Word 2000 MICROSOFT. Level Two Intermediate. Version N2.1

Transcription

1 MICROSOFT Word 2000 Level Two Intermediate Version N2.1 ICT Training First Floor Victoria House Queen Alexandra Hospital Cosham PO6 3LY Tel: ext: Website: ICT TRAINING has made every effort to ensure that the material in this manual was correct at the time of publication but cannot be held responsible for any errors or inaccuracies. ICT TRAINING reserves the right to change or replace information contained in the manual without notice. For the most up to date version please refer to the ICT Training website.

2 CONTENTS 1. GENERAL COURSE INFORMATION PERFORM A MAIL MERGE Sort a Data Source Merging the Data Source with the Main Document Advanced Mail Merge OVERVIEW OF WORD DRAW The Drawing Toolbar Understanding Drawing Objects Basic Shapes Lines and Arrows Rectangles and Ovals WORKING WITH WORDART AND TEXT BOXES Inserting and formatting text boxes AUTOSHAPES ADVANCED FORMATTING Apply an existing style to a word, line or paragraph of text Creating New Styles WORK WITH HEADERS AND FOOTERS Create a Header Create a Footer Removing a Header/Footer Header and Footer Document Options To set page number properties ADD COLUMNS TO WHOLE DOCUMENT AND PART OF A PAGE Setting up Columns Using Columns on Part of a Page Inserting Column Breaks Copying, Moving and Deleting Text between columns Adding a Line between columns INSERT PAGE AND SECTION BREAKS Continuous Section Breaks Next Page Section Breaks...26

3 9.3. Section Properties INSERT SPECIAL CHARACTERS AND SYMBOLS Inserting a Special Character Inserting Symbol Fonts HYPERLINKS Creating a Hyperlink LINK INFORMATION WITHIN WORD Linking Data Paste Special INSERT A SPREADSHEET INTO A WORD DOCUMENT Insert an existing Excel Spreadsheet into your Word document FAULT REPORTING Out of office hours ICT TRAINING CANDIDATE APPEALS PROCEDURE VERSION CONTROL/LOG...36

4 1. GENERAL COURSE INFORMATION COURSE TITLE METHOD OF TRAINING DURATION PRE-REQUISITES WORD PROCESSING LEVEL TWO Classroom 6 hours (two half days) Word Processing Level One ABOUT THE COURSE This course covers the Word skills needed to produce professional looking documents that communicate clearly and accurately. It gives attendees hands-on practical experience with the help and guidance of a Learning Support Officer or Trainer. SUITABLE FOR Those who have completed Word Processing Level One and who wish to develop their word processing skills further. OBJECTIVES This course will enable the student to: 1. Link information within Word. 2. Insert a spreadsheet into a Word document. 3. Sort tables and columns of data. 4. Insert special characters and symbols. 5. Perform a Mail Merge. 6. Add columns to whole document and part of a page. 7. Apply styles to text. 8. Work with headers and footers. 9. Insert page and section breaks. 10. Modify tables. 11. Select, edit and use appropriate templates. 4

5 2. PERFORM A MAIL MERGE When you want to mail the same item to many people, mail merge is the answer. Microsoft Word can automatically combine a document s text with names, addresses, and other information to create personalised form letters, mailing labels, and other products. When you print a set of form letters, some text is the same on all the letters (such as the body of a letter or the salutation) while some text varies from letter to letter (such as the recipient s name and address). To print form letters, you create two documents: a main document and a data source document. The main document contains the text that is the same on all letters as well as instructions for inserting the variable text. The data source document stores the variable text. You then merge these two documents to generate the form letters. To print form letters: 1. Open the main document. You can either create a new document or you can open a letter that you have already written. 2. Choose Mail Merge from the Tools menu to open the Mail Merge Helper dialogue box. 3. Click the Create button and from the menu that appears, choose Form Letters: 4. In the message box that is displayed, click the Active Window button to use the document you opened in step 1. Before you enter or edit text in the main document, you need to create the data source document to hold the text that will vary in each document. 5. To create the data source document, click the Get Data button and from the menu that appears choose Create Data Source: 6. Word will open the Create Data Source dialogue box, which allows you to assign a name to each data field of variable data: 5

