MICROSOFT WORD II 2013

Transcription

1 MICROSOFT WORD II 2013 Mail Merge, Forms and Assessments Goal: Participants will create accessible forms or assessments. Objectives: Participants will use the Developer tab to create drop down boxes, text fields and check boxes. Participants will use the editing features to create accessible forms and assessments. Follow-up: Within 2 weeks create a form that can be completed on the computer and send it to Lourdes Day, FDLRS, RT E FDLRS Presented by Lourdes Day Florida Diagnostic and Learning Resources System (FDLRS) is funded through IDEA, Part B and State General Revenue Funds to provide support services to Florida s Exceptional Student Education Programs

2 Table of Contents Start Screen... 1 File Tab (Back Stage)... 1 Ribbon Tab... 2 Home... 2 Insert... 2 Design... 2 Page Layout... 2 References... 3 Mailings... 3 Review... 3 View... 3 Developer... 3 Add-Ins... 3 Ribbon Display Options... 4 Quick Access Toolbar... 4 Zoom... 4 Mini Toolbar... 5 Status Bar... 5 Show/ Hide the Ruler... 5 Navigation Pane... 5 Styles... 5 Save... 5 Save As PDF or XPS... 6 Page Layout Tab... 7 Margins... 7 Gutter Option... 7 Page Orientation... 7 List Spacing Problems... 7 Creating a Database... 8

3 Table Tools... 8 Design Tab... 8 Layout Tab... 8 Mail Merge Create a Merged Letter Insert the Fields Print the Merge Create Merged Labels Add Pictures to your label Resize Picture Create Return Labels Add Picture to Return Labels Creating a Form Form Templates Creating the Form Using the Table Feature Borders Developer Tab Form Options Add Content Controls Text Controls Date Picker Check Box Repeating Section Control Drop Down List Combo Box Apply Style to a Table Protect the Form Protect Section in a form Template... 21

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5 Word II 2013 Start Screen When word first opens a new template screen appears. You can select a template to begin your document or hold down the Ctrl Key and the letter N (new) to start with a blank document. Once you start with a blank document it will automatically add a blank document to the start screen. Disable the Start screen: If you prefer to start with a blank document Click on the File Tab and choose Options. Uncheck the last option Show Start screen when the application opens. You can access the template again at any time by clicking on the File Tab and choosing New. attachments- Disable (uncheck) this option Open attachments and other uneditable files in reading view in order to have attachments open in the standard/edit view of Word. File Tab (Back Stage) Info This screen will allow you to set permission for the document, Check any accessibility issues and manage the versions. New- Starts a new document or template. Click on the blank document. The keyboard shortcut for a new document is Ctrl key + N Open- Opens an already existing document. Save-Is used to save a document for the first time or replaces an existing document with the latest changes. You can also click the icon from the Quick Access toolbar or Ctrl +S. Save As o Is used to save a document for the first time, o Save as a template o Save two documents with similar information where the original document remains unchanged. 1 Page

6 Print- This window allows you to quickly select the printer, number of copies, orientation as well as other options. You may also print by adding the printer option to the quick access tool bar or using the keyboard shortcut of Ctrl + P. Share- Allows you to send the document as an attachment or PDF File, save to a cloud, Present online or post to a blog. Export allows you to create a PDF or change the file type. Close close the document. Account- Create a Microsoft account and save your work to the Sky Drive. Options- This feature allows you to edit and customize the ribbon and document as well as many other settings such as proofing and autocorrect. *Return to the document by clicking on the left arrow of the File tab or pressing the Esc Key. Ribbon Tab Home- Contains the common format options such as font, font color, size selections, cut, copy, paste, format painter, styles and alignment. Insert- Contains the options for inserting a new page and page breaks, inserting clipart, picture, and charts, tools to create links, insert header and footer, option for text and the equation editor. Design New Feature in 2013 which allows you to further change the document formatting style, color and theme. Page Layout-Contains the options to create themes, Page setup, page backgrounds (colors, watermarks, and borders), paragraph spacing and arrangements. 2 Page

