Word 2010 Advanced. Training Manual. Studio 2, Edenderry Court 13 Bayham Road Sevenoaks Kent TN13 3XB

Transcription

1 Intermediate Microsoft Word Word 2010 Advanced Training Manual Studio 2, Edenderry Court 13 Bayham Road Sevenoaks Kent TN13 3XB Click here for our brochure Page

2 TABLE OF CONTENTS HOW TO USE THIS MANUAL... VII WORKING WITH TABLES... 2 REPOSITIONING THE TABLE... 4 RESIZING THE TABLE... 4 SELECTING COLUMNS/ROWS... 5 CHANGING THE COLUMN WIDTH... 5 CHANGING THE ROW HEIGHT... 6 USING THE RIBBON TO CHANGE WIDTH/HEIGHT... 6 APPLYING CHARACTER AND PARAGRAPH ATTRIBUTES... 7 CHANGING THE TEXT DIRECTION... 7 CHANGING THE ALIGNMENT... 7 CHANGING CELL MARGINS... 8 INSERTING A COLUMN/ROW... 9 DELETING COLUMNS/ROWS CHANGING TABLE PROPERTIES MERGING CELLS SPLITTING CELLS SPLITTING THE TABLE PLACING BORDERS AROUND THE TABLE USING TABLE STYLES APPLYING TABLE STYLE OPTIONS DRAWING/ERASING BORDERS CHANGING THE PEN STYLE CHANGING THE PEN WEIGHT CHANGING THE PEN COLOR MOVING A TABLE RESIZING THE TABLE DELETING A TABLE HIDING/DISPLAYING THE GRIDLINES CONVERTING EXISTING TEXT TO A TABLE DRAWING A TABLE INSERTING A QUICK TABLE SORTING TABLE DATA PERFORMING MATH CREATING TOTALS CREATING CUSTOM FORMULAS WORKING WITH WORKSHEETS INSERTING AND LINKING A FILE EDITING A LINKED OBJECT UPDATING A LINKED OBJECT WORKING WITH LINKS REMOVING A LINKED OBJECT WORKING WITH GRAPHICS Page iii

3 INSERTING CLIP ART REMOVING A CLIP ART ITEM REDEFINING YOUR SEARCH ADDITIONAL CLIP ART OPTIONS CLOSING THE CLIP ART TASK PANE SELECTING OBJECTS SELECTING MULTIPLE OBJECTS CUSTOMIZING CLIPART MOVING PICTURES COPYING PICTURES RESIZING PICTURES DELETING PICTURES OOPS! UNDELETING ADDING SHAPES ADJUSTING SHAPES ATTACHING TEXT TO A SHAPE ALIGNING TEXT WITHIN A SHAPE ADDING A TEXT BOX INSERTING PICTURE FILES CUSTOMIZING GRAPHIC OBJECTS ARRANGING OBJECTS BRINGING AN OBJECT FORWARD SENDING AN OBJECT BACK ROTATING OBJECTS ALIGNING MULTIPLE OBJECTS GROUPING MULTIPLE OBJECTS POSITIONING OBJECTS COMPRESSING PICTURES RESIZING AN OBJECT RESETTING AN OBJECT CHANGING OUTLINE/LINE COLOR AND STYLE CHANGING FILL COLORS ADDING A SHADOW ADDING A 3-D EFFECT ADDING WORDART CHANGING OUTLINE COLOR AND STYLE CHANGING FILL COLORS ADDING A SHAPE EFFECT USING A PREDEFINED SHAPE FOR WORD ART CHANGING THE WORD ART STYLE CHANGING TEXT FILL CHANGING TEXT OULINE CHANGING TEXT EFFECTS CHANGING TEXT DIRECTION WORKING WITH SMARTART Page iv

4 CREATING & MODIFYING CHARTS INSERTING A CHART ADDING A CHART TITLE CHANGING THE TYPE OF CHART EDITING DATA PARTS OF A CHART SELECTING CHART OBJECTS CHANGING THE CHART STYLE CHANGING THE CHART LAYOUT SIZING THE CHART MOVING THE LEGEND APPLYING TEXT ATTRIBUTES TO CHART OBJECTS CHANGING FONT & POINT SIZE FOR CHART TEXT APPLYING NUMERIC FORMATS TO CHART OBJECTS CUSTOMIZING FILL EFFECTS CUSTOMIZING THE OUTLINE ADDING A SHAPE EFFECT WATERMARKS SORTING UNDOING A SORT SORTING MERGE RECORDS MAILING LABELS CHANGING LABEL FORMATS CREATING CUSTOM LABELS CREATING LABELS FROM A DATA FILE WORKING WITH STYLES CREATING A STYLE APPLYING A STYLE MANAGING STYLES UPDATING AN EXISTING STYLE MODIFYING AN EXISTING STYLE SELECTING TEXT BASED ON A STYLE CLEARING THE STYLE DELETING AN UNWANTED STYLE REMOVING A STYLE FROM THE QUICK STYLE GALLERY CLOSING THE STYLES TASK PANE CROSS REFERENCING TEXT INSERTING FOOTNOTES/ENDNOTES MOVING BETWEEN FOOTNOTES/ENDNOTES SHOWING NOTES CUSTOMIZING FOOTNOTES/ENDNOTES REMOVING A FOOTNOTE/ENDNOTE CREATING AN INDEX MARKING INDEX ENTRIES INSERTING THE INDEX CREATING A TABLE OF CONTENTS MARKING TABLE OF CONTENTS ENTRIES INSERTING THE TABLE OF CONTENTS Page v

5 WORKING WITH MASTER DOCUMENTS CREATING A NEW MASTER DOCUMENT COLLAPSING/EXPANDING SUBDOCUMENTS OPENING SUBDOCUMENTS RENAMING A SUBDOCUMENT REARRANGING SUBDOCUMENTS SPLITTING A SUBDOCUMENT COMBINING SUBDOCUMENTS REMOVING SUBDOCUMENTS CONVERTING A SUBDOCUMENT PRINTING SUBDOCUMENTS LOCKING SUBDOCUMENTS UNLOCKING SUBDOCUMENTS CONVERTING A FILE TO A MASTER DOCUMENT SENDING A DOCUMENT CREATING WEB PAGES FONTS AVAILABLE FOR WEB PAGES APPLYING STYLES APPLYING A THEME TO YOUR WEB PAGE SAVING YOUR WEB PAGE WORKING WITH THE QUICK ACCESS TOOLBAR VIEWING/HIDING TOOLS CUSTOMIZING THE QUICK ACCESS TOOLBAR SETTING OPTIONS GENERAL OPTIONS DISPLAY OPTIONS PROOFING OPTIONS SAVE OPTIONS LANGUAGE OPTIONS ADVANCED OPTIONS CUSTOMIZE RIBBON OPTIONS QUICK ACCESS TOOLBAR OPTIONS ADD IN OPTIONS TRUST CENTER OPTIONS APPENDIX A: CURSOR MOVEMENT KEYS APPENDIX B: SHORTCUT KEYS Page vi