6 Type a name into the Field Name box, and then click the Add Field Name button Click to delete the field in the Field names in header row list Click to change the position of the selected field in the list This list displays the data fields that will be added to the data source 7. Use the Create Data Source dialogue box to remove any data fields you don t need and to add any new data fields that you need. 8. When you have finished defining the data field names, click OK in the Create Data Source dialogue box, enter a name and specify a location for the data source document in the Save As dialogue box and click the Save button. Word will then display a message box allowing you to choose to Edit the Data Source or Set up the Main Document. 9. Click Edit Data Source so that you can add the variable text to the data source document. Word will now display the Data Form dialogue box which displays a box for each data field that you defined 10. Enter text into the data fields for the first data record. You can use tab to move to the next field. Click the Add New button to define the second record. Repeat this process to define all the data records, then click the OK button to return you to the main document. 6

7 The mail merge toolbar contains several shortcuts. In the table below you will see a description of what function each icon performs. Icon Function performed View Merged Data First Record Previous Record Go To Record Next Record Last Record Mail Merge Helper Check for Errors Merge to New Merge to Printer Start Mail Merge Find Record Edit Data Source 11. To add a data field from the data source document, click Insert Merge Field button on the Mail Merge toolbar and choose the name of the data field from the menu that drops down. Word will insert a code for this data field, known as a merge field. You can recognise a merge field by the chevrons that surround it: <<FirstName>> 7

8 12. To generate the form letters, click the Start Mail Merge button on the Mail Merge toolbar to open the Merge dialogue box: Choose the options you want and then click the Merge button. 13. If you choose Printer in the Merge To list of the Merge dialogue box, Word will immediately print the merged letters one letter for each record that you defined. If you choose New Document, Word will insert all the form letters into a single new document. You can then view or edit the form letters within this document and you can print the form letters by printing the document Sort a Data Source It is often useful to sort the records in the data source before a merge. For example, you might sort addresses by Postal code, companies by name, or items in a schedule by time or date so they print out in order. You can sort records from the Mail Merge Helper at any time or use the Database toolbar when you view a data source. To use the Mail Merge Helper, follow these steps: 1. Open the Mail Merge Helper, click the Query Options button, and click the Sort Records tab. 2. Choose the most important field by which you want to sort from the Sort By menu. 3. Click the Ascending or Descending option to the right to set the search order. 4. Select up to two other fields and their sort order options. 5. Click OK. Word sorts the records and returns to the Mail merge Helper dialog box. To sort with the Database toolbar, follow these steps: 1. Display the data source document. 2. Select the entire column that represents the field by which you want to sort. 3. Click the Sort Ascending or Sort Descending button on the Database toolbar. 8

9 2.2. Merging the Data Source with the Main Document To merge the data source with the main document: With the main document in the active window, click the View Merged Data button on the Mail Merge toolbar (see right) to view the merged documents before printing. Word displays information from the first data record in place of the merge fields in the main document text. To view information from other data records, click one of the arrow buttons on the Mail Merge toolbar, or type a record number in the Go To Record box. To merge the main document with the data source, click one of the following buttons on the Mail Merge toolbar: To Click this button Place the resulting form letters (or other merged documents) in a single new document. Print the resulting form letters. Display the Merge dialog box to specify a range of data records to be merged or to select other options 9

10 2.3. Advanced Mail Merge Now you know how to use mail merge and create a data source within Word, you may like to use an existing data source that you already have in place but may have been created using another program, i.e.: Excel Access Outlook Contacts You can use any of these programs as your data source. When you get to the point where you are ready to create your data source, simply select the option to use an existing data source and then identify the data source you wish to use. You will see on the graphic to the right that you have several options: Create Data Source use this option if you want to create a new data source. Open Data Source use this option if you want to use an existing Access database or perhaps an Excel spreadsheet that contains the data you want to use. Use Address Book use this option if you want to use your Outlook Contacts folder. 10

11 3. OVERVIEW OF WORD DRAW 3.1. The Drawing Toolbar The Drawing toolbar (below) encompasses over 100 commonly used shapes; a library of sophisticated gradients and pattern fills, and newly added shadow and 3-D effects. Drawing objects in Word can be nudged, aligned, distributed, grouped, ungrouped, rotated, flipped, moved in front, moved to back, and moved behind text. The table over shows some of the drawing toolbar features. Button Name Description Draw Select Objects Free Rotate AutoShapes Line Contains editing controls for manipulating drawing objects. Allows the selection of one or more drawing objects. Enables click-and-drag rotation of a drawing object. Contains the library of automatic shapes, including lines, basic shapes, flowchart elements etc. Enables you to click and drag to draw a line. Arrow Rectangle Oval Text Box Enables you to click and drag to draw an arrow. Enables you to click and drag to draw a rectangle/square. Enables you to click and drag to draw an oval/circle. Enables you to click and drag to draw a text box. WordArt Inserts a WordArt object. ClipArt Fill Colour Line Colour Text Colour Inserts a ClipArt object Controls the colour, pattern, or effect inside a drawing object. Controls the colour, pattern, or effect of a drawing object s border. Controls the colour of selected text. 11

