
1. You will find it particularly helpful to display the paragraph marks;
the toggle button for this option is available in the Paragraph group
on the Home tab.
2. Select the content that you want to define as a building block.
3. Select the Insert tab.
4. Select the Quick Parts button
Step-by-Step
From the Student Data directory, open QUICKPT.DOCX.
Create a Quick Part.
You will find it particularly helpful to display the paragraph marks; the toggle button
for this option is available in the Paragraph group on the Home tab.
Steps
Practice Data
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Steps
Practice Data
Click
Click
When you close Word, a dialog box will appear asking you whether you want to save
changes to the Building Blocks template. Confirm that you do by selecting the Yes
button. This will save your Quick Parts building block for use with other documents.
Close QUICKPT.DOCX.
Discussion
You can quickly add predefined content to a document using Quick Parts. This tool
provides access to built-in and customized building blocks that may consist of text
without formatting, paragraphs and other content such as lists, images or customized
smart shapes.
The Quick Parts dialog box with one Quick Parts building block
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Procedures
1. Position the insertion point at the place in the document at which you
want to add a Quick Parts building block.
2. Select the Insert tab.
3. Select the Quick Parts button
4. Select the desired Quick Parts building block from the list.
Step-by-Step
Add a Quick Parts building block to a document
Create a new, blank document.
Steps
Practice Data
Press [Ctrl+Home], if
necessary
Click
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Discussion
There are a number of document property fields that can be defined and inserted
rapidly into the document. Some property fields are automatically defined by the
documents content or by data that Word collected at the time of installation but they
can also be edited, either via the Document Properties dialog box, or at the time the
property field is inserted into the document using Quick Parts. This latter method is
the most convenient.
The document property fields available for insertion using Quick Parts are: Abstract,
Author, Category, Comments, Company, Company Address, E-mail, Fax and Phone,
Keywords, Manager, Publish Date, Status, Subject and Title.
The Document Property list accessed from the Quick Parts dialog box
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Procedures
1. Position the insertion point in the document where you want to add a
document property field.
2. Select the Insert tab.
3. Select the Quick Parts button
Step-by-Step
Insert document property fields
Open a new, blank document.
Steps
Practice Data
Press [Ctrl+Home], if
necessary
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Steps
Practice Data
Click
Point at Document
Property
Click Title
Practice the Concept: Position the insertion point at the end of the existing text and
press [Enter] at least five times to give yourself some working space. Insert some
additional document property fields to the document, such as Author, Subject,
Category, and Status and edit their content. Insert the same field in more than one
location, then edit the text in one of the fields.
Explore the Document Information Panel, accessing it by selecting the Office button,
the Prepare option, then the Properties option. Notice how the content of the
document properties reflects the content that you have edited in the fields in the
document.
Close the document without saving it.
Discussion
All Words predefined content and your own customized building blocks are stored in
the Building Blocks Organizer. Using the Organizer, you can preview building blocks,
sort them by name, gallery, category or type, re-categorize them, edit their properties,
delete them or insert them in the currently active document.
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Procedures
1. Select the Insert tab.
2. Select the Quick Parts button
Step-by-Step
Use the Building Blocks Organizer
Open a new, blank document in Word.
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Steps
Practice Data
Click
Click
Click
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EXERCISE
USING QUICK PARTS
Task
Using Quick Parts to create and edit Building Blocks.
1. Open the EXQUICK.DOCX document and show paragraph marks
and other hidden formatting symbols.
2. Select the all the content and add it to the Quick Parts gallery to
create a new Building Block named Worldwide Sporting
Brochure.
3. Close the document without saving.
4. Open a new, blank Word document.
5. Insert the Worldwide Sporting Brochure building block into the
document.
6. Add the Document Property titled Category and type Special
Offers.
7. Click in the document to the right of the Category field, then press
[Enter] to start a new paragraph.
8. Add the Document Property; Subject and type Massive Reductions
on all Fitness Equipment.
9. Click in the document to the right of the Subject field, then press
[Enter] to start a new paragraph.
10. Add the Document Property; Publish Date and select todays date
from the arrow on the right of the Document Property field.
11. Click in the document to the right of the Document Property;
Publish Date field, then press [Enter] to start a new paragraph.
12. Open the Building Blocks Organizer dialog box and sort the list by
name.
13. Select the Worldwide Sporting Brochure Building Block, then edit
its properties and change the name to Worldwide Sporting Flyer.
14. Delete the Worldwide Sporting Flyer Building Block.
15. Close the Building Blocks Organizer, then close Word 2007. Do
not save the document; do not save BUILDING BLOCKS.DOTX.
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Discussion
AutoFormat can format a document as you type. AutoFormat analyzes your text as
you type and then applies the appropriate formatting. For example, if AutoFormat
detects a heading, it can automatically apply a heading style; if AutoFormat detects a
table, it can apply a table format. If you have any Internet or e-mail addresses in a
document, AutoFormat automatically formats them as hyperlinks.
You can enable or disable automatic formatting options on the AutoFormat As You
Type page in the AutoCorrect dialog box, available in Proofing in Word Options.
The options on this page are grouped under Replace as you type, Apply as you type,
and Automatically as you type. You can enable or disable any or all of the
AutoFormat options as desired.
Procedures
1. Select the Office button
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3. Select Proofing.
4. Select the AutoCorrect Options button.
5. Select the AutoFormat As You Type tab.
6. Select or deselect the desired options.
7. Select OK.
8. Close the Word Options dialog box.
Step-by-Step
Use AutoFormat as you type.
If necessary, create a new, blank document.
Type Agenda and press [Enter] twice. Type 1, a period (.) and a space, and then type
Sales report. Press [Enter]. Notice that Word has identified the item as the beginning
of a list, formatted it accordingly, and automatically displayed the formatted
numbering 2. for the second item in the list. Type New products for item 2 and press
[Enter] twice to disable the numbered list.
Steps
Practice Data
Click
Click
3. Select Proofing.
The Proofing page is displayed.
Click Proofing
Click AutoCorrect
Options...
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Steps
Practice Data
7. Select OK.
Click OK
The AutoCorrect dialog box closes and
the AutoFormat as you type options
are saved.
8. Close the Word Options dialog box.
The Word Options dialog box closes,
and you are returned to the document.
Click OK
Click Automatic numbered lists to deselect it. Click Built-in Heading styles to
select it.
Return to the table and continue on to the next step (step 7).
Practice the Concept: Delete the existing text. Then type Agenda and press [Enter]
twice. Type the numbered list again: 1. Sales report, [Enter] and 2. New products,
[Enter].
Notice that Word identifies the title as a heading and formats it, but does not format
the numbered list.
Open the AutoFormat As You Type page in the AutoCorrect dialog box. Deselect
the Built-in Heading styles option and select the Automatic numbered lists option.
Select OK, then close the Word Options dialog box.
Close the document without saving it.
Discussion
When you are not sure how you want a document to appear, AutoFormat can help you
select the appropriate look. AutoFormat analyzes each paragraph of a document and
then applies the appropriate formatting. For example, if AutoFormat detects a
heading, it automatically applies a heading style. You can specify the extent of the
formatting applied by enabling or disabling particular options on the AutoFormat
page in the AutoCorrect dialog box, available in Proofing in Word Options. All
options are enabled by default.
Options that can be enabled or disabled in the Apply section include applying
automatic formatting to headings, lists, automatic bulleted lists, and other paragraphs.
Replace options include replacing straight quotes (") with smart quotes (,), ordinals
(1st, 2nd, 3rd, etc.) with superscripts (1st, 2nd, 3rd, etc.), and typed fractions (1/4) with
fraction characters () for any fraction available in the current character set.
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Selecting the Styles option in the Preserve section retains styles already applied to
document text. This option prevents AutoFormat from replacing styles you may have
previously applied to text.
When enabled, the Plain text e-mail documents option in the Always AutoFormat
section AutoFormats plain-text mail messages when you open them in Word, as long
as you use Word as your e-mail editor.
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Procedures
1. Select the Office button
3. Select Proofing.
4. Select the AutoCorrect Options button.
5. Select the AutoFormat tab.
6. Select or deselect options as desired.
7. Select OK.
8. Close the Word Options dialog box.
Step-by-Step
Change AutoFormat options.
If necessary, create a new, blank document.
Type 1/2 and a space. Notice how Word automatically turns these three characters
into a fraction character.
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Steps
Practice Data
Click
Click
3. Select Proofing.
The Proofing page is displayed.
Click Proofing
Click AutoCorrect
Options...
Steps
Practice Data
7. Select OK.
The AutoCorrect dialog box closes,
and the AutoFormat options are saved.
Click OK
Click OK
Practice the Concept: Type 1/2 and a space again. Notice that Word leaves the text
as you typed it, and does not reformat it.
Open the AutoFormat page in the AutoCorrect dialog box. Select the Fractions (1/2)
with fraction character () option. Select OK, then close the Word Options dialog
box.
Close the document without saving it.
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EXERCISE
WORKING WITH AUTOFORMAT
Task
Use AutoFormat to automatically format a document.
1. Open AUTOFORM.DOCX.
2. Enable all options on the AutoFormat As You Type page in the
AutoCorrect dialog box.
3. Go to the end of the document and type the following:
Anticipated Agenda
* November 13: Registration, dinner, introduction by guest
speaker
* November 14: Exposition setup
* November 15-16: Presentations 9 am - 5 pm. (Breaks should
be limited to 1/2 hour mid morning and 1/4 hour mid
afternoon).
* November 17: Breakdown; closing statements
4. On the AutoFormat As You Type page, disable the options:
Built-in Heading styles
Define styles based on your formatting
5. Close the document without saving it.
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CREATING A TABLE
Discussion
It is often useful to put information in your documents into table format. For example,
an employee phone list is usually easier to read in a table.
A table is composed of horizontal rows and vertical columns. The intersection of a
row and a column is referred to as a cell. Text is entered into a cell and a cell can
contain one or more lines of text. You can also vary the amount of text you enter into
table cells. For example, one cell can have multiple lines of text and another can be
empty or have only one line of text.
There are several ways to create a table in Word. You can use the Insert Table dialog
box to enter the desired rows and columns and other requirements, or you can drag to
select the required number of cells in the Insert Table grid. Alternatively, you can use
the Draw Table feature to draw your own table. Additional rows and columns can be
added to any table, and extra rows and columns can be deleted. You can also create
nested tables. A nested table is a table within a cell of a larger table.
Formatting can be applied to: an individual cell, row, or column; a selection of cells,
rows or columns; or the whole table.
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You can open the Insert Table dialog box by selecting the
Insert tab, then selecting the Table button in the Tables
group, and selecting the Insert Table option. When you create
a table in this manner, you must indicate the desired number
of rows and columns.
Procedures
1. Select the Insert tab.
3. Drag across the Insert Table grid to select the number of rows and
columns in the table.
Step-by-Step
Create a table.
If necessary, create a new, blank document.
Steps
Practice Data
Click Insert
Click
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Steps
Practice Data
NAVIGATING A TABLE
Discussion
You can navigate a table using the mouse or the keyboard. Using the mouse, you just
click in the desired cell. Using the keyboard, you can press the [Tab] or arrow keys. If
there is text in the next cell and you press the [Tab] key, the text will be selected. If
there is text in an adjacent cell and you use an arrow key to access it, the text will not
be selected.
If you press the [Tab] key when the insertion point is in the
last cell of the table, Word inserts a new row below the current
row.
Procedures
1. Click in the cell you want to select.
2. Press [Tab] to move to the next cell.
3. Press [Shift+Tab] to move to the previous cell.
4. Press [Down] to move down one cell.
5. Press [Right] to move right one cell.
6. Press [Left] to move left one cell.
7. Press [Up] to move up one cell.
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Step-by-Step
Navigate a table with the mouse and keyboard.
Steps
Practice Data
Press [Tab]
Press [Shift+Tab]
Press [ ]
Press [ ]
Press [ ]
Press [ ]
Discussion
When you create a table, the insertion point appears in the first cell of the table by
default, so that you can immediately begin typing text into the table.
Text is entered into a cell at the insertion point and is typed into a cell just as it is
typed into other areas of the document. When the typed text exceeds the width of the
cell, Word automatically wraps the text to the next line. In addition, you can press the
[Enter] key to create a new paragraph within a cell.
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Procedures
1. Position the insertion point in the cell in which you want to enter
text.
2. Type the desired text.
Step-by-Step
Enter text into a table.
Steps
Practice Data
Practice the Concept: Type the following text into the table. To move from cell to
cell, press [Tab] or use the mouse.
Regional Office
Office Manager
Phone Number
Northeast
Stephanie J. Smith
610-555-1234
Southeast
Nathan T. Brown
404-321-8563
Discussion
You can insert a blank line above a table to place a title or other identifying text above
the table. Once the blank line has been inserted, you can enter, format, and align the
text as desired.
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Procedures
1. Position the insertion point before the text in the first cell of the
table.
2. Press [Enter].
Step-by-Step
Insert a blank line above a table in a document.
Steps
Practice Data
Press [Ctrl+Home]
2. Press [Enter].
A blank line is inserted above the
table.
Press [Enter]
Type the heading text Regional Office Phone List and press [Enter]. Then bold,
center, and italicize the heading text.
Discussion
Words built-in table styles provide many combinations of shading and borders to
make the table easier to view and to add a more finished, professional look.
When you create a table from the Insert Table option, the Table Tools Design tab
opens with a selection of table styles that can be previewed and easily applied.
You can also use Table Styles to apply preset formatting to an existing table. As soon
as you select an existing table or position the insertion point within an existing table,
the Table Tools Design and Layout tabs are added to the Ribbon.
After a table style has been applied, you can modify or remove the formatting as
desired. You can also remove table formats by selecting the Plain Tables Table Grid
style from the Table Styles dialog box. When you apply the Table Grid style, all table
formatting is removed from the table; any character formatting you may have applied,
however, is not removed.
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Procedures
1. Position the insertion point anywhere in the table you want to format.
2. Select the Design tab.
3. Position the pointer over the Table Styles option buttons in the
Table Styles group to preview the formatting.
4. Scroll through or expand the list of table styles using the scroll
More
or
buttons.
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Step-by-Step
Use table styles.
Steps
Practice Data
Click Design
Click
Table Columns 3
Practice the Concept: Notice that the table style selected and its neighbors in the list
now appear in the Table Styles group.
Click in the table again and open the Table Styles gallery. Apply the Plain Tables
Table Grid to the table. Then, click in any blank area to deselect the table. Notice that
all table formatting has been removed.
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Discussion
Word displays table gridlines by default. Gridlines are blue, dashed lines that border
each cell of the table. These are only visible on the screen, and will not be printed out.
You can only see the table gridlines where there are no borders. (The default border is
a black, solid, -point single line around each cell.)
The gridlines can be useful in viewing your table data, and in seeing how your table is
structured. However, you can hide the gridlines if you find them distracting.
You can select a table by clicking the table move handle. The
table move handle, a square containing a four-headed arrow,
appears when you point to the upper, left corner of a table in
Print Layout view. You can also use the table move handle to
move the table within the document.
Procedures
1. Position the insertion point in any cell of the table.
2. Select the Layout tab under Table Tools.
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in the Table
in the Table
Step-by-Step
Hide and show gridlines in a table.
If necessary, turn off the borders in the table. Select the whole table, then select the
Table Tools Design tab. Select the right-hand part of the Borders button in the Table
Styles group, then select the No Border option.
Steps
Practice Data
Click Layout
Click
Click
Practice the Concept: Make sure the gridlines are showing. View the document in
Print Preview; notice that the gridlines do not appear, even though they are displayed
in the document. Then, close Print Preview.
Close TABLE1.DOCX.
Discussion
You can use the mouse as a pencil to draw a table. You can access the Draw Table
feature from the Table button on the Insert tab. This feature can also be used to add
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cells, columns, and rows to a table, in any dimensions you choose. You can also draw
diagonal lines to define the outside boundaries of a table or to split the contents of a
cell.
In addition, you can use the Draw Table feature to create a nested table. A nested
table is a table that appears within a table cell. For instance, you might want to use a
nested table if a document uses a table for its page layout and you want to use
additional tables within the document. Tables are often used to organize side-by-side
paragraphs of text in documents or web pages. Smaller, nested tables are then used to
contain reference material or graphics pertaining to information contained in the larger
table.
If you make a mistake while drawing a table, you can use the Eraser feature to
remove any incorrect lines.
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Procedures
1. Select the Insert tab.
in the
Step-by-Step
Use the Draw Table feature to draw a table.
If necessary, create a new, blank document, display the rulers, and switch to Print
Layout view.
Steps
Practice Data
Click Insert
Click
Click Draw Table
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Steps
Practice Data
Click
Click
Practice the Concept: Draw a line from the top of the table to the bottom at the 1
inch mark on the horizontal ruler. At the 1/2 inch mark on the vertical ruler, draw a
line from the left edge of the table to the right. Notice that two rows appear.
In the lower, right table cell, create three columns by drawing two vertical lines from
the top edge of the cell to the bottom. Create the lines at 2" and 3" on the horizontal
ruler.
Drag a diagonal line from the upper-left corner of the upper, left cell to the lower-right
corner of the cell.
Close the document without saving it.
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Discussion
You can easily create a table from existing text in a document. The Convert Text to
Table dialog box allows you to select the number of columns you want in the table.
Word will suggest the number of columns and rows, based on the tabs and paragraph
marks contained in the selected text.
Alternately, you can indicate the character you want to use as a text separator; Word
will use the specified text separator as a column marker and determine the number of
columns based on where the text separator occurs in the text you want to convert. You
can separate text at paragraph marks, tabs, or commas, or you can specify a different
character, if desired.
In addition, the Convert Text to Table dialog box allows you to specify a fixed
column width, AutoFit columns to the text typed within them, or AutoFit the table to
the window.
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Procedures
1. Select the text you want to convert into a table.
2. Select the Insert tab.
Step-by-Step
From the Student Data directory, open TEXTTAB.DOCX.
Convert existing text into a table.
Steps
Practice Data
Press [Ctrl+A]
Click Insert
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Click
Click Convert Text to
Table
Steps
Practice Data
Click Tabs, if
necessary
7. Select OK.
The Convert Text to Table dialog box
closes, and the existing text is
converted into a table.
Click OK
Discussion
In addition to Words built-in table styles, Word also provides a number of Quick
Tables. These are ready-formatted table types for particular styles of table, including
calendar month, matrix and tabular list.
After a Quick Table has been inserted, you can input your own data, and modify or
remove the formatting as desired, directly in the document.
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You can save your own table as a Quick Table, so that you can
in effect use it as a template. When you have developed the
table to your satisfaction, select the entire table or as much of
it as you wish, then select the Table button, the Quick Tables
option, then the Save Selection to Quick Tables Gallery
option.
Procedures
1. Position the insertion point where you want to insert a Quick Table.
2. Select the Insert tab.
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Step-by-Step
Insert a Quick Table.
If necessary, create a new, blank document.
Steps
Practice Data
Click Insert
Click
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EXERCISE
WORKING WITH TABLES
Task
Create and work with tables and table text.
1. If necessary, create a new, blank document. Display the paragraph
marks and the Insert tab.
2. Use the Table button in the Tables group to insert the Quick Table
Tabular List.
3. Overwrite the existing entries with the following text, using either
the mouse or the keyboard to move from cell to cell:
Representative
Clothing Line
Stephanie J. Smith
Gymnastics
Nathan T. Brown
Martial Arts
15. Use the Table button in the Tables group to convert the selected text
into a table. Use the tilde character (~) as the text separator (type it in
the Other text box). Word should suggest two columns. If necessary,
select a fixed column width of Auto. (Hint: The tilde character (~)
is usually located above the [Tab] key, in the upper, left corner of the
keyboard.)
16. Deselect the text to view the table.
17. Hide the formatting marks and close all documents without saving
them.
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Discussion
You can select a single table cell, row, or column using the mouse. You might want to
select a single cell, row, or column in order to format or edit its contents.
You can quickly select a cell by clicking to the left of the first character in the cell,
within the cell gridline. You can quickly select a row by clicking to the left of the row,
outside the gridline. Likewise, you can quickly select a column by clicking above the
column, outside the gridline. The area immediately to the left of the table is referred to
as the row selection bar, and the area immediately above the table is referred to as the
column selection bar.
Once a cell, row, or column has been selected, you can perform certain functions on
the selection, such as formatting it or deleting its contents. In addition, you can move
a selected cell, column, or row, either by cutting and pasting it or by dragging it as
desired.
You select table text in the same way you select text in other parts of a document. For
example, you can select a word by double-clicking it, or you can select a paragraph by
triple-clicking it. You can also select a block of text by dragging across the text you
want to select.
Once text has been selected, you can perform a number of functions on it, such as
formatting, deleting, or copying it.
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Procedures
1. Click in the blank space between the first character and the left
gridline of the cell you want to select.
2. Click in the row selection bar to the left of the row you want to
select.
3. Click in the column selection bar above the column you want to
select.
Step-by-Step
From the Student Data directory, open TABLENN.DOCX.
Select a table cell, row, and column.
Display the table gridlines, if necessary.
Steps
Practice Data
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Discussion
You can select the entire table. You might want to select the entire table in order to
format it or edit its contents.
Once an entire table has been selected, you can perform a number of functions on it,
such as deleting information or formatting text, cells, rows, or columns.
You can also select a table by clicking the table move handle.