7 References-Contains the options to create a table of contents, footnotes, citations, captions, indexes and table of authorities. Mailings-allows you to create labels, and envelopes, and mail merges. Review-Contains spelling and grammar checker, thesaurus, research, translator, comments, tracking and changes. View-Contains various screen views, the show/hide (ruler, gridlines document map), Zoom and switch windows. Developer Create forms, drop down menu and restrict the document. Create forms, drop down menu and restrict the document. You add this tab to the Ribbon by clicking on the File tab, and scrolling to Options. Click on Customize Ribbon and check the Developer option in the right column. Click OK. Add-Ins- This is the ribbon where supplemental programs that you install to extend the capabilities of Microsoft Word by adding custom commands and specialized features are placed. 3 Page

8 Ribbon Display Options On the top right hand side there is a new feature which allows you to control how the ribbon is displayed. Click on the Auto-hide Ribbon option and the ribbon will hide/disappear until you move your mouse to the top of the screen. Show Tabs-shows only the tab. Click on a tab to show the commands Show Tabs and Commands is the default which shows all the tabs and commands. You can also use the collapse and expand the ribbon by clicking on the option (Ctrl and the F1 key) Quick Access Toolbar This bar contains the three most commonly used icons Save, Undo and Redo and may be customized to add your own commands. Customize the Quick Access Toolbar 1. Click on the down triangle by the Quick Access toolbar. 2. Click on an unchecked option such as Quick Print so that you can print to the default printer without going to the File tab. Other Commands: Click on the down triangle by the Quick Access toolbar and choose More Commands. Click on the down arrow by Popular Commands and choose the All Command. At the next window click on the desired option in the right column and select Add. Click OK. *Remove any command from the Quick Access toolbar by right clicking on the icon and choosing Remove from Quick Access Toolbar. If you prefer the Quick Access toolbar to be below the ribbon, click on the down triangle at the end of the Quick Access Toolbar and choose Show Below the Ribbon. Zoom In the lower right corner of the window there is a magnification/zoom feature which allows you to zoom in/out of the text on the screen without affecting the print font size. 4 Page

9 Mini Toolbar When you select text a faded menu with several options appear. Click on the desired option. This is a time saver feature so you don t have to click back on the home ribbon. Status Bar The status bar is located at the bottom of the screen and contains the following; Left side -number of pages, Word count, proofing error (spell check), recording macros. Right side- Reading Mode, Print Layout, Web view and Screen Zoom/Magnification. Show/ Hide the Ruler Click on the View tab and check the Ruler option to Show / Hide Ruler. Navigation Pane Chose the Navigation Pane option and a pane will open on the left side that allows you to navigate long documents. Styles A new feature in 2013 allows you to collapse and expand sections in your document which is helpful when working with a very long document. In order for this feature to work you must format each section using one of the built-in styles, Heading 1, Heading 2, and Heading 3 from the Home tab. Using these styles also allows you to create a table of content and with the use of the Navigation Pane quickly locate text/information within the document. COLLAPSE/EXPAND Save To save a document for the first time: 1. Choose one of the three options below: a. Click on the Save Disk (located in the top left of the screen, Quick Access Bar) OR b. Press Ctrl + the S Key, Or c. Click the File tab and choose Save 5 Page

10 2. At the submenu, choose the save location for the document. If you want to save on your computer choose the Computer option. and browse for the folder or other location to save the file. 3. At the File name box drag over to highlight the title in the name box and title your document something you will easily remember. 4. Press the Save button. To save an edited document-click the Save icon or press the Ctrl + S. *To Save the same document but with a new name or different location use the Save AS command from the File Tab. You may then choose the location for the document and rename the new copy. Helpful Hints; By default most Microsoft documents will save into the My Documents folder. If the machine is going to be used by several students and/or teachers it may be a good idea for each person to have their own flash drive to save their work. This will prevent your hard drive from getting cluttered. Do Not use, :, /, *,?,<,> in the title. Word will not accept these symbols as the file name. You may specify how often Word will automatically save a document. 1. Click the File tab and drag down to the Options feature located at the bottom of the menu. 2. Choose the Save option in the left task pane and then type how often you want Word to Save. By default it is set to save every 10 minutes. Save As PDF or XPS 1. Click on the File Tab and choose Export or Share (if you will be ing) 2. Choose Create PDF/XPS Document *Note: It is always a good idea to save the document first as a regular Word document and then do a Save AS and convert to PDF. Once a file is PDF it is very difficult to un-pdf and keep the correct formatting. * New feature. You can open a PDF within a Word document and 2013 Word makes the PDF an editable document. Click on the File Tab, choose Open, and locate the PDF file. This feature will allow you to type without a third party software but the layout may change. Save the file back to PDF when done. 6 Page