6 HOW TO USE THIS MANUAL This manual was designed to be used as a reference. It covers each topic discussed in class in the order they will be introduced. This is not a step-by-step tutorial. Our feeling is that you did not pay to have someone stand in front of class and read you something that you could do on your own. Through our own classroom experience we have discovered that students don't read detailed descriptions and that lengthy text is ignored. They prefer to explore and try things out. In typical tutorials, students often get lost following rote procedures and get caught in error conditions from which they can't back out of. Besides, once students leave class, they just want something where they can look up a subject quickly without having to read through an entire tutorial. Our design ensures that each course is stimulating and customized yet covers the outlined objectives. The left page of your manual is designed for note-taking. That way, you won't have to switch between your notebook and a manual whenever you need to look up how to perform an operation. Keys and commands that you need to press are displayed as icons such as E or Z. Any keyboard shortcuts will be included within the TIP boxes while mouse shortcuts will always include the MOUSE icon beside it. The next page shows how a typical topic will be discussed and each part found in the book. Page vii

7 THE TOPIC TITLE WILL BE ON TOP USAGE: This part of the manual explains what the command is used for, how it works and other miscellaneous information. Since Microsoft Word was written to be used interactively with a mouse, there will be many tools that will be mentioned which can be used in place of the menu or keyboard. This section lists the keystrokes or function keys the user may press as a shortcut for performing the current command. NOTE: This box will mention things to watch out for. The post-it note in the left column always indicates an important note to remember. TIP: This box will let you in on a little secret or shortcut when working with Word. When you see this icon, you ll know that a "TIP is available. Page viii

8 Working with Tables Performing Math Inserting Spreadsheet Files Linking Files Page 1

9 WORKING WITH TABLES USAGE: At some point, you may have a document that includes columns and rows of tabular data. Instead of creating tabs, Word allows you to insert something called a Table. This feature is used to prepare any type of document resembling a spreadsheet or requiring mathematical calculations. Instead of having to switch to a spreadsheet program, Word allows you to create a table within your document which looks and feels like any spreadsheet file. Tables are also used within Word for parallel columns. These are used when you have uneven blocks of text that must be shown side-by-side, such as inventory item descriptions or job description lists. These columns are for text that will be read from left to right. For example, you would read the first column then continue by reading the column to the right before reading down the column. The structure of a table consists of rows, which run horizontally, and columns, which run vertically. The intersections between these rows and columns are referred to as cells. It is in these cells where you store your data. To create a table, follow these steps: Move to the location where you want to insert the new table and then click on this tool (located within the Tables section on the Insert Ribbon). Page 2

10 If you selected Insert Table from the pull-down list, the following dialog box will be displayed: Enter the number of columns and rows required for the table in the boxes provided. Notice you can define a fixed column width or can instruct Word to AutoFit each column based on its contents or the size of the document window. Even if you leave the setting at Auto, Word allows you to adjust the column width while within the table itself. There is also a checkbox that instructs Word to remember the current dimensions for any future tables you may create. When done, choose. You will be returned to the document and placed inside the first cell of the new table. Page 3

11 The following movement keys may be used within tables: T S+T Moves to the next cell Moves to the previous cell TIP: If you are in the last cell of the last row, pressing T will create a new row for you. REPOSITIONING THE TABLE You can quickly reposition the table by dragging the 4-way arrow (which is located in the upper left corner - just above the table). Grab the 4-way arrow and drag the table to its new location. As you drag, an outline of the table moves with you. When you reach the desired location for the table, release the mouse button. RESIZING THE TABLE You can also resize the table by dragging the small hollow box (which is located in the bottom right corner of the table). Grab the small hollow box and drag it in (to shrink the table) or out (to expand the table). When the table has reached the desired size, release the mouse button. NOTE: You must be viewing the document in the print layout view to see the hollow box! Page 4

12 SELECTING COLUMNS/ROWS To select a column, point to the upper table border (just above the column you want to select). When the pointer changes to a down arrow, click once to select the current column. To select more than one column, click and drag to highlight each column. To select a row, point to the left of the table border (just outside of the row you want to select). When the pointer changes to a diagonal arrow, click once to select the current row. To select more than one row, click and drag to highlight each row. To select a single cell, point to the inside of the left border of the cell until you see a black arrow appear. When you see the black arrow, click once to select the current cell. To select more than one cell, click and drag to highlight each cells. CHANGING THE COLUMN WIDTH You may change the width of a single column or a group of columns within Word's table feature. Using the mouse, place your cursor in one of the cells within the column to adjust or select the columns (if you want to adjust multiple columns). You may use the ruler as shown in the diagram below: Another method of changing the column width is to move the mouse pointer to the right edge of the column (in the table itself) until it changes to a double-sided arrow: When you see the double arrow, click and drag the column border left/right to its new width. Page 5

13 CHANGING THE ROW HEIGHT You can also change the height of a single row or a group of rows within the table, as outlined in the steps shown below: Place the mouse pointer on the bottom gridline of the row you want to adjust. A thin cross-hair will appear. Drag up or down to adjust the row s height. When the desired height is reached, release the mouse button and the row will adjust to its new height. USING THE RIBBON TO CHANGE WIDTH/HEIGHT If you prefer, you can also access the Layout Ribbon to change the width of a column or the height of a row, as shown below: Use this tool to change the row height of the currently selected cell. Use this tool to change the column width of the currently selected cell. Click on this tool to choose from a pull-down list of options. For example, you can choose to adjust the column width for the currently selected cell(s) to accommodate the cells contents, the size of the window, or you can specify and exact size. Use this tool to distribute the height of the selected rows evenly. This can be helpful if you had adjusted the row height and then printed your document and saw that it looked uneven. This option can correct that problem. Use this tool to ensure that columns are evenly spaced by selecting to distribute the width of the selected columns evenly. Page 6

14 APPLYING CHARACTER AND PARAGRAPH ATTRIBUTES The Home Ribbon can be accessed as always to center the contents within a cell or to apply an attribute (e.g., different font, point size, apply bold, etc.). Select the cell(s) to be affected and then click on the appropriate tool. CHANGING THE TEXT DIRECTION While working within a table, you might want to change the direction of the text so that it reads sideways going up or down. To change the direction of text within a cell, select the cell(s) to be adjusted and then click on this tool (located within the Alignment section of the Layout Ribbon). Notice that each time you click on this tool, the direction is changed. CHANGING THE ALIGNMENT You can also change the alignment of data within a cell or group of cells by clicking one of these tools (located within the Alignment section of the Layout Ribbon). Page 7

15 CHANGING CELL MARGINS You can also adjust the cell margins and the spacing between cells for your table. Click on this tool (located within the Alignment section of the Layout Ribbon). A dialog box will be displayed. In the boxes provided, select the top, bottom, left, and right margins for each cell. Notice you can also change the spacing between cells. There s also a checkbox to automatically adjust the cell size to accommodate the contents of the cell. Once you ve made your selection, choose. Page 8

16 INSERTING A COLUMN/ROW Once you have created a table, you may want to add a column/row to it. To insert a new column or row, follow the steps outlined below: Select the entire column or row where you want the new column/row inserted. Click on this tool to insert a row above the currently selected one. Click on this tool to insert a row below the currently selected one. Click on this tool to insert a column to the left of the currently selected one. Click on this tool to insert a column to the right of the currently selected one. If you select more than one column or row and then click on the table tool, Word will assume you want to insert as many rows/columns as you have selected. NOTE: A fast way of adding a new row to the end of a table is to move your cursor to the far right cell of the last row and press the T key once. Word will automatically add a new row to the end of the table. Page 9