The table move handle, a square containing a four-headed
arrow, appears when you point to the upper, left corner of a
table in Print Layout view. You can also use the table move
handle to move the table within the document.
Procedures
1. Position the insertion point within the table.
2. Select the Table Tools Layout tab.
3. Select the Select button in the Table group.
4. Select the Select Table option.
Step-by-Step
Select an entire table.
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Steps
Practice Data
Click Layout
Steps
Practice Data
Click
Discussion
When you create a table, you can designate the desired number of rows and columns.
If you need to add additional information to an existing table, you do not need to
recreate the table. Instead, you can insert new rows or columns in the current table.
You can insert a row above or below the current row or a column to the left or right of
the current column. You can also add multiple rows or columns by first selecting the
same number of rows or columns you want to add and then inserting the rows or
columns.
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Procedures
1. Position the insertion point in a cell adjacent to where you want to
insert the row.
2. Select the Table Tools Layout tab.
Step-by-Step
Insert rows and columns into a table.
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Steps
Practice Data
Click Layout
Click
Click
Practice the Concept: Click in the Product cell and insert a row above the first row.
Click anywhere in the document to deselect the new row.
MERGING CELLS
Discussion
You can merge two or more adjacent cells into a single cell. You may want to merge
cells, for example, to create a table heading by spanning text in one cell across the
entire table.
When you are selecting cells to merge, you can select an entire row or column, or you
can select just the cells you want to merge.
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You can also merge cells by selecting the cells, then rightclicking and selecting the Merge Cells option from the
shortcut menu.
You can easily merge two cells within the table by using the
Eraser button in the Draw Borders group on the Design tab
to erase the gridline between them.
Procedures
1. Select the cells you want to merge.
2. Select the Table Tools Layout tab.
3. Select the Merge Cells button
Step-by-Step
Merge cells in a column or row.
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Steps
Practice Data
Click Layout
Click
Discussion
You can rotate text in table cells. This option allows you to create special effects. For
example, you can change the orientation of long labels so that they fit within the table.
The Text Direction button in the Alignment group on the Table Tools Layout tab
cycles through three orientations: horizontal, vertical facing right, and vertical facing
left. As you cycle through the orientations, the Text Direction button changes to
display the current text orientation.
When the insertion point is in a cell with rotated text, the alignment, bullet, number,
and indent buttons on the Home tab rotate as well to reflect the orientation of the text.
In addition, the vertical alignment buttons in the Alignment group on the Layout tab
also match the text orientation.
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Procedures
1. Select the cell(s) containing the text you want to rotate.
2. Select the Table Tools Layout tab.
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Step-by-Step
Rotate text in a table.
Steps
Practice Data
Click Layout
Click
twice
Discussion
When you first create a table, the columns are a fixed width by default. As you enter
data into a table, you may find that some columns need to be narrower than the default
width and others need to be wider.
You can quickly adjust the width of any table column by dragging its column border
to the desired width. You can adjust as many columns in a table as desired, although
adjusting the width of any one column (except the last) does not affect the overall
width of the table.
If all the cells in a column are the same width, the width of the entire column changes.
If the cells within the column are different widths, however, only the width of the
current cell changes.
The overall width of the table does not change when you change the width of one or
more cells within the table. As a result, if you widen one column, the width of the
column to its right is decreased accordingly, so that the overall width of the table stays
the same. You can, however, adjust the overall width of the table by dragging either
the left border of the first column or the right border of the last column as desired.
Row height automatically adjusts to fit the font size or the number of lines of wrapped
text within a row. If you want to add more spacing above or below the text in a row,
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you can change row height by dragging the row border to the desired height. You can
only adjust the height of one row at a time by dragging.
If you hold the [Alt] key as you drag a column or row border,
the exact column or row measurement appears on the
corresponding ruler. (If you press [Alt] and click within the
document, this will open the Research task pane, so be careful
to hold [Alt] as you drag the pointer.)
Procedures
1. Drag any column border to the left to decrease or to the right to
increase the width of that column.
2. Drag any row header border up to decrease or down to increase the
height of that row.
Step-by-Step
Change column width and row height.
If necessary, switch to Print Layout view, and display the horizontal and vertical
rulers.
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Steps
Practice Data
Steps
Practice Data
Practice the Concept: Hold [Alt] and click the column border to the right of the
Equipment Catalog column. Continue holding [Alt] and drag the column border
until a column measurement of 1 appears on the horizontal ruler. Hold [Alt] and
adjust the height of the Worldwide Sporting Goods row to 0.55.
If the Research task pane opens, close it by clicking the Close button on the task
pane.
Discussion
You can align text in a table cell in much the same way as you align text elsewhere in
the document. In addition to the standard horizontal alignments, however, you can
also align table text to the top, center, or bottom of a cell. The alignment gallery
available on the Table Tools Layout tab provides every possible combination for
aligning table text both horizontally and vertically in one click.
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Procedures
1. Select the cell containing the text you want to align.
2. Select the Table Tools Layout tab.
3. Select the desired Align button from the gallery in the Alignment
group.
Step-by-Step
Align table text.
Steps
Practice Data
Click Layout
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Discussion
Although you can individually size each cell, row, and column in a table, you may
decide that a table would look better if all the rows or columns were the same size.
The Distribute Columns button adjusts the width of selected columns to an equal
size, without changing the total width of the selected columns. For example, if the
total width of three unequally sized columns is six inches, distributing the columns
results in three columns, each two inches wide. In addition, you can distribute all the
columns in a table by first selecting the entire table.
Likewise, the Distribute Rows button distributes the height of selected rows evenly,
without changing the total height of the selected rows.
You can also select adjoining cells and distribute the widths of the cells evenly with
the Distribute Columns button. If you select only adjoining cells, and not entire
columns, the remaining cells in the columns do not change.
Procedures
1. Select the cells, rows, or columns you want to distribute evenly.
2. Select the Table Tools Layout tab.
3. Click the Distribute Rows
or Distribute Columns
the Cell Size group, as desired.
button in
Step-by-Step
Distribute rows and columns evenly.
Steps
Practice Data
Page 69
Steps
Practice Data
Click Layout
SPLITTING CELLS
Discussion
You can split cells to break a single cell or group of cells into a larger number of cells.
Splitting cells is the opposite of merging cells. Instead of creating a single cell from
multiple cells, you are creating multiple cells from a single cell.
In the Split Cells dialog box, you can specify the number of rows and/or columns into
which you want to split a cell. If you select multiple cells, the Merge cells before
split option is selected in the Split Cells dialog box. When the Merge cells before
split option is selected, the selected cells are merged as one and then split into the
selected number of columns or rows. For example, if you select two cells and then
choose to split those cells into six cells, the Merge cells before split option will
produce a total of six cells; three in each of the two selected cells. If you choose to
deselect the Merge cells before split option, however, those two cells are split into
six cells each, for a total of twelve cells.
When you are selecting cells to split, you can select an entire row or column, or you
can drag to select only the cells you want to split.
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You can also split cells by right-clicking in the cells and then
selecting the Split Cells option from the shortcut menu.
You can use the Draw Table button in the Draw Borders
group on the Design tab to split cells by drawing one or more
lines within the cells as desired.
Procedures
1. Select the cells you want to split.
2. Select the Table Tools Layout tab.
3. Select the Split Cells button
Step-by-Step
Split cells in a table.
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Steps
Practice Data
Click Layout
Click
Click Number of
columns
to 3
5. Select OK.
The Split Cells dialog box closes, and
the specified number of rows and/or
columns appears within the selection.
Click OK
Click anywhere in the document to deselect the split cells. Notice that the new cells
are sized consistently with the existing columns of cells.
Type 99 lbs. in the blank cell in the Weight column and TM55545 in the blank cell in
the Order Number column.
Discussion
You can delete any rows and/or columns you no longer need in a table. Deleting a
column or row deletes not only the column or row, but also all the contents within it.
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Procedures
1. Click in the row or column you want to delete.
2. Select the Table Tools Layout tab.
Step-by-Step
Delete columns and rows from a table.
Steps
Practice Data
Click Layout
Click
Click Delete Columns
Practice the Concept: Select the blank row below the Product cell and use the
shortcut menu to delete it.
Discussion
When you create a table, Word sets certain defaults for the table and the table cells.
You can customize the table by changing table settings to override these defaults.
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The Table Properties dialog box provides one central site from which you can
customize a table. This dialog box has four pages: Table, Row, Column, and Cell.
The options available in the Table Properties dialog box are listed in the following
tables:
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Table Options
Description
Preferred width
Alignment
Text wrapping
Borders and
Shading
Options
Row Options
Description
Specify height
Repeat as header
row at the top of
each page
Column Options
Description
Preferred width
Cell Options
Description
Preferred width
Vertical alignment
Options
You can also open the Table Properties dialog box by rightclicking in a table and selecting the Table Properties option
from the shortcut menu.
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Procedures
1. Select the cell, row, or column you want to change.
2. Select the Table Tools Layout tab.
3. Select the Properties button
Step-by-Step
Set the properties of a table.
Use Print Preview to view the table size and placement on the page. Then, close Print
Preview.
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Steps
Practice Data
Click Layout
Click
Steps
Practice Data
7. Select OK.
The Table Properties dialog box
closes, and the selection is modified
accordingly.
Click OK
Enter 6 in the Preferred width spin box and Inches in the Measure in box, if
necessary. Select the Center option under Alignment.
Return to the table and continue on to the next step (step 7).
Practice the Concept: Display the Reveal Formatting task pane. Click in the table
and expand the Table and Cell sections in the task pane, if necessary.
Select rows 2 to 7 (from the Product row to the end of the table) and click the
Preferred Width link under the Table section in the task pane. Display the Row page
in the Table Properties dialog box and set the row height to .5. Select the Exactly
option from the Row height is list.
Display the Column page and select Next Column to select the first column in the
table. Select the Preferred width option. Select Percent from the Measure in box
and set the column width to 45%. Select Next Column and set the width of the
second column to 25%. Finally, set the width of the third column to 30%. Confirm
these changes in the Table Properties dialog box and close the Reveal Formatting
task pane.
Switch to Print Preview and view the changes. Close Print Preview.
Discussion
You can convert all or part of a table to text. When you convert a table to text, you
must specify the character you want Word to use to replace the column markers. You
can select paragraph marks, tabs, or commas; Word also allows you to specify a
character of your choice.
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Procedures
1. Select the table rows you want to convert.
2. Select the Table Tools Layout tab.
3. Select the Convert to Text button
group.
in the Data
Step-by-Step
Convert a table into text.
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Steps
Practice Data
Click Layout
Select
Click
5. Select OK.
The Convert Table To Text dialog box
closes, and the table is converted to
text.
Click OK
Tabs
Discussion
You can create a table heading that appears on multiple pages. For example, if your
table extends to two or more pages, you might want to have your column headings
repeat at the top of each page.
If you want to view the table heading on pages other than the first, you must switch to
Print Preview or the Print Layout view.
The table heading can be created only from the top row or
rows of the table.
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Procedures
1. Select the row or rows you want to repeat as a table heading.
2. Select the Table Tools Layout tab.
3. Select the Repeat Header Rows button
Data group.
in the
Step-by-Step
From the Student Data directory, open HEADING.DOCX.
Create a table heading.
If necessary, switch to Print Layout view.
Steps
Practice Data
Click Layout
Click
Switch to Print Preview and select the Two Pages view. Notice that the table heading
appears on each page. Then, close Print Preview.
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Close HEADING.DOCX.
Page 81
EXERCISE
EDITING A TABLE
Task
Select table components and edit a table.
1. Open PHONLST.DOCX.
2. If necessary, switch to Print Layout view. Then, zoom to 75%.
3. Rotate the Worldwide Sporting Goods text so that it is vertical and
oriented from bottom to top.
4. Select the Worldwide Sporting Goods column and split it into 1
column and 42 rows.
5. Delete the Worldwide Sporting Goods column.
6. Use the Table Properties dialog box to make the table 6 inches wide
and centered.
7. Change the width of the Name column to 4.7 inches and the Phone
Extensions column to 1 inch. (Hint: Try holding the [Alt] key and
dragging the border between the columns.)
8. Add a row above the Corporate Phone List row and type
Worldwide Sporting Goods into it.
9. Delete the Eastern Region row.
10. Merge the top two rows. Center the merged cell both horizontally
and vertically. Finally, drag to decrease the merged cells row height
to approximately 0.7 inch. (If necessary, close the Research task
pane.)
11. Distribute the columns evenly across the page.
12. Create a table heading from the top two rows of the table.
13. Display the document in Print Preview and view each page. Notice
that the heading repeats on all three pages. Then, close Print
Preview.
14. Convert the entire table to text, using tabs as separators.
15. Close the document without saving it.
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Discussion
Borders and shading can enhance the appearance of a document. Borders are lines that
appear around an object. Borders can range from a single horizontal line under a
paragraph to fancy boxes with drop shadows or three-dimensional effects. Shading is
color and/or a pattern behind graphics or text. You can add borders and shading to
text, paragraphs, graphic images, or tables. You can also add a border around a page
to make the page more visually attractive.
Horizontal lines under paragraphs are often used to separate sections in a long
document. You can create a box around a report title to enhance a cover page. In a
table, borders and shading can be used to differentiate column and row headings from
the rest of the table data.
Borders can be customized by changing their style, color, and thickness. Available
line styles include single, double, triple, solid, dashed, dotted, and shaded, among
others. Each line in a box border can be independently customized.
Shading provides a background behind text or graphics. You can apply shading to
text, paragraphs, individual cells in a table, or to an entire table.
Lines, boxes, and shading can be added to text, tables, and graphics from the Borders
and Shading dialog box.
After a border or shading has been added to a document, you can review or make
changes to its settings by clicking the corresponding link in the Paragraph section of
the Reveal Formatting task pane.
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Discussion
You can use the Borders and Shading dialog box to add borders or shading to text and
paragraphs. You can also remove borders and shading from text and paragraphs.
Before applying a border, you should select the line style, line width (thickness), and
line color. After selecting these line settings, you can apply a border style.
If you decide to change the line style, weight, or color of an existing border, you must
reapply the border for the changes to take affect.
Procedures
1. Select the text to which you want to apply a border.
2. Select the Home tab.
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in the Paragraph
, if desired.
, if desired.
Step-by-Step
From the Student Data directory, open BDRLTR.DOCX.
Add borders and shading to text in a document.
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Steps
Practice Data
Click Borders
Steps
Practice Data
Click Color
Click Width
Click 2 pt
Click None
Click
Click Shading
Bottom Border
Click Fill
Click
Practice the Concept: Using the same border settings, apply a top border to the
Worldwide Sporting Goods text.
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Display the Reveal Formatting task pane. Click in the Worldwide Sporting Goods
text, if necessary, and scroll to view the Borders and Shading links in the Paragraph
section of the Reveal Formatting task pane. Click the Borders link to open the
Borders and Shading dialog box. Close the Borders and Shading dialog box and the
Reveal Formatting task pane.
Discussion
Page borders can enhance the appearance of a document such as an invitation. Page
borders are created in the Page Border page of the Borders and Shading dialog box.
You can select the type of page border: box, shadow, or 3-D. Then, you can choose
the line style, line color, and line width (thickness) of the border. Although the style,
color, and width settings apply to all the lines in the page border by default, you can
use the Custom setting to apply different settings to each line in the page border.
If your document contains sections, you can apply a page border to the whole
document, the current section, the first page of the current section, or to every page in
the current section except the first page.
The Options button on the Page Border page provides selections for modifying the
border placement on the page. Borders can be placed at specific distances from the
edge of the page or from the text.
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The Art list on the Page Border page in the Borders and
Shading dialog box allows you to create page borders from a
variety of graphical designs.
Villanova UNIT Training
Procedures
1. Select the Page Layout tab.
2. Select the Page Borders button
Background group.
in the Page
Step-by-Step
Add a page border to a document.
Steps
Practice Data
Click
Page 89
Steps
Practice Data
Click Shadow
Click Apply to
Click
Scroll to the bottom of the Style list and select the thick gray gradient line (third style
from the bottom). From the Color list, select Dark Blue (Standard Colors, ninth
column). From the Width list, select 3 pt, if necessary.
Return to the table and continue on to the next step (step 5).
Switch to Print Preview. View page 1 and then page 2. Notice that the page border
only appears on page 1. Close Print Preview.
Practice the Concept: Display the Reveal Formatting task pane, scroll down if
necessary and expand the Section heading. Click the Borders link, change the line
width to 4 1/2 pt and then close the Borders and Shading dialog box and the Reveal
Formatting task pane.
Discussion
Even though you can use the Quick Table feature to apply a combination of formats,
shading, and borders to a table, you can add your own border style to a table as well.
Similar to adding borders to text, you can select a border style from the Line Style,
Line Weight and Pen Color buttons in the Draw Borders group on the Table Tools
Design tab. In addition, you can apply diagonal borders to tables in which the cells are
divided diagonally.
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You can also select a border style from the Borders page in
the Borders and Shading dialog box. To open this dialog box,
select the right-hand part of the Borders button in the Table
Styles group on the Design tab, then select the Borders and
Shading... option.
You can also select a table by clicking the table move handle.
The table move handle, a square containing a four-headed
arrow, appears when you point to the upper, left corner of a
table in Print Layout view. You can also use the table move
handle to move the table within the document.
Procedures
1. Select the table cells, rows, or columns to which you want to add a
border.
2. Select the Design tab under Table Tools.
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in the Table
Step-by-Step
Add a border to a table.
Scroll as necessary to view the table at the bottom of the page.
Steps
Practice Data
Click Design
Click
Click Borders
Practice the Concept: Display the Reveal Formatting task pane and select the entire
table, if necessary. Click the Borders link under the Cell section. Select the All
Page 92
setting on the Borders page and close the Borders and Shading dialog box. Click
anywhere in the document to deselect the table and view the changes.
Close the Reveal Formatting task pane.
Discussion
You can remove a border from individual or multiple cells, columns, or rows in a
table, if desired. You can also remove borders from an entire table, as well as from
text in a table or document.
Procedures
1. Select the table object from which you want to remove a border.
2. Select the Design tab under Table Tools.
3. Click the Line Style button
group.
in the Table
Step-by-Step
Remove a border from a table.
Scroll as necessary to view the table at the bottom of the page.
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Steps
Practice Data
Click
Click No Border
Click Borders
Click anywhere in the document to deselect the table. Notice that a border no longer
appears along the bottom edge of the table.
Practice the Concept: Select the entire table and use the No Border option from
Borders in the Table Styles group to remove all the borders from the table.
Click anywhere in the document to deselect the table.
Discussion
You can apply shading to table cells and text. There are numerous fill colors from
which you can choose, as well as several shading intensities.
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You can also apply shading using the Shading page in the
Borders and Shading dialog box. To open this dialog box,
select the right-hand part of the Borders button in the Table
Styles group on the Table Tools Design tab, then select the
Borders and Shading... option.
Procedures
1. Select the text or table object to which you want to add or from
which you want to remove shading.
2. Select the Design tab under Table Tools.
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in the
4. Select the shading you want to add, or select the No Color option to
remove shading.
Step-by-Step
Add shading to and remove shading from text in a table.
Scroll to view the table at the bottom of page 1.
Steps
Practice Data
Click
Click White,
Background 1, Darker
25% (first column, fourth
row)
Page 96
EXERCISE
APPLYING BORDERS AND SHADING
Task
Apply borders and shading to text and table objects.
1. Open INVITBDR.DOCX.
2. Place a 1 point, red border under the title Equipment Showcase.
3. Place a 1 point, dark blue border around the table at the bottom of
the page.
4. Shade the first row of the table with White, Background 1, Darker
25% (first column, fourth row) and add a 1 point, dark blue border
to the bottom edge of the row.
5. Remove the shading from the Worldwide Sporting Goods and
Equipment Showcase titles. (Hint: Look for No Color on the
Shading Color palette.)
6. Remove the border under the title Equipment Showcase. (Hint:
Look for No Border on the Borders palette.)
7. Apply a 3-D page border. Select the triple-line style with the thick
line in the center (eleventh style from the top of the list).
8. Switch to Print Preview to view the borders in the document. Then,
close Print Preview.
9. Close the document without saving it.
Page 97
Page 98
Discussion
You can enhance a document by drawing an object such as a rectangle, oval, line,
arrow, or polygon directly in it. For example, arrows can be used to point to important
items, rectangles or ovals can be used to draw attention to specific items, and lines can
be used to divide different items in a document. Drawing objects are created using the
Shapes button in the Illustrations group on the Insert tab.
Enclosed drawing objects (such as rectangles or ovals) are filled by default. Filled
objects are opaque and contain patterns and/or colors. If filled objects are drawn on
top of text in a document, the text is hidden. You can, however, remove an objects
fill. Unfilled objects allow the text behind them to be seen.
You can insert a drawing canvas. The drawing canvas makes it easier to create and
maintain complex drawings. All objects drawn within the confines of the drawing
canvas are kept together as one unit. Although drawing objects are stored permanently
on the drawing canvas, you can drag objects on or off the canvas as desired; Word
allows objects to be stored in the document text as well.
When you are drawing an object, the mouse pointer changes into a crosshair. The
center of the crosshair represents the outer border of the object. In addition, Word
switches to Print Layout view as soon as you click a drawing object button.
Drawing objects can be moved or copied to any location in a document, and any
objects stored on a drawing canvas are moved or copied as one unit. Once drawn,
objects can be modified to change their shape, size, color, fill, and pattern, as well as a
number of other attributes.