11 Page Layout Tab Margins Increase the amount of white space in the left and right margin to decrease the amount of visual tracking. Standard margin is 1 inch on all four sides. To change margins: Click on the Page Layout tab Click on the down arrow below the Margins command and choose one of the options OR pick Custom Margins. 1. Type in the desired margin number and press the tab key to highlight the bottom margin width. 2. Continue pressing tab and typing the number until you have changed all the margins. 3. Click OK to accept the changes and return to the document. If you want to apply different margin widths to different pages; Click on the triangle to the right of the Apply to box and make a selection. Gutter Option This option is used to allow space for binding or hole punches. The mirror margins option insures that the gutter is in the right place if the printing will be front to back. 1. Click in the Gutter box and type the desired size. 2. Click on the Multiple pages option and choose Mirror Margins. 3. Click OK to accept the changes. Page Orientation 1. Click on the Page Layout tab. 2. Click the down arrow below Orientation. 3. Choose Portrait or Landscape. List Spacing Problems When you make a list you will find that Word will add what appears as extra line space between the items. Correct this by: 1. Clicking on the MORE option in the paragraph group 2. Change the Spacing After feature from 8 to 0 pt *Alternative: Click on the Page Layout tab and change After from 8 pt to 0 pt. *To make this a permanent change click on the Default button and select the radio button before the message All document based on the Noram.dotm template? Click OK. 7 Page

12 Creating a Database In order to create a mail merge document you must first create a database that will contain fields and individual records. Columns represent the Field labels for example Last Name, First Name, Address, City. Rows represent the records or the actual participants in your database. *In order for a table to merge correctly the Header (Field Names) row MUST be the very first item on the page. There should be NO title or space above the table. *Do not add any style or alignment to the database. 1. Select the Insert tab and click on the down triangle below the Table option. 2. Drag across as many rows or columns of cells as desired (10*8 is the most you can insert using this method), or you may also click on the Insert Table option and type in the desired amount of rows and columns. *If you make a mistake press the undo option on the Quick Access toolbar or Ctrl + Z. Type your label field headings across row 1 and press the Tab key to proceed to the next field. Table Tools When the table is selected a new tab named Table Tools with two sub tabs; Design and Layout, will appear at the end of the ribbon. Design Tab Table Borders- allows you to band rows or columns and designate a different style for the header row. Table Styles- allows changes to the visual style of the table by using different colors, shading and borders. Border allows changes to the border colors width and style Layout Tab 8 Page

13 Table group- allows you to show/hide gridlines and select the whole table. You may also select the entire table by hovering your mouse over the top left corner until a cross appears. Click on the cross to select/highlight the table. Rows and Columns group: The Eraser allows you to remove border in order to merge cells (you can also select two cells and select the Merge option. Delete Click on the down triangle below the Delete option and choose one of the options; delete cell, column, row or table. (This option is also available by pressing the right mouse button). Insert Above/Below rows and Insert Left/Right columns options, (can also be done by right clicking on the table). *New Feature- Insert a column by placing your cursor to the right of where you want the column inserted and directly above the top row. Insert a row by placing your cursor on the far left between the two rows where you want to insert a new row. You can also highlight a cell and when the mni toolbar appears you can choose to Insert or delete cells, rows or columns. Split Cells-divides a selected cell. Split Table divides the table in the selected area. Cell Size Group This area allows you to specify the size of the column or rows, distribute the cells evenly and Autofit the cell size to the content or page. Alternative: You may also change the column or row width manually by placing your cursor between two horizontal or vertical lines. Your cursor will change to two double lines with arrows at the end. Press your left button and drag to the desired width. Alignment Group Allows you to designate the area of the cell the text will be located as well as the text direction. Data Group Sort the data in alphabetical or ascending or descending order. 1. Click in a cell in the table, and then click on the Table Tools Layout tab. 2. Click on the AZ Sort icon. 3. On the Sort window click on the radio button Header Row in the lower left corner. 4. On the top left click on the drop down below the words Sort by and choose the columm you want to sort by. 9 Page