12 Line Style Dash Style Arrow Style Shadow Enables quick formatting of a line s thickness and style. Enables quick formatting of a line s appearance. Enables quick selection from a variety of arrowhead styles. Controls shadow appearance of a drawing object. 3-D Controls the 3-D appearance of a drawing object Understanding Drawing Objects Every drawing object created is an individual unit. You can modify each element separately to create some quite complex illustrations; however, if you have more than a handful of drawing objects, they can be difficult to manage. Layering is an important concept when dealing with drawing objects. Most of the time your text and graphics sit side-by-side, on the same level. Word 2000 has added the ability to stack graphics behind or in front of text. This layering facility greatly expands the repertoire of what s possible, not only when combining graphics and text, but also when it comes to creating more complex images by overlaying different graphic objects. Each single drawing object element (with the exception of lines and arrows) has an inside and a border. The inside is either unfilled (and thus transparent) or filled. Objects can be filled with a blend of colours. The border is independent of the inside fill. Most often the border is a simple black line that delineates the drawing object better. However, the line can become a design element in and of itself a dashed line surrounding a coupon, for example. In addition to taking on a colour other than black, you can change the style of the line for a more unique look Basic Shapes Most of the time, you will probably use a drawing object to highlight some existing text or point out a portion of a graphic. The basic drawing objects are easy to create and perfectly suited to these tasks. Draw a line to separate two sections of a document. Point out an important statistic with an arrow. Put a semitransparent rectangle over a couple of paragraphs to distinguish them. Set off a heading with an oval around it. Each of these basic shapes has its own button on the drawing toolbar. To place a basic shape in your document, follow these steps: 1. Click the shape button line, arrow, rectangle, or oval. Your pointer changes to a small cross hair 12

13 2. Click the beginning point of your object 3. Drag out the shape 4. Release the mouse button The initial default settings of the drawing toolbar create a solid black line,.75pts thick. The rectangle and oval are not filled with any colour or pattern Lines and Arrows Straight lines are generally used to separate one part of a document from another, and arrows are generally used to point to something. To create a line or arrow you click the appropriate button on the Drawing toolbar and then click and drag to the desired length. There are two keyboard modifiers for drawing lines and arrows: The Shift key constrains the line you are drawing to draw at 15-degree angles from its starting point. The Ctrl key lengthens the line in opposite directions from the first end point as you drag. This gives the effect of expanding from the centre. After you have drawn your line, you can change it s formatting quickly with the buttons on the Drawing toolbar: Line Colour opens the standard colour menu and gives you options for additional colours or for patterned lines. Line Style offers nine different preset widths for single lines and four different multiple line sizes. Dash Style displays seven different dash and dot configurations in addition to the standard solid line. The default arrow has one arrowhead and no ending element. When creating a default arrow, you first click its end point and the arrowhead is drawn where you release the mouse button Rectangles and Ovals Use rectangles or ovals when you want to create a free-floating object that is easy to position. The other elements that distinguish rectangles and ovals are the fill capabilities. If you want to create a square or a circle, use the Shift keyboard modifier. Click either the Rectangle or Oval button on the Drawing toolbar. Your pointer changes to a small cross hair. Press Shift while you click and drag out your shape and the object is constrained to either a square or a circle. Release the mouse button before you let Shift go or the shape will revert to a rectangle or an oval. To draw a square or circle from its centre, hold down the CTRL key and the SHIFT key when you drag. 13