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You can drag an existing object off its drawing canvas and
move it to any desired position. You can then select the
drawing canvas and press the [Delete] key to delete it.
Procedures
1. Switch to Print Layout view.
2. Position the insertion point where you want the drawing object to
appear.
3. Display the Insert tab.
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Step-by-Step
From the Student Data directory, open DRAW.DOCX.
Create a drawing object in a document.
If necessary, switch to Print Layout view, display the ruler, and position the insertion
point at the top of the document.
Follow the steps to create a rectangle 2 high and 4 wide.
Steps
Practice Data
Click Insert
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Click
Steps
Practice Data
Practice the Concept: Click the Oval button, hold the [Shift] key and drag from the
top, left corner down to the bottom border of the rectangle to draw a circle over the
rectangle.
Discussion
Before you can modify a drawing object, you must select it. When an object is
selected, blue sizing handles and a green rotation handle appear around it. Any
formatting commands you perform affect only the selected object. An object remains
selected until you select another object or click elsewhere in the document.
Different methods are used to select filled and unfilled objects. Since an unfilled
object is empty, you must click its border in order to select it. You can, however, click
anywhere in a filled object to select it.
To select more than one drawing object, hold the [Shift] key
and click each object you want to select.
Procedures
1. Switch to Print Layout view.
2. Click in any filled object to select it.
3. Click the border of any unfilled object to select it.
Step-by-Step
Select filled and unfilled objects in a document.
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If necessary, switch to Print Layout view and scroll to view both the circle within the
rectangle and the line below the title.
Steps
Practice Data
When you selected the rectangle, the drawing canvas appeared, since the rectangle is
stored within the drawing canvas. Notice that selecting the line deselected the
rectangle.
Click anywhere in the document to deselect the line.
MOVING AN OBJECT
Discussion
After you have created an object, you can move it to a different location in the
document by dragging it to the desired location. Moving objects is a good way to
reposition them so that they better enhance the text.
The mouse pointer must appear with a black, four-headed arrow in order to move an
object.
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Procedures
1. Switch to Print Layout view, and select the object you want to
move.
2. Drag the object to the desired location.
Step-by-Step
Move an object.
If necessary, switch to Print Layout view, and select the object you want to move.
Steps
Practice Data
Discussion
When you insert a drawing object such as a rectangle, oval, line, or arrow, you can
place it in a drawing canvas. The drawing canvas makes it easier to create and
maintain complex drawings. All objects drawn within the confines of the drawing
canvas are kept together as one unit. Although drawing objects are stored permanently
on the drawing canvas, you can drag objects on or off the canvas as desired; Word
allows objects to be stored in the document text as well.
The drawing canvas acts as a frame in which you can create and arrange multiple
drawing objects.
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You can use the short-cut menu to change the size of the drawing canvas. The Fit
button re-sizes the canvas tightly around the objects within it. Conversely, the
Expand button enlarges the canvas, creating more space between the border of the
drawing canvas and the objects within it. Each time you click the Expand button, the
canvas gets larger. These options only change the size of the drawing canvas; the size
of the drawing objects within it are not affected.
The drawing canvas helps keep the objects in a complex drawing together and allows
you to move and resize all the objects as one. Using the Scale Drawing button, you
can resize all the objects within the drawing canvas at the same time. When you move
the drawing canvas, all the objects remain in their relative positions and move with the
canvas. However, you cannot move the drawing canvas if the In Line with Text
option is enabled. Selecting any other text wrapping option allows you to freely move
the drawing canvas.
Before you can modify a drawing object, you must select it. When an object is
selected, eight blue sizing handles and one green rotation handle appear around it.
Any commands you execute affect only the selected object. An object remains
selected until you select another object or click elsewhere in the document.
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Procedures
1. Select the drawing canvas.
2. Right-click the drawing canvas to open the shortcut menu.
3. Select the
Fit option on the shortcut menu to fit the drawing
canvas to its contents.
4. Select the
desired.
5. Select the
Scale Drawing option to resize the contents in the
drawing canvas.
6. Drag a sizing handle as desired to resize the objects.
7. Select the
in the Arrange
Step-by-Step
Using the drawing canvas.
If necessary, scroll to the top of the document to view the rectangle and circle in the
drawing canvas.
Steps
Practice Data
Page 107
Steps
Practice Data
Page 108
Click
Fit
Click
Expand twice
Click
Scale Drawing
Click
Click
Scale Drawing
Click the frame of the drawing canvas, hold [Ctrl], and use the arrow keys on the
keyboard to nudge the frame in small increments.
Discussion
There are times when it may be more efficient to draw an object without using the
drawing canvas. The drawing canvas was designed to help control the layout of text
and diagrams in documents, as well as to manage multiple objects. If you are inserting
only one object, you can do this without the drawing canvas.
To draw a single object without the drawing canvas, simply draw the object without
first creating a new drawing canvas.
Pressing [Esc] hides the drawing canvas for an existing drawing, but does not remove
it. When you reselect the object, the drawing canvas reappears.
You can permanently disable the drawing canvas for all new drawings. If you do so,
the drawing canvas no longer appears when you click a drawing object button.
However, existing drawing canvases are not affected.
You can drag an existing object off its drawing canvas and
move it to any desired position. You can then select the
drawing canvas and press the [Delete] key to delete it.
Procedures
1. Select the Insert tab.
Step-by-Step
Draw without the drawing canvas.
Scroll to the bottom of the document and click in the line above the Worldwide
Sporting Goods text.
Steps
Practice Data
Click Insert
Click
Shapes
under Basic
Notice that you can no longer read the text. Click in a blank area to deselect the
rectangle.
DRAWING A LINE
Discussion
Lines can be used to separate areas of a document. For example, you can add a line
between different items in a document. Lines can be drawn at various angles and
positions. Drawn lines, as opposed to borders, can be moved and sized as desired.
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When you draw a line, the mouse pointer changes into a crosshair. The center of the
crosshair is the point at which the line is drawn.
Procedures
1. Switch to Print Layout view.
2. Select the Insert tab.
Step-by-Step
Draw a line in a document.
If necessary, switch to Print Layout view.
Scroll as necessary, and position the insertion point in the empty line below the
second paragraph.
Steps
Practice Data
Click Insert
Click
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Steps
Practice Data
Discussion
You can change the fill color of an object at any time. Changing the fill color
enhances the appearance of objects. If the fill color of an object hides text in a
document, you can select the No Fill option for that object in order to view the text.
The Shape Fill button consists of two components. The left-hand part of the Shape
Fill button displays the currently selected color. To apply the currently selected color
to another object, you only have to select the object and click the left-hand part of the
Shape Fill button. You can use the right-hand part of the Shape Fill button to select
the desired color from the color palette.
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Procedures
1. Switch to Print Layout view.
2. Select the object containing the fill color you want to change.
3. Select the Drawing Tools Format tab.
4. Select the right-hand part of the Shape Fill button
Styles group.
in the Shape
5. Select the desired fill color, or select the No Fill option to remove
the fill color.
Step-by-Step
Change or remove the fill color of an object.
If necessary, switch to Print Layout view, and scroll to view the rectangle at the
bottom of the document.
Steps
Practice Data
Click Format
Click No Fill
Notice that you can now see the text that was hidden by the fill color.
Practice the Concept: Scroll to the top of the document, select the circle in the
drawing canvas, and apply any shade of yellow as the fill color. Then change the fill
color of the rectangle to any shade of blue. Click anywhere in the document to
deselect the object.
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FORMATTING LINES
Discussion
You can format lines by changing the line style, color, and dash style. In an enclosed
object, the line is the border around the object. In an open object, such as a line or an
arrow, the line is the object itself.
You can change the style of any existing line. Line styles can be used to change the
thickness of a line or to create double and triple lines. For example, to dramatically
separate items in a document, you can increase the width of the line that separates
them.
In addition, you can change an existing line to a dash style. Dash styles break the line
into dots or dashes. Dashed lines can help to enhance the appearance of a document or
to identify a means of separation.
You can also change the line color of a drawing object. Changing the line color can
enhance the appearance of the object. For example, if you are creating a logo,
changing the line color can help distinguish the border of the logo.
The Shape Outline button consists of two components. The left-hand part of the
Shape Outline button displays the currently selected color. To apply the currently
selected color to another object, you only have to select the object and click the lefthand part of the Shape Outline button. In addition, you can use the right-hand part of
the Shape Outline button to select a different color or style from the color palette.
Formatting a line
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You can use the Arrows option in the Shape Outline gallery
to change a line to an arrow by selecting one of the available
arrow styles in the list. You can also use the Arrow button in
the Insert Shapes group to draw an arrow.
Procedures
1. Switch to Print Layout view.
2. Select the object containing the line you want to format.
3. Select the Drawing Tools Format tab.
4. To change the line width, select the right-hand part of the Shape
Outline button in the Shape Styles group.
5. Point at the Weight option.
6. Select the desired line weight.
7. To change the line color, select the right-hand part of the Shape
Outline button in the Shape Styles group.
8. Select the desired line color.
9. To change the line style, select the right-hand part of the Shape
Outline button in the Shape Styles group.
10. Point at the Dashes option.
11. Select the desired dash style.
Step-by-Step
Format lines.
If necessary, switch to Print Layout view. Scroll to view the line below the first
paragraph in the document.
Steps
Practice Data
Page 115
Steps
Practice Data
Click Format
Point at Weight
Click 3 pt
Point at Dashes
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RESIZING AN OBJECT
Discussion
You may want to resize an object or graphic image so that it fits better in a document.
Drawing objects and graphic images can easily be resized using their sizing handles.
If you drag a middle sizing handle on any side of an object, you change the size in that
one direction only. If you drag any sizing handle at the corner of an object, however,
you change the size in two directions at once.
Procedures
1. Switch to Print Layout view.
2. Select the object you want to resize.
3. Drag any sizing handle as desired to increase or decrease the size of
the object.
Step-by-Step
Resize an object.
If necessary, switch to Print Layout view and display the rectangle at the bottom of
the document.
Steps
Practice Data
Page 117
Steps
Practice Data
Practice the Concept: Drag the middle sizing handle on the left edge of the rectangle
to the .5" mark (horizontal ruler).
Click anywhere in the document to deselect the object.
Discussion
If you want an object to appear three-dimensional, you can add a 3-D effect. For
example, if you are creating a logo, a 3-D effect makes the object stand out from the
page. You can select from a variety of 3-D effects.
Different effects can be added to a 3-D object using the various options in the 3-D
Effects gallery; these include various depth, direction, lighting, surface, and color
settings.
Depending on the object selected, certain options may not be available.
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You cannot assign a line color to a filled, 3-D object, but you
can change the fill color.
Procedures
1. Switch to Print Layout view.
2. Select the object to which you want to add a 3-D effect.
3. Select the Drawing Tools Format tab.
Step-by-Step
Add a 3-D effect to an object.
If necessary, switch to Print Layout view, and display the rectangle at the bottom of
the document.
Steps
Practice Data
Click Format
Click
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Steps
Practice Data
Discussion
Word arranges objects in individual layers or stacks. You can use the Bring to Front
and Send to Back buttons available in the Arrange group of the Drawing Tools
Format tab to arrange the layers on which text and drawing objects (such as ovals,
rectangles, lines, and text boxes) appear. For example, if text is hidden behind one or
more drawing objects, you can display it by selecting the object(s) and using the Send
Behind Text option.
When you use the drawing canvas to insert objects, you can specify how you want
text to be wrapped around the drawing canvas with the Text Wrapping button in the
Arrange group. You cannot select text wrapping options for an individual object in
the drawing canvas. However, you can use the Bring to Front and Send to Back
buttons to layer individual objects within the drawing canvas.
By default, when you draw an object, it is placed in the top layer of the stack.
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Procedures
1. Select the drawing object you want to layer.
2. Select the Drawing Tools Format tab.
3. Select the right-hand part of the Bring to Front or Send to Back
buttons
in the Arrange group.
4. Select the desired option.
Step-by-Step
Layer text and objects.
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Steps
Practice Data
Click Format
Notice that the yellow circle is no longer visible. The blue rectangle has moved
forward and the circle is now behind the rectangle.
Practice the Concept: Use the Send to Back button to move the rectangle to the
back, so that the circle is visible. Then, click in any blank area of the document to
deselect the object.
DELETING AN OBJECT
Discussion
If you no longer need it, you can delete a graphic image, an object, or an entire
drawing canvas from a document. If you accidentally delete a graphic image, an
object, or a drawing canvas, you can use the Undo feature in the Quick Access
Toolbar to restore it to the document.
If you delete a drawing canvas, all of the objects within it are also deleted.
Procedures
1. Switch to Print Layout view.
2. Select the object you want to delete.
3. Press [Delete].
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Step-by-Step
Delete an object.
If necessary, switch to Print Layout view.
Steps
Practice Data
2. Press [Delete].
The object is removed from the
document.
Press [Delete]
Practice the Concept: Delete the drawing canvas containing the rectangle and circle.
Notice that the New Products text was not deleted; only the drawing canvas behind
the text and its contents were deleted.
Close DRAW.DOCX.
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EXERCISE
WORKING WITH DRAWING OBJECTS
Task
Create, insert, and modify drawing objects in a document.
1. Open DRAW2.DOCX.
2. Display the horizontal ruler and the Insert tab.
3. Draw a 3 inch wide, 1 inch high rectangle to cover the heading.
4. Move the rectangle behind the Worldwide Sporting Goods text.
5. Change the shape fill of the rectangle to Blue, Accent 1, Lighter
80% (second row, fifth color).
6. Change the rectangle line width to 4-1/2 points and the line color to
Red, Accent 2, Lighter 40% (fourth row, sixth column).
7. Apply 3-D Style 2 (second row, second column) to the rectangle.
8. Draw a line under the text Annual Awards Dinner, from 1" to 5"
(horizontal ruler).
9. Add arrowheads to both ends of the line.
10. Change the line weight to 3 pt and then apply a rounded dot dash
style to it (second style from the top).
11. Create a rectangle that encompasses the Annual Awards Dinner
text and the dotted line underneath it.
12. Move the rectangle behind all the objects. (Hint: Try the Order
submenu.)
13. Delete the 3-D rectangle at the top of the document.
14. Close the document without saving it.
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Discussion
You can include pictures in a Word document. A picture can enhance a document by
depicting an idea that may be difficult to describe or by making the document more
visually appealing. Word supplies a collection of images with a wide range of
subjects, known as clip art; more are available online if you have an Internet
connection. You can use the Clip Art task pane to insert clip images.
If you want to insert a clip, but you are not sure which one you want to add, you can
perform a keyword search for clips. Words used in a search are called keywords. To
find a clip, enter a word related to the type of clip you want to insert in the Search for
box. If your document deals with sporting goods, for example, you can use the
keyword sports to search the Clip Organizer; any clip pertaining to sports will be
found. You can limit searches to specific types of collections or media files by
selecting the corresponding options in the Search in and Results should be boxes.
After entering your search criteria and clicking the Go button, thumbnails of all clips
found based on the search criteria are displayed in the pane below the search boxes.
You can scroll through this pane to view all your options.
When you point to a clip, a ScreenTip displays the keywords related to that image, its
size in pixels, its file size, and its graphic format. Clicking directly on a clip inserts it
into your presentation at the insertion point. You can use the list of options that
displays when you right-click a clip or click its drop-down arrow to copy or delete the
clip, copy to a specific collection (for example, Favorites), edit the clip keywords,
find clips with a similar style, or view the clip properties.
If the list of found clips does not suit your needs, you can change your search criteria
and search again. The Clip art on Office Online link enables you to search the larger
collection available online.
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If you know the location of the clip you want to insert, you
can select that location from the Search in list on the Clip Art
task pane.
Keywords are editable; you can use the Keywords dialog box
to add keywords to a clip or to remove keywords from it, if
desired. You can also organize clips in the Clip Organizer, if
desired, and add those you most use to the Favorites folder.
Procedures
1. Position the insertion point where you want the clip to be inserted.
2. Select the Insert tab.
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17. Scroll as necessary, and select the desired clip to insert it at the
insertion point.
Step-by-Step
From the Student Data directory, open LTRGRPH.DOCX.
Insert a clip art image.
Steps
Practice Data
Press [Ctrl+Home], if
necessary
Click Insert
Click
Click Now, if necessary
Steps
Practice Data
Type sports
Click Search in
Click
Everywhere, to
deselect it, if necessary
Click
Office
Collections
Click
Office
Collections twice, if
necessary, to select it and
all its subcollections
Press [Esc]
Click
Click
Movies to
deselect it, if necessary
Movies
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Steps
Practice Data
Press [Esc]
Click
Reset the Clip Art task pane to find all media by deleting the text sports in the
Search for box, selecting Everywhere in the Search in list and All media types in
the Results should be list, and clicking the Go button. Then, close the Clip Art task
pane.
Click anywhere in the document to deselect the inserted image. Notice that the
Picture Tools Format tab is no longer displayed.
INSERTING A PICTURE
Discussion
In addition to clip art, you can insert a picture from an existing graphic file into a
Word document. Pictures can include scanned images, photographs, and drawn
objects saved as files. Before inserting a picture, you can preview it to verify that it is
the one you want.
A picture can float over the text, or it can be inline (that is, positioned at the insertion
point). If a picture floats over the text, it appears on the line above the insertion point
when inserted. You can, however, move the picture as desired; the surrounding text
will wrap around it as needed. If you insert a picture inline, you can drag and drop the
graphic at the desired document location.
The Picture Tools Format tab becomes available as soon as you select a picture in
the document, and closes when you deselect the picture.
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Procedures
1. Position the insertion point in the document where you want the
picture to appear.
2. Select the Insert tab.
4. Select the drive containing the picture file you want to insert.
5. Select the folder containing the picture file you want to insert.
6. Select the picture file you want to insert.
7. Select the left-hand part of the Insert button
Step-by-Step
Insert a picture from a graphic file.
Go to the second page of the document.
Steps
Practice Data
Click Insert
Click
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Steps
Practice Data
Click BIKE
Click
FORMATTING PICTURES
Discussion
Although pictures are inserted with default settings, you can use the Picture Tools
Format tab to change these settings at any time. You can change the size, alignment,
and text wrapping style for inserted graphics. You can also apply frames or shapes to
the picture, add a shadow or a reflection, or change the pictures brightness, contrast
or color.
The text wrapping style of a graphic determines whether or not you can drag the
object independently of the text in which it is positioned. The In Line with Text
option keeps the graphic image within the document text. To be able to freely move
an object on the page, you may have to select another text wrapping style.
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Formatting a picture
Procedures
1. Click to select the picture with the formatting you want to change.
2. Select the Text Wrapping button
group.
in the Arrange
3. Select the desired option to arrange the text in relation to the image.
4. Continue selecting formatting options as desired.
Step-by-Step
Format a picture.
Make sure you are in Print Layout view.
Page 133
Scroll down to view the picture of the exercise bike at the top of page 2.
Steps
Practice Data
Click
Click
Page 134
Discussion
You can use WordArt to create a graphic text object. Graphic text objects can be used
to add emphasis to company logos, text advertisements, and newsletters.
WordArt is an application that can run only within a companion program (such as
Word); it cannot run independently. As a result, WordArt cannot create its own files.
Each object created in WordArt becomes a part of the Word document in which it is
embedded.
To create a WordArt text object, you start WordArt, select a WordArt style, and then
type and format the WordArt text.
Once a WordArt object has been embedded in a document, you must open WordArt to
make changes to the text or formatting. You can use the WordArt Tools Format tab
to format the WordArt object.
A WordArt object
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Procedures
1. Position the insertion point where you want to insert the WordArt
text.
2. Select the Insert tab.
3. Select the WordArt button
Step-by-Step
From the Student Data directory, open EQUIPMT.DOCX.
Create a WordArt object.
Steps
Practice Data
Click Insert
Click
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Click
(third
row, second column)
Steps
Practice Data
7. Select OK.
The Edit WordArt Text dialog box
closes, and the WordArt object
appears in the document. The
WordArt Tools Format tab is
displayed.
Click OK
Discussion
The WordArt Tools Format tab provides tools used to format WordArt objects. You
can format a WordArt object by changing its font, font size, and attributes; modifying
its style; altering its color, size, or position; changing its shape; adjusting its text
height and alignment; modifying its character spacing; and so on. Many of the
changes can be seen in live preview as you point to the various options.
You can edit WordArt objects using the following tools found on the Format tab:
Button Name
Button
Function
Edit Text
Spacing
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Button Name
Button
Function
Even Height
WordArt Vertical
Text
WordArt Styles
gallery
Shape Fill
Shape Outline
Change WordArt
Shape
Shadow Effects
group
3-D Effects
Arrange group
Size group
Procedures
1. Select the WordArt object you want to modify.
2. Select the WordArt Tools Format tab.
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Step-by-Step
Format a WordArt object.
Steps
Practice Data
Click Format
Select the Change WordArt Shape button in the WordArt Styles group. Under
Warp, select the Chevron Down option (fifth row, sixth column).
Select the Spacing button in the Text group, and select the Loose option.
Click in a blank area of the document to deselect the object.
Discussion
The Advanced Layout dialog box provides options for precisely positioning an object
in a document, as well as for wrapping text around an object.
The Picture Position page allows you to specify a horizontal and vertical position for
a graphic object. Objects are positioned in relation to an anchor. The anchor options
vary, but may include page, margin, paragraph, column, character, or line. You can
specify an exact measurement in relation to the anchor or a relative position, such as
the top or center. For example, you can specify that the object aligns to the right,
relative to the margin.