14 Mail Merge Create a Merged Letter 1. Click on the Mailing tab. 2. Choose Start Mail Merge option and then choose Letters. 3. Click on the Select Recipients option and choose the Use an Existing List option. Browse to find your database, click to select it and then click Open. 4. Click on the Edit the Recipient option if you wish to exclude a recipient or filter your list. 5. Begin to type your letter Insert the Fields 1. Click on the down arrow below the Insert Merge Field option. 2. Click on the desired field to insert it in the letter. 3. Continue to type and insert the fields as needed. 4. Click on the Preview the Results option if you would like to see the actual names. 5. Use the navigation option to scroll through the different letters/documents. Print the Merge 1. Click on the down arrow below the Finish & Merge option. a. You can choose to Edit Individual Document. b. Print Documents i. All ii. Current iii. From c. Send Message- In order to use this option you must have a field that contains the addresses of the recipients. 10 Page

15 Create Merged Labels 1. Click on the Mailing tab. 2. Choose Start Mail Merge option and then choose Labels. 3. Select the label size. Avery US Letters and scroll to find 5160 or 5960, click OK. *If you do not see dash gridlines click on the Table Tools Layout tab at the end of the ribbon and choose the View Gridlines option. 4. Click on the Select Recipients option and choose the Use an Existing List option. Browse to find your database, click to select it and then click Open. 5. Click on the Edit the Recipient option if you wish to exclude a recipient or filter your list. 6. You will see a page with one blank cell on the top left corner. This is where you will insert the fields. Set up the first label for example; Parents press Enter), Address (press Enter), City, ST, and zip. 7. When you are finished placing all the fields in the first label select the Update option. 8. Next, press the Preview the Results option to see you actual labels. 9. Use the same Finish and Merge option as you did with the letter. Add Pictures to your label 1. Place the cursor on the first label. 2. Click on the Insert tab. 3. Click on the Online Pictures icon and a window will open. You may select your clipart from the Office.com website or Bing Image Search. 4. Type the name of the picture you are looking for in the Search for: box. Press the Enter key or click the Search icon (looks like a magnifying glass). 5. If you are looking for a specific type of picture start with the picture type in front, such as clipart, phot, animated (animation only happens in PowerPoint) and then add the specific picture name. 11 Page

16 6. Double Click on the image you want to insert or press the Insert Option. It will place the image where ever your cursor is located. If you want to select several images click on the first image and hold the CTRL or Shift key while clicking on the other images. Bing Images will search the web. Only those licensed under Creative Commons are free for you to use. 1. Click on the picture to select it. (Notice that when the picture is selected the Picture Tools Format tab will appear at the end of the Ribbon). 2. With the picture selected a Layout icon appears which allows for several ways for the picture to interact with the document. Click on the icon and a drop down of options becomes visible. 3. At the submenu choose, Square to have the text wrap around the picture in box shape, or use Tight if you want the text to wrap using the image shape. 4. Click in the center of the image and drag the picture to the preferred location. Move with text -allows the image to move as text is added. Fix position on page-keeps the object in the same location as text is added. Alternative 1. Right click on the image. 2. Choose Wrap Text 3. Make your selection. 4. Click OK. Resize Picture 1. Click on the picture to select it. Resizing handles will appear. 2. Click on one of the corner handles and drag diagonally towards the center to decrease the size of the picture. 3. Click on one of the corner handles and drag diagonally away from the center to increase the size of the picture. *****Once the picture is positioned and resized you must use the Update Labels option and then click on the Preview the Results. 12 Page