14 4. WORKING WITH WORDART AND TEXT BOXES With WordArt, you can apply to plain text; designs and shapes that may otherwise not be available in a document. WordArt can use any TrueType font installed on your system, giving you a wide choice of formatting options. To create a special text effect with WordArt. 1. Click the Drawing button on the Standard toolbar to view the Drawing toolbar 2. Click the WordArt button on the Drawing toolbar (or choose Insert, Picture, WordArt). The WordArt gallery is displayed (see over) Double-click any of the 30 pre-set designs. The Edit WordArt Text dialog box opens. 3. Type in your text to replace the Your Text Here phrase 4. If desired, change the font or font size by selecting from the Font and Font Size boxes respectively 5. Your text can be made bold or italic by clicking the Bold or Italic button 6. Click OK. WordArt creates your object with sizing handles around it and opens the WordArt toolbar 7. Click anywhere outside of the WordArt object to return to the regular document. 8. After your WordArt object is created, you can change the text by double-clicking it. This opens the Edit WordArt Text dialog box described previously. If you select a word or phrase prior to starting the WordArt process, your text automatically appears in the Edit WordArt Text dialog box. 14

15 4.1. Inserting and formatting text boxes If you want to position a particular block of text at a specific position on a page then text boxes can be very useful. This can be moved to any position you want and can even be placed outside the normal text area, within the margin of the document. To place a text box around existing text in your document, do the following: 1. Select the text you want to include in the text box. You can include one or more characters or paragraphs, or a Word table. 2. Choose Text Box from the Insert menu (or select the text box button on the draw toolbar). Word will then create a new text box, and it will move the selected text into the text box. You may need to adjust the size, position and format of the text box. You can also create an empty text box and then insert text into it, as follows: 1. Without selecting text, choose Text Box from the Insert menu. The insertion point can be anywhere within the document. 2. Drag the mouse pointer to indicate the size and position you want for the text box. Or simply click in the document to insert a default-sized text box. 3. You can now insert text into the text box. If the insertion point isn t already in the text box, click within the box (not on one of the borders). You can then enter, edit, and format text just as you would for a normal paragraph. To resize a text box click anywhere on the border of the text box until you see the sizing handles appear at each corner and in the centre of the vertical and horizontal lines. To maintain the proportions of the text box it is advisable to resize always using the corner handles. You can also add a background colour to your text box simply by selecting the text box and then using the Fill Colour button on the draw toolbar. This is a text box with a fill effect and text added. 15

16 5. AUTOSHAPES AutoShapes can be resized, rotated, flipped, coloured, and combined with each other to make more intricate shapes. Many AutoShapes have an adjustment handle you can use to change the most prominent feature of a shape. You find these preset shapes by clicking the AutoShapes button on the drawing toolbar and choosing from one of the subcategories: Lines, Basic Shapes, Block Arrows, Flowchart, Stars and Banners, Callouts, and More AutoShapes. You can resize any AutoShape by clicking and dragging the sizing handles (the small white boxes). The adjustment handle appears as a yellow diamond and is also manipulated by clicking and dragging. The keyboard modifiers correspond to those used for resizing ClipArt. TIP: All the AutoShape palettes can be dragged into your workspace by clicking and dragging their top border. 16

17 6. ADVANCED FORMATTING 6.1. Apply an existing style to a word, line or paragraph of text A paragraph style stores a complete set of paragraph and character formatting features. When you apply the style to a paragraph all these features are applied to the paragraph text. Category Font, Spacing and Animation Language Indents, Spacing and Breaks Tabs Borders and Shading Bullets and Numbering Chief Formatting Attributes The Font Name Character Size Style (bold or italic) Underlining, Effects such as strikethrough or superscript Colour Inter-character spacing and animation effects. Which dictionary the Word proofing tools will use to correct text. Paragraph indentation Space before and after a paragraph Line spacing Alignment Outline level Page break control Position and type of tab stops in effect within a paragraph. Borders around the text and background shading Automatic display of a bullet character or number for a paragraph in a list. Paragraphs of text usually have the Normal style which has a set of formats suitable for the bulk of text in a typical document. In the Normal template supplied with Word, the formatting attributes of the Normal style include the Times New Roman font, a fort size of 12 points, single line spacing and flush-left paragraph alignment. 1. To apply a style to a paragraph, place the insertion point anywhere within the paragraph. 2. To apply a style to more than one paragraph, select the paragraphs that you want to apply the style to. 3. Select Style from the Format menu then select the style you want in the Style dialogue box (see overleaf). 17