If you select a graphic and display the formatting marks, an anchor icon appears to the
left of the line to which the graphic is anchored. If you want a graphic to move with its
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associated text, you can select the Move object with text option. The Lock anchor
option guarantees that the object remains on the same page as the paragraph to which
it is anchored, even if the object or the paragraph is moved.
Wrapping text around an object gives a document a professional appearance.
Although there are several ways to apply text-wrapping options, the Text Wrapping
page in the Advanced Layout dialog box provides all possible text-wrapping styles. In
addition to selecting a text-wrapping style, you can control to which side of an object
the text wraps, as well as specify the distance between the object and the text.
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You can also use the Text Wrapping button on the Picture
Tools or WordArt Tools Format tabs to select a textwrapping style.
Procedures
1. Select the graphic object you want to position.
2. Select the WordArt Tools Format tab.
Step-by-Step
Use advanced layout options to position a graphic object on the page.
Steps
Practice Data
Page 141
Steps
Practice Data
Click Format
Click
Click Through
Click
Click Right
Right only
to 0.1"
Click
in the box to the
right of Alignment
Page 142
Click
in the box to the
right of relative to
Steps
Practice Data
Click Margin
Click OK
Under Vertical, select Alignment, and then select the Top position relative to the
Margin.
Return to the table and continue on to the next step (step 16).
Click anywhere to deselect the object.
CREATING WATERMARKS
Discussion
A watermark is a graphic or text that appears behind the text and objects on a page.
Watermarks are commonly used to identify the status of a document (DRAFT or
CONFIDENTIAL, for example). When you add a watermark to a page, you can
apply it to all pages of the document or just to the current section.
You can scale a picture watermark to increase or decrease its size. If you create a text
watermark, you can select a text option from the Text list or type the text you want to
use into the Text box. You can also select the font, font size, and font color of the
text, as well as position it as desired on the page.
To be effective, the contrast and brightness of the watermark should be adjusted using
either the Washout or Semitransparent options (selected by default), so that the
document text remains legible.
You can access the watermark image after it has been inserted by opening the Header
area.
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Procedures
1. Select the Page Layout tab.
2. Select the Watermark button
Background group.
in the Page
Picture watermark
6. Select the drive containing the picture file you want to insert.
7. Select the folder containing the picture file you want to insert.
8. Select the picture file you want to insert.
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Step-by-Step
Create a watermark.
If necessary, switch to Print Layout view.
Steps
Practice Data
Click
Click Custom
Watermark
Click Picture
watermark
Click
Click SKIJUMP
Page 145
Steps
Practice Data
Click
Click OK
Switch to Print Preview and use the Two Pages option to view the document. Notice
that the watermark appears on each page. The default formatting is Washout, so that
the background image does not obscure the text. Close Print Preview.
Practice the Concept: Open the Printed Watermark dialog box and select the Text
watermark option. Enter the text Worldwide Sporting Goods, change the text color
to any dark green option, and position the text diagonally. Select the
Semitransparent option, if necessary. Select OK. View the document in Print
Preview. Note that the Text watermark has replaced the Picture watermark; Word will
only allow one watermark in a document or section. Then, close Print Preview.
Close EQUIPMT.DOCX.
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EXERCISE
INSERTING GRAPHICS
Task
Create, insert, and modify graphics and WordArt in a document.
1. Open GRAPHEX.DOCX.
2. Make sure you are in Print Layout view, and display the horizontal
ruler, if necessary.
3. Go to the top of the document, if necessary, and insert the
WSGWORLD graphic file from the student data folder.
4. Format the picture with a tight text-wrapping style and horizontally
align it to the right, relative to the margin. Then, change the height to
3 inches.
5. Scroll down to view the paragraph beginning with the text Thanks
to you, on page 1.
6. At the beginning of the paragraph, insert a clip art image. Search for
and insert an image about a celebration. (Hint: Type celebration in
the Search for box in the Clip Art task pane.) Insert an image with a
balloon or any other image of your choice.
7. Change the text-wrapping style to square and the horizontal
alignment to left, relative to the margin. Then, change the height to
1.2 inches.
8. Close the Clip Art task pane and scroll as necessary to view the
formatted clip.
9. Change the distance between the right side of the clip and the text to
0.3". (Hint: Use the Text Wrapping page in the Advanced Layout
dialog box.)
10. Create a text watermark. Type Thank You as the text, set the color to
red. Make the watermark semi-transparent and have it appear
diagonally on the page.
11. Click in the blank line at the top of page 2. Create a WordArt object,
selecting the style in the third row and fourth column.
12. Type three separate lines as follows: type Seminars, press [Enter],
type and, press [Enter], and type Demonstrations.
13. Change the font size to 20 and bold the text. Then, select OK to
insert the WordArt object.
Page 147
14. Change the WordArt shape to Button (Pour), the thick circle with
the line bisecting it.
15. Format the WordArt object. Change the width to 4". Select the
Square text-wrapping option. Then, align the WordArt object:
horizontally centered to the margin; and vertically with the top
relative to the margin. (Hint: Use the Advanced Layout dialog box
available via the Position button.)
16. Make all the letters in the WordArt object the same height.
17. View both pages of the document in Print Preview and then close
Print Preview.
18. Close the document without saving it.
Page 148
Discussion
Word provides a number of predefined graphics called SmartArt. These range from
graphical lists and process diagrams to more complex graphics, such as Venn
diagrams and organization charts. Using SmartArt enables you to include complex
graphical elements into your document with ease.
SmartArt graphics are categorized into seven categories: List, Process, Cycle,
Hierarchy, Relationship, Matrix and Pyramid.
According to your particular requirements, you can add and remove the shapes in a
SmartArt graphic as well as edit the text the arrangement of the shapes and the
amount of text in them is updated automatically, maintaining the original design and
borders of the SmartArt graphic.
When you insert a SmartArt graphic in your document, placeholder text may appear.
You can of course replace this text with your own, but if you choose not to, the
placeholder text is not printed, although the shapes are always displayed and printed.
Page 150
You can access the text pane for a SmartArt graphic in two
ways: by using the Text Pane button in the Create Graphic
group on the SmartArt Tools Design tab, or by clicking on
the Open/Close Pane tab on the left side of the SmartArt pane.
Procedures
1. Position the insertion point where you want the SmartArt graphic to
be inserted.
2. Select the Insert tab on the Ribbon.
4. Browse the available SmartArt graphics using the scroll bar and the
category options.
5. Select a SmartArt graphic to see more information.
6. If necessary, use the right-hand pane scroll bar to view all the
information.
7. When you have chosen the graphic you wish to use, select the OK
button.
8. Edit the text within the placeholders, if required.
9. Click anywhere else in the document to deselect the SmartArt
graphic.
Step-by-Step
From the Student Data directory, open SMARTA.DOCX.
Create a SmartArt graphic.
Page 151
Steps
Practice Data
Click
and click
Funnel
Click
You may find that a text pane opens automatically on insertion of the SmartArt. In
this case, you can type the text directly into the text pane items. However, you can
also edit the text directly in the shapes:
Click on [Text] in the first (topmost) shape, and type Suspects.
Click on [Text] in the second shape, and type Suspects.
Page 152
You cannot click in the placeholder text in the third shape as it is behind the funnel
shape. Instead, select Text Pane in the Create Graphic group on the SmartArt
Tools Design tab. This opens the text pane. Click on [Text] in the third bullet and
type Prospects.
Click on [Text] in the fourth bullet and type Customers.
Click anywhere else in the document to deselect the SmartArt graphic.
Discussion
In addition to adding and removing the shapes in a SmartArt graphic and editing the
text, you can very easily change the color scheme applied to the SmartArt. There are
38 predefined color schemes available from the Change Colors button, grouped into
eight themes.
Page 153
Procedures
1. Select the SmartArt graphic that you want to edit.
2. Select the Design tab on the Ribbon.
4. Browse the available color schemes, using the vertical scroll bar as
required, and hover the pointer over a scheme for a live preview.
5. Select the desired color scheme.
6. Position the insertion point anywhere in the document away from the
SmartArt graphic to deselect the graphic.
Step-by-Step
Change the colors of a SmartArt graphic.
Steps
Practice Data
Page 154
Click
Point at the individual
thumbnails to view the
color schemes
Steps
Practice Data
click
Gradient
Loop - Accent 6
Discussion
In addition to adding and removing the shapes in a SmartArt graphic, editing the text
and changing the colors, you can very easily change the style of the SmartArt. There
are 14 styles available from the SmartArt Styles gallery.
Page 155
Procedures
1. Select the SmartArt graphic that you want to edit.
2. If it is not already displayed, select the Design tab on the Ribbon.
3. Select the More button
4. Browse the available styles and hover the pointer over a style for a
live preview.
5. Select the desired style.
6. Position the insertion point anywhere in the document away from the
SmartArt graphic to deselect the graphic.
Step-by-Step
Apply a SmartArt graphic style.
Page 156
Steps
Practice Data
Click
in the SmartArt
Styles group
Steps
Practice Data
Click
Polished
Close SMARTA.DOCX.
Page 157
EXERCISE
USING SMARTART
Task
Using SmartArt.
1. If necessary, create a new, blank document.
2. Select the SmartArt button from the Insert tab on the Ribbon.
3. Select the Segmented Cycle option from the Cycle category.
4. Type Products, Services and Support in the text fields.
5. Change the colors to Gradient Loop - Accent 4.
6. Apply the Flat Scene style to the SmartArt graphic.
7. Close the document without saving it.
Page 158
CREATING A CHART
Discussion
If Excel 2007 is installed on your computer, you can create charts in Word using the
advanced charting capabilities of Office 2007. When you insert a chart in Word, you
enter the data in an Excel worksheet that opens in a separate window alongside your
Word document. When you save the Word document, the Excel worksheet is
automatically embedded in the document. Only the chart is displayed in the document.
If you choose to edit the chart data, the embedded Excel worksheet redisplays while
you edit the data. Changes to the data display instantly in the chart and are saved when
you save the Word document.
Creating a chart
Page 160
If Excel 2007 is not installed, you can still create charts just as
you did in previous versions of Word. Microsoft Graph opens
instead of Excel and displays a datasheet for you to enter the
data.
Procedures
1. Position the insertion point where you want to insert a chart.
2. Select the Insert tab from the Ribbon.
4. Select the desired chart type from the Insert Chart dialog box.
5. Select the OK button
Step-by-Step
Create a chart.
If necessary, open a new, blank document.
Steps
Practice Data
Press [Ctrl+Home], if
necessary
Page 161
Steps
Practice Data
Click
Column
5. Select the OK button.
Click
The Insert Chart dialog box closes, the
selected chart type is inserted and the
document window is re-sized to occupy
half the screen. Sample data is
displayed in the Excel worksheet that
opens to the right of the re-sized Word
window.
6. Enter the desired data in the Excel
worksheet.
The data appears in the worksheet and
the chart updates accordingly.
Page 162
1st Qtr
2nd Qtr
3rd Qtr
4th Qtr
East
25
30
80
22
West
35
42
25
50
North
40
55
70
28
Return to the table and continue on to the next step (step 7).
Save the document to the student data folder as CHART1.
Discussion
You can update the data in an inserted chart at any time. You correct errors in the data
and delete or add data to the chart using the embedded Excel worksheet.
You can also open the embedded worksheet to edit chart data
by right-clicking on the chart and choosing Edit Data from
the shortcut menu.
You can also vary the data that appears in the chart without
deleting data from the worksheet. Drag the blue Chart Data
Range outline to include or exclude data from the chart.
Procedures
1. Select the chart you want to edit.
2. Select the Design tab on the Ribbon.
Page 163
Step-by-Step
Edit chart data.
Steps
Practice Data
Click
Click cell D2
Type 90
6. Press [Enter].
The data is entered into the cell and
the chart changes accordingly.
Press [Enter]
Discussion
By default, Word 2007 does not add a title to a chart. You can, however, add one at
any time. When you add a chart title, Word 2007 offers a choice of two positions on
the chart. After you type the title you can move it anywhere on the chart, as desired.
Page 164
Procedures
1. Click the chart to which you want to add a title.
2. Select the Layout tab from the Ribbon.
Step-by-Step
Add a chart title.
Page 165
Steps
Practice Data
Click
Discussion
You can change the chart type at any time to present your data in a variety of dynamic
ways. Different types of charts emphasize different aspects of the data. Clustered
Column and Clustered Bar charts allow easy comparison of the values in each data
series. Stacked Column and Stacked Bar charts instantly display the total of each
data series and show the relative proportions of each item in the series; however, it is
not as easy to read individual values. Line charts reveal the flow of data (for example,
sales are rising or falling), while Pie charts are useful for displaying the relative
proportions of items in a single data series and so on.
Page 166
If you use one chart type more than any other, you may want
to set it as the default. Select the type you want to use and
click the Set as Default Chart button. The next time you
insert a chart, the new default type will be pre-selected in the
Insert Chart dialog box. This time-saving option does not
prevent you from choosing other chart types.
Not all chart types are suitable for all types of data. For
example, a Pie chart only displays a single series of data; if
you change a Column chart containing more than one series
into a Pie chart, only the first series is displayed. Some charts,
such as Stock charts, require a specific layout for the data.
Page 167
Procedures
1. Click the chart you want to change.
3. Select the desired category of chart from the list on the left of the
Change Chart Type dialog box.
4. Select the desired chart type from the gallery.
5. Select the OK button
Step-by-Step
Change the chart type.
Steps
Practice Data
Page 168
Click
Click Area
Steps
Practice Data
Click
Practice the Concept: Change the chart type to any Bar chart.
Close CHART1.DOCX.
Discussion
If Excel is installed on your computer you can use advanced charting capabilities.
When you create a chart in Word, Excel is used to capture your data. However, you
can also copy an existing chart from Excel.
A chart copied from Excel can be embedded either linked to the Excel workbook or as
static data. If you choose static data, no link will be established between the Excel
workbook and your Word document; subsequent changes to the Excel workbook data
will not be reflected in the Word document.
If the chart is embedded and linked to an Excel workbook to which you have ongoing
access, you can specify that the chart in Word automatically checks for changes in the
linked workbook whenever the chart is opened.
Page 169
Procedures
1. In the Excel file, select the chart you want to copy into your Word
document.
2. Copy the chart to the clipboard.
3. Select the Word document to change the window focus to your Word
document.
4. Position the insertion point at the location in the document where
you want to insert the chart.
5. Paste the chart into the document.
6. Select the Paste Options icon
Step-by-Step
From the Student Data directory, open CHART2.DOCX and CHART27a.XLSX.
Copy a chart from Excel
Page 170
Steps
Practice Data
Press [Ctrl+C]
Press [Ctrl+V]
Click
Click
Press [Esc]
Paste as Picture
Page 171
EXERCISE
USING CHART CREATION FEATURES
Task
Create and edit a chart.
1. If necessary, create a new blank document.
2. Insert a Clustered Cylinder chart using the following data.
Jan
Feb
Mar
Apr
Bob Marsh
5300
5100
5600
5000
Mary Wells
6100
6200
6300
6200
Peter Gibbs
4900
5200
5600
5900
Tess Palmer
5200
5400
5500
5600
4800
5000
4900
5100
Page 173
Discussion
AutoCorrect automatically corrects misspelled or mistyped words as you type. For
example, if you inadvertently type teh instead of the, Word will automatically make
the correction. Word comes with a predefined list of commonly misspelled or
mistyped words.
Word provides several AutoCorrect options that can be enabled or disabled as desired.
For instance, you can enable or disable the automatic correction of two consecutive
capital letters (such as GReat to Great) or the accidental use of the [Caps Lock] key,
as well as the automatic capitalization of the first letter in a sentence and the days of
the week.
AutoCorrect cannot make the corrections immediately, because it needs to sense what
you are typing before it can make a change. As soon as you press the [Spacebar] key
or type punctuation, AutoCorrect attempts to make the correction.
You may have situations in which you do not want AutoCorrect to correct text. In
these cases, you can disable the applicable option, or you can use the AutoCorrect
Options list to reverse the AutoCorrect correction or to automatically stop correcting
the entry.
Procedures
1. Select the Office button
Step-by-Step
From the Student Data directory, open AUTOCOR.DOCX.
Setting AutoCorrect options.
Type EXercise at the beginning of the title Equipment Descriptions at the top of the
page and press [Spacebar]. Make sure that you type the text with both an uppercase E
and an uppercase X. Notice that the word EXercise changes to Exercise as soon as
you press [Spacebar].
Steps
Practice Data
Click
Click
Click Proofing
Click
Page 177
Steps
Practice Data
6. Select OK.
Click
The AutoCorrect dialog box closes and
the AutoCorrect settings are saved.
7. Select OK.
The Word Options dialog box closes.
Click
Type BEfit before the text Exercise Bike in the third paragraph and press
[Spacebar]. Notice that the letter E remains capitalized.
Open the AutoCorrect dialog box again and select the Correct TWo INitial CApitals
option. Then, close both dialog boxes.
Discussion
The AutoCorrect Options button appears as a hollow, blue bar when you point to or
position the insertion point near text that was automatically corrected. When you point
to the blue bar, the AutoCorrect Options button appears. You can use available
AutoCorrect options to change the text back to what was originally typed, have
AutoCorrect stop automatically correcting the text, or access the AutoCorrect Options
dialog box.
For example, after you type the first line of text in a numbered or bulleted list and
press [Enter], the AutoCorrect Options button appears. At this point, you can accept
the AutoFormatting and continue typing your list, or you can use the AutoCorrect
Options list to undo the previous automatic list formatting or to end the list on the
current line.
Page 178
Procedures
1. Point to text that has been AutoCorrected.
2. Point to the blue bar under the AutoCorrected word.
3. Click the AutoCorrect Options button
Page 179
Step-by-Step
Use the AutoCorrect Options button.
If necessary, enable the Correct TWo INitial CApitals option in the AutoCorrect
dialog box.
Click at the beginning of the text Treadmaster Rower in the fifth paragraph, type
BEfit and press the [Spacebar]. Make sure that you type the text with an uppercase B
and E. Notice that Word corrects the text to Befit.
Steps
Practice Data
Point to Befit
Click
Discussion
You may have situations in which you do not want AutoCorrect to correct specific
text, although you do want the AutoCorrect option enabled. In these instances, you
can create an exception.
There are two common types of exceptions. By default, Word capitalizes the first
letter of the first word after a period. This means that the first word after any
abbreviation is potentially capitalized. Word maintains a list of exceptions, and you
can add to this list if you have abbreviations you use regularly.
The other common type of exception involves initial capitals. Normally, Word
corrects a word such as BEfit to read Befit. You may, however, have a product line
Page 180
called BEfit that you do not want Word to correct. Although you can disable the
Correct TWo INitial CApitals option, you do not want to disable it just for one
word. On the INitial CAps page of the AutoCorrect Exceptions dialog box, you can
list words you want Word to ignore.
You can use the Other Corrections page to list exceptions that do not fall into either
of the above categories.
Procedures
1. Select the Office button
Page 181
.
.
Step-by-Step
Create AutoCorrect exceptions.
Click at the end of the BEfit Treadmaster Rower paragraph, after the order number
TM55301; press [Spacebar]; and type the text Sugg. retail price $169.95.. Notice
that AutoCorrect capitalizes the word Retail.
Page 182
Steps
Practice Data
Click
Click
Click Proofing
Click
Steps
5. Select Exceptions.
The AutoCorrect Exceptions dialog
box opens.
Practice Data
Click
Type sugg.
8. Select Add.
The exception appears in the Dont
capitalize after list box.
Click
Type BEfit
Click
Click
Click
Click
Click before the Body Lean Folding Stepper text at the bottom of the first page, type
BEfit and press [Spacebar]. Notice that AutoCorrect does not correct BEfit.
Scroll as necessary and click at the end of the same paragraph, after the order number
TM55302; press [Spacebar]; and type Sugg. retail price $99.95.. Notice that
AutoCorrect does not capitalize the word retail.
Villanova UNIT Training
Page 183
Discussion
If you commonly misspell or mistype a word, you can create an AutoCorrect entry for
it. Once you have created an AutoCorrect entry, that word is automatically replaced
by the correct text whenever you mistype it in a document.
You can also create an AutoCorrect entry for any frequently used word or phrase.
Thereafter, whenever you type the defined AutoCorrect entry, Word automatically
expands it into the complete word or phrase. In addition, if you create the AutoCorrect
entry in all lowercase letters, it will be easier to type. For example, if your company
name is Worldwide Sporting Goods, you can create an AutoCorrect entry for it as
wsg. Then, whenever you type wsg, the full company name appears, correctly spelled
and with the correct capitalization.
You can add AutoCorrect entries as plain or formatted text. AutoCorrect formats plain
text to match the text it is replacing. Formatted AutoCorrect entries, however, always
retain their defined formatting. For example, if you create an AutoCorrect entry for
wsg as shown above and type it in bold, 14-point text, the expanded text will always
be bold and 14 points as well.
The name for the AutoCorrect entry appears in the Replace box in the AutoCorrect
dialog box and can be up to 31 characters long. The replacement text appears in the
With box and can contain paragraph marks and graphics as well as text.
Page 184
You can also add words to the AutoCorrect list from the
Spelling and Grammar dialog box while you are spell
checking a document.
Procedures
1. Select the Office button
Page 185
Step-by-Step
Create an AutoCorrect entry.