17 Create Return Labels 1. Click on the Mailing Tab. 2. Choose Labels (far left, Create Group). 3. At the next window type the desired name and address and click the New Documents option. 4. A new page with the labels will open. 5. Use the Print option on the File tab to print. Add Picture to Return Labels 1. When adding clipart to the return label Start by inserting and resizing the clip art. Place the clip art in the desired location (text wrap if necessary) o From the Layout menu be sure to choose the Fix position on page o Move the picture to the top left corner 2. Be sure the clipart is selected (resizing handles) 3. Then create the return label as indicated above. *If you do not like the position of the clipart reposition the picture in the first label and reopen the Mailing tab, select Labels from the Create group and choose New Document again. The new document will have the corrected position Creating a Form Form Templates Before creating your own forms you may want to look at some examples and get ideas for your form. 1. Click on the File tab and choose New. 2. In the search box type Forms and press Enter 3. Select a category from the right hand side and a list of forms will appear in the middle of the window. 4. Double click on the form you want to download. Creating the Form Using the Table Feature We are going to create a form first just for printing using the Table and Border, options. Type the words Observation Form. Do not add the center and bold the text style now because it will automatically apply that format to the rest of the document. Click on the Insert Tab and click the down arrow below the Table option. Choose 6 columns across and 1 row down. Name: Date: *Remember to adjust the column widths by moving the vertical lines. Do not adjust the vetical lines on the far left or right to keep your form aligned uniformally. Lourdes.day@polk-fl.net 13 Page

18 Like our example type Name: in the first cell and Date: in cell #5 Look at your sample sheet. You will count the number of rows and columns needed for each section and insert a table with the appropriate number of cells. *Remmeber to place your cursor below the table and press Enter. (Sample below is 4 columns and 1 row). Continue this process until all the tables have been created. Insert a table of 8 columns across 1 down. Grade:, ID:, Medication:, Dosage: You do not need a table for the Grade repeated, we will use a check box for those. So type K and press the space bar Twice. Type the 1 and press the space bar twice. ( conitnue through grade 12) Type Test Data ( Do not format until the end) Insert a table that is 6 columns across and 1 row down. In cell 1 type Name of Test, in cell 3 type Dates Given and in cell 5 type Scores Insert a table four columns and five rows. In column 1 type Process Deficits, Visual, Auditory, Memory and Language in a list format (see picture) In column 3 type, Auditory Deficits, Reading, Math, Written Language and Oral Language. o Merge cells- Highlight/Select the cells Process Deficits and the blank cell next to it. On the Table Tools Layout tab choose Merge Cells. o Repeat this for Auditory Deficit and the blank cell next to it. o Bold and Center the title. Insert a table two column and one row. Type Academic History in cell 1. Insert a table six columns and one row. Type School Year in cell 1, Grade in cell 3, Absences in cell 5. Insert a table that is two columns and eight rows. Type in all the subjects in column one. Click below the table and press the Enter key and then type the word Comment. Borders We are going to first remove all the borders and then add a bottom border to the cells that will be filled in by the participants. 1. On the Home tab, click on the Border tool dropdown arrow and choose No Border. *If you do not see the gridlines click on the Layout tab and choose View Gridlines far left. 14 Page

19 2. Next, place your cursor in the cell where the information will be filled in and choose Bottom Border. Continue this process until all the cells that the participants will use have a bottom border. ** If you are going to print and have the form filled in handwritten then you are done. If you are sending the form so that it can be completed on a word processor then you will add the Content Controls below. Developer Tab In order to create a form or assessment that may be completed on a computer you will need to add the Developer tab. Two Ways 1) 1. Click on the down triangle on the Quick Access toolbar and choose More Commands. 2. Click on the Customize Ribbon option on the left side and then choose the Developer option which appears in the right column. 3. Click OK. 2) 1. Click on the File Tab and choose Options. 2. Next choose Customize the Ribbon and then the Developer option from the right column and click OK. Form Options Once the Developer tab has been added there are many different controls you can use to create your form. Differences between the Control, Legacy Form, and Active X control; Controls are new since 2007 and should not require the form to be locked. It has new features such as date pickers. 15 Page