18 Select a style by clicking on it. Shows the appearance of the paragraph as a whole. Shows the appearance of text within the paragraph Click to assign the selected style If you know the name of the style you want, you don t need to use the Style dialogue box. Instead, you can apply the style by selecting it from the Style list on the Formatting toolbar or by typing the style name into the box at the top of the list. The label for each style on this list is formatted using the style s character and paragraph formatting attributes. The list displays only those styles that are currently used in the document or were previously selected, plus several other common styles. To list all available styles, press Shift which you click the down arrow. Using the pre-defined styles Heading 1 9 for the headings in your document provides appropriate and consistent formatting for various levels of headings. Using them will also allow you to view the organisation of your document in Outline view to quickly navigate through your document with the Document Map and to easily generate tables of contents. Also when you drag the scroll box on the vertical scroll bar, Word will display the text of each heading to make it simpler to find the desired location in your document Creating New Styles If you frequently apply the same set of formatting attributes, you may find it worthwhile to define your own styles to save time and improve document consistency. New paragraph styles can be created by using the style dialogue box or by example. The easiest method is to create the paragraph style by example: 1. Apply all the formatting options to some text. 2. Select the text. 3. Type a unique name for the new style in the Style list box on the Formatting toolbar and press Enter. 18

19 Word will add the new paragraph style to the styles stored in the document. Using the Style dialogue box to define a style allows you to choose the style on which the new style is based and choose the style for the following paragraph. You can also add the style to the document template so that it is available in all new documents. Choose Style for the Format Menu to open the Style dialogue box. 1. Type a name in the Name text box (you can include spaces). 2. Ensure Paragraph is selected in the Style Type list box. 3. Choose a style to base the new style on. 4. Word makes the style for the next paragraph the same as the new style. Choose Normal for the Style For Following Paragraph. 5. Select the Add to Template option if you want to copy the new style to the Normal template. 6. To change any of the formatting, click the Format button, choose the appropriate formatting category and enter the desired settings into the dialogue box that Word displays. 19

20 7. WORK WITH HEADERS AND FOOTERS Headers & Footers are sections of text which appear at the top or bottom of every page. They can be simple entries such as page number or document name, or can be more complex and be different when you have facing pages. When you select Headers and Footers from the View menu you are switched to the Page Layout View (if not already using this view) and a small Toolbar specifically for Headers & Footers is displayed. Switch between header and footer button The choices on this are shown when you place the mouse pointer on each. The Header and Footer text areas are similar to a miniature document and you can use the standard formatting commands Create a Header 1. Press Ctrl + Home to go to the start of the document. 2. Select View Headers and Footers from the menus. 3. Centre the cursor and type the text you want to appear in the header, using any formatting styles you prefer. (Ctrl + E and Ctrl + B for centred emboldened text) or use the toolbar buttons Create a Footer 1. Click on the button to switch to the Footer (four from the right). 2. Right align the cursor. 3. Type Page then press the Space Bar. 4. Click on the toolbar button to insert the page number. 5. Type of and click the Insert Number of Pages button (see illustration below). 20

21 As an alternative to 5 above, you could select from the menus Insert Field, then select Document Information from the Categories, and in the list of Field Names select NumPages, then click on OK. There are many other self-updating fields you can insert from this area that can be useful in your Word documents (see right). 1. Click on the Close button in the Headers & Footers Toolbar. 2. Preview the document Removing a Header/Footer To remove either, double click in the Header or Footer area so the contents of it become brighter than the rest of the dimmed document. Then use the mouse to select the text and any other items in the Header or Footer area, once highlighted the item(s) can be deleted. This means the Header or Footer is now removed from all the pages of the document Header and Footer Document Options There are many things you may want to change in relation to headers and footers. For example, it is unusual to have a header and footer on the front or first page of a document. However, according to the Word defaults, when you create headers and footers in a document you are saying you want them to appear on every page. 21

22 7.5. To set page number properties Sometimes you will find you need to make changes to the page number fields you add to your headers and footers. Or example, you might want to force the page numbers to start at a higher or lower number than the defaults Word sets, maybe in a new chapter. There is a button especially for this on the header and footer toolbar called Format Page Number. Clicking this button opens the Page Number Format dialog box (below). Use the Start at section to physically override the defaults and reset or start the page number at a certain number. Make sure your cursor is placed on the Number of Pages field when you open this dialog box. 22