Steps
Practice Data
Click
Click
Click Proofing
Click
Type wsg
Press [Tab]
8. Select Add.
The entry appears in the list of existing
AutoCorrect entries.
Page 186
Click
Steps
Practice Data
9. Select OK.
Click
The AutoCorrect dialog box closes and
the AutoCorrect entry is saved.
10. Select OK.
The Word Options dialog box closes.
Click
Go to the top of the document and click before the text is a division of International
Product in the first line below the Exercise Equipment Descriptions heading. Type
wsg and press [Spacebar]. Notice that the inserted text adopts the formatting of the
adjacent text.
Go to the top of the document and press [Enter] to create a blank line. Click in the
blank line, type wsg, and press [Spacebar]. Notice again that the inserted text adopts
the formatting of the text below it.
Discussion
When formatted text is selected for an AutoCorrect entry, it can be stored as plain or
formatted text.
The Plain text option stores an AutoCorrect entry without any formatting. When
inserted, the AutoCorrect entry will always adopt the formatting of the adjacent text.
For example, if you create an AutoCorrect entry for the heading Worldwide Sporting
Goods (formatted as Arial, 14 points, and bold) and select the Plain text option, the
AutoText entry will adopt the formatting of adjacent text when inserted, even though
the original heading text had been formatted. The Plain text option is the default
option.
The Formatted text option stores the formatting of the AutoCorrect entry as well. If
the formatted Worldwide Sporting Goods text is stored as formatted text,
AutoCorrect will always insert the text with its original formatting.
Page 187
Procedures
1. Select the text you want to use for the AutoCorrect entry.
2. Select the Office button
Page 188
.
.
Step-by-Step
Create a formatted AutoCorrect entry.
Steps
Practice Data
Click
Click
Click Proofing
Click
Type wsgf
8. Select Add.
The entry appears in the list of existing
AutoCorrect entries.
Click
9. Select OK.
Click
The AutoCorrect dialog box closes and
the formatted AutoCorrect entry is
saved.
10. Select OK.
The Word Options dialog box closes.
Click
Page 189
Go to the end of the document (below the page break), type wsgf, and press
[Spacebar]. Notice that the inserted text is formatted.
Discussion
When you no longer need an AutoCorrect entry, you can delete it. Deleting
unnecessary AutoCorrect entries reduces the size of the AutoCorrect list and can save
you time if you frequently scroll the list to locate an AutoCorrect entry.
When you delete an AutoCorrect entry, it appears in the Replace and With boxes
until you select another AutoCorrect entry or close the AutoCorrect dialog box.
Procedures
1. Select the Office button
.
.
Step-by-Step
Delete an AutoCorrect entry.
Page 190
If necessary, create a wsg AutoCorrect entry with the full entry as Worldwide
Sporting Goods.
Steps
Practice Data
Click
Click
Click Proofing
Click
6. Select Delete.
The AutoCorrect entry is removed
from the list of existing AutoCorrect
entries.
7. Select OK.
The AutoCorrect dialog box closes,
and the AutoCorrect entry is deleted.
Click
Click
Practice the Concept: Open the AutoCorrect dialog box and delete the wsgf entry.
Then, open the AutoCorrect Exceptions dialog box and delete the sugg. entry on the
First Letter page and the BEfit entry on the INitial CAps page. Close the
AutoCorrect Exceptions and the AutoCorrect dialog boxes.
Close AUTOCOR.DOCX.
Page 191
EXERCISE
USING AUTOCORRECT
Task
Use AutoCorrect to correct text and to create, insert, and delete AutoCorrect entries.
1. Open AUTOCORX.DOCX.
2. At the end of the Minimum Order paragraph, add the text All BEfit
product line orders are exempt.. Use the AutoCorrect Options
button to change Befit back to BEfit.
3. Add BEfit to the INitial CAps exceptions list.
4. Select the text Terms and Conditions of Sale at the top of the
document. Do not include the paragraph marker.
5. Create a formatted AutoCorrect entry for the text named tac.
6. Create a plain text AutoCorrect entry for the text Specialty Sports
named sps.
7. At the top of page 2, insert the tac AutoCorrect entry. Notice that the
inserted text retains its original formatting.
8. Insert the sps AutoCorrect entry on the second line of page 2. Notice
that the inserted text adopts the current paragraph formatting.
9. Delete the tac and sps AutoCorrect entries, and remove BEfit from
the INitial CAps exceptions list.
10. Close the document without saving it.
Page 192
USING FIND
Discussion
You can use Words Find feature to quickly find text in an open document. When
Word finds the text, it selects it. You can then choose to search the remainder of the
document or to close the Find and Replace dialog box. Using Find to move to specific
text in a document saves you time, as well as the effort of having to manually scroll
through the document.
Find begins searching at the insertion point; however, you can choose the direction in
which you want to search and whether or not you want to search the entire document.
After you have performed a find and closed the Find and Replace dialog box, the
arrows on the Next Page and Previous Page buttons on the vertical scroll bar become
blue and display the ScreenTips Previous Find/Go To and Next Find/Go To. Instead
of scrolling to the next or previous page when clicked, they now move to the next or
previous occurrence of the text in the Find and Replace dialog box, even if it is closed.
You can use the Browse by Page button on the Select Browse Option gallery to reset
the browse option.
Page 194
You can also open the Find and Replace dialog box via the
Find and Replace buttons in the Editing group on the Home
tab.
You can move the Find and Replace dialog box as needed to
view the found text.
Procedures
1. Select the Select Browse Object button
2. Select the Find button
3. Type the text you want to find in the Find what box.
4. Select the Find Next button
Step-by-Step
From the Student Data directory, open FIND.DOCX.
Use the Find feature to find text in a document.
If necessary, go to the top of the document.
Steps
Practice Data
Click
on the vertical
scroll bar
Page 195
Steps
2. Select the Find button.
The Find and Replace dialog box
opens, with the Find page displayed
and the insertion point in the Find
what box.
3. Type the text you want to find in the
Find what box.
The text appears in the Find what box.
4. Select Find Next.
The first occurrence of the search text
in the document is highlighted.
5. Select Find Next again to search for
additional occurrences of the text.
The next occurrence of the search text
is highlighted, or a Microsoft Office
Word message box notifies you that it
has finished searching the document.
6. Select OK when Word notifies you
that it has reached the end of the
document.
The Microsoft Office Word message
box closes.
7. Select Cancel when you have finished
the search.
The Find and Replace dialog box
closes.
Practice Data
Click
Type returning
Click
Click
Click
Click
Notice that the arrows on the Next Page and Previous Page buttons on the vertical
scroll bar are now blue. Select the Browse by Page button (bottom row, first button
on the right) from the Select Browse Object gallery to reset the Previous Page and
Next Page buttons.
Discussion
You can select options on the Find page in the Find and Replace dialog box to narrow
a search. The Find and Replace dialog box must be fully expanded to access these
options.
When the Match case option is enabled, Word only finds text that exactly matches the
characters in the Find what box, including uppercase and lowercase characters.
Page 196
The Find whole words only option ignores text that is part of another word. For
example, if the search text is inform and the Find whole words only option is
selected, Word identifies only the word inform and not words containing inform,
such as information.
The Use wildcards option allows you to use the asterisk ( * ) and question mark ( ? )
wildcards to search for words that fit a pattern. For example, s?t finds the words sit,
sat, or set, and s*t finds those words, as well as the words shirt, shot, and sport.
If words have multiple correct spellings, such as theater or theatre, you can use the
Sounds like option to find the desired text.
With the Find all word forms option enabled, Word finds both singular and plural
forms of the search text (if it is a noun) and all possible tenses of the root form of a
verb (if the search text is a verb). This option is unavailable if either the Use
wildcards or Sounds like option is selected.
You can move the Find and Replace dialog box to view the
found text. You can also condense the Search Options section
to view more of the document by selecting the Less button.
Procedures
1. Select the Select Browse Object button
2. Select the Find button
Page 197
3. Type the text you want to find in the Find what box.
4. Select the More button
.
when you have finished the
Step-by-Step
Use Find options to search for text in a document.
If necessary, go to the top of the document.
Steps
Practice Data
Click
on the vertical
scroll bar
Type Returns
4. Select More.
The Find and Replace dialog box
expands to display the Search Options
section.
Click
Page 198
Click
Click Search
Steps
Practice Data
Click Down
Click
Match case
Click
Click
Click
Practice the Concept: Open the Find and Replace dialog box and deselect the Match
case option. Select Find Next once to activate the change, and then close the Find and
Replace dialog box.
Discussion
You can use the Find feature to search for special characters (such as an optional
hyphen) or formatting marks (such as a paragraph mark or a tab character). You can
use Find to locate extraneous characters or to check existing ones.
When you are searching for special characters, you can select the desired character
from the Find and Replace dialog box.
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Procedures
1. Select the Select Browse Object button
2. Select the Find button
Page 200
.
when you have finished the
Step-by-Step
Find a special character in a document.
If necessary, go to the top of the document.
Steps
Practice Data
Click
Click
Click
necessary
, if
Click Search
Click All
6. Select Special.
The Special list appears.
Click
Click
Click
Click
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FINDING A FORMAT
Discussion
At times, you may want to locate text containing a specific format. You can search for
font, paragraph, tab, language, frame, or style formats, as well as for highlighting.
This feature enables you to easily locate formats in order to edit or delete them.
You can search for formats without identifying specific text.
Finding a format
Procedures
1. Select the Select Browse Object button
2. Select the Find button
3. Type the text you want to find in the Find what box.
4. Select the More button
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, if necessary.
.
when you have finished the
Step-by-Step
Use the Find feature to locate a text format.
If necessary, go to the top of the document.
Steps
Practice Data
Click
on the vertical
scroll bar
Click
Type agreement
4. Select More.
The Find and Replace dialog box
expands to display the Search Options
section.
Click
necessary
, if
Click Search
Page 203
Steps
Practice Data
Click All
7. Select Format.
The Format list appears.
Click
Click Font...
Click
Click
Click
Click
USING REPLACE
Discussion
With the Replace feature, you can replace found text with alternate text, formatting,
or special characters. You can control what is replaced by confirming each
replacement.
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Word can also replace all occurrences of the specified text at one time if you do not
want to review each replacement. It is a good idea, however, to use caution when you
use the Replace All command. You must be precise when specifying the search text,
so that you do not unintentionally replace the wrong text.
Replacing text
Procedures
1. Select the Replace button
Home tab.
2. Type the text you want to find in the Find what box.
3. Select the Replace with box.
4. Type the desired replacement text.
5. Select the More button
Page 205
Step-by-Step
Use the Replace feature to replace text in a document.
If necessary, go to the top of the document.
Page 206
Steps
Practice Data
Click
Type oral
Press [Tab]
Type verbal
5. Select More.
The Find and Replace dialog box
expands to display the Search Options
section.
Click
necessary
if
Steps
6. Select the Search list.
A list of available search directions
appears.
7. Select the direction in which you want
to search.
The direction appears in the Search
box.
8. Select Less to collapse the Search
Options section, if desired.
The Search Options section collapses.
9. Select Find Next.
The first occurrence of the search text
in the document is highlighted.
10. Select Replace to replace the current
occurrence with the replacement text,
Replace All to replace all occurrences
with the replacement text, or Find
Next to skip the current occurrence.
The text is either replaced or skipped
and the next occurrence of the search
text is highlighted, or a Microsoft
Office Word message box notifies you
that it has finished searching the
document.
11. Select OK when Word has completed
the search.
The Microsoft Office Word message
box closes.
12. Select Close when you have finished
replacing text.
The Find and Replace dialog box
closes.
Practice Data
Click Search
Click All
Click
Click
Click
twice
Click
Click
Page 207
EXERCISE
USING FIND AND REPLACE
Task
Use the Find and Replace features to find and replace text in a document.
1. Open FINDEX.DOCX.
2. Replace all occurrences of the word preview with the word
showcase.
3. Replace all occurrences of the word free with the word
complimentary. Be careful to replace whole words only.
4. Find all occurrences of the Italic font format and replace it with the
Bold Italic font format. (Hint: To find all occurrences of a format
regardless of text, delete all text in the Find what and Replace with
boxes and deselect any selected options.)
5. Find a section break. (Hint: A section break is a special character.
Remember to first remove all formatting.) Then, close the Find and
Replace dialog box.
6. Switch to Draft view to see the section break.
7. Reset the Previous Page and Next Page buttons.
8. Close the document without saving it.
Page 208
Page 209
Discussion
The Research task pane uses offline and online services to find information. This
information may include looking for information about a company in the news,
finding information about a person, finding the definition or synonym for a word,
finding the meaning of a foreign-language word, or translating a word into another
language.
You can open the Research task pane by selecting the Research button in the
Proofing group on the Review tab. If the task pane is already open, you can switch
panes by using the Forward and Back buttons. The Research task pane also opens
when you select the commands to use the Thesaurus or Translation features.
You search for information by entering your search text or keywords into the Search
for box in the Research task pane and then selecting the service you want to search. If
your insertion point is in a word when you open the Research task pane, that word
automatically appears in the Search for box. You can choose to search a specific site
or search all the sites in a service group, such as all research sites.
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You can also use the Translate option on the shortcut menu to
open the Research task pane.
Procedures
1. Select the Research button
the Review tab.
Step-by-Step
Open the Research task pane.
If necessary, open a new blank document.
Steps
Practice Data
Click
Discussion
The reference service list in the Research task pane displays the services that are
currently available for the task pane to search. The Thesaurus and Translation services
are reference books that are locally installed. You can use them even if you are not
connected to the Internet. You can also install a thesaurus for other languages.
If you have an Internet connection, you can add online news and research services that
the Research task pane can search. Some of these services provide free subscriptions,
while others are paid services, either by subscription or per article. These sites include
eLibrary, Factiva News Search, and Gale Company Profiles. If the Microsoft Office
Online Services is installed, you have access to free sites such as Encarta Dictionary
and Encyclopedia, bilingual dictionaries, MSN Search, and the MSN Money Stock
Quotes.
The Research options link opens the Research Options dialog box. You can use this
dialog box to select the research services to be searched. If a service you want to use
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is not listed, you can use the Add Services button to select a listed service or enter the
URL of a service you are registered to use. The Update/Remove button allows you to
update or remove the currently installed services. The services selected in the
Research Options dialog box appear in the research list under the Search for box in
the Research task pane.
Procedures
1. Open the Research task pane.
2. Select the Research options link at the bottom of the Research task
pane.
3. Select the Update/Remove button
installed services.
to manage the
.
.
Step-by-Step
Add research services.
If necessary, open the Research task pane.
Page 214
Steps
Practice Data
Click
Click Remove
Click
6. Select Close.
The Update or Remove Services dialog
box closes.
7. Select OK.
The Research Options dialog box
closes.
Click
Click
Discussion
As you create the text in a document, message, spreadsheet, or slide show, you can
use the Thesaurus to find a synonym for a word. Synonyms are words that have
similar meanings. For example, you may want to find an appropriate word to express
an idea or concept, such as when you are creating brochures and sales literature. You
can also use synonyms to avoid repeating the same word numerous times in a
document. The Thesaurus is a service of the Research task pane.
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If the Research task pane is already open, you can find the synonym for a word by
selecting the Thesaurus from the services list and entering the word you want to look
up in the Search for box. The easiest way to look up a word that appears in your text
is to hold down the [Alt] key and click the word. This inserts the word in the Search
for box. Furthermore, if the Research task pane is not open, holding the [Alt] key and
clicking a word or phrase opens the task pane with the search text inserted.
Synonyms are displayed in the Thesaurus box in the Research task pane. Selecting a
synonym in the task pane displays additional synonyms. You can use the Back or
Forward buttons in the task pane to return to previous search results. When you find
the right synonym, you can use the drop-down menu for the word to insert the word
into your application or copy the word to the Clipboard.
Page 216
Procedures
1. Open the Research task pane.
2. Hold the [Alt] key and click the word you want to look up in the
application window or type the word in the Search for box.
3. Select the services list
Step-by-Step
From the Student Data directory, open THESAUR.DOCX.
Use the Thesaurus to look up synonyms.
If necessary, open the Research task pane.
Steps
Practice Data
Page 217
Steps
Practice Data
Click manufacture
Click
Point to manufacture
Click manufacture
Click Insert
Practice the Concept: You can also type a word into the Search for box. Select the
text in the Search for box and enter manufacture. Click the Start searching button
next to the Search for box to search for synonyms.
Close the Research task pane. Hold down the [Alt] key and click the word Sporting
in the first line of the first paragraph. The Research task pane opens with Sporting in
the Search for box and the previous service selected.
Discussion
You can use the thesaurus to find the opposite meaning, or antonym, of a word.
Page 218
If the Research task pane is already open, you can find the antonym for a word by
selecting the Thesaurus from the services list and entering the word you want to look
up in the Search for box. The easiest way to look up a word that appears in your text
is to hold down the [Alt] key and click the word. This inserts the word in the Search
for box. Furthermore, if the Research task pane is not open, holding the [Alt] key and
clicking a word or phrase opens the task pane with the search text inserted.
Antonyms, if they are available for a word, appear at the bottom of a synonym
category in the Thesaurus list box in the Research task pane. Selecting an antonym
in the task pane displays other synonyms for the antonym. You can use the Back or
Forward buttons in the task pane to return to previous search results. When you find
the right antonym, you can use the drop-down menu for the word to insert the word
into your application or copy the word to the Clipboard.
Not all words in the Thesaurus have antonyms.
Looking up antonyms
Page 219
Procedures
1. Open the Research task pane.
2. Hold the [Alt] key and click the word you want to look up in the
application window or type the word in the Search for box.
3. Select the services list
Step-by-Step
Use the Thesaurus to look up antonyms.
If necessary, open the Research task pane.
Steps
Practice Data
Steps
Practice Data
Click
Click limited
8. Select Insert.
The antonym is inserted in the
application window, replacing any
selected words.
Click Insert
(Antonym)
TRANSLATING TEXT
Discussion
The Translation service allows you to translate single words and phrases from other
languages using bilingual dictionaries. The Research task pane uses the dictionaries
installed locally on your computer to translate words, and if you have an Internet
connection, includes online bilingual dictionaries in the search.
The Translation service is available from Office 2007 applications such as Word,
Excel, Outlook, and PowerPoint, as well as other less commonly used applications.
You enter the word or phrase you want to translate in the Search for box by typing
the text or by holding down the [Alt] key and clicking the text if it appears onscreen.
If you are translating multiple words, you should select all the text before [Alt]
clicking it. While you can use the bilingual dictionaries to translate words and phrases,
you can also use online services for a machine translation of larger amounts of text,
including an entire document. However, you should check a machine translation with
a human translator before using it.
You can select the resources you want to use for translations using the Translation
options link in the Translation list box in the task pane.
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Translating text
Procedures
1. Open the Research task pane.
2. If translating multiple words, select all the text you want to translate.
3. Hold the [Alt] key and click the text you want to look up in the
application window or type the text in the Search for box.
4. Select the services list
Page 222
Step-by-Step
Translate text.
If necessary, open the Research task pane.
Steps
Practice Data
Click Translation
Click From
Click To
Page 223
Steps
Practice Data
Discussion
You can also use the Research task pane to search for information, the latest news, or
articles about a subject from online sources. For example, while composing a report or
e-mail message, you may want to make reference to the latest stock price for a
company or find a list of hotels in a city where you are having a convention. You can
choose to search a specific site for information or search all the sites in a service
group, such as All Reference Books or All Research Sites.
With all the services available, the Research task pane provides a research library at
your fingertips.
If you change the search text, you can use the Start searching
button next to the Search for box to search again.
Procedures
1. Open the Research task pane.
2. Hold the [Alt] key and click the text you want to look up in the
application window or type the text in the Search for box.
3. Select the services list
Page 224
Step-by-Step
Search for information.
If necessary, open the Research task pane.
Steps
Practice Data
Click Encarta
Encyclopedia under All
Research Sites
Click I. Introduction
Notice that the Research task pane opens in your browser on the left. The Research
task pane is an Explorer Bar in Internet Explorer. Close the browser window and any
other pop-up windows.
Practice the Concept: Change the search service to MSN Search. Change the search
text to chicago hotels and click the Start searching button to start the search.
Close the Research task pane.
Close THESAUR.DOCX.
Page 225
EXERCISE
EXPLORING THE RESEARCH TASK PANE
Task
Explore the Research task pane.
1. Open THESAURX.DOCX.
2. Open the Research task pane.
3. View the Research Options dialog box and make sure that the
Thesaurus for your language and Translation services are
activated.
4. Select the word experts in the second paragraph and use the
Thesaurus to find a synonym for the word expert. Display additional
synonyms for the word specialist. Replace the word experts in the
document with the synonym professional. Change professional to
professionals.
5. Select the word less in the second paragraph and use the Thesaurus
to find an antonym for the word less. Display additional synonyms
for the word more and then replace the word less in the document
with the word more.
6. Select the word demonstrations in the second paragraph. Use the
Translation service to translate the word into any language you have
installed. (Hint: Select a language from the To list.)
7. If you are connected to the Internet, select an Internet research site
such as MSN Search to find information about the 1984 Olympics.
8. Select one of the links to view the information. Close your browser
window.
9. Close the Research task pane.
10. Close the document without saving it.
Page 226
Discussion
There are certain types of documents that you create and use again and again. For
example, your company may often use standardized memos or legal documents in the
daily course of business.
Rather than format a standardized document each time you need it, you can use a
template. Word provides several categories of templates, including Letters & Faxes,
Resumes, Reports, and Blog Posts.