17 DELETING COLUMNS/ROWS Once you have created a table, you may want to remove a column/row. To remove a column or row, follow the steps outlined below: Select the column(s) or row(s) to be removed. Click on this tool and then select what it is you want to delete from the pull-down list. Notice you can choose to delete the currently selected cell(s), column(s), row(s) or the entire table. CHANGING TABLE PROPERTIES To make several changes at once to your table, you can access the Table Properties dialog box. Click on this tool (located within the Table section on the Layout Ribbon) to access a dialog box where you can change the width, alignment and text wrapping properties for the table. This dialog box also contains tabs to modify the row, column, or cell properties. Page 10

18 MERGING CELLS Word offers an option referred to as Merge Cells which combines a group of selected cells into one large cell. This can be useful for creating cells that span more than one row and/or column. For example, to create a row heading that spans the width of a table, you would begin by merging all cells for the first row into one large cell and then centering a title in that single cell. To merge two or more cells into a single cell, follow the steps outlined below: Select the cells you want to combine. Select this tool (located within the Merge section on the Layout Ribbon). Another method for merging cells is to combine two or more cells into a single one using the eraser tool to erase the boundaries between the cells you want to combine (merge), as outlined below: Click on this tool to select the Eraser. Move the mouse within the table structure. Notice that the mouse pointer has changed to an eraser. Click on the boundaries between the cells to be merged. When done, click on this tool a second time to deselect the Eraser. Page 11

19 SPLITTING CELLS If you have a cell that you would like to split into two or more cells, follow the steps outlined below: Select the cell you want to split. Click on this tool (located within the Merge section on the Layout Ribbon) You will be taken to a dialog box where you ll be asked to enter the number of columns and rows to split the selected cell into. From within the dialog box, enter the number of columns and rows you want to split the cell across. If you had selected more than one cell to split, there is also a checkbox that allows you to merge the contents of the cells into one cell before the split occurs. When done, choose. Page 12

20 Another method for splitting cells is outlined in the steps below: Click on this tool (located within the Draw Borders section on the Design Ribbon) to select the Draw Table tool. Move the mouse within the table structure. Notice that the mouse pointer has changed to a pencil. Use the pencil to draw the borders within the cell you wish to split. Word applies the last used pen style, weight, and color to the new borders you are drawing. When done, click on this tool a second time to deselect the Draw Table tool. Page 13

21 SPLITTING THE TABLE After creating a table and entering data, you may decide that you would have preferred creating two or more separate tables. Rather than having to create a new table and then cut & paste the data from the first table into the second one, you can have Word split the table. Word automatically splits tables based on the current row. Before continuing, be sure to place your cursor in the row where you want the split to occur. The current row will become the first row within the new table. Click on this tool (located within the Merge section on the Layout Ribbon). Your table should now be split into two. If needed, you can continue splitting until you have the desired number of tables. Page 14

22 PLACING BORDERS AROUND THE TABLE Advanced Microsoft Word 2010 The default borders surrounding the table can easily be customized as needed. Each cell can have a different set of borders allowing you to create a variety of table formats. Follow these three steps to add a border to a cell or group of cells: Select the cell(s) you want to format. Click on the down arrow beside this tool (located within the Table Styles section on the Design Ribbon) to select the type of border to apply. A pull-down list of the available borders is displayed: From the list provided, choose the type of border you would like to apply to the selected cell(s). Page 15

23 To further customize the borders (such as adding a shadow effect or a 3D look), select Borders and Shading from the pull-down list. The following dialog box will be displayed: There are three tabs available that allow you to customize the borders for the table, the entire page, or customize the shading that is assigned to the cells. Page 16

24 THE BORDERS TAB Setting Select one of the preset styles along this section. The Preview section shows how the borders will look within the table. Select None to remove existing borders. Style To customize your own borders, select a Line Style and use the Preview section to click on the edge where you want to apply the border. To remove an existing line, click on the edge of the line to remove. Color It is also possible to change the Color of the borders. Click on the down arrow beside the word "Automatic" to select the desired color. Width Click on the down arrow to choose the width of the line to apply. Preview This section provides a brief view of how the borders will be applied. You can click within the preview to add/remove borders or use the buttons provided. Apply to Click on the down arrow to choose whether to apply the borders to the selected cell(s), paragraph, or the entire table. Page 17

25 THE SHADING TAB This third tab is used to apply shading to the selected cell(s): The following options are available: Fill Choose a fill color from the palette provided. Patterns Click on the down arrow beside this box to select from a list of patterns to apply. Color Click on the down arrow beside this option to choose a pattern color to apply. Apply to Click on the down arrow to choose whether to apply the shading to the selected cell(s), paragraph, or the entire table. When done, choose. Instead of accessing the dialog box shown above, you can click on the down arrow beside this tool (located within the Table Styles section on the Design Ribbon) to apply shading to the selected cell(s). Page 18

26 USING TABLE STYLES You can further customize your table by selecting from one of the many predefined table styles available within Word. To apply one of these styles, follow these steps: Select the table by clicking on any of the cells within it. Use the section shown below (located within the Table Styles section on the Design Ribbon) to choose a different style for the table. Notice as you drag the mouse over the various styles within the list, your table will change to display a preview of what it will look like if you select that style. Use the styles. buttons to scroll up and down through the list of available Click on to display the entire list of table styles within a single pull-down list. Page 19

27 APPLYING TABLE STYLE OPTIONS Advanced Microsoft Word 2010 The section labeled Table Styles Options on the Design Ribbon are used to further format your table. Using this section, you can choose to display or hide the header row, create and display or hide a total row, and display or hide banded rows (whereby even and odd rows are displayed differently to make reading them easier). You can also use this section to display special formatting for the first column, the last column, or create banded columns to make them easier to read. DRAWING/ERASING BORDERS If you d rather draw the borders yourself, you can easily do so by using the tools within the Draw Borders section of the Design Ribbon. You will need to start by selecting the type of border, the pen color and the weight of the border(s) you wish to draw and then click and drag to actually begin drawing. Click on the down arrow beside this tool to select the type of border you wish to draw. Click on the down arrow beside this tool to select the weight of the border you wish to add. Click on the down arrow beside this tool to select the pen color you wish to use. Click on this tool to erase a previously drawn border. Page 20

28 CHANGING THE PEN STYLE By default, when you choose to add a border, Word applies the last color, style, and weight (thickness) used. If you want to add a border with a different color, style, or weight, you will need to first change the pen settings before applying the border. To change the pen style, follow these steps: Click on the down arrow beside the Line Style tool. From the pull-down list, select the pen style you wish to apply to the next border you add. Move back to the table. Click & drag your mouse to create the new border. Page 21

29 CHANGING THE PEN WEIGHT To change the weight (thickness) of the pen for the next border you apply, follow these steps: Click on the down arrow beside the Line Weight tool. From the pull-down list, select a new pen weight to apply to the next border you add. You can now add a border and the new pen weight will be applied. CHANGING THE PEN COLOR To change the pen color for the next border, follow these steps: Click on the Pen Color tool. Select the color to apply from the pulldown list. If you don t see the color you want to apply, choose More Colors You can now add a border and the new pen color will be applied. Page 22

30 MOVING A TABLE Like any other object within a document, a table can be moved or resized. To move the table, point to one of the borders surrounding it until you see the mouse pointer change to four-way arrow click and drag it to a new location. and then RESIZING THE TABLE To resize the table, point to one of the outer borders until you see one of these double-sided arrows. Click and drag to increase/decrease the size of the table. DELETING A TABLE To remove a table from your document, click on this tool (located within the Rows & Columns section on the Layout Ribbon). From the pull-down list, select Delete Table. You will not be asked to confirm the deletion. However, if you change your mind, you can click on the Undo tool (located on the Quick Access toolbar) to undo the deletion. Page 23