23 8. ADD COLUMNS TO WHOLE DOCUMENT AND PART OF A PAGE Columns are very useful to depict newspaper type column formats within a document Setting up Columns To set up columns you have to: 1. Select the command Format Columns. 2. Type in the number of columns required e.g. 4; adjust the space between columns if necessary. (The default is 0.5 inches). Or 1. You can click on the Columns icon on the Standard Toolbar and drag the mouse to select the number of columns. This uses all the defaults. You have the choice of having lines separating the columns. Lines will be as long as the longest column. Lines will only be printed if there are two or more columns. Having defined the columns, the text will only wrap between columns at a page break or a section break. To define a column break, press [Ctrl-Shift-Enter]. This will allow you to type in the next column Using Columns on Part of a Page You can apply columns to text after you have typed it by following these simple steps: 1. Select the text you wish to appear in columns. 2. Go to the Format menu and select Columns. 3. Select the number of columns you wish to use and apply to the selected text. The text will then appear in two columns as shown Inserting Column Breaks When you want a particular line of text to appear at the top of a column, there are two ways to make it happen. You can press Enter repeatedly to insert paragraph markers ahead of the line of text until it lines up at the top of the column, or you can insert a column break. It is much better to use a column break, because only this ensures that your text stays at the top of a column. 23

24 To insert a column break, follow these steps: 1. Move the insertion point to the beginning of the text that will appear at the top of the next column. 2. Press Ctrl + Shift + Enter or choose Break from the insert menu and then doubleclick the Column Break option in the Break dialog box. Word moves the text to the top of the next column Copying, Moving and Deleting Text between columns 1. Select the text to be copied, copy it using the Copy icon, place the Insertion Point at the point where you wish to copy it and press the Paste icon. 2. To move text, select the text to be moved, then using the mouse drag the text to its new location. 3. Select the text to be deleted and click on the Cut icon Adding a Line between columns In some documents you may want a vertical line separating your columns, like this: To add lines between the columns in your layout, follow these steps: 1. Move the insertion point to the part of your document that contains the column layout. 2. Choose Columns from the Format menu. 3. Select the Line Between check box and click OK. 24

25 9. INSERT PAGE AND SECTION BREAKS The standard A4 page in Word 2000 is (29.69 cm) long. With a top and bottom margin of 1 (2.54 cm) this leaves 9.67 (27.15 cm) for text. When this point is reached, Word will insert a Page Break and start a new page. This break shows as a dotted line across the page if you are working in normal view. If you are working in print layout view you will see no physical indication of the break. That is unless you show characters use the button shown right). If you are showing characters the break will appear as below in print layout view. There are times when you may wish to break a page at a particular point, the end of a chapter for example, so you need to have a way of doing this. The menu choice is Insert Break then selecting Page Break. A quicker way is to press Ctrl+[Enter], which inserts the necessary break. This page break has the words Page Break in the centre of the dotted line to distinguish it from the natural one. To delete a page break that you have created you simply position the cursor on the line and press the Delete key Continuous Section Breaks Use the continuous section break to effectively make a fresh start in your document. Whatever kinds of formatting and other items went before columns, fields entered, styles etc., a continuous break makes the section above it just that, a section. It also allows you to change the page setup options for that section only without affecting the whole document. 25

26 9.2. Next Page Section Breaks Inserts a section break, breaks the page, and starts the new section on the next page. This feature can be used for example to insert different headers and footers in the new page section Section Properties In Page Layout view and with the show/hide characters feature active, double click any of the continuous section breaks in the document. The Page Setup dialog box will appear, usually displaying the Layout page (shown). To switch to margins options, click the Margins tab. You can now adapt the page layout, margins and other options for the section only, as long as you do not change Apply to: This section. Click the Line Numbers button on the layout page for options on adding a number for each line of text in the section. 26

27 10. INSERT SPECIAL CHARACTERS AND SYMBOLS There are many symbols and special characters (such as accents for foreign languages) available in many fonts, but they are not shown on your keyboard. To see what characters and symbols are available and to insert them into your documents, you use the Symbol command from the Insert menu Inserting a Special Character To add a special character to your document: 1. Move the insertion point to the place where you want the character or symbol to appear. 2. Choose Symbol from the Insert menu. 3. Choose a font. 4. Click a symbol. 5. Click Insert to insert a character. You can also double-click a character to insert it. 6. Click Cancel to close the dialog box Inserting Symbol Fonts The collection of fonts available to Word includes several fonts that are nothing but graphical symbols. You can use the Symbol command from the Insert menu and then choose a symbol font from the Font List to select these fonts, see the symbols they offer, and insert them into your documents. Once you insert the symbols, you can resize them to make them larger for such things as fliers, posters, and report title pages or to dress up other documents. The following table shows some examples. Font Almanac MT Holidays MT Vacation MT Webdings Wingdings Examples ΡΣΤΥΘτξιεΧ ΕΓΗΙ αβχδεφγηιϕκλµνπθ πθρστυϖωξψζαβχ Υ NOTE: Your system may not contain the same fonts as shown in the above table. 27