Templates provide a framework for creating documents with a certain look. For
example, the Equity Letter template provides a standard letter heading and margin
settings, along with borders that create a polished look.
When you use a template to create a new document, the template itself is not opened;
rather, it is attached to the document. When you create a new document from the
Equity Letter template, for example, changes made to the document do not affect the
underlying template.
The New Document dialog box allows you to access any of Words preformatted
templates (including templates for memos, reports, letters, and brochures) or any
template you may have created. The New Document dialog box includes links to
templates available in the Templates dialog box, previously used templates, and
templates stored on a web site, such as those available on the Microsoft Office Online
web site.
Page 228
Procedures
1. Select the Office button
Step-by-Step
Use a template to create a document.
If necessary, open Word.
Steps
Practice Data
Click
Click New
Click Installed
Templates under
Templates
Page 229
Steps
Practice Data
Click
Field
Text
To
CC
John Murray
Barbara Smith
From
your name
Re
Staff Meeting
Comments
CREATING A TEMPLATE
Discussion
Although Word provides a variety of templates, you can create your own template for
a form or document layout you use often. For example, if you create standardized
tables for tracking data, you can create a template to make this task easier.
You can create a template from an existing document or template. Templates saved to
the Templates folder will appear in the list of My Templates.
Page 230
Procedures
1. Open the document you want to save as a template.
2. Select the Office button
Page 231
Step-by-Step
From the Student Data directory, open TEMPFORM.DOCX.
Create a template.
Steps
Practice Data
Click
Point to Save As
Click Templates
Type WEEKRPT
8. Select Save.
The Save As dialog box closes, and the
template is saved to the default
template folder.
Click
Page 232
MODIFYING A TEMPLATE
Discussion
You can modify a document template to suit your needs. You can change a templates
text and graphics, macros, AutoText entries, menu settings, formatting, styles, and
shortcut keys.
Modifying a template is a good way to create a template containing the desired
attributes without having to start from scratch.
Page 233
Procedures
1. Click the Office button
Step-by-Step
Modify a template.
Steps
Practice Data
Click
Click Open
Click Templates
Page 234
Click
Steps
Practice Data
Click WEEKRPT
Click
Click
Insert a row above the Total row in the first table and type the name J. Martin in the
first column of the inserted row.
Return to the table and continue on to the next step (step 9).
Close the WEEKRPT.DOTX template. Create a new document based on the
WEEKRPT.DOTX template. Notice the change in the template. Then, close the new
document without saving it.
DELETING A TEMPLATE
Discussion
You can delete a template when you no longer need it. It is a good idea to delete
excess templates so that the My Templates folder does not become too cluttered.
Page 235
Procedures
1. Select the Office button
Step-by-Step
Delete a template.
Steps
Practice Data
Click
Click New
Click My Templates...
Right-click WEEKRPT
Click Delete
6. Select Yes.
The Confirm File Delete message box
closes, and the template is deleted.
Click
7. Select Cancel.
The New dialog box closes.
Page 236
Click
Steps
Practice Data
8. Select Cancel.
The New Document dialog box closes.
Click
Page 237
EXERCISE
USING TEMPLATES
Task
Work with templates.
1. Create a new document based on the Equity Fax template.
2. Complete the document with the following information:
Field
Text
To
John Abrams
From
your name
Fax
555-6321
Pages
Phone
555-6400
Date
Re
CC
3. Type X in the For Review check box. Then, type Here is the
information you requested in the Comments area.
4. Close the document without saving it.
5. Open TEMPEX.DOCX.
6. Save the document as a template named Shipping. Leave the
template open.
7. Add a row at the bottom of the table with the following information:
Exer-Fit Rower 2000
110 lbs.
TM55600
Page 238
Page 239
Discussion
Some documents, such as brochures and newsletters, look better in newsletter-style
columns. In this format, text flows down one column to the bottom of the page and
then wraps to the top of the next column to the right.
You can apply this format to existing text or before you begin typing new text. The
Columns button in the Page Setup group on the Page Layout tab allows you to
create columns of equal width and spacing. You can use the Columns dialog box to
select additional options, including a preset format, a specific width for each column,
and specific spacing between columns, as well as insert a vertical line between
columns.
If you want to apply columns to only part of the text in a document, you must first
select the text. Word will create the necessary section breaks and apply the column
formatting. If you do not select any text, Word applies the column format to the
current section, or to the entire document if it does not contain any section breaks.
When you apply columns to text, Word switches to Print Layout view; you can only
view newsletter-style columns in Print Layout view or in Print Preview. In Draft
view, text formatted as columns appears as one single, narrow column.
When you are working with columns, it is a good idea to display the ruler.
Page 242
Procedures
1. Select the Page Layout tab.
2. Select the Columns button
Step-by-Step
From the Student Data directory, open COLUMNS.DOCX.
Create newsletter-style columns in a document.
If necessary, display the rulers, and switch to Print Layout view.
Steps
Practice Data
Click
Click Three
Scroll to view page 2. Then, return to the top of the document. Notice that the header
is not affected by the column format.
Page 243
NAVIGATING COLUMNS
Discussion
The quickest way to navigate newsletter-style columns is to use the mouse; you
simply click at the desired location to move the insertion point.
In addition, you can use the standard Windows key combinations to navigate columns.
Be aware, however, that the arrow keys may behave differently than you expect at the
bottom of a column. For example, you must use the right arrow key at the bottom of a
column to move to the next column.
You can edit text in a column just as you would edit any other
text. If you add or delete text, the text flow is automatically
adjusted.
Procedures
1. Scroll as necessary to view the columns.
2. Click the mouse in the desired column location.
Step-by-Step
Navigate columns using the mouse.
If necessary, display the rulers, and switch to Print Layout view.
Page 244
Steps
Practice Data
Scroll as necessary to
view the bottom of the
middle column on page 1
Press [Right]. Notice that the insertion point moves to the top of the next column.
Press [Left] until the insertion point moves back to the last line in the middle column.
Press [Ctrl+Home] to go to the top of the document.
Discussion
Once a document has been formatted for columns, you may decide that its appearance
would be improved if you used more or fewer columns. You can increase or decrease
the number of columns as desired. When you perform this task, the text automatically
reformats to accommodate the new number of columns.
The number of columns is limited by the size of the work area. This limitation means
that a document with landscape orientation can fit more columns on the page than one
with portrait orientation.
You can change the number of columns in a document using the Columns button in
the Page Setup group on the Page Layout tab, or the Columns dialog box.
Procedures
1. Select the Page Layout tab.
2. Select the Columns button
Step-by-Step
Change the number of columns.
If necessary, display the rulers, and switch to Print Layout view.
Page 245
Steps
Practice Data
Click
Click Two
Discussion
When columns are created using the Columns button, Word creates columns of equal
width. The column width and the space between columns are automatically calculated
based on the width of the page and the margin size. When you create columns from
the Columns dialog box, however, you can select from several column width and
spacing options.
In addition, you can change the width and spacing of existing columns. You can drag
in the ruler to change column width and spacing, but if you want to set the width
and/or spacing to an exact measurement, you should use the Columns dialog box.
Whenever changes are made, the width and spacing of the other columns are adjusted
as necessary to accommodate the page margins.
You can resize columns equally by selecting the Equal column width option in the
Columns dialog box. To change the width of individual columns, however, you must
deselect the Equal column width option.
Page 246
Formatting columns
Procedures
1. Select the Page Layout tab.
2. Select the Columns button
Step-by-Step
Change column width and spacing.
If necessary, display the rulers, and switch to Print Layout view.
Page 247
Steps
Practice Data
Click
7. Select OK.
The Columns dialog box closes, and
the column widths and spacing adjust
accordingly.
Click
Discussion
You can add a vertical line between columns. Vertical lines can make the text easier
to read and enhance the appearance of the document. Adding a vertical line between
columns is most often used when columns are of uneven width or if the spacing
between columns is small.
Vertical lines only appear in Print Preview or Print Layout view on the screen. They
also appear in the printed document.
Page 248
Procedures
1. Select the Page Layout tab.
2. Select the Columns button
Step-by-Step
Add a vertical line between columns.
If necessary, display the rulers, and switch to Print Layout view.
Steps
Practice Data
Click
Click
Line between
Click Apply to
Page 249
Steps
Practice Data
7. Select OK.
The Columns dialog box closes, and
the vertical line appears between each
column in the document.
Click
Switch to Print Preview. Zoom in to see the vertical line, if necessary. Notice that the
vertical line does not appear on the second page, because that page contains only a
single column of text. Close Print Preview.
Discussion
When using newsletter-style columns, the text in the last column on the last page may
not fill the page, resulting in an uneven or unbalanced appearance. You can correct
this effect by balancing the columns so they are an even length. Columns are balanced
by inserting a continuous break at the end of the last column.
Balanced columns
Page 250
Procedures
1. Position the insertion point at the end of the column you want to
balance.
2. Select the Page Layout tab.
3. Select the Breaks button
Step-by-Step
Balance column length.
If necessary, display the rulers, and switch to Print Layout view.
Steps
Practice Data
Press [Ctrl+End]
Click
Click Continuous
Switch to Print Preview. Notice that the columns on the second page are now balanced
and that a vertical line appears between them. Close Print Preview.
Close COLUMNS.DOCX.
Page 251
EXERCISE
USING NEWSLETTER-STYLE COLUMNS
Task
Using newsletter-style columns.
1. Open NEWSUPD.DOCX
2. If necessary, display the rulers, and switch to Print Layout view.
3. Select all document text, except the title Worldwide Sporting
Goods News Update.
4. Format the selection as three columns.
5. Make the columns equal width, and change the spacing between
columns to 0.7. Then, add a vertical line between the columns.
6. Change the number of columns to two. If the spacing changes, do not
change the new figures.
7. Use a Continuous section break to balance the columns.
8. Switch to Print Preview to view the columns. Then, close Print
Preview.
9. Close the document without saving it.
Page 252
CREATING AN OUTLINE
Discussion
You can create outlines in Word. Outlines are useful for listing items and including
information about each item. For example, you could list the points you want to cover
in a presentation, topics to cover in a meeting, or items to include in a report, along
with the supporting points for each item.
An outline is composed of headings and body text. The headings are structured
hierarchically. Word provides nine styles for headings, Heading 1 through
Heading 9. For example, each point in a presentation might have a Heading 1 style.
The supporting information for each topic is listed in subordinate headings. Body text
is the detailed information under each heading. When an item contains body text, it is
said to have subtext. Body text uses the Normal style.
Outline view can also be useful in gaining an overview of large documents.
You should switch to Outline view when you are creating outlines, since this view
automatically displays the Outlining tab. This tab contains all the functions necessary
to create an outline.
When you begin a new document in Outline view, the first paragraph uses the
Heading 1 style. When you press the [Enter] key at the end of a paragraph, the next
paragraph uses the same heading style as the previous one.
Page 254
Procedures
1. Select the Outline view button
view buttons).
Step-by-Step
Create an outline.
If necessary, create a new, blank document.
Steps
Practice Data
Click
Press [Enter]
Notice that the Heading 1 style has been applied to both paragraphs. Type the
following text, pressing [Enter] after each line, except the last:
Page 255
Discussion
An outline consists of levels and sublevels. As you create an outline in Outline view,
you can demote and promote text to create levels, as well as change existing text to a
different level.
When you demote text, it becomes a subheading (or sublevel) of the level above it.
The text of the demoted heading is indented and its style changes to that of the next
lower heading level. When you promote text, it is indented to the left and its heading
style changes accordingly. You can promote or demote text at any time as your outline
changes.
In order to change the level of any text, the insertion point must be positioned in the
text. You can change the level of existing text, or you can change the level before
typing new text.
The Outline Tools group provides buttons to help you promote and demote headings
one level at a time, or you can use the Outline Level box to select a specific outline
level, from Level 1 to Level 9, as well as Body text.
Procedures
1. Position the insertion point in the text you want to demote.
2. Select the Demote button
3. Position the insertion point in the text you want to format as body
text.
4. Select the Demote to Body Text button
group.
Page 257
Step-by-Step
Work in Outline view.
If necessary, switch to Outline view.
Steps
Practice Data
Page 258
Click
, so that it
becomes Level 2
Click
Click Level 2
Discussion
With outlines, you can easily control which text appears by collapsing and expanding
levels. When you collapse a level, only its heading appears, with a gray line
underneath it.
If there are sublevels or body text under a heading, a plus symbol (+) in a gray circle
appears next to the heading in the document. If a heading has no sublevels or subtext,
a minus sign (-) in a gray circle appears next to the heading. A smaller gray circle,
with no symbol, appears next to body text. Clicking these gray circles selects the
headings or text, as appropriate. It is important to remember that the symbols (+ or -)
do not change to indicate whether the text is collapsed or expanded; they simply
indicate the presence or absence of sublevels.
When a collapsed heading is promoted, demoted, or moved, its subtext is also
promoted, demoted, or moved. If an expanded heading is promoted, demoted, or
moved, its subtext is promoted, demoted, or moved only if it has been selected as
well.
Procedures
1. Position the insertion point in the heading you want to collapse.
2. Select the Collapse button
in the Outline Tools group once for
each sublevel you want to hide.
3. Position the insertion point in the heading you want to expand.
4. Select the Expand button
in the Outline Tools group once for
each sublevel you want to display.
Page 259
Step-by-Step
Collapse and expand headings in an outline.
If necessary, switch to Outline view.
Steps
Practice Data
Click
twice
Click
twice
Practice the Concept: Double-click the plus symbol (+) to the left of the New
Clothing for the Spring Season heading to collapse all its sublevels. Then, expand
all its sublevels by double-clicking the plus symbol (+) again.
Click anywhere in the document window to deselect the text.
Discussion
In order to organize and view the main points of an outline, you can choose to view
only a specific number of outline levels. When you choose this option, the entire
outline is expanded or collapsed to the designated number of levels. Levels from
which you can choose range from 1 through 9, or you can show all outline levels.
A gray line appears under any item with hidden subtext.
Page 260
Procedures
1. To display a specific number of heading levels, select the Show
Level list
Step-by-Step
Display a specific number of outline heading levels.
If necessary, switch to Outline view.
Steps
1. To display a specific number of
heading levels, select the Show Level
list in the Outline Tools tab.
A list of available levels is displayed.
Practice Data
Click Show Level
Page 261
Steps
Practice Data
Click Level 1
Practice the Concept: Show all levels and body text by selecting the Show Level list
and selecting All Levels.
Discussion
You can change the position of a heading or body text in an outline. When a collapsed
heading is moved, its subtext is moved with it. If an expanded heading is moved, its
subtext is moved only if the subtext has been selected as well.
Procedures
1. Select the heading or body text you want to move.
2. Select the Move Up
or Move Down
Tools group as desired.
Step-by-Step
Move an outline heading or body text.
If necessary, switch to Outline view.
Page 262
Steps
Practice Data
Click
twice
Discussion
You can define a new Multilevel list so that Word numbers the headings in an outline.
Then, as headings are inserted, moved, or deleted, Word automatically updates the
numbers. Numbering can be applied to text as well, if desired.
Page 263
Procedures
1. Select the Home tab.
2. Select all the text in the outline.
3. Select the Multilevel List button
Step-by-Step
Number the outline levels.
If necessary, switch to Outline view and expand the entire outline.
Steps
Practice Data
Click Home
Press [Ctrl+A]
Page 264
Click
Steps
Practice Data
Click
Click Heading 1
Click
In the Number style for this level list, select 1, 2, 3, ..., if necessary. In the Enter
formatting for number box, enter a period (.) after the number, so that the
numbering style is 1. for Level 1 headings.
Return to the table and continue on to the next step (step 6.)
In the Click level to modify box Select 2.
In the Number style for this level list, select a, b, c, ..., if necessary. In the Include
level number from list, select Level 1. In the Enter formatting for number box,
enter a period (.) after the number and after the letter, so that the numbering style is
1.a. for Level 2 headings.
In the Link level to style list, select Heading 2.
Villanova UNIT Training
Page 265
Return to the table and continue on to the next step (step 10.)
Practice the Concept: Select all the text in the outline. Open the Multilevel List
gallery, and in the Number style for this level list select None to remove the
numbering.
Click anywhere in the document window to deselect the text.
Discussion
You can either display or hide the text formatting in Outline view. If you hide the
formatting, you can view more text on the screen and it may also be less distracting,
especially where large or particularly colorful headings are used. The formatting is
displayed by default.
Procedures
1. To hide the text formatting, deselect the
button in the Outline Tools group.
Step-by-Step
Display or hide text formatting in Outline view.
Page 266
If necessary, switch to Outline view and ensure the Outlining tab is displayed.
Steps
Practice Data
Close OUTLINE.DOCX.
Page 267
EXERCISE
USING OUTLINE VIEW
Task
Create and edit documents in Outline view.
1. If necessary, create a new, blank document.
2. Switch to Outline view.
3. Create the following outline:
Southeast Region (Level 1)
Sales in Thousands (Level 2)
Gymnastics (Level 3)
Southeastern Regional Sales Representatives (Level 1)
4. Close the document without saving it.
5. Open OUTLINEX.DOCX
6. Demote the Second Quarter and 95,000 in sales headings.
7. Collapse all levels under the Nathan Brown (Manager) heading.
8. Expand all levels under the Nathan Brown (Manager) heading.
9. Show only two heading levels of the outline.
10. Redisplay all heading levels.
11. Move just the Nathan Brown (Manager) heading above the
Quarterly Sales Highlights heading. (The sublevels under the
Nathan Brown (Manager) heading should remain under the
Quarterly Sales Highlights heading.)
12. Promote the First Quarter and Second Quarter headings and their
subheadings.
13. Apply a numbering style of your choice to the three levels of
headings.
14. Close the document without saving it.
Page 268
Page 269
Discussion
Word allows you to save documents in the HTML (Hypertext Markup Language) file
format. This file format allows you to create links to documents on the World Wide
Web and on intranet webs. In addition, this file format also allows you to use Word as
an HTML editor to create and edit web pages and web sites.
When you save a Word document in HTML format, Word closes the document and
opens the HTML file, so that it can be viewed as it would appear in a web browser. In
the HTML file, Word automatically creates a title for the page based on the first
heading; this title replaces the file name in the title bar of the browser window. You
can change the title of the web page before you save it.
Certain Word formatting features are not supported by the HTML format and
therefore, do not appear in the converted HTML file. Word formats not supported by
HTML include font sizes. (Fonts are automatically mapped to the closest HTML size
available.) Special text formatting (e.g. outline text effects and shadows) is lost, but
the original text is retained. Graphics (i.e. inserted pictures and clip art) are converted
to the .gif file format, unless they are already saved in the compatible .jpg format.
Although tables are supported, special formatting (such as vertical text) is lost. Page
numbering is not supported, since HTML documents are all considered to be single
pages. Headers, footers, footnotes, and endnotes are also not supported. In addition,
other items such as margins, page borders, and newsletter-style columns are not
supported.
You can preview your document as a web page before saving it as an HTML file to
see which features are supported. Select the View tab, then the Web Layout button in
the Document Views group.
Page 272
Procedures
1. Select the Office button
.
Page 273
Step-by-Step
From the Student Data directory, open WSGINFO.DOCX.
Save a Word document in the HTML file format.
Steps
Practice Data
Click
Point to Save As
Type WSGHOME2
Page 274
Click
Steps
11. Select OK.
The Set Page Title dialog box closes,
and the title appears in the Save As
dialog box.
12. Select Save.
The Save As dialog box closes, and the
file is saved in the HTML file format.
Practice Data
Click
Click
Practice the Concept: If possible, open the web page in your systems browser
window (e.g. Internet Explorer). Notice the name of the web page in the title bar.
Then, close the browser window.
Close WSGHOME2.HTM.
Discussion
Word automatically recognizes URLs (web page addresses) and e-mail addresses as
soon as they are entered into a document and automatically formats them as
hyperlinks. Readers of the web page can then click the hyperlink to open the related
web page or document, or to open the mail client installed on their system in order to
deliver a message via e-mail.
Word recognizes the standard format of web page addresses and e-mail addresses and,
therefore, is able to automatically create the hyperlink format. A typical URL is
www.globalknowledge.com and a typical e-mail address is
johnsmith@globalknowledge.com.
Page 275
Procedures
1. Place the insertion point where you want to insert a web page or email address hyperlink.
2. Press [Spacebar] to separate the hyperlink from existing text, if
necessary.
3. Type the desired web page or e-mail address.
4. Press [Spacebar].
Step-by-Step
From the Student Data directory, open WSGHOME.HTM.
Use hyperlink automatic formatting.
Page 276
Steps
Practice Data
Steps
Practice Data
Press [Spacebar]
Type www.iaa.com
4. Press [Spacebar].
Word formats the text as a hyperlink.
Press [Spacebar]
Practice the Concept: Scroll down to the Contact Us heading at the bottom of the
page, if necessary. At the end of the Send us feedback... line, enter the e-mail address
webmaster@wwsgoods.com. Let Word format the hyperlink.
LINKING TO A PAGE
Discussion
You can create a hyperlink from existing text. This feature is useful if you want to link
existing text to another document or to specific text in another document.
The Insert Hyperlink dialog box allows you to specify the file or the URL to which
you want to link the text, as well as indicate a named location in the target file. By
specifying a location within the target file, that particular section of the document
appears when you click the link. Locations in the target file are named using the
Bookmark feature.
