Creating Visually Appealing Documents. Word Module 2. Diocese of St. Petersburg Office of Training

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1 Creating Visually Appealing Documents Word 2010 Module 2 Diocese of St. Petersburg Office of Training Training@dosp.org Diocese of St. Petersburg 0 9/5/2014

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3 Table of Contents Workshop Objectives... iii Topic One: Templates... 1 Creating a Document from a Template... 2 Blank Template... 3 Existing Template or Document... 4 Add Building Blocks... 5 Add content controls... 6 Add content controls... 7 Insert a text control where users can enter text... 7 Insert a picture control... 7 Insert a combo box or a drop-down list... 8 Insert a date picker... 9 Insert a check box... 9 Insert a Building Block Gallery Control Building Block Galleries Create a Building Block Restrict Edit and Password Protection Topic Two: Tables Topic Two... Error! Bookmark not defined. Inserting a Table Adding Text to a Table About the Table Tools Tab Altering Rows and Columns Diocese of St. Petersburg i 9/5/2014

4 Applying a Style About Quick Tables Topic Three: Pictures Inserting Clip Art Inserting a Picture from a File Inserting a Screenshot Moving or Deleting a Picture Topic Four: Formatting Pictures Using the Picture Tools Tab Removing a Picture s Background Adding Artistic Effects Changing Picture Layout Topic Five: Adding SmartArt Inserting SmartArt Adding Text to SmartArt Using the SmartArt Tools Tabs Moving and Deleting SmartArt Diocese of St. Petersburg ii 9/5/2014

5 Workshop Objectives Research has consistently demonstrated that when clear goals are associated with learning, it occurs more easily and rapidly. By the end of this workshop, participants should be able to: Insert ClipArt, Pictures from Files, and Screen Shots Move or Delete a Picture Use the Picture Tools Tab Remove a Picture s Background Adding Artistic Effects Changing a Picture s Layout Use SmartArt Work with Tables Use the Table Tools Tab Apply a Style to a Table Add Word Art Draw Shapes Add a Text Box Diocese of St. Petersburg iii 9/5/2014

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7 Topic One: Templates Welcome to the Microsoft Word 2010 Creating Visually Appealing Documents Module. It seems that we learn lessons when we least expect them but always when we need them the most, and, the true gift in these lessons always lies in the learning process itself. In this topic, we ll cover some of the more advanced tasks in Word 2010, like working with pictures and other objects, using generated tables of contents and indexes, and other research and review tasks. Cathy Lee Crosby Diocese of St. Petersburg 1 9/5/2014

Creating a Document from a Template Templates help to save time when creating a document. They can also provide consistency across several related documents.

8 Creating a Document from a Template Templates help to save time when creating a document. They can also provide consistency across several related documents. The New tab of the Backstage View provides links to several different templates. Some templates are created by Microsoft, while others are submitted by the community. You can use or download these templates at any time. The new document can be modified to suit your needs. Here is how to create a blank document from an Office.com template. Use the following procedure. Select the File tab on the Ribbon. Select the New tab in the Backstage View. Select a template from the Office.com templates area. Select Create. Step One Step Two Step Three Step Four The Backstage view returns to the background after the new operation is complete. Diocese of St. Petersburg 2 9/5/2014

9 Blank Template 1. Click the File tab, and then click New. 2. Click Blank document, and then click Create. 3. Make the changes that you want to the margin settings, page size and orientation, styles, and other formats. You can also add content controls such as a date picker, instructional text, and graphics that you want to appear in all new documents that you base on the template. 4. Click the File tab, 5. Click Save As. 6. In the Save As dialog box, scroll to the top of the folder listand under Microsoft Word click Templates. 7. Give the new template a file name, select Word Template in the Save as type list, and then click Save. Note You can also save the template as a Word Macro-Enabled Template (.dotm file) or a Word Template (.dot file). 7. Close the template. Diocese of St. Petersburg 3 9/5/2014