20 Legacy Forms tool has been around since many early versions of Word. Although this works in many documents the form must be protected and that locks all parts of the document so that it can t be edited expect inside the fields and disables some features such as spell check. Active X Controls are meant for web pages. Rich Text Content -A rich text control allows the user to insert text or other items, such as tables, pictures, or other content controls. Plain Text Content- A plain text content controls allows the user to only type text and all the text in the control will have the same formatting. Picture Content Control-Insert a placeholder which will enable the user can insert a picture. Building Block Gallery Content Control- building block gallery enables users to select from a list of document building blocks to insert into a document. A document building block is a piece of content that has been created to be used multiple times, such as a common cover page, a formatted table, or a header. Check Box Content Control- Allows the user to check or uncheck the box. Combo List Content Control- Enables the user to select an item from a drop down list or type their own item. Drop- Down List Content Control-Allows the user to only select items in the list. They cannot type their option. Date Picker Content Control- Enables the user to pick a date using the calendar feature. Repeating Section Content Control-Enables the user to input multiple instances of the same type of data. Legacy Tools- Contains many of the same options discussed above and is used more often with earlier version (Word 2000 and below). However there is a radio option that will allow the user to make only one choice For example Gender: Using the table feature will help align the form fields. Add Content Controls Text Controls 1. In the first box type the label Name:. 2. Click on the Developer Tab. Be sure the Design Mode. 16 Page

21 3. In the second cell click on the Plain Text Content option and the content option will appear. 4. Right click somewhere in the words Click here to enter text, and choose the Properties option. (Or click the Properties option under the Design Mode option) 5. When the properties window appears title the box First. (You can leave that blank if you prefer not to see the Title when the person tabs into the box.) Scroll down and check the box next to Content control cannot be delete. Click OK. 6. The control will now display the word First. 7. Now highlight over the word Click here to enter text and Type First name or any information that you feel will help the person completing the form to fill in the correct information. 8. Repeat the steps above but change the Title (or leave it blank) and highlight over the light gray text and type a clue as to the type of information you want them to provide. *** Remember to be in the Design Mode. With title No title Date Picker 1. Place your cursor in cell 5 and type the word Date. 2. In the Developer tab, while in Design mode, click in cell 6 and then click on the Date Picker option. 3. Be sure the Design Mode is on then choose Properties. 4. Type a title for example Date. (or leave blank) 5. Be sure to check Content control cannot be delete. Click OK. 6. Pick the format for the date. 7. Highlight over the words Pick date and type your own directions such as Click arrow to add a date. If the words cause your cell to widen you can click on the cell border and extend the box. 8. Click on the Design Mode option to turn design mode off and see your actual form. *If you make an error turn the Design Mode back on and click properties or highlight over the text and make your corrections. Now you will continue to practice using the Plain text Control option to fill in the next two tables 17 Page

22 Check Box Now create a check box that allows the user to check as many options as they need. For our example we will use grades repeated. 1. If you have not done so, type the words Grades Repeated and press the Enter Key. 2. In the Developer tab, while in the Design mode type the letter K and choose the Check Box Option. 3. Choose the Properties option and at the next window a. Type Grade in the Title box (optional) b. Check Content control cannot be deleted c. Optional; Click on the Change option to change the appearance of a checked box from and x to a. At the next screen click on the down triangle by Font and choose Wingdings or Wingdings 2. d. Click on a checkmark and click OK. 4. Now highlight/select the check box and choose copy from the Home Tab (right click to copy, CTRL+C) 5. Press the space bar twice and type 1 and from the Home tab press Paste (right click to paste, Ctrl key +V). * This should be done with the Design Mode still on. It made get a little tricky to get the cursor outside the check box so try double clicking. Turn off the Design Mode to try it. **Don t worry if it looks like the grade will appear on 2 lines, when you leave the Design mode it will fit on a single line like the picture below. Type the words Test Data, and on the next line type Intellectual Evaluation. Remember we will format this later. Repeating Section Control 1. In the table which starts with Name of Test go to the Developer tab and while in Design Mode, use the plain text control content as a place holder for Test Name and Enter Score. Remember to go to properties and type the title (optional) and check Content control cannot be deleted 2. Use the Date Picker option to hold the place for the user to pick a date. Remember to use the properties option to title the box, Check Content control cannot be deleted and format the date field. 3. Highlight/Select the entire row and choose the Repeating Section Control. 18 Page