28 11. HYPERLINKS You can enrich Word documents that others read on the screen by inserting hyperlinks, which can be either graphics or text that is coloured or underlined. A hyperlink is represented by a "hot" image or display text that the user clicks to go to a different location. The location can be on your hard disk, on your company's intranet, or on the Internet, such as a page on the World Wide Web. For example, you can create a hyperlink in a Word file that goes to a chart in Microsoft Excel that provides more detail. You can insert a hyperlink to: Another document, file, or Web page. Insert hyperlinks that go to a different Word document or Web page, to a PowerPoint presentation, or to an Excel workbook. You can even use hyperlinks to go to multimedia files, such as files containing sounds and videos. Insert a hyperlink to another document, file, or Web page. An address Add a hyperlink to an address. When the user clicks the hyperlink, Word creates a new message with the address in the To line. A specific location in another document or Web page If a document or Web page contains bookmarks, you can go to that exact location. For example, if you have three tables on a Web page, you can set the hyperlink to go directly to the second table. A location in the current document or Web page Use hyperlinks to easily move around the current document or Web page Creating a Hyperlink To insert a hyperlink to a location in a different document: 1. Open the file you want to link from, and select the text you want to make a hyperlink. 2. Click Insert Hyperlink 3. Under Link to, click Existing File or Web Page. 4. Locate and select the document that you want to link to (Use the Browse for File button). 5. Click OK 6. To link to an existing file or Web page, click Existing File or Web Page under Link to. 7. To link to a file that you haven't created yet, click Create New Document under Link to. 28

29 8. To assign a tip to be displayed when you rest the mouse over the hyperlink, click Screen Tip and then type the text you want. Word uses the path to the file including the bookmark name as the tip if you do not specify one. To insert a hyperlink to a location in the current document: 1. In the current document insert a bookmark at the location you want to go to. 2. Select the text or object you want to represent the hyperlink. 3. Click Insert Hyperlink. 4. Under Link to, click Place in This Document. 5. In the list, select the bookmark you want to link to. To assign a tip to display when you rest the mouse over the hyperlink, click Screen Tip, and then type the text you want. 29

30 12. LINK INFORMATION WITHIN WORD Linking Data You can transfer and link many kinds of data among Office applications. For example you can insert and link part or all of an Excel worksheet or an Excel chart into a Word document or you can insert and link part or all of a Word document into an Excel worksheet or PowerPoint slide. To link part of a document: 1. Select the data in the source document and choose Copy to copy the data to the Clipboard. 2. Place the insertion point at the position in the receiving document and choose Paste Special from the program s Edit menu. 3. In the Paste Special dialogue box, select the Paste Link option and then select the desired data format in the As list. To link an entire document: 1. Place the insertion point at the position in the receiving document where you want to insert the data. 2. Choose Object from the receiving programme s Insert menu, and click the Create From File tab in the Object dialogue box. 3. Select the Link to File option, and in the File Name box, enter the name of the document you want to insert. To display your data as an Icon If you select the Display as Icon option in either the Paste Special or the Object dialogue box the receiving program displays an icon representing the linked data rather than displaying the data itself. Also when you print the document, only the icon is printed. Using icons to display linked data is a convenient way to present various types of information in a compact format within a document that s intended to be viewed on screen. Linked File 30

31 12.2. Paste Special You can use a linked object or an embedded object to add all or part of a file created in an Office program, or in any program that supports linked and embedded objects, to another file. You can create a new embedded object, or you can create a linked object or embedded object from an existing file. If the file you want to use was created in a program that does not support linked and embedded objects, you can still copy and paste information from the file to share the information between programs. The main differences between linked objects and embedded objects are where the data is stored and how it is updated after you place it in the destination file. Linked objects With a linked object, information is updated only if you modify the source file. Linked data is stored in the source file. The destination file stores only the location of the source file and displays a representation of the linked data. Use linked objects if file size is a consideration. Embedded objects With an embedded object, information in the destination file does not change if you modify the source file. Embedded objects become part of the destination file and, once inserted, are no longer part of the source file. Double-click the embedded object to open it in the source program. 31