10 Existing Template or Document 1. Click the File tab, and then click New. 2. Under Available templates, click New from existing. 3. Click a template or a document that is similar to the one that you want to create, and then click Create New. 4. Make the changes you want to the margin settings, page size and orientation, styles, and other formats. You can also add content controls such as a date picker, instructional text, and graphics you want to appear in all new documents that you base on the template. 5. Click the File tab, and then click Save As. 6. In the Save As dialog box, do one of the following: 7. Give the new template a file name, select Word Template in the Save as type list, and then click Save. Diocese of St. Petersburg 4 9/5/2014

11 Add Building Blocks Building blocks are reusable pieces of content or other document parts that are stored in galleries to be accessed and reused at any time. You can also save building blocks and distribute them with templates. 1. Save and close the template that you have designed just the way you want it and to which you want to add building blocks for template users to choose from. 2. Open the template. Keep open the template to which you want to add building block options for template users. 3. Create the building blocks that you want to provide to your template users. When you fill out the information in the Create New Building Block dialog box, in the Save in box make sure to click the template name. 4. Distribute the template. When you send or make the template available to others, the building blocks you saved with the template will be available in the galleries you specified. Diocese of St. Petersburg 5 9/5/2014

12 Add content controls You can offer flexibility to anyone who may use your template by adding and configuring content controls, such as rich text controls, pictures, drop-down lists, or date pickers. Note If content controls are not available, you may have opened a document or a template that was created in an earlier version of Word. To use content controls, you must convert the document to the Word 2010 file format by clicking the File tab, clicking Info, clicking Convert, and then clicking OK. After you convert the document or template, save it. To add content controls, you need to show the Developer tab. Show the Developer tab 1. Click the File tab. 2. Click Options. 3. Click Customize Ribbon. 4. Under Customize the Ribbon, click Main Tabs. 5. In the list, select the Developer check box, and then click OK. Diocese of St. Petersburg 6 9/5/2014

13 Add content controls On the Developer tab, in the Controls group, click Design Mode, and then insert the controls that you want. Insert a text control where users can enter text In a rich text content control, users can format text as bold or italic, and they can type multiple paragraphs. If you want to limit what users add, insert the plain text content control. 1. Click where you want to insert the control. 2. On the Developer tab, in the Controls group, click Rich Text Content Control or the Plain Text Content Control. Insert a picture control 1. Click where you want to insert the control. 2. On the Developer tab, in the Controls group, click Picture Control. Diocese of St. Petersburg 7 9/5/2014

14 Insert a combo box or a drop-down list In a combo box, users can select from a list of choices that you provide or they can type in their own information. In a drop-down list, users can only select from the list of choices. 1. On the Developer tab, in the Controls group, click the Combo Box Content Control or Drop-Down List Content Control. 2. Select the content control, and then on the Developer tab, in the Controls group, click Properties. 3. To create a list of choices, click Add under Combo Box Properties or Drop-Down List Properties. 4. Type a choice in the Display Name box, such as Yes, No, or Maybe. Repeat this step until all of the choices are in the drop-down list. 5. Fill in any other properties that you want. Note If you select the Contents cannot be edited check box, users won t be able to click a choice. Diocese of St. Petersburg 8 9/5/2014

15 Insert a date picker 1. Click where you want to insert the date picker control. 2. On the Developer tab, in the Controls group, click the Date Picker Content Control. Insert a check box 1. Click where you want to insert the check box control. 2. On the Developer tab, in the Controls group, click the Check Box Content Control. Diocese of St. Petersburg 9 9/5/2014

16 Insert a Building Block Gallery Control You can use building block controls when you want people to choose a specific block of text. For example, building block controls are helpful if you re setting up a contract template, and you need to add different boilerplate text depending on the contract s specific requirements. You can create rich text content controls for each version of the boilerplate text, and then you can use a building block gallery control as the container for the rich text content controls. You can also use a building block control in a form. 1. Click where you want to insert the control. 2. On the Developer tab, in the Controls group, click Building Block Gallery Content Control. 3. Click the content control to select it. 4. On the Developer tab, in the Controls group, click Properties. 5. Click the Gallery and the Category for the building blocks that you want to make available in the building block control. For information on setting other properties on the control, see Set or change properties for content controls. Diocese of St. Petersburg 10 9/5/2014