23 4. Turn off Design Mode and when the information is completed on the score and Plus + sign appears that automatically adds a new row for a test. Drop Down List We are going to use the Drop-Down List Content control for the next section (Process Deficit and Academic Deficits because we want to limit the user to choose an item from our list. Remember the Combo Box gives them the option to pick from the list or add an item of their own. 1. On the Developer Tab, in Design Mode, place your cursor in the blank cell to the right of the word Visual and click on the Drop-Down List icon. 2. Click on the Properties option and at the next window a. Type the title Levels (optional). b. Check the box that reads Content control cannot be deleted. c. Click on the Add option and at the next window type the word Mild on the display line. It will automatically type the word in the Value line. Click OK. d. Continue to enter choices by clicking on the Add option, typing your choice and clicking OK. You have to put in each choice separately. (For our example add: Moderate, Severe, None) If you need to reorder the choices, click on the choice in the list and choose the Move Up or Move Down option. If you make a mistake click on the choice and choose either the Delete or Modify option. e. When you are done click OK. Copy and Paste the Drop-Down List 1. Once you have created the Drop-Down list turn OFF the Design Mode and highlight/select the Dropdown option which may read Choose an Item. 2. Copy the item by; a. Selecting Copy from the Home Tab. b. Right clicking on the item and choosing Copy. c. Pressing the Ctrl key + the letter C. 3. Place your cursor where you will paste the list. 4. Paste the item by; a. Selecting Paste from the Home tab. b. Right clicking and choosing Paste. c. Pressing the Ctrl key + the letter V. d. Continue to place the cursor in the desired cell and pasting. *Hint: Paste the drop down list in all the cells simultaneously by first highlighting/selecting all the cells that will contain the drop-down list and then choosing Paste. 19 Page

24 Now Practice creating the following section. Combo Box Place your cursor in the second column, second row cell. In the Developer tab, while in the Design Mode, insert the Combo Box option. Choose Properties and add the following Grades A, B, C, D, E. * Remember to check Content control cannot be deleted. *Remember to Copy, then highlight the rest of the cells and choose Paste. Turn off the Edit Mode and try selecting a grade in one cell and typing the word Pass in another. Apply Style to a Table 1. Select the entire table by hovering over the top left corner and clicking on the + or dragging through the entire table to highlight it. 2. Click on the Table Tools Design Tab and select the format for the table. 20 Page

25 Protect the Form In order to prevent users from over writing labels or typing where they shouldn t use the Restrict Editing option. 1. On the Developer Tab choose Restrict Editing. 2. A pane will open to the right. 3. In option number two click on the dropdown arrow and choose Filling in the Form. 4. In step 3 choose, Yes Start enforcing Protection. It is optional if you want to password protect the form. Before sending your form through It is always a good idea to write directions so the user knows what to do. For example; Click in each cell with light grey print and begin to type the information requested. Protect Section in a form If you want to allow the use spell check and other features in specific areas of the form; 1. Create section breaks before and after the area you want to restrict. (For our example we will do this before the comment area) ** Be sure your form is Not protected and NOT in Design Mode a. Place your cursor in an empty line (above the comment area) where you want the Section Break to occur. b. Click on the Page Layout tab. c. Click on Breaks and choose Section Breaks, then Continuous. 2. On the Developer tab click on the Restrict Editing. 3. Click on the check box by Editing Restriction #2 and choose Filling in Forms in the drop down. 4. Below the Editing Restrictions click on the Select Section Options. 5. Check the sections which you want protected. Template If you are placing the form/assessment on a computer that will be completed by multiple users then it is important to save the document as a template. 1. Click on the File tab and choose Save As. 2. Browse to the Save location. 3. Click on down arrow to the right of the Save as Type box 4. Choose Word Template option, this MAY/WILL change the Save location, so be sure to Browse to the desired save location again. 5. Title the form and click on Save. *A standard document has the top right corner folded. The top of a template icon looks like a bound document. 21 Page

26 To use a template: you double click to open it and the title bar will read Document 1 To edit a document: Right click on the template and choose Open. The title bar will now have the name of the form. If you had protected the template you will need to Stop Protection before you can edit the document. 22 Page