31 HIDING/DISPLAYING THE GRIDLINES Advanced Microsoft Word 2010 If you have removed all of the borders from a table, you will notice that it is hard to see the individual cells. To help you edit a table with no borders, Word allows you to display some gridlines which define the rows and columns. Click on this tool (located within the Table section on the Layout Ribbon) to toggle gridlines on/off. CONVERTING EXISTING TEXT TO A TABLE If you have already created text using tabs or commas as separators, you can convert that information to a table. Sometimes mailing lists, spreadsheet data or mainframe data are provided in the form of a list, with each item (field) separated by a comma. If you want to use this data in a table, Word will easily convert the list to a table for you, as outlined in the steps shown below: Select the lines of text that are to be converted into a table. Click on the table tool. From the pull-down list, choose Convert Text to Table A dialog box will be opened where you will be prompted to enter how many columns and rows should be created. Once you enter that information, click on. Word will convert the tabbed or comma-separated items to a table format based on the information you entered. Page 24

32 DRAWING A TABLE Another feature within this application is the ability to draw your own more complex table. For example, you can create a table consisting of cells with different heights on the same row or a different number of columns on each row. Since you are actually allowed to draw the table borders, you can customize the new table to whatever dimensions you require. Follow these steps to draw the table: Click on this tool (located within the Tables section on the Insert Ribbon) From the pull-down list, choose Draw Table. Notice that your mouse pointer has changed to the shape of a pencil. Click and drag to draw the outer border of the table. When you release the mouse button, the table will consist of one large cell. Continue to click and drag from edge to edge to draw the inner borders. These borders will consist of the columns and rows for the new table. When you release the mouse button you should see the table has been divided into multiple cells. Once created, use the Erase tool to remove any unwanted borders you may have inadvertently drawn. Page 25

33 INSERTING A QUICK TABLE Word also comes with a group of table templates that can be inserted into your document based on a gallery of preformatted tables. These table templates contain sample data to help you visualize what the table will look like when you begin adding your own data. Follow these steps to insert a Quick Table: Place your cursor at the document location where you want to insert the table and then click on this tool (located within the Tables section on the Insert Ribbon) From the pull-down list, choose Quick Tables (located at the very bottom of the list). Scroll through the list of available table templates until you see the one you want to use for your table. To select it, simply click on the sample provided in the list. Notice you can also save a table to the gallery so that it becomes a template for future tables to be based on. To do that you would have first created a table and then selected it before entering this list. Once the table has been inserted, you can edit its data so that the new table contains the information you require. Page 26

34 SORTING TABLE DATA Word also allows you to sort your table. When sorting, Word assumes the first row contains headings that you do not want moved with the sort and that the text in other columns should move with the sorted data. Click in the column you want to sort. Click on the Sort tool (located within the Data section on the Layout Ribbon). A dialog box will be displayed, allowing you to sort on up to three fields (columns). Select the first column to sort by and whether to sort in ascending (A-Z) or descending (Z-A) order. Next, select the second column (if needed) to sort by. For example, you might want to first sort by Last name and then by first name. You can also specify whether the first row within your table contains data that should also be sorted or titles (headers) that should be excluded from the sort. Options include how to separate fields (by tabs, commas), whether case should be sensitive, and what language. When done, click. Page 27

35 PERFORMING MATH USAGE: While working with Tables, you can instruct Word to perform calculations, such as adding columns or multiplying two numbers. Because a table is similar to a spreadsheet, when entering a formula it is important that you do not type the actual numbers but, rather, the cell addresses. The formula must be preceded with an equal sign. For example, if you had two numbers (in cells A2 and B2) that needed to be added, you would instruct Word to add the contents of cells A2 and B2 so your formula reads: =A2+B2. CREATING TOTALS There is an easy way to create totals within a table as long as the values you want to sum are to the left or above the cell you want the total to be displayed in. Place your cursor below the column of cells or to the right of the row of cells to be totaled and click on this tool once. The following dialog box will be displayed: Page 28

36 Word defaults to displaying the calculation =SUM(LEFT) or =SUM(ABOVE), depending on the current cursor location. When entering functions, you do not need to enter the cells to be summed. It is sufficient to use the word "LEFT" or "ABOVE". If for some reason, you do not want to include all cells within a row/column, you could specify the cells to include by entering the first cell followed by a colon and then the last cell. The colon (:) is used by Word to represent a range of cells. It is also possible to change the Number format of the current cell by clicking on the down arrow within this section and selecting the way you want to see the number displayed (e.g., dollar signs, fixed number of decimal places, etc.) Notice that there is also a section labeled Paste function. This option allows you to select other mathematical functions, such as AVERAGE, MAX and COUNT which are popular spreadsheet functions. Click on the down arrow to select from the list. Use the Paste bookmark feature if you have assigned bookmarks to numbers stored outside of the table. For example, you could use a sales quote from within the document as part of a formula in the table by assigning a bookmark to sales quote. Once everything is complete, click on. CREATING CUSTOM FORMULAS In addition to simple totals, you can enter formulas based on complicated equations that you create yourself. The following operators are recognized within Word: + Addition - Subtraction * Multiplication / Division Page 29

37 PRACTICE EXERCISE Advanced Microsoft Word 2010 Instructions: Create a table by drawing it as shown in the example below. Create the appropriate formula to calculate the total salary in column D. Add totals to the bottom of the table. Bold & Center the headings in the first row. Right-align the numbers entered in columns B through D. Have a double-line outline (in dark red) surrounding the table as well as a double-line bottom border across the first row. Shade (in blue) and bold the totals in the last column as well as the totals at the bottom of the table (darker shade of blue). Save the file when you are done and print/preview it. Employee Salary O/T Pay Total Salary Jon Johnson Dave Davidson 5, , Larry Long 7, , Susan Sullivan 1, , Don Donaldson Rob Robertson 6, , Mike Michelson 9, , Totals: $32, $ $32, Page 30

38 WORKING WITH WORKSHEETS USAGE: If you have already created a file within a spreadsheet program and then decide you should have created it as a table within Word, you can insert it. Word automatically brings spreadsheet files in as tables. In addition, when inserting an object from another application you can choose to link the original file with the one being inserted so that when changes are made to the original file the table within Word is also updated. INSERTING AND LINKING A FILE One method of placing data from a spreadsheet into a Word document is to insert the file as an embedded object. To do so, follow these steps: Move your cursor to the document location where you want to insert the file. Click on the down arrow beside this tool (located within the Text section on the Insert Ribbon) and chose Object When embedding an object, the following box will be displayed: Page 31

39 Be sure to first select the tab across the top of the box labeled Create from File and then enter the name of the file you wish to insert in the box provided. Notice the two checkboxes along the right side of the dialog box. If you check the box labeled Link to File, the inserted worksheet object will be linked directly to the original file. The data within the inserted table will automatically be updated when the original worksheet file is modified. The checkbox labeled Display as Icon is used to have Word display the pasted object as an icon. To open or edit the object, you will need to double-click on the icon representing the spreadsheet data. Once you have entered the name of the file you wish to insert, click on the button. You will be returned to your document and the object will have been inserted at the current cursor location. EDITING A LINKED OBJECT If you chose to link the object to its original source (such as Excel), you will need to access that program to make changes to the data. To do so, simply double-click anywhere within the table and the original application will be launched and the file opened so that changes may be made. You can also edit/open a linked object by pointing anywhere within it and clicking your [RIGHT] mouse button once. From the pop-up menu, choose Linked Object and then select Edit Link from the submenu. Page 32