17 Building Block Galleries Building block galleries are found on the Insert tab, in the Quick Parts and also under Text Box. Create a Building Block You can create your own building blocks in addition to the ones that come with Publisher. 1. Create an element or group of elements that you want to be able to reuse, such as an image or a border. 2. Right-click in the element and select Save as Building Block. 3. In the Create New Building Block dialog, enter the information about the building block: Title: A name for the building block. Description: Optional description of the building block s purpose. Gallery: Select which of the five galleries in which to place your building block. Show in Gallery: This check-box determines if the building block will be available in the gallery. This is checked by default and un-checked this building block while in the building block library it will not appear in the gallery. Category: You can select one of the pre-built categories for the gallery, or type in a new category name. Keywords You can enter your own keywords to make searching for building blocks easier. 4. Click OK to save your building block. Diocese of St. Petersburg 11 9/5/2014

Assign a password to a template To assign a password to the document so that only reviewers who know the password can remove the protection, do the following: Open the template that you want to

18 Restrict Edit and Password Protection Use this setting when you want to protect text if it is included. For example, if you often include a disclaimer, you can help ensure that the text stays the same, and you can delete the disclaimer for documents that don't require it. Assign a password to a template To assign a password to the document so that only reviewers who know the password can remove the protection, do the following: Open the template that you want to assign a password to. On the Review tab, in the Protect group, click Restrict Editing. Under Start enforcement, click Yes, Start Enforcing Protection. Type a password in the Enter new password (optional) box, and then confirm the password. Important: If you choose not to use a password, anyone can change your editing restrictions. Use strong passwords that combine uppercase and lowercase letters, numbers, and symbols Passwords should be 8 or more characters in length. A pass phrase that uses 14 or more characters is better It is critical that you remember your password. If you forget your password, you cannot retrieve it. Store the passwords that you write down in a secure place away from the information that they help protect. Diocese of St. Petersburg 12 9/5/2014

19 Topic Two: Tables This topic will explain how to work with tables. You ll learn how to add tables to your document and add text to the table. You ll also learn about the Table Tools tab. This topic explains how to modify rows and columns. Finally, you ll learn how to format a table, so that it looks just like you want it to. Quick Tip: Press the TAB key or SHIFT and TAB to move through the cells of a table. When you press TAB at the end of the table, Word adds a new row. Diocese of St. Petersburg 13 9/5/2014

Inserting a Table Word makes it easy to quickly add a table with the correct number of columns and rows just by highlighting them in the Insert Table tool.

20 Inserting a Table Word makes it easy to quickly add a table with the correct number of columns and rows just by highlighting them in the Insert Table tool. Use the following procedure to insert a table. 1. Select the Insert tab from the Ribbon. 2. Select Table. 3. Highlight the number of rows and columns that you want to insert. Word inserts the table in the document at the current cursor position. Diocese of St. Petersburg 14 9/5/2014

21 Adding Text to a Table You can click anywhere in the table and begin typing to add text. You can also paste the contents of the clipboard into a table cell. Use the following procedure to add text to a table. 1. Click on the table cell you want to change. 2. Begin typing. 3. To enter text in another cell, click on that cell. Diocese of St. Petersburg 15 9/5/2014

22 About the Table Tools Tab You may have noticed the Table Tools tabs that appear when you inserted your table. These contextual tabs are used throughout Office The appropriate tab appears, depending on which type of object you are using. The Tools tabs for working with tables. Diocese of St. Petersburg 16 9/5/2014

23 Altering Rows and Columns When Word inserts a table, it uses default settings to determine how wide or tall to make the columns and rows. You can easily adjust the rows and columns by dragging them to a new width or height. You can add or remove rows or columns at any time. Use the following procedure to modify rows and columns. 1. Hover your mouse over a row or column divider. The mouse changes to a divider with arrows pointing to the left and to the right. 2. Drag the column to the new size. Diocese of St. Petersburg 17 9/5/2014