32 13. INSERT A SPREADSHEET INTO A WORD DOCUMENT Because Microsoft Excel is part of the Office suite, Word allows you to embed a new Excel worksheet in your document by clicking a button on the standard toolbar. To embed a new Excel worksheet object, you can use the Object command on the Insert menu or a button on the Standard toolbar. Using the toolbar option is easier. 1. Move the insertion point to the place in your document where you want the worksheet to appear. 2. Click the Insert Microsoft Excel Worksheet button on the Standard toolbar. You will see a palette like this: 3. Drag across and down the palette to choose the number of cells you want the worksheet to have and release the mouse button. A blank Excel worksheet of that size is added to your document, and Excel s menus appear at the top of the document window. 4. Enter the data you want the worksheet to contain, and then use Excel s menus to format the worksheet. 5. Click outside the worksheet to return to Word. 32

33 13.1. Insert an existing Excel Spreadsheet into your Word document If you have an existing Excel spreadsheet and you would like to copy all or part of it into your Word document follow these simple steps: 1. Open the Excel spreadsheet and copy the cells you require. 2. Go into Word and place your cursor at the point you wish to display the spreadsheet information. 3. Go to the Edit menu and select Paste Special. The following dialog box will open. 4. Select the document type. You then have the option to paste the information into your document or paste link the information. This will link the copy to the original source document and the copy will automatically update when changes are made to the Excel spreadsheet. 33

34 14. FAULT REPORTING Contact ICT Service Desk: PHT network users phone or SJH (7703) Some of the reasons you may need to contact the ICT Service Desk: EQUIPMENT FAILURE SOFTWARE PROBLEMS SCREEN FREEZES PASSWORD NON-ACCEPTANCE * You will need to give the Service Desk certain information, so always ensure you have the following information available. They may need to know: Your Username. The KB Number of the equipment. This is found on a small label (usually red or blue) stuck to the equipment. The function set and function you were working in. The patient s details e.g. casenote no. Exactly what you were attempting to do, e.g. log on, admit patient, register patient Out of office hours Contact the ICT Service Desk and leave a message on the answer machine. They will deal with the problem as soon as they can. Alternatively them. If you feel there is a major system problem contact the switchboard for them to contact the engineer on call. 34

35 15. ICT TRAINING CANDIDATE APPEALS PROCEDURE Candidates who are unhappy with any aspect of the end of course/test assessment decision should first discuss the problem with the ICT Trainer at the time of receiving the result. The reasons must be made clear by the candidate at this time. If the candidate is still unhappy with the result further discussion should take place involving the ICT Training Team Leader or ICT Training Senior Trainer within 3 days of the course/test date. The ICT Training Department will keep a record of such discussion together with date and outcome. Where necessary the 1 st marker will be asked to re-mark and the marking checked by the ICT Training Team Leader or Senior Trainer. It should be noted that if the candidate was borderline double marking should already have been undertaken. If this does not provide satisfaction the candidate may raise a formal appeal. Appeals will only be accepted if made in writing (not ) to the ICT Training Audit & Quality Manager within 10 days of the candidate receiving their result, outlining clearly the circumstance of the appeal. The 1 st & 2 nd markers will meet with the Training Audit & Quality Manager to consider if there are any aspects that should be taken into account in the candidate s performance. In some circumstances the candidate may be offered a re-test (e.g. hardware or software problems). If this is not the case and the result remains unchanged and the Training Audit & Quality Manager is unable to resolve the impasse then the candidate may write to the ICT Training Manager (within 5 days of receiving the 3 rd result) who will consider all evidence and circumstances of the appeal also taking into consideration responsibilities to the Trust and Data Protection Act to make a final decision. ICT Training QAH July

36 16. VERSION CONTROL/LOG Manual Word 2000 Level Two Intermediate Version V.N2 Date April 2008 Revisions Page Updated Formatting and text refinements (unlisted as content and ALL meaning unchanged) NEW Course Outline 4 NEW New section on advanced mail merge features, including sorting 10 data source and using alternative data sources NEW New section on Word Art, AutoShapes and Text Boxes 16 NEW New section on Hyperlinks 28 Updated Order of sections changed to reflect a more logical order Various NEW Fault Reporting 28 NEW Candidate Appeals Process 35 NEW Version Control/Log 36 36