40 UPDATING A LINKED OBJECT If changes have been made and you want to be sure that your object has the latest information, you can choose to update the link. To do so, point anywhere within the linked object and click your [RIGHT] mouse button once. From the pop-up menu, choose Update Link. Page 33

41 WORKING WITH LINKS If you made an error when creating the link (linked the wrong file or didn t define the link properly), you can go back and edit the object. Point anywhere within the linked object and click your [RIGHT] mouse button once. From the pop-up menu, choose Linked Object and then select Links from the submenu. The following dialog box will be displayed: Page 34

42 The following buttons are available within the dialog box: Use this button to update the link between the spreadsheet and the Word document. Click on this button to open the selected file in the original application so that you can edit it. Use this option if you want to change the file or range being linked to Word. This button discontinues the link between the spreadsheet and the Word document. Once broken, any changes made to the original spreadsheet will no longer be reflected in the Word document. Locked Check this option to prevent updates to the selected link. Once a link is locked, it will no longer be updated. Automatic/Manual Depending on how the object was placed in the document, you may have the option of having the it automatically updated each time a change is made to the original file or to have the object updated manually whenever you select. The checkbox labeled Save picture in document is used to store a link to a graphic in your document rather than storing the picture itself in the file. Storing only the link reduces the size of your document. The checkbox labeled Preserve formatting after update instructs Word whether formatting changes made in the original application will be reflected in this document. When you are done, choose. REMOVING A LINKED OBJECT If you change your mind and decide you no longer want the linked object stored within your document, simply select it and press =. Page 35

43 PRACTICE EXERCISE Advanced Microsoft Word 2010 Instructions: Open the file called SALES. Beneath the first paragraph, insert a linked spreadsheet file called SALES.XLSX Make a change to the file and then update the link to reflect the change(s) made. When you are done, be sure to save and print/preview the file. Page 36

44 Working with Graphics Inserting Shapes, ClipArt, and Pictures Customizing Graphic Objects Adding WordArt Creating Diagrams & Charts Inserting Watermarks Page 37

45 WORKING WITH GRAPHICS USAGE: The graphics feature within Word allows you to incorporate pictures or images from many sources into your documents, some of which are listed below: Clip Art Gallery Includes a library of pre-drawn pictures that can be quickly inserted anywhere within a Word document. AutoShapes This feature includes professionally drawn shapes (such as sun bursts). Existing charts Allows you to insert existing charts (e.g., from MS Excel) into a Word document. WordArt This feature allows you to manipulate the shape and style of text. Graphic files Word can read such graphic files as.pcx.tif.bmp.wmf and.cgm. Scanned pictures You can also incorporate scanned images within a Word document. The capability to mix text and graphics in the same document makes it easy to produce newsletters, instructional materials and any other files requiring diagrams, logos and/or pictures. Once a picture is brought into the program, Word allows you to customize the object s properties by resizing it, adding a border, and positioning it wherever you want it to be located within the document. Page 38

46 INSERTING CLIP ART USAGE: The easiest type of graphic to insert into a Word document is one of the clip art objects. These include a library of pre-drawn pictures which you can insert anywhere within your file. Word provides multiple categories of clip art, such as animals, buildings, cartoons, and signs. You can search these categories for specific clip art by using keywords that pertain to your subject. To insert a clipart item into your document, follow these steps: Click on the Clipart tool (located within the Illustrations section of the Insert Ribbon). The task pane displays the clip art options, as shown below: Page 39

47 In the box labeled Search for, type in the keyword(s) that best defines what type of clip art you are looking for and then click on. Use this box to specify which clip art collections should be included in your search. Use this box to specify what type of media file you are searching for. Choices include clip art, photographs, movies and sound. This can be useful for speeding up and limiting the search for only those file types that are required. Check this box to expand the search to online content. At the bottom of the task pane are some additional clip art items: This option connects to the Internet to search Microsoft s site for additional clip art. Select this option to access additional help on how to locate clip art. Page 40

48 After entering the keyword(s) and then selecting pane will display the located clip art, as shown below:, the task To actually insert one of the clip art items in your document, click on it. The object will be added. Once the clip art object has been placed in the file, you can manipulate it (e.g., change its size and placement) just as you would any other drawing object. REMOVING A CLIP ART ITEM To remove an unwanted clip art object from your document, simply follow the two steps outlined below: Press = Click on the clip art object to select it. Page 41

49 REDEFINING YOUR SEARCH If you decide you would like to redefine your search, click in the box labeled Search for and enter the new search criteria. When done, click on a second time. ADDITIONAL CLIP ART OPTIONS Once the clip art items are displayed, point to any picture and a small down arrow will appear along the right side, providing the following options: Insert Select this option to insert the selected picture in your document. Copy Choose this item to copy the selected picture to the Windows clipboard to be pasted in another area of your document or within another application. Delete from Clip Organizer Select this option to remove the selected picture from the catalogue. Page 42

50 Copy to Collection Copies the selected picture to another collection. Move to Collection Use this option to move the selected picture from one collection to another. Edit Keywords Choose this option to edit the keywords that are associated with the selected clip art item. Preview/Properties Use this option to display a dialog box that provides detailed information about the currently selected picture. CLOSING THE CLIP ART TASK PANE Once you are done inserting clip art, you can close the clip art task pane by clicking on the button (located in the upper right corner of the pane). Page 43

51 SELECTING OBJECTS Once objects have been added to your document, you must select them before modification is possible. Move to the edge of unfilled objects or to the middle of filled pictures. Once you see the pointer change to a four-way arrow, click the [LEFT] mouse button. An object is selected when it has the outline of a box with small circular handles. A rotation handle appears at the top of the selected object. SELECTING MULTIPLE OBJECTS To select multiple objects, click on the first object and then hold the S key down while clicking on the additional objects. NOTE: If you click on an object a second time (while holding S down), you will be deselecting that object. TIP: You can also click in an empty area and drag a rectangle around all the objects to select. Word selects all objects enclosed within the rectangle. Page 44

52 CUSTOMIZING CLIPART The following tools (located on the Format Ribbon) are available to customize your clipart picture: Click on this tool to correct the brightness and contrast of your picture. If you have a photograph, you will also be able to soften or sharpen the photo. Click on this tool to adjust the color of the selected image. You can choose to make it more colorful by increasing the saturation, adjusting the tone or changing the color completely. Page 45

53 Click on this tool if you want to add a little flair to your picture. You can use this tool to add artistic effects. Use this tool to reduce the file size by compressing the selected picture. Loss of quality may result. Choose this tool to change the selected image. Use this tool to remove any color or artistic changes you ve made to the picture. If you ve changed the size, use the pull-down menu to reset the size to its original dimensions. Use this section to choose a different border style for the selected image. Click on to display all of the styles within a single box. Use this tool to change the border surrounding the picture. Use this tool to apply one of the predefined special effects. Use this tool to change the border surrounding the picture. Page 46

54 Use this tool to specify how the selected picture will be positioned in relation to text surrounding the image. This tool is used to bring the selected picture to the front or in front of other objects that overlap it. This tool is used to send the selected object to the back or behind other objects that overlap it. Use this tool to change the alignment of the selected picture. Use this tool to group two or more graphic items into one single picture. Use this tool to rotate the selected picture. Use this tool to crop the selected picture to cut off a portion of the image you do not want. Use these two boxes to change the height and width of the selected picture. Page 47