24 Insert a Row. 1. Select the row below where you want the new row to appear. 2. Make sure that the Table Tools/Layout tab is selected. 3. Select Insert Above. Word inserts the new row. Diocese of St. Petersburg 18 9/5/2014

25 Delete a Column 1. Select the column you want to delete. 2. Make sure that the Table Tools/Layout tab is selected. 3. Select Delete. 4. Select Delete Columns. Diocese of St. Petersburg 19 9/5/2014

26 Applying a Style Word includes a number of pre-defined styles to format your table. Or you can define your own shading, borders, and other effects. The Table Style options allow you to draw attention to your information in different ways. Use the following procedure to format a table. 1. Select the table you want to format. 2. Use the Table Style options to add special formatting to the Header Row, Total Row (last row), First Column, or Last Column. The Banded Rows and Banded Columns alternates the shading. 3. Select a Table style to create a new look for the table. You can see a preview by hovering the mouse over the option before selecting it. Diocese of St. Petersburg 20 9/5/2014

27 About Quick Tables Quick Tables are a set of commonly used table styles and formats. After you have inserted, formatted, and customized a table, you can save it to the Quick Tables gallery to use again elsewhere in your documents. Use the following procedure to insert a Quick Table. 1. Select the Insert tab from the Ribbon. 2. Select Table. 3. Select Quick Tables. 4. Select the table you want to insert. Diocese of St. Petersburg 21 9/5/2014

Save a table as a Quick Table selection. 1. Highlight the table that you have inserted and customized. 2. Select the Insert tab from the Ribbon. 3. Select Table. 4.

28 Save a table as a Quick Table selection. 1. Highlight the table that you have inserted and customized. 2. Select the Insert tab from the Ribbon. 3. Select Table. 4. Select Quick Tables. 5. Select Save Selection to Quick Tables Gallery. Word displays the Create New Building Block dialog box. Diocese of St. Petersburg 22 9/5/2014

29 6. Enter a name for the table or leave the default heading. 7. Select OK to save the table. Diocese of St. Petersburg 23 9/5/2014

30 Topic Three: Pictures This topic will help you learn how to work with pictures in your documents, including clip art, a picture from a file, and screenshots. This topic explains how to insert the objects, as well as how to move and delete them. Quick Tip: You can insert an image file simply by dragging it from Windows Explorer to your document! Diocese of St. Petersburg 24 9/5/2014

Select the Insert tab from the Ribbon. 2. Select Clip Art. Word displays the Clip Art pane to help you find the clip art you want to use. 3.

31 Inserting Clip Art Word 2010 includes a large gallery of clip art to help enhance your documents. The Clip Art pane helps you find the clip art you want to use and insert it into your document. Use the following procedure to insert a clip art. 1. Select the Insert tab from the Ribbon. 2. Select Clip Art. Word displays the Clip Art pane to help you find the clip art you want to use. 3. In the Search for field, enter a key word about the clip art you would like to find. You can narrow the results or include more results by adjusting the Results Should Be option or by checking the Include Office.com content box. 4. Select Go. Diocese of St. Petersburg 25 9/5/2014

32 Word displays any matching images. 5. Click on an image to add it to the document. Diocese of St. Petersburg 26 9/5/2014

Select the Insert tab from the Ribbon. 2. Select Picture. 3.

33 Inserting a Picture from a File You can insert any picture file from your computer or other media drive using the Insert Picture command. Use the following procedure to insert a picture from a file. 1. Select the Insert tab from the Ribbon. 2. Select Picture. 3. Navigate to the location of the file on your computer or other media and highlight the file you want to insert. 4. Select Insert. Word inserts the picture. Diocese of St. Petersburg 27 9/5/2014

Inserting a Screenshot You can capture an image of your screen and add it to your document. Screenshots can be a capture of the full screen, or just a clipping of the screen.