You can use the Insert Hyperlink dialog box to link to a file on
a local storage device or to a page on the World Wide Web.
You can type the file name or the URL, or you can use the
appropriate Browse button. You can also use the Link to
panel at the left of the Insert Hyperlink dialog box to select
files and web sites you have previously accessed.
If you want to disable the features that automatically select
whole words and paragraphs as you drag, select the Office
button, the Word Options button, and the Advanced option.
Then, deselect the When selecting, automatically select
entire word and Use smart paragraph selection options.
Page 277
Procedures
1. Select the text you want to link.
2. Select the Insert tab.
3. Select the Hyperlink button
6. Select the drive containing the file to which you want to link.
7. Select the folder containing the file to which you want to link.
8. Select the file to which you want to link.
9. Select OK.
Step-by-Step
Link to a page.
If necessary, scroll to view the Products & Services paragraph.
Steps
Practice Data
Click Insert
Click
Page 278
Click Look in
Steps
Practice Data
9. Select OK.
The Insert Hyperlink dialog box
closes, and the selected text is
formatted as a hyperlink.
Click
Point to the Catalog link. Notice that a ScreenTip displays the path and file name of
the link, as well as instructions on how to access it. Hold [Ctrl] and notice that the
pointer changes into a pointing hand when you point to the link.
Discussion
You can create hyperlinks to specific locations within a document. This option allows
the reader to click a link to display a different area of the same document or web page
without scrolling, which is particularly useful in longer documents. You can use this
option to display a specific location on the same or on a different page.
Page 279
Procedures
1. Select the text you want to serve as the hyperlink.
2. Select the Insert tab.
3. Select the Hyperlink button
Page 280
Step-by-Step
Link to a location in a page.
Steps
Practice Data
Click
Click Headings, if
necessary
Click Worldwide
Sporting Goods, if
necessary
Click About Us
8. Select OK.
The Insert Hyperlink dialog box
closes, and the selected text is
formatted as a hyperlink.
Click
Hold [Ctrl] and click the Company Information hyperlink. Notice that the linked
location appears and that the hyperlink changes color to indicate that the link has been
visited.
Practice the Concept: Select the [Return to Top] text at the bottom of the page.
Open the Insert Hyperlink dialog box, and link the text to Top of the Document.
Page 281
PASTING A LINK
Discussion
You can paste information from another document or web page as a link. When you
paste information as a link, Word stores a path to the original (source) information. As
long as the link is maintained, the pasted information will be updated whenever the
source information changes.
This feature is useful when you want to maintain one document as a source and use it
as a reference in various other documents.
An OLE (object linking and embedding) linked bookmark is automatically created to
store information pasted as a link. Any text within the bookmark brackets will be
updated whenever the source information changes.
Page 282
Procedures
1. Select the text you want to paste.
2. Select the Copy button
to copy the text.
in the Clipboard
Step-by-Step
From the Student Data directory, open FITEQUIP.DOCX.
Paste a link.
If necessary, switch to the FITEQUIP.DOCX document, and make sure the Home
tab is displayed.
Steps
Practice Data
Page 283
Steps
Practice Data
Click
Click
Click
Page 284
Paste link
Click
Click
Click
Match
Destination Formatting
UPDATING A LINK
Discussion
Once you have pasted information from another document or web page as a link, you
may want to manually update your links to make sure the most recent edits are visible.
The links in the document will automatically update every time the document is
opened, however, unless the default settings have been changed. To view or change
the settings, select the Office button, the Word Options button, and the Advanced
option, then scroll down to the General area. Make sure the Update automatic links
at open option is selected (this is the default setting).
You will also want to make sure that links are updated before printing, so that you
know you are printing the most recent information. While you are in Word Options,
select the Display option. In the Printing options area, select the Update linked data
before printing option. This is a system option that applies to all documents that are
printed, not just the current document.
You can use the Links dialog box to update, open, change, or
break the source of a link. The Links dialog box also allows
you to control the automatic updating of each link. You can
open the Links dialog box by right-clicking on the link, then
selecting the Linked Document Object option on the shortcut
menu, and the Links option on the submenu.
Procedures
1. Right-click the link you want to update.
2. Select the Update Link option from the shortcut menu.
Page 285
Step-by-Step
Update a link.
Switch to the FITEQUIP.DOCX document. Change the suggested retail price in the
Life-Fit 805 Treadmill paragraph from $149.95 to $169.95, then save and close the
document.
Steps
Practice Data
Discussion
Word can be used as a basic web browser. You can load and view web pages, as well
as use hyperlinks to browse to web sites and other pages.
You can use the Location box in the Document Information Panel to enter URLs,
so you can jump to specific web pages. You can also customize the Quick Access
Toolbar to include browser-style Back and Forward navigational buttons.
The browsing functionality within Word is, however, limited. It can be very useful to
view and edit your local documents and web pages in Word, but it is probably wiser to
use Microsoft Internet Explorer for any prolonged web browsing.
Page 286
You can also use Word to open any web page in a browser.
Once you have selected the web page in the Open dialog box,
select the right-hand part of the Open button, then select the
Open in Browser option.
Villanova UNIT Training
Procedures
1. To display a linked page or location, hold [Ctrl] and click the link.
2. Continue browsing, using the browser toolbars.
Step-by-Step
Browse linked pages and locations.
Steps
Practice Data
Notice that, when you clicked the Back button, the browser window closed, and you
returned to the original document in Word.
EDITING A HYPERLINK
Discussion
You can use Word to edit a hyperlink to an HTML document. You should edit a link
if the address of a linked web page changes or if the file name or location of a linked
document changes.
The Edit Hyperlink dialog box provides the same options as the Insert Hyperlink
dialog box.
Page 287
Procedures
1. Right-click the hyperlink you want to edit.
2. Select the Edit Hyperlink option.
3. Make changes as desired, and select the OK button, if necessary.
Step-by-Step
Edit a hyperlink.
If necessary, scroll to the top of the document.
Steps
Practice Data
Right-click Company
Information
Discussion
After a document has been posted to the Web, it is still possible to modify it and make
revisions. Document changes can be made in the original application without losing
any formatting. After changes have been saved, you can re-open the HTML document
in the browser to view the changes.
Page 288
If you are making multiple changes, it may be helpful to open the HTML document
simultaneously in your browser and in Word. When you refresh the browser window,
you can view the changes saved in the Word window.
Procedures
1. Select the Office button
Page 289
Step-by-Step
Modify and review an HTML document.
Make sure you still have WSGHOME1 open in Word. We are going to open it in a
browser window as well, then edit it in Word, and view the results in the browser. It is
perfectly acceptable to have the same document open in both Word and Internet
Explorer. The browser will display the latest saved version of the file.
Page 290
Steps
Practice Data
Click
Click Open
Click Open
Steps
Practice Data
Click Yes
Click
in the Quick
Access Toolbar
Click in the blank line above the Welcome! heading, and use the Borders button in
the Paragraph group on the Home tab to insert a Bottom Border.
Return to the table and continue on to the next step (step 14).
Practice the Concept: Click the On-Line WSG Catalog hyperlink in your browser
window. Scroll through the catalog. Use the Back button to return to the WSG Home
Page. Close the browser.
Close WSGHOME1.HTM.
Page 291
EXERCISE
USING WORD HTML FEATURES
Task
Use Word HTML features.
1. Open NEWSLETT.DOCX
2. Save NEWSLETT.DOCX as an HTML file named UPDATE to the
student data folder.
3. At the end of the first bulleted item, type the following URL:
www.wwsgoods.com.
4. Link the text WSG On-Line Catalog in the second bulleted item to
the CATALGEX.HTML file in the student data folder.
5. Link the customer reactions text in the third bulleted item to the
Customer Reaction heading in the current document.
6. At the end of the fourth bulleted item, enter the following e-mail
address: marketing@wwsgoods.com.
7. Remove the hyperlink from the WSG Web Site text in the first
heading.
8. Press [Ctrl] and click the WSG On-Line Catalog link to open the
catalog. Review the web page and then close the browser.
9. Press [Ctrl] and click the customer reactions link to view the linked
text.
10. Open CATALGEX.HTML in Word.
11. At the bottom of the page, make the text [Return to Newsletter] a
link that displays the UPDATE.HTML document.
12. Copy the * Member - IAA * text and paste it as a link below the
Dealer Update Newsletter text at the top of the UPDATE.HTML
document.
13. Switch to the CATALGEX.HTML document. Expand the *
Member - IAA * text to * Member - International Athletic
Association *.
14. Switch back to the UPDATE.HTML document and update the link.
Notice that the linked text changes to reflect the change in the
CATALGEX.HTML document.
Page 292
Page 293
Discussion
If a document is reviewed, revised, or edited by you or others, you can use revision
marks to track changes made by the various reviewers. The Track Changes feature
uses various formats to display the changes made to a document, and each reviewers
changes appear in a different color.
You can hide the revision marks in a document so that you do not see them on the
screen or in the printed document. Although the marks are hidden, they are still stored
in the document and you can view or print them at any time.
Page 296
Procedures
1. Select the Review tab on the Ribbon.
2. Select the top part of the Track Changes button
Tracking group.
in the
Step-by-Step
From the Student Data directory, open TRACK1.DOCX.
Enabling change tracking.
Steps
Practice Data
Click Review
Click
Discussion
By default, Word 2007 underlines inserted text, strikes through deleted text and
automatically assigns a different color to the revisions made by each author. Text that
has been moved is shown in two ways. At the location it was moved from, the text is
shown in green and struck through with a double line. At the location it was moved to,
it is again shown in green but with a double underline. Changes to cells in tables are
highlighted with different background colors for the cells.
Vertical lines appear along the outside border (i.e. left margin for left-hand pages and
right margin for right-hand pages) to indicate where changes have been made.
For comments added by reviewers and for formatting changes, Word 2007 also
displays balloons in the right margin with lines connecting to the document text in
Print Layout, Web Layout and Full Screen Reading views.
Page 297
The Track Changes Options let you change the way that Word 2007 marks revisions
by selecting different options to indicate text and formatting changes. You can also
choose whether balloons should be displayed for all revisions or not at all.
Page 298
Procedures
1. Select the Review tab on the Ribbon.
2. Select the bottom part of the Track Changes button
Tracking group.
in the
Step-by-Step
Set change tracking options.
If necessary, switch to Print Layout view and activate change tracking.
Steps
Practice Data
Click Review
Click
5. Select OK.
The Track Changes Options dialog
box closes.
Click
Select Double underline from the Insertions list in the Markup section.
Select the Color list to the right of the Changed lines option and click Blue.
Return to the table and continue on to the next step (step 5).
Villanova UNIT Training
Page 299
Practice the Concept: In the first paragraph on page 1, type the word fitness between
the words finest and equipment.
Select the heading Sporting Equipment and turn off the underline.
At the end of the first paragraph under the Sporting Equipment heading, select the
sentence All equipment comes with a one year limited warranty. and drag it to the
end of the third paragraph.
At the end of the second paragraph under the Sporting Equipment heading, delete
the text our customer and the preceding comma and space.
In the third paragraph under the Sporting Equipment heading, add the text and
exercise between the words fitness and equipment.
Notice the formatting of the revisions and the change lines in the left margin.
Notice also that the formatting change appears in a balloon in the Markup Area to
the right of the document.
Hover the mouse pointer over each of the revisions in turn until a bubble appears and
notice the additional information about the change that is displayed.
Select the bottom part of the Track Changes button in the Tracking group and
choose Change Tracking Options from the menu that appears. Select Always from
the Use Balloons (Print and Web Layout) list in the Balloons section, then click
OK.
Notice that the deletion now appears in a balloon in the Markup Area instead of
being struck through in the text.
Notice also that the text that was moved no longer appears as green text with a double
underline in its original location but is displayed in a balloon headed Moved down [1]
in the Markup Area.
Click the Go button in the right-hand corner of the Moved down [1] balloon (you
may need to scroll the document to see this button). Notice that the new location of
the text is highlighted.
Discussion
You can disable change tracking so that you can work in a document without inserting
revision marks. When change tracking is disabled, the Track Changes button on the
Review tab is not highlighted and if you have customized the status bar to show the
Track Changes option, the status bar displays Track Changes: Off.
Page 300
Procedures
1. Select the Review tab on the Ribbon.
in the
Step-by-Step
Disable change tracking.
Steps
Practice Data
Click Review
Page 301
Steps
2. Select the top part of the Track
Changes button in the Tracking
group.
The button changes color and change
tracking is disabled. If you have
customized the status bar to show the
Track Changes indicator, the
indicator changes to Track Changes:
Off.
Practice Data
Click
Close TRACK1.DOCX.
INSERTING COMMENTS
Discussion
When developing a document, you may want others to review it without making
changes to the text. Reviewers can add comments to a document, instead of making
changes in it.
Before you insert a comment into a document, you can select text to which you want
to attach it, or you can simply position the insertion point in the text. After you have
inserted a comment, red brackets (called comment marks) appear around the selected
text, indicating that a comment has been inserted. If you did not select any text, the
word nearest to the insertion point is automatically selected and the comment marks
appear around the selected word.
In Print Layout, Web Layout and Full Screen Reading view, comments appear in
colored balloons in the Markup Area at the right side of the page. Each reviewer is
assigned a different color and the initials of the reviewer are displayed in each
balloon.
Page 302
Inserting a comment
Procedures
1. Select the text to which you want to attach a comment.
2. Select the Review tab.
Page 303
Step-by-Step
From the Student Data directory, open COMMENT.DOCX.
Insert a comment.
If necessary, switch to Print Layout view (select this from the Document Views
group on the View tab).
Steps
Practice Data
Click Review
Practice the Concept: Select the View menu and click the Draft button in the
Document Views group. Notice the reviewers initials that are displayed beside each
comment mark. Hover the mouse pointer between any of the comment marks and
observe the ScreenTip that displays the comment. Click the Print Layout button in
the Document Views group to return to Print Layout view.
MANAGING COMMENTS
Discussion
If a document contains comments made by several different reviewers, you can view
all the markup balloons, or only the balloons of selected reviewers, identified by their
user names. Word 2007 derives the users name from the User Name field in the
Popular section of the Word Options dialog box.
Page 304
Managing comments
Procedures
1. Select the Review tab.
2. Select the Show Markup button
group.
in the Tracking
3. Point to Reviewers.
4. Select or deselect the reviewer whose comments you want to view or
hide, respectively, or select All Reviewers.
Page 305
Step-by-Step
View comments in a document.
If necessary, switch to Print Layout view (select this from the Document Views
group on the View tab) and go to the top of the document.
Steps
Practice Data
Click Review
Click
3. Point to Reviewers.
A list of all document reviewers is
displayed.
Point to Reviewers
Practice the Concept: Select Kirk Johnson from the Reviewers list to deselect it.
Select All Reviewers from the Reviewers list.
Discussion
You can use the Review tab to navigate and delete comments. This is particularly
useful in large documents to which several reviewers have added comments. You can
quickly step from one comment to the next and delete comments you no longer need.
You can also choose to display and navigate only the comments from selected
reviewers, which makes it easy to review the comments from one reviewer at a time,
if required.
Word 2007 steps through comments beginning from the position of the insertion
point, so it is generally best to move to the top of the document before beginning your
review. However, if you have already reviewed part of the document, this means it is
also easy to continue from where you left off previously.
Page 306
You can cut or copy text from a comment balloon and paste it
directly into the document.
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Procedures
1. Position the insertion point where you want to begin reviewing
comments.
2. Select the Review tab.
3. Select the Show Markup button
group.
in the Tracking
4. Point to Reviewers.
5. Select or deselect reviewers, as necessary, until only the reviewers
whose comments you want to review are selected (you may have to
repeat steps 3-5 several times).
6. Select the Next button
7. To delete the currently selected comment, if desired, select the lefthand part of the Delete button
in the Comments group.
8. Repeat steps 6 and (optionally) 7 to review further comments.
9. To return to a previous comment, select the Previous button
in the Comments group.
Step-by-Step
Manage comments in a document.
If necessary, switch to Print Layout view (select this from the Document Views
group on the View tab).
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Steps
Practice Data
Press [Ctrl+Home]
Click Review
Click
4. Point to Reviewers.
A list of all document reviewers opens.
Point to Reviewers
Steps
Practice Data
Click
Click
Click
Click
twice
Practice the Concept: Use the zoom slider to change the zoom to 150%. In the first
balloon, delete the words photos or. Then, return the zoom to 100%.
Close COMMENT.DOCX.
Discussion
By default, Word 2007 shows only comments and formatting changes in balloons.
You can change this setting to also include revisions in balloons or not to use balloons
and show all revisions directly in the text.
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Procedures
1. Select the Review tab.
in the
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Step-by-Step
From the Student Data directory, open TRACK2.DOCX.
Enable Balloon options.
If necessary, switch to Print Layout view (select this from the Document Views
group on the View tab).
Steps
Practice Data
Click Review
Click
Click Show Revisions in
Balloons
Click
Click
Practice the Concept: Click the Balloons button and select Show All Revisions
Inline. Hover the mouse pointer over each revision in turn and notice the ScreenTip
that appears. Notice the vertical line to the left of the Sporting Equipment heading;
this indicates that, as well as the comment, there is a revision for this line. Hover the
mouse pointer over the word Sporting to see the ScreenTip for the formatting
revision.
Click the Balloons button and select Show Revisions in Balloons. If necessary, scroll
the document to the right to see the complete balloons. Notice the Go buttons in the
balloons for the Moved text. Click the Go button in the Moved down [1] balloon.
Notice that Word 2007 highlights the location to which the text was moved.
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Discussion
You can choose what kind of markup to display in the document. You can hide or
show insertions and deletions, comments, formatting changes and other kinds of
markup such as handwritten and voice comments when using a Tablet PC.
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You can also use the Show Markup button to display or hide
all markup for a reviewer. Click the Show Markup button and
point to Reviewers in the menu that appears; a submenu
listing the names of reviewers is displayed. Select or deselect a
reviewers name to show or hide all markup for that reviewer.
When you hide markup entries they are not removed from the
document. If you send a document containing hidden markup
to someone else, the hidden entries will redisplay
automatically when the document is opened. Always use the
Document Inspector to check your documents for hidden
data before sending.
Procedures
1. Select the Review tab.
2. Select the Show Markup button
group.
in the Tracking
Step-by-Step
Select options for Show Markup.
If necessary, switch to Print Layout view (select this from the Document Views
group on the View tab).
Steps
Practice Data
Click Review
Click
Click Comments
Practice the Concept: Click the Show Markup button in the Tracking group and
select Comments to redisplay the hidden comments.
Click the Show Markup button and point to Reviewers in the menu to display a list
of reviewers. Deselect Wendy James. Notice that all types of markup created by
Wendy James are hidden (comments, insertions and deletions and formatting
changes).
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Discussion
The Reviewing Pane provides another way to view the markup in a document. The
currently visible revisions (tracked changes and comments) appear as a list in a
separate window which you can display below or to the left of the document.
The title bar of the Reviewing Pane displays a Summary showing the total number
of visible revisions. If you have used the Show Markup button to hide some types of
revision, the summary indicates that you are viewing a filtered list. A detailed
summary of the visible revisions displays below the title bar and shows how many
Insertions, Deletions, Moves, Formatting changes and Comments are visible. You
can hide the detailed summary, if desired.
The list of revisions is divided into sections. The first section shows Main document
changes and comments and the following sections show Header and footer
changes, Text box changes, Header and footer text box changes, Footnote
changes and Endnote changes, respectively.
You can edit Comments in the Reviewing Pane and you can continue working in the
document with the Reviewing Pane open.
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You can cut or copy text from the Reviewing Pane and paste
it directly into the document.
Procedures
1. Select the Review tab.
2. Select the left-hand part of the Reviewing Pane button
in the Tracking group.
on the right-hand
Step-by-Step
Display the Reviewing Pane.
If necessary, switch to Print Layout view (select this from the Document Views
group on the View tab).
Steps
Practice Data
Click Review
Click
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Steps
Practice Data
Click
Click
Practice the Concept: Scroll the list of revisions. Double-click the first colored bar
with Linda Mullens name. Notice that Word selects the corresponding markup entry
in the document.
Click the arrow on the right-hand part of the Reviewing Pane button in the Tracking
group and select Reviewing Pane Horizontal. Click the arrow on the right-hand part
of the Reviewing Pane button in the Tracking group and select Reviewing Pane
Vertical.
Click the left-hand part of the Reviewing Pane button in the Tracking group to hide
the Reviewing Pane.
Close TRACK2.DOCX.
COMPARING DOCUMENTS
Discussion
You can easily compare two versions of a document (the Original Document and a
Revised Document). Word 2007 compares the two documents and displays the result
in a Compared Document pane. The Compared Document shows the text of the
Original Document with the differences found in the Revised Document marked as
tracked changes. You can then review the changes and decide what to keep and what
to reject. This is known as the Legal Blackline method of comparing.
You can choose which types of changes you want to compare and you can select
whether to display the changes in the original, the revised or a new document.
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Comparing documents
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Procedures
1. Select the Review tab.
5. Open the folder where the file you want to merge is stored.
6. Select the original document.
7. Select the Browse for Revised button
document box.
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14. Enter the desired filename for the new Compared Document.
15. Select the Save button
Step-by-Step
Compare two documents.
If necessary, close any open documents (including blank documents, but keep Word
open).