55 MOVING PICTURES You can move objects around within your document by dragging them from one location to another using your mouse, as outlined in the steps shown below. Move to the middle (of a clip art picture or filled object) or the edge (for unfilled objects) of the selected item. Be sure that the mouse pointer changes to the fourway arrow. Click and drag the object to its new location. Once you reach the new location, release the mouse button and the original object will appear in its new location. TIP: You can also move an object by selecting it and then clicking on (located within the Clipboard section of the Home Ribbon). To paste it in a new location, click on the tool. Page 48

56 COPYING PICTURES To copy an object within your document, follow these steps: Move to the middle (of a clip art picture or filled object) or the edge (for unfilled objects) of the selected item. Be sure that the mouse pointer changes to the four-way arrow. Hold down the C key. You ll see a small plus symbol (+) on the mouse pointer. Continue to hold the C key down while dragging the object to its new location. Once you reach your destination, release the mouse button and then the C key. The original object will be copied to its new location. TIP: You can also copy an object by selecting it and then clicking on (located within the Clipboard section of the Home Ribbon). To paste it, click on the tool. Page 49

57 RESIZING PICTURES You can easily change a picture's size - keeping its original proportions, or changing its shape as you resize. To resize an object, follow the steps outlined below: Move the mouse so the tip of the arrow touches one of the surrounding circular handles. The pointer will change to one of these double-sided arrows Use one of the four corner handles to change the object s height and width at the same time. When done, release the button. NOTE: Dragging the handles of a text item only serves to change the left or right margins of the text block. This may cause the text to wrap within the margins. Page 50

58 DELETING PICTURES If you decide to remove a picture from your document, follow the steps outlined below: Select the object(s) to be deleted. Press the = key and the object(s) will be removed. OOPS! UNDELETING If you mistakenly delete an object from your document, you can undo the deletion, as shown below: Click on this tool (located on Quick Access toolbar) to Undo the last action. To undo more than one action, click on the down arrow beside the tool. Page 51

59 ADDING SHAPES USAGE: Word has several pre-defined shapes that can be placed within your document. These shapes include such items as lines, arrows, call-out boxes and stars. To add a shape to the current page, follow these steps: Click on this tool (located within the Illustrations section of the Insert Ribbon). From the pull-down list select the category and then the exact shape you want to create. Position the cross-hair pointer where the top left corner of the shape should begin. Click and hold the [LEFT] mouse button down to drag the pointer to the size and position where the bottom right corner of the shape should appear. Release the mouse button when you are done drawing. Page 52

60 ADJUSTING SHAPES Many of the AutoShapes have an extra adjustment handle in the shape of a yellow diamond ( ). You can use this to adjust some aspect of the shape such as the thickness of an arrowhead, three-dimensional depth and other features. This adjustment handle is not used to change the size of the shape but rather the most prominent feature of the shape. The exact adjustment feature will depend on the selected shape. To adjust the shape, follow the steps outlined below: Place the mouse pointer over the yellow adjustment handle. The mouse pointer will change to a smaller arrow ( ). Drag the handle in the direction you want. You will see an outline of the new shape to help you decide when to stop. Once the adjustment is made, release the mouse button. Page 53

61 ATTACHING TEXT TO A SHAPE Advanced Microsoft Word 2010 To add text to a shape, select the shape and then click your [RIGHT] mouse button once. From the pop-up menu that appears, choose Add Text. You can also change the font, font size, color, and any other text attributes just as you would any other text within your document. Select the text and then choose the font/size/attribute from the Font section of the Home Ribbon. When you select a block of text, Word displays a semitransparent toolbar called the Mini toolbar. The Mini toolbar helps you work with fonts, font styles, font sizing, alignment, text color, indent levels, and bullet features. When you see the transparent toolbar appear, simply point to the attribute you want to set and select it with your mouse. ALIGNING TEXT WITHIN A SHAPE When you add text to a shape, Word automatically aligns it along the left side. To change the alignment, place your cursor anywhere within the text and select one of the following tools (located on the Home Ribbon): Left Aligned Centered Right Aligned Full Justification Page 54

62 ADDING A TEXT BOX USAGE: You can also insert one of many predefined text boxes. These predefined text boxes are already formatted so that all you need to do is insert your own text. In addition, you can create a text box from scratch, making each of the formatting choices yourself. Select the text box tool (located within the Text section on the Format Ribbon). From the pull-down list, choose one of the predefined text boxes or select Draw Text Box to create one from scratch. If you choose to create one from scratch, you will need to click and drag back in the document to define the borders for the box. Once the box is created, click in it to enter the text. You can use all of the same formatting tools to change the font, font size, font color, and apply attributes (such as bold, italics) to text box data that you would to any other text stored within your document. Page 55

63 INSERTING PICTURE FILES USAGE: You can also insert a picture that was originally created in another application. To insert a graphic file, follow the steps outlined below: Move to the location where the file should be inserted. Click on this tool (located within the Illustrations section on the Insert Ribbon). From the resulting box, select the picture you wish to insert. You may need to change the currently selected drive/folder to locate the appropriate listing of graphic files. The picture should be displayed on your screen where the cursor was located before you began the insertion process. Page 56

64 CUSTOMIZING GRAPHIC OBJECTS USAGE: Once you insert clipart, shapes, or pictures into your document, you may then customize them in a variety of ways. ARRANGING OBJECTS Word allows you to arrange objects within your document in a number of ways. For example, you might have two items that overlap one another and decide that one of the objects needs to be placed behind the other. In that case, you would choose to send the object back or choose to bring the other object forward. Since graphic objects can be placed anywhere within a document, they can at times be placed on top of each other - thereby overlapping. This can be used to combine several layers of objects to create special effects or even a new picture. For example, the picture below started out with a picture of a dog carrying a newspaper. The text was then added and placed on top of the newspaper. To do this, you would simply add the text within a text box and then drag the text box on top of the dog picture. However, you may find that when you drag one object on top of another they are overlapped incorrectly, as shown below: Page 57

65 BRINGING AN OBJECT FORWARD To bring an object forward, follow these steps: Advanced Microsoft Word 2010 Select the object to be placed on top of the other(s). Click on the down arrow beside this tool (located within the Arrange section of the Format Ribbon) to choose whether the selected object should be brought forward one position (layer), brought to the front of all objects it shares space with, or if it should be brought in front of any text it shares space with. If you have more than two objects overlapping, you may want the item brought to the very front. SENDING AN OBJECT BACK To send an object back, follow these steps: Select the object to be placed behind the other(s). Click on the down arrow beside this tool (located within the Arrange section of the Format Ribbon) to choose whether the selected object should be sent back one position (layer) at a time. If you have more than two objects overlapping, you may want the selected item sent behind all others. Page 58

66 ROTATING OBJECTS You can also choose to rotate an object. For example, to create a more custom look you might decide that an item looks better at an angle or even flipped upside down. To rotate an object, follow these steps: Select the object to be rotated. Click on the down arrow beside this tool (located within the Arrange section of the Format Ribbon). From the pull-down list, select the rotation angle for the selected item. You can rotate an object using the mouse using these steps: Select the object you want to rotate. Select the green rotation handle (which is automatically displayed above the selected object). The pointer will change to a rotation icon ( ). Begin dragging the mouse clockwise or counter-clockwise to rotate the selected object. As you drag, the pointer will change shape again ( ). When you are finished, let go of the mouse button and the object will be redrawn in its new position. Page 59