34 Inserting a Screenshot You can capture an image of your screen and add it to your document. Screenshots can be a capture of the full screen, or just a clipping of the screen. Use the following procedure to insert a full size screenshot. 1. Select the Insert tab from the Ribbon. 2. Select Screenshot. 3. The Screenshot gallery includes a thumbnail image of other windows you have open. Select the image that you want to insert. Word inserts the image and may scale it to the width of your document. Diocese of St. Petersburg 28 9/5/2014

Insert a Screen Clipping. 1. Make sure that the area of the screen you want in your document is ready to capture. Word will automatically return to the previous window for a screen clipping. 2.

35 Insert a Screen Clipping. 1. Make sure that the area of the screen you want in your document is ready to capture. Word will automatically return to the previous window for a screen clipping. 2. Select the Insert tab from the Ribbon. 3. Select Screenshot. 4. Select Screen Clipping. 5. Drag the mouse to capture the area of the screen that you want to insert in your presentation. The screen is slightly grayed out, except for the area you are capturing. 6. When you release your mouse, Word inserts the screen clipping into the document at the current cursor position. Diocese of St. Petersburg 29 9/5/2014

36 Moving or Deleting a Picture Picture handles appear around the picture when you select a picture in Word Make sure these handles are present when you need to move a picture. It is also simple to delete a picture. Move a Picture. 1. Select the picture you want to move. 2. The cursor changes to a cross with four arrows. 3. Drag the mouse until the picture is in the desired location. Word displays a small rectangle by the cursor to show an object is being moved. There is a small line showing where the picture will be moved. Release the mouse to drop the picture in the new location. Diocese of St. Petersburg 30 9/5/2014

37 Delete a Picture. 4. Select the picture you want to delete. 5. Press the Delete key on the keyboard. Diocese of St. Petersburg 31 9/5/2014

38 Topic Four: Formatting Pictures In this topic, you ll learn how to use the Picture Tools tab. Removing a picture s background is a great technique to add professionalism to your documents. This topic also explains how to add artistic effects and change a picture s layout. Quick Tip: Use Text Wrapping to get text to appear next to a picture such as for a newsletter. The picture can be positioned to the left, middle, or right of text. It can also appear at the top, middle, or bottom of the page. Diocese of St. Petersburg 32 9/5/2014

39 Using the Picture Tools Tab The Picture Tools tab is available whenever you are working with a picture in Word This tab includes additional tools to help you work with your picture. Use the following procedure to use the Picture Tools tab. 1. With a picture selected on the document, 2. Select the Picture Tools/Format tab from the Ribbon. You can use the other tabs while working with a picture, and this tab will still be available. Diocese of St. Petersburg 33 9/5/2014

Removing a Picture s Background The Remove Background feature allows you remove a background from a picture to accent or highlight the subject of the picture or to remove distracting detail.

40 Removing a Picture s Background The Remove Background feature allows you remove a background from a picture to accent or highlight the subject of the picture or to remove distracting detail. You can remove the background automatically, or draw lines to indicate which areas of the background to keep and which to remove. Use the following procedure to remove the background from a picture. 1. Select the picture you want to change. 2. On the Picture Tools tab of the Ribbon, select Remove Background. Word displays the Background Removal tab. Diocese of St. Petersburg 34 9/5/2014

41 3. You can drag the marquee to adjust the picture, if necessary. 4. Select Keep Changes to accept Word s automatic background removal. Or use the Mark Areas to Keep or Mark Areas to Remove tools to refine the background removal. When you have finished, select Keep Changes. Or select Discard All Changes to return to the original picture. Diocese of St. Petersburg 35 9/5/2014

Adding Artistic Effects There are several artistic effects to give your pictures a special look. Use the following procedure to add artistic effects to a picture. 1.

42 Adding Artistic Effects There are several artistic effects to give your pictures a special look. Use the following procedure to add artistic effects to a picture. 1. Select the picture you want to change. 2. On the Picture Tools tab of the Ribbon, select Artistic Effects. 3. Select the effect you would like to apply. Diocese of St. Petersburg 36 9/5/2014

Artistic Options in the Format Picture dialog box. 1. Select Artistic Effects Options from the Artistic Effects gallery. 1. Select the Artistic Effect from the drop down list. 2.