Steps
Practice Data
Click Review
Click
beside the
Original document box
Double-click
REV_1.DOCX
Click
beside the
Revised document box
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Steps
Practice Data
Double-click
REV_EK.DOCX
Click
Click
Click
Click
Type COMPARE1
Click
In the Comparison settings section of the dialog box, ensure that all the options are
selected. In the Show changes section, select Word level and New document.
Return to the table and continue on to the next step (step 11).
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Practice the Concept: Double-click the first Inserted heading in the Reviewing
Pane. Notice that the Compared Document pane scrolls to the appropriate line and
the insertion point appears at the beginning of the marked text. Notice also that the
Original Document and Revised Document panes similarly scroll to the appropriate
line.
Notice that additional text from the Revised Document is marked as an insertion in
the Compared Document pane and text that was deleted or overtyped in the Revised
Document is marked as a deletion in the Compared Document pane.
Close COMPARE1.DOCX.
Discussion
You can compare multiple versions of a document and decide which changes you
want to keep. If you create several drafts of the same document or ask several people
to review a document you can compare the differences by combining the documents.
Combining documents is similar to comparing documents using the Legal Blackline
method but with one major difference.
You begin by combining the Original Document and the first Revised Document.
Word 2007 displays the result in a Combined Document pane. The Combined
Document shows the text of the Original Document with the differences found in the
Revised Document marked as tracked changes.
The difference between this and the Legal Blackline method is that, if either the
Original Document or the Revised Document already contained tracked changes,
they are carried through into the Combined Document so you can see who is
responsible for each change. Any untracked changes are attributed to the last person to
save the document.
You then combine the next Revised Document into the Combined Document. Again
the existing tracked changes are retained and any untracked changes are attributed to
the last person to save the document.
The process is repeated for each Revised Document until all versions have been
incorporated into the Combined Document. You can then review all the changes and
decide what to keep and what to reject.
You can choose which types of changes you want to incorporate into the Combined
Document and at each stage you can select whether the changes should be combined
into the Original Document, the Revised Document or a new document.
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Procedures
1. Select the Review tab.
5. Open the folder where the file you want to merge is stored.
6. Select the original document.
7. Select the Browse for Revised button
document box.
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Step-by-Step
Combine multiple documents.
If necessary, close any open documents (including blank documents, but keep Word
open).
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Steps
Practice Data
Click Review
Steps
Practice Data
Click
beside the
Original document box
Double-click
REV_1.DOCX
Click
beside the
Revised document box
Double-click
REV_EK.DOCX
Click
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Steps
11. Select the OK button.
The documents are combined and a
new version of the document with the
differences marked as tracked changes
is displayed in the Combined
Document pane. The Vertical
Reviewing Pane is displayed to the left
of the Combined Document pane and
the Original Document and Revised
Document are displayed in two more
panes to the right of the Combined
Document pane.
Practice Data
Click
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Click
beside the
Original document box
Double-click
REV_1.DOCX
Click
beside the
Revised document box
Double-click
REV_TJ.DOCX
Steps
18. Select the OK button.
The documents are combined and the
differences found in the Revised
Document are added to the tracked
changes already displayed in the
Combined Document pane. The
Vertical Reviewing Pane remains
displayed on the left. The Original
Document pane now displays the
previous combined version of the
document and the Revised Document
pane displays the Revised Document
you have just combined.
19. Repeat steps 12-18 as many times as
required to combine further revised
versions of the original document.
The revisions from the additional
documents are incorporated into the
Combined Document.
20. Select the Office button.
The Office menu opens.
Practice Data
Click
Click
Click Save As
Type REVISED
Click
In the Comparison settings section of the dialog box, ensure that all the options are
selected. In the Show changes section, select Word level and Original document.
Return to the table and continue on to the next step (step 11).
Repeat steps 12 to 18 but use the filename REV_WJ.DOCX at step 17.
Return to the table and continue on to the next step (step 20).
Practice the Concept: Open the Combine Documents dialog box and combine again
using REVISED.DOCX as the Original Document and REV_YL.DOCX as the
Revised Document.
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Notice the message box that is displayed. (The REVISED.DOCX document already
contains tracked formatting changes and the REV_YL.DOCX document also
contains formatting changes. Word can only store one set of formatting changes).
Select the option to keep formatting changes from REV_YL.DOCX then click
Continue with Merge.
Notice that all the formatting changes previously tracked in the REVISED.DOCX
document are rejected and only the formatting changes suggested in the
REV_YL.DOCX document are incorporated in the Combined Document.
Select the Show Source Documents button in the Compare group on the Review tab
and select Hide Source Documents. Notice that the Original Document and Revised
Document panes are no longer displayed.
Select the left-hand part of the Reviewing Pane button in the Tracking group on the
Review tab. Notice that the Reviewing Pane is hidden from view.
Select the Save button on the Quick Access Toolbar to save the document.
Discussion
You can use the Review tab to navigate and accept or reject tracked changes. This is
particularly useful when revisions have been made by several reviewers or when you
have combined several versions of a document. You can quickly step from one
tracked change to the next and accept or reject each change. When you accept or
reject a tracked change, Word 2007 removes the markup balloon and revision marks
from the item.
Word 2007 steps through tracked changes beginning from the position of the insertion
point, so it is generally best to move to the top of the document before starting your
review. However, if you have already reviewed part of the document, this means it is
also easy to continue from where you left off previously.
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You can use the Reviewing Pane button on the Reviewing tab
to display the revisions in the Reviewing Pane, if you prefer.
You can also use the Next and Previous buttons in the
Comments group on the Review tab to review just the
comments, if you wish.
Procedures
1. Position the insertion point where you want to begin reviewing
comments.
2. Select the Review tab.
3. Select the Next button
Step-by-Step
Review tracked changes.
If necessary, switch to Print Layout view (select this from the Document Views
group on the View tab).
Steps
Practice Data
Press [Ctrl+Home]
Click Review
Click
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Steps
Practice Data
Click
Click
twice to
accept the next two
changes
Click
Reject the next two changes (In addition) and (Deleted: For items not produced by
Worldwide Sporting Goods).
Click the Balloons button and select Show All Revisions Inline. Notice that the
markup balloons are hidden from view.
Click the left-hand part of the Reviewing Pane button to display the Reviewing Pane.
Accept the next four changes (Inserted: top), (Deleted: first-), (Inserted:
manufacturers of sporting goods.) and (Deleted: Sporting Goods
Manufacturers.). Notice that as changes are accepted they are also removed from the
Reviewing Pane.
Click the left-hand part of the Reviewing Pane button to hide the Reviewing Pane.
Click the Balloons button and select Show Revisions in Balloons.
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Discussion
Word 2007 provides several features to simplify the task of reviewing changes. By
default, tracked changes display in Final Showing Markup view. This shows the
document with suggested insertions and formatting changes displayed in the text;
proposed deletions and descriptions of formatting changes display in markup balloons.
You can easily change the display to Final view, which shows the document as it
would appear if you accepted all tracked changes, or Original view, which shows
how the document would look if you rejected all tracked changes.
Word 2007 provides options for you to quickly accept or reject all changes.
You can also change the display to Original Showing Markup view. This shows the
original text and formatting with proposed deletions displayed in the text; suggested
insertions and formatting changes display in markup balloons.
It is also possible to accept or reject only changes made by one or more authors rather
than all changes. If you display only changes made by selected authors, Word lets
you accept or reject just the changes shown.
Similarly, you can quickly accept or reject all changes of a particular type, such as
Formatting changes or Insertions and Deletions, by displaying only that type of
change and accepting or rejecting just the changes shown.
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Procedures
1. Select the Review tab.
2. To choose how proposed changes are displayed in the document,
select the Display for Review list
right of the Display for Review icon
to the
in the Tracking group.
in the Tracking
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Step-by-Step
Accept or reject all tracked changes.
If necessary, switch to Print Layout view (select this from the Document Views
group on the View tab).
Steps
Practice Data
Click Review
Click
to the right of
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Page 334
Steps
Practice Data
3. Select Final.
Word hides the revision marks and
markup balloons and the document
displays as it would if you accepted all
changes in the document.
Click Final
Click
5. Select Original.
The document displays as it would if
you rejected all changes in the
document. Revision marks and markup
balloons remain hidden.
Click Original
Click
Click
Click
to the right of
to the right of
to the right of
Steps
12. Select the bottom part of the Accept
button in the Changes group.
A menu of options opens.
Practice Data
Click
Click
Click
Point to Reviewers
Click
Point to Reviewers
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Steps
Practice Data
Click
Point to Reviewers
Click
Close REVISED.DOCX.
PRINTING MARKUP
Discussion
By default, when you print a document containing markup, Word 2007 prints the
markup exactly as it appears in the document in Print Layout view. You can also
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choose to print the document without the markup or to print just a list of the markup
which prints the contents of the Reviewing Pane.
When you print a list of markup, the heading for each revision or comment includes
the page number on which the item appears as well as the name of the reviewer and
the date and time the revision was made.
Procedures
1. Select the Office button
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Step-by-Step
From the Student Data directory, open REVISED2.DOCX.
Print markup.
Steps
Practice Data
Click
Click
Click
Practice the Concept: Print the document again selecting Document showing
markup from the Print what list in the Print dialog box.
Close REVISED2.DOCX.
Page 338
EXERCISE
WORKING WITH REVISIONS AND COMMENTS
Task
Enter a comment and view existing comments in balloons and the Reviewing Pane.
Enable and use change tracking, then disable it. Combine multiple documents and
review the changes.
1. Open INVITEX.DOCX from the student data folder.
2. If necessary, switch to the Print Layout view.
3. Select the Directions to the Showcase: text on page 2.
4. Insert the following comment: Include a detailed map.
5. View only the comments from Jill Smith.
6. Open the Reviewing Pane. Notice that only the comments of Jill
Smith appear in the Reviewing Pane.
7. Close the Reviewing Pane.
8. Delete the first comment from Jill Smith.
9. Display the comments of all reviewers.
10. Print the comments with the document.
11. Close INVITEX.DOCX without saving it.
12. Open INVITE1U.DOCX from the student data folder.
13. Enable change tracking.
14. Set the following change tracking options:
Markup options
Selection
Insertions
Italic
Changed lines
Outside Border
Auto
Comments (color)
By author
Formatting
Double underline
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15. Change the first line of the document from You are invited to You
are cordially invited.
16. Disable change tracking.
17. Combine INVITE2U.DOCX into the current document.
18. Display both Source Documents.
19. Combine INVITE3U.DOCX into the current document.
20. Hide the Source Documents.
21. Hide the Reviewing Pane.
22. Accept the first two changes in the document.
23. Select Final from the Display for Review list on the Reviewing
toolbar. Notice that all markup is hidden.
24. Select Original Showing Markup from the Display for Review list
on the Reviewing toolbar. Notice that original text is now shown as
deletions in the text and insertions are displayed in balloons.
25. Accept all changes in the document.
26. Choose Save As and save the document as INVITEFINAL.DOCX.
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Discussion
By default, the Open dialog box displays all files saved in Word format. The Views
button towards the top of the Open dialog box allows you to select one of seven
views: Extra Large Icons, Large Icons, Medium Icons, Small Icons, List, Details,
or Tiles.
The four Icons views display the files alphabetically in horizontal rows, with each file
represented by an icon respectively. The icons in Extra Large Icons view, however,
are so large that only one fits in the pane at a time. The icon represents the application
in which the file was created, and the name of the file appears below each icon. The
Small Icons view is the default setting.
The List view is similar to the Small Icons view, in that it displays only a small icon
and the file name; however, the files are displayed in wrapped column format, so that
more can be seen within the pane.
The Details view is a tabular view, with columns displaying the icon and file name,
the date and time the file was last modified, along with the type and size of the file.
The Tiles view displays a medium-sized icon, along with the file name, and the type
and size of the file.
You can change views using the Views list or by repeatedly clicking the Views button
to cycle through the available views.
Procedures
1. Select the Office button
Step-by-Step
Select file views.
Steps
Practice Data
Click
Click Open
Click
Click Tiles
Practice the Concept: Click the Views button repeatedly to cycle through the
available views. In particular, notice the information available via the Details view.
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Discussion
Sorting files controls the order in which they appear in the Open dialog box. You can
sort by file name, date modified, type, or size, in ascending or descending order. For
example, if you want to display the files on which you most recently worked at the top
of the list, you can sort by the date modified.
Word 2007 also allows you to filter the files by a specific date, or display only the
files you worked on during a specific period; for example, this week. Similarly, you
can filter the files by file types, and so on. You can also group the files based on many
of the same criteria.
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Procedures
1. To sort the files, click the heading of the column by which you want
to sort.
2. Click the column heading a second time to change the sort order
from ascending to descending.
3. To filter or group the files, point to the desired column heading.
4. Select the column heading list
Step-by-Step
Sort Word files.
If necessary, open the Open dialog box and display the files in the student data folder
in the Details view.
Steps
Practice Data
Click Type
Page 345
Steps
Practice Data
Select HTML
Document
Practice the Concept: Turn off the Type filtering, so that all files are shown. Then,
click the Name column heading to sort the files by name in ascending order.
Discussion
You can access commonly-used files more quickly using the My Places bar in the
Open dialog box. In addition to providing easy access to recently changed documents
and other primary folders such as the My Documents folder, you can also add folders
you frequently use to the My Places bar.
The My Places bar also appears in the Save As and Insert Picture dialog boxes.
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Procedures
1. Select the drive where the folder for which you want to create a
shortcut is located.
2. Select the folder to which you want to create a shortcut.
3. Drag the folder to the desired location in the My Places bar.
Step-by-Step
Add a folder to the My Places bar.
If necessary, open the Open dialog box.
Steps
Practice Data
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Practice the concept: Click Recent Places on the My Places bar to see the files
contained in it. Then, scroll as necessary and click the Student Data folder on the My
Places bar. Notice that the files contained in the student data folder appear in the pane.
Right-click the Student Data folder in the My Places bar and select Remove Link to
delete it from the My Places bar. Confirm that you want to remove the link by
clicking Yes. Close the Open dialog box.
ASSIGNING A PASSWORD
Discussion
You can assign a password to a file so that only those users who know the password
can open the file. Passwords are often assigned to files that contain sensitive
information. They can also be used to secure files that are stored on a network.
Passwords can contain any combination of letters, numbers, and symbols. Passwords
must be at least 8 characters long and are case-sensitive.
After a password has been assigned, you will be prompted for the password each time
you open the document.
Different passwords can be assigned for opening a file and for making modifications
to it. If only a modification password is assigned, users can open and view the
document as read-only without knowing the password; they cannot, however, make
changes to it.
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You can use the Advanced button in the Security dialog box
to select an encryption type that allows longer passwords.
Procedures
1. Select the Office button
Step-by-Step
From the Student Data directory, open MEMO41.DOCX.
Assign a password to a file.
Steps
Practice Data
Click
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Steps
Practice Data
Click
Click
Type class
6. Select OK.
The Confirm Password dialog box
opens, with the insertion point in the
Reenter password to open box.
7. Type the password again.
Circles () appear in the Reenter
password to open box, one for each
character you type.
8. Select OK.
The Confirm Password and General
Options dialog boxes close.
9. Select Save.
The Save As dialog box closes, and the
password is saved with the file.
Click
Type class
Click
Click
Close MEMO41.DOCX.
REMOVING A PASSWORD
Discussion
If a password is no longer necessary, you can remove it from the file. You can then
open the file at any time without typing the password.
Before you can remove a password from a file, however, you must first use the
password to open it. The Password dialog box opens whenever you try to open a file
that has been password-protected.
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After you have removed a password, you must re-save the file to replace the
password-protected version.
Procedures
1. Select the Office button
Step-by-Step
Remove a password from a password-protected file.
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Steps
Practice Data
Click
Click Open
Click
Type class
8. Select OK.
The Password dialog box closes, and
the document opens.
9. To remove the password, select the
Office button.
The Office menu opens.
10. Select the Save As option.
The Save As dialog box opens.
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Click
Click
Click
Click
Press [Delete]
Steps
14. Select OK.
The General Options dialog box
closes.
15. Select Save.
The Save As dialog box closes, and the
file is saved without password
protection.
Practice Data
Click
Click
Close MEMO42 and then reopen it. Notice that you are no longer prompted for a
password. Then, close MEMO42.
Discussion
A digital signature is an electronic encryption-based stamp of authentication. It
confirms that the document sent by the signer has not been altered. It is easy to think
of a digital signature as a wax seal on a document. If you receive a document with the
wax seal intact, then you know that no one has tampered with the document. If you
receive a document and the seal has been broken, the document may have been
altered.
In order for a digital signature to be authentic, it must be acquired from a third party
vendor. Digital signatures you create yourself are called self-signed. Word does
provide a self-signed digital signature; however, since this signature is not issued by
another vendor, it is not considered authentic. In some organizations, self-signed
digital signature macros are not allowed to run. If you open a document with a digital
signature and make changes to it, the digital signature will be removed.
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Page 354
If you do not want to purchase a digital signature from a thirdparty certificate authority, or if you want to digitally sign your
document immediately, you can create your own digital
certificate. Go to Add a Digital Signature from Prepare in
the Office menu, and select OK. You may be prompted to add
a Digital ID, including your name, e-mail address, and so on.
Once the Sign dialog box opens, complete the Purpose for
signing this document box. Select the Sign button, and a
Signature Confirmation warning message appears. Select OK.
Procedures
1. Select the Office button
Step-by-Step
From the Student Data directory, open MEMO43.DOCX.
Digitally sign a document.
Steps
Practice Data
Click
Point to Prepare
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At the point of opening the Microsoft Office Word dialog box you would normally
select the Signature Services from the Office Marketplace... button. This takes you
to the Digital Signing site on the Microsoft Office Online website. Here you select
the link on the service you want to use to obtain your digital certificate.
Close MEMO43.DOCX.
Discussion
There may be times when Word closes unexpectedly before you can save changes to a
document you are working on, such as when your computer suddenly crashes or loses
power. The Document Recovery feature recovers as much of your work as possible
since you last saved your document.
When you re-start Word, one of two things happen. Either your document opens with
the latest changes so you can continue your work, or the Document Recovery task
pane displays automatically, and you will need to identify which version of the
document you want to keep. You can double-click the chosen document file name in
the Document Recovery task pane, select the Office button and then use the Save As
option to save the document.
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If you need to search for the original document, you can use
the Search feature in the Start menu. Enter the name of the
file in the top right-hand field and the results will
automatically be displayed. Double-click the file you want to
use.
EXERCISE
MANAGING FILES
Task
Managing Files.
1. What is a digital signature?
7. What can you do to make sure copies of your work are automatically
saved while you are working on your document?
8. As a practical exercise in Word, open the Open dialog box and the
student data folder.
9. Switch to the List view.
10. Switch to the Extra Large Icons view.
11. Return to the Details view.
12. Sort the files by size. Then, sort them again by name.
13. Add the student data folder to the My Places bar.
14. Use the My Places bar to view the Desktop.
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15. Remove the student data folder from the My Places bar.
16. Open PROTECT.DOCX.
17. Assign the password training to the file. Then, save and close it.
18. Open PROTECT.DOCX using the assigned password. Then,
remove the password from the file. Save the file and close it.
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INDEX
3-D effects
applying, 118, 119
Antonyms
finding, 219, 220
AutoCorrect
creating entries, 184, 185, 186
creating exceptions, 180, 181, 182
creating formatted entries, 187, 188, 189
creating plain text entries, 187
deleting entries, 190
selecting options, 176, 177, 178, 179, 180
AutoFormat, 24, 25
changing options, 26, 28
Balloons
setting options, 309, 310, 311
Borders
adding, 84
adding to a page, 88, 89
adding to a table, 90, 91, 92
adding to text, 85, 86
removing from a table, 93
Building Blocks Organizer, 18, 19
Cells
merging, 61, 62
rotating text, 63, 64, 65
selecting, 56
splitting, 70, 71
Change tracking
disabling, 300, 301
enabling, 296, 297
setting options, 297, 299
Charts
adding a chart title, 164, 165
changing the chart type, 166, 168
copying from Excel, 169, 170
creating, 160, 161
editing data, 163, 164
inserting, 160, 161
Clip art
finding, 126, 127, 128
inserting, 126, 127, 128
Column selection bar, 56
Columns
adding a vertical line, 248, 249
adjusting column width, 246, 247
adjusting spacing, 246, 247
Villanova UNIT Training
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Lines
drawing, 110, 111
formatting, 114, 115
Links
pasting, 282, 283
updating, 285, 286
Managing files
digital signatures, 353, 355
document recovery, 356
My Places bar, 346, 347
Nonbreaking hyphen
inserting, 7
Nonbreaking space
inserting, 7
Open dialog box
selecting views, 342, 343
Outlines
collapsing levels, 259, 260
creating a document in Outline view, 254, 255
displaying heading levels, 260, 261
displaying text formats, 266
expanding levels, 259, 260
hiding text formats, 266
moving outline text, 262
numbering outline levels, 263, 264
using Outline view, 256, 257, 258
Page borders
adding, 88, 89
Paragraph symbol character
inserting, 4
Passwords
assigning, 348, 349
opening a protected file, 350, 351
removing, 350, 351
Pictures
formatting, 132, 133
inserting, 130, 131
Quick Parts
adding to document, 14, 15
Building Blocks Organizer, 18, 19
creating, 12, 13
document property fields, 16, 17
Quick Tables
inserting, 49, 50, 51
Registered character
inserting, 7
Replace
replacing text, 204, 205, 206
Research task pane
adding research services, 213, 214
Internet services, 213
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