67 ALIGNING MULTIPLE OBJECTS Advanced Microsoft Word 2010 Word allows you to align multiple items within a document. For example, you may want the tops of each selected object to line up or the center point of each object to be aligned. You can also choose to align them evenly on the page. Select each of the objects you want to align. Click on the down arrow beside this tool (located within the Arrange section of the Format Ribbon) to specify the alignment. From the pull-down list, choose the alignment option you wish to set for the selected picture. GROUPING MULTIPLE OBJECTS After arranging the objects so they look like one picture, you may decide that you should group them as one object so that if you decide to move the item, all objects move together. Select each of the objects you want to group as one item. Click on the down arrow beside this tool (located within the Arrange section of the Format Ribbon) to group each of the selected objects. Notice if you group multiple objects by mistake you can choose to ungroup them using this same pull-down menu. Page 60

68 POSITIONING OBJECTS You can position an object on the page. By default, text is automatically set to wrap around a graphic object but you can change that by following the steps outlined below: Select the object you want to reposition. Click on this tool (located within the Arrange section of the Format Ribbon) to access a list of possible positions. From the pull-down menu, choose how you want to reposition the selected graphic object. COMPRESSING PICTURES If you decide you would like to reduce the size of your document by compressing the pictures stored in it, simply click on this tool (located within the Adjust section on the Format Ribbon). RESIZING AN OBJECT Use these two sections to specify an exact height and width for the graphic object. RESETTING AN OBJECT If you decide you have made changes to the object that you don t want to save, click on this tool (located within the Adjust section on the Format Ribbon) to reset the object to its original properties. Page 61

69 CHANGING OUTLINE/LINE COLOR AND STYLE Advanced Microsoft Word 2010 To modify the color applied to the outline of a graphic object as well as the style of the line, follow the steps below: Select the object to be modified. Click on this tool (located within the Shape Styles section on the Format Ribbon). From this pull-down list, you can choose a new outline color, remove the outline altogether, change the weight of the outline, and change the style of the line to include dashes, arrows, or a pattern. If you do not see the desired color from the list, select More Outline Colors... which displays the entire color palette. Notice as you move your mouse over each option within the list, a preview is provided of the selected object using the option you are currently pointing to. Page 62

70 CHANGING FILL COLORS To modify the fill color, picture, gradient, and texture applied to a graphic object, follow the steps outlined below: Select the object to be modified. Click on this tool (located within the Shape Styles section on the Format Ribbon). From this pull-down list, you can choose a new fill color, remove the fill altogether, or change the fill to include a picture, a gradient, texture, or pattern. If you do not see the desired color from the list, select More Fill Colors... which displays the entire color palette. Notice as you move your mouse over each option within the list, Word provides a preview of the selected object using the option you are currently pointing to. A gradient typically consists of two colors gradually blending from one color to the other. You can select the colors to be used as well as the intensity and the direction in which the gradient will be generated. Textures are basically small patches of patterns that resemble reallife textures such as marble, cloth, grass, paper, wood, etc. Rather than using a color or one of the built-in textures or patterns, you can fill an object with a custom picture. Word recognizes most graphic file formats to provide you with a wide variety of options. Page 63

71 ADDING A SHADOW You can also apply a shadow effect to an object by following the mouse steps shown below: Select the object(s) to modify. Click on the Shadow tool (located within the Shadow Effects section on the Format Ribbon). From the pull-down list, select the type of shadow effect to apply to the selected object. Once a shadow has been added to an object, use the four outer buttons within this section to nudge the shadow up/down/left/right. The center button is used to turn the shadow on/off. ADDING A 3-D EFFECT You can also apply 3-D effects to objects by following the mouse steps shown below: Select the object to modify. Click on the 3-D tool (located within the 3-D Effects section on the Format Ribbon) From the pull-down list, select the type of 3-D effect to apply to the selected object. Once the 3-D effect has been added to an object, use the four outer buttons within this section to tilt the 3-D effect up/down/left/right. The center button is used to turn the 3-D effect on/off. Page 64

72 ADDING WORDART USAGE: Word includes a utility that adds a block of text to your document that has been pre-formatted with various special effects. This utility is referred to as WordArt. To insert a WordArt object, follow these steps: Click on this tool (located within the Text section of the Insert Ribbon) to add a WordArt object to your document. A pull-down list will appear displaying the various styles of WordArt, as shown below: From the pull-down list, click on the style to apply. Page 65

73 Once you select a style, an object will be placed in your document, prompting you to enter the actual text, as illustrated below: Enter the text in the box provided. If you need to edit the text or other attributes, simply click on the object and the WordArt tools will appear across the top of your screen. NOTE: If you are working in a document that was created in an older version of Word, the WordArt features will revert to that version of Word. Page 66

74 CHANGING OUTLINE COLOR AND STYLE Advanced Microsoft Word 2010 To modify the color applied to the outline surrounding the WordArt object as well as the style of the outline, follow the steps below: Select the WordArt object. Click on this button (located within the Shape Styles section of the Format Ribbon). From this pull-down list, you can choose a new outline color, remove the outline altogether, change the weight of the outline, and change the style of the line to include dashes or arrows. If you do not see the desired color from the list, select More Outline Colors... which displays the entire color palette. Notice as you move your mouse over each of the options within the list, Word provides a preview of the selected WordArt object using the option you are currently pointing to. Page 67

75 CHANGING FILL COLORS To modify the fill color, picture, gradient, and texture applied to the box surrounding a WordArt object, follow the steps outlined below: Select the WordArt object to be modified. Click on this button (located within the Shape Styles section on the Format Ribbon). From this pull-down list, you can choose a new fill color, remove the fill altogether, or change the fill to include a picture, a gradient, or a texture. If you do not see the desired color from the list, select More Fill Colors... which displays the entire color palette. Notice as you move your mouse over each of the options within the list, Word provides a preview of the selected WordArt object using the option you are currently pointing to. A gradient typically consists of two colors gradually blending from one color to the other. You can select the colors to be used as well as the intensity and the direction in which the gradient will be generated. Textures are basically small patches of patterns that resemble real-life textures such as marble, cloth, grass, paper, wood, etc. Rather than using one of the built-in textures or patterns, you can choose to fill a WordArt object with a custom picture. Word recognizes most graphic file formats to provide you with a wide variety of options Page 68

76 ADDING A SHAPE EFFECT Adding a shape effect (such as a shadow or a bevel effect) can give the WordArt object a more custom look and feel to help it to stand out from the rest of the document. To apply a shape effect to a WordArt object, follow these steps: Select the WordArt object to be modified. Click on this button (located within the Shape Styles section on the Format Ribbon). From this pull-down list, choose the shape effect you wish to apply to the selected object. Notice as you move your mouse over each of the options within the list, Word provides a preview of the selected WordArt object using the option you are currently pointing to. Page 69

77 USING A PREDEFINED SHAPE FOR WORD ART You can use one of the predefined WordArt shapes by following the steps below: Select the WordArt object to be modified. Use the section shown below (located within the Shape Styles section of the Format Ribbon). Use the buttons to scroll up and down through the list of available styles. Click on to display all of the shapes within a single box. CHANGING THE WORD ART STYLE You can also choose a different style for the text by following the steps outlined below: Select the WordArt object to be modified. Use the section shown below (located within the WordArt Styles section of the Format Ribbon). Use the buttons to scroll up and down through the list of available styles. Click on to display all of the text styles within a single box. Page 70