43 Artistic Options in the Format Picture dialog box. 1. Select Artistic Effects Options from the Artistic Effects gallery. 1. Select the Artistic Effect from the drop down list. 2. Depending on which effect you select, there are different options to adjust, such as transparency, pressure, or brush size. Use the up and down arrows or enter the amounts for each option. 3. Select the Reset button to return to the default settings for the selected option. 4. Select Close when you have finished. Diocese of St. Petersburg 37 9/5/2014

44 Changing Picture Layout Use the following procedure to change the picture layout. 1. Select the picture you want to change. 2. On the Picture Tools tab of the Ribbon, select Picture Layout. 3. Select the layout you would like to apply. Diocese of St. Petersburg 38 9/5/2014

45 Topic Five: Adding SmartArt You have already used SmartArt graphics when changing a picture layout. This topic will show you how to add other SmartArt graphics anywhere in your document. You ll learn more about the SmartArt Tools tab, and how to add text to a SmartArt graphic. You ll also learn how to move and delete SmartArt graphics. Quick Tip: SmartArt graphics can be resized or formatted as a group. Word automatically adjusts the graphic for the best look and fit. Diocese of St. Petersburg 39 9/5/2014

46 Inserting SmartArt SmartArt is a set of pre-defined graphics to help you convey different types of information. SmartArt includes templates for lists, processes, cycles, hierarchies, relationships, matrices, pyramids, and pictures. You can insert a SmartArt graphic anywhere in your document. Use the following procedure to insert SmartArt. 1. Select the Insert tab from the Ribbon. 2. Select SmartArt In the Choose a SmartArt Graphic dialog box, select the category on the left. Then you select the item in the middle. The right shows a preview of the item. Select OK to insert the content. Word inserts the selected SmartArt graphic in the document at the current cursor position. Diocese of St. Petersburg 40 9/5/2014

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48 Adding Text to SmartArt After you have inserted a SmartArt graphic, you ll need to add you custom text to the diagram. You can add text by selecting one of the [Text] areas and typing, or by using the Text Pane. Use the following procedure to add text to a SmartArt graphic by using the Text Pane. 1. To the left of the SmartArt graphic you inserted, there is a small rectangle with an arrow pointing right and an arrow pointing left. Click this arrow to open the Text Pane. Click here to open Text Pane Word opens the Text Pane. Diocese of St. Petersburg 42 9/5/2014

The more text you enter in each graphic element, the smaller the text will become. 3.

49 2. Click on the first line and begin typing. Each line represents a new item in the graphic. The SmartArt text adjusts to fit the graphic. The more text you enter in each graphic element, the smaller the text will become. 3. When you have finished, click anywhere on the slide, and the Text Pane will close automatically. Or you can click the X in the top right corner. Diocese of St. Petersburg 43 9/5/2014

50 Using the SmartArt Tools Tabs You may have noticed the SmartArt Tools tabs that appear when you inserted your SmartArt graphic. These contextual tabs are used throughout Office The appropriate tab appears, depending on which type of object you are using. The Tools tabs for working with SmartArt. Diocese of St. Petersburg 44 9/5/2014

Moving and Deleting SmartArt Picture handles appear around the graphic when you select a SmartArt graphic in Word 2010.

51 Moving and Deleting SmartArt Picture handles appear around the graphic when you select a SmartArt graphic in Word Make sure these handles are present when you need to move or delete a graphic. Use the following procedure to move the diagram. 1. Select the diagram border. The cursor changes to a cross with four arrows. Diocese of St. Petersburg 45 9/5/2014

52 2. Drag the mouse to the desired location. Word displays a small rectangle by the cursor to show an object is being moved. There is a small line showing where the diagram will be moved. Release the mouse to drop the diagram in the new location. Diocese of St. Petersburg 46 9/5/2014

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PowerPoint Tutorial 2: Adding and Modifying Text and Graphic Objects 2013

PowerPoint Tutorial 2: Adding and Modifying Text and Graphic Objects Microsoft Office 2013 2013 Objectives Insert a graphic from a file Insert, resize, and reposition clip art Modify the color and shape