27 First Last Middle Address City St Zip DOB School Teacher GR ID Parent Mary Smith June 22 Dove Road John Jones Troy 11Turkey Lane Denise Troy Julie 44 Vine Lane Mickey Williams Tom 33 Garden Drive Don Phillips Mike 55 Derby Lane Orlando FL /15/94 Murphy Middle Ms. Kate Mr. And Mrs. Jones Lakeland FL /12/91 Brick El Mrs Mr. Hat And Mrs. Smith Houston TX /15/97 Hoover Mr Mr. El Greg Brown Atlanta GA /25/97 Kennedy Ms Mr. El Fred And Mrs. Gray Detroit MI /15/93 Franklin Mr Mrs. HS Lopez Phillips 23 Page

28 Observation Form Name: First Name Last Name Middle Name Date: Select Date. School: School Teacher: Teacher Name Grade: Grade ID: Student ID Medication: Medication Dosage: Dosage Grades Repeated K Test Data Name of Test: Test Name Dates Given: Select Date Scores: Enter Score Process Deficits Academic Deficits Visual Choose an item. Reading Choose an item. Auditory Choose an item. Math Choose an item. Memory Choose an item. Written Language Choose an item. Language Choose an item. Oral Language Choose an item. Academic History: Type the name of the current School. School Year: School Year Grade: Grade Absences: Absences Subject Reading Writing Spelling Math Social Studies Handwriting PE Grade Choose an item. Choose an item. Choose an item. Choose an item. Choose an item. Choose an item. Choose an item. Comment: 24 Page

29 Skills Check Table Samples Week 1 Week 2 Week 3 Week 4 Week 5 cat hop pin can pot pat cop win pan hot sat drop fin fan cot A. Cat An animal that can fly B. Dog An animal that chases mice C. Bird An animal that is known as man s best friend Name School Date Grade Year Grade School Monday English P 59. Capitalizations Math Science Social Studies Tuesday English Math Science Social Studies 25 Page

30 Name Gr Teacher Phone Daisy Duck 2 Mr. Smith Goofy Dog 2 Mr. Jones Mickey Mouse 3 Mrs. Lions Your Name 3 Mrs. Day Skills Check Data 1. Create the database 2. Merge to make labels 26 Page

31 Microsoft Word Keyboard Shortcut Use the Command (Apple) key instead of Control key for Macintosh Ctrl + A = Highlights the entire document Ctrl + B = Bold Ctrl + C = Copy Ctrl + D=Duplicates clip art Ctrl + E = Align Center Ctrl + F = Find Ctrl + G = Go to Ctrl + H = Replace Ctrl + I = Italics Ctrl +J + Justify Ctrl + L = Align Left Ctrl + N = New document Ctrl + O = Open document Ctrl + P = Print document Ctrl + R = Right Align Ctrl + S = Save document Ctrl + U = Underline Ctrl + V = Paste Ctrl + X = Cut Ctrl + Y = Repeats typing Ctrl + Z = Undo Ctrl + F1=Minimize/Restore Ribbon Ctrl + > = Grow Font Ctrl + < + Shrink Font Ctrl + = =Subscript Ctrl + + =Superscript Ctrl +1 = Single Space Ctrl + 2 = Double space Ctrl + 5 = 1 ½ lines of space Tab=Increase Indent Shift +Tab = Decrease the indent Shift + F3= Change Case Double Click = highlights a word Ctrl + click in the sentence = highlights the whole sentence Highlight a section by click in front of the section, hold the shift key and click after the desired section F1 = Help F7 key = Spell check Right click on a misspelled word =drop down menu Macintosh Command +click the mouse on misspelled word F7 + Shift key = Thesaurus Right click on a word and choose synonym Control +ALT + Delete = Restarts a frozen computer Restart a frozen windows machine Control + Alt = Delete key. ALT + F4 = close a document Alt Key (letters appear), press the corresponding letter to the desired ribbon, press the letter corresponding to the desired command Ctrl + = Accent Mark José Ctrl + Shift + ~ = Tilde niña Ctrl + Shift + : = Umlaut ö Shift + Colon, Shift + Zero = Shift + Colon, Shift + Nine= Shift + Colon +\ = Ctrl + Turn the mouse wheel = magnifies text on the screen only Ctrl + * = Show/ Hide Control + F6 = switches between Word Documents 27 Page