78 CHANGING TEXT FILL To change the text fill of the WordArt object, follow these steps: Select the WordArt object to be modified. Click on this tool (located within the WordArt Styles section of the Format Ribbon). From this pull-down list, choose the text fill to be applied. CHANGING TEXT OULINE To change the text outline of a WordArt object, follow these steps: Select the WordArt object to be modified. Click on this tool (located within the WordArt Styles section of the Format Ribbon). From this pull-down list, choose the text outline color to be applied. Page 71

79 CHANGING TEXT EFFECTS To change the text effects applied to the WordArt object, follow these steps: Select the WordArt object to be modified. Click on this tool (located within the WordArt Styles section of the Format Ribbon). From this pull-down list, choose the text fill to be applied. CHANGING TEXT DIRECTION To change the direction of the text, follow these steps: Select the WordArt object to be modified. Click on this tool (located within the Text section of the Format Ribbon). From this pull-down list, choose the direction you desire. Page 72

80 PRACTICE EXERCISE Advanced Microsoft Word 2010 Instructions: Open the document TIRED. Add a section break between the heading on the second page entitled, "Why I'm So Tired" and the actual article. Format the second section for two newspaper-style columns with a line between the columns. The heading should remain centered across the page with a shadowed box around it. Insert the picture TIRED.BMP at the bottom of the second column. Edit the picture so that it is an appropriate size and is centered in the second column. Using Word's shapes, create a callout box containing the text, I m Tired! Place the text above the picture that was inserted in the second column. When done, save and print/preview the document. Page 73

81 WORKING WITH SMARTART USAGE: SmartArt is a special type of graphic that can take lists of text and create unique charts (such as organizational, matrix, cycle, and pyramid charts) from the data. Click on this tool (located within the Illustrations section of the Insert Ribbon) to add a SmartArt chart to your slide. A box containing various SmartArt styles will appear: The left side of the dialog box contains a list of available chart categories. The middle section of the box changes to display the available styles within the selected chart category. If you select one of the styles within the middle section of the box, the right side displays a sample and brief description of that chart. From the list, select the SmartArt chart style you want to create and then click. Page 74

82 A new chart will be placed within your document: Advanced Microsoft Word 2010 Click in the chart to enter your text. Notice there is also an outline box along the left side of the chart where you can also enter the information for your chart: If you don t see this box, click on this button (located along the left side of the chart). To change the look or style of the chart, access the Design Ribbon. Page 75

83 CREATING & MODIFYING CHARTS USAGE: When you create a chart, Excel automatically is run so that the data is input through a spreadsheet and then plotted/charted within Microsoft Word. INSERTING A CHART Click on this tool (located within the Illustrations section of the Insert Ribbon). The following box will be displayed: Along the left side of this box, Word lists the various chart categories while the right side of the box displays the types of charts available within the currently selected category. Select the type of chart to create and click on. Page 76

84 A new chart will have been added and Excel will have also been opened in a separate window so that you may begin entering the data representing the chart. Simply type over the generic data that has been placed in the spreadsheet. Notice that the chart updates as you make changes to the spreadsheet. The two windows should be placed together on the screen so that you can easily click back and forth in the window you want to work in. However, if you want to maximize either window, click on the button (located within the upper right corner of the window). ADDING A CHART TITLE Across the top of the chart you should see a generic title. Click on that title to customize it. You can then select the title and access the Font section of the Home Ribbon to change the font, font size, font color, and text attributes for the chart title. CHANGING THE TYPE OF CHART Once you have created your chart, you may decide you should have selected a different type. For example, you should use bar/line graphs if you need to show relationships, comparisons or correlations. Line graphs in particular should be used to display a trend. For example, you would use a line graph if you want to plot the trend in sales over the past few quarters/years. The lines would allow the viewer to easily see the current trend in sales. Click on this tool (located within the Type section of the Design Ribbon) to change the type of chart. You will be returned to the original box where you can choose a different type of chart to apply. Page 77

85 EDITING DATA If you somehow close the Excel window or can t find it, click on this tool to open the spreadsheet to edit the data representing your chart. PARTS OF A CHART Each bar/line chart can consist of either a single series or multiple series. Word allows you to plot several series. Word refers to these graphs as XY because they are made up of an x-axis (the horizontal axis consisting of the category indicators) and a y-axis (the vertical axis containing the values being plotted). The y-axis can be located on the left (y1) or right side (y2) of the chart. Some charts contain both a y1 and y2 axis. A sample bar chart is displayed in the diagram below: Each data value is represented by a bar on the graph and is identified by a "label" along the x-axis. Page 78

86 On the other hand, you would use pie charts if you need to show parts of whole. Pie charts show each data item as an individual part of the total value. For example, use a pie chart if you have a list of expenses and would like to see how much each individual expense contributes to the total amount. Each pie chart consists of a single set of data values. For example, you can have a pie chart that displays expenses, but a pie chart with expenses and income categories combined would not make much sense as neither category contributes to the other. Each pie has a set of labels that identifies each slice and a set of values for each slice, as illustrated in the diagram below: The spreadsheet to the left is used to enter the different data labels and values for the chart. Each value should have a name or "label" assigned to it so that it can be identified on the chart. Notice how each slice represents a small part of the total value. To modify the data, click on the data form to activate it. Once activated, you would use the first row and first column to enter the data series and category names. Page 79

87 SELECTING CHART OBJECTS To select various chart objects, click on the item (x-axis labels, y- axis labels, legend, data series, chart title, etc.). Handles will surround the selected item. To modify a text object, simply select the object and then access the Font section of the Home Ribbon. CHANGING THE CHART STYLE Use the section shown below (within the Chart Styles section of the Design Ribbon) to choose a different chart style. Use the buttons to scroll up and down through the list of available styles. Click on to display all the chart styles within a single box. CHANGING THE CHART LAYOUT Use the section shown below (within the Chart Layout section of the Design Ribbon) to choose a different chart layout. Use the buttons to scroll through the list of available styles. Click on to display all of the chart layouts within a single box. Page 80

88 SIZING THE CHART To size the chart, follow the steps outlined below: Click on any of the outside borders surrounding the chart. Be sure you see the handles around the chart. Place the tip of your mouse pointer on one of the handles. The pointer changes to a doublesided arrow. Click and drag the [LEFT] mouse button to resize the chart. When done, release the mouse button. MOVING THE LEGEND It is also possible to move the legend to a more appropriate location, if desired. To do so, select it and then drag it to a new location, as outlined in the steps below: Select the legend by clicking on it once. Be sure you see the handles surrounding the object. Move the mouse pointer to one of the borders surrounding the legend box until you see the four-way arrow. Click and hold the [LEFT] button down while dragging the legend to its new location. When you reach the desired location, release the mouse button. Page 81

89 APPLYING TEXT ATTRIBUTES TO CHART OBJECTS You can quickly apply attributes to text within chart objects the same way you applied attributes to any text object. Before continuing, select the text object to modify. Next, click on one of the following tools (located within the Font section of the Home Ribbon): Click on this tool to turn bold on and off. Click on this tool to turn italics on and off. Click on this tool to turn underline on and off. The first time you select an attribute, it is turned on. The second time you select the attribute, it is turned off. CHANGING FONT & POINT SIZE FOR CHART TEXT Before continuing, select the text object to modify. Click on the down arrow beside the Font tool (located within the Font section on the Home Ribbon). Select the new font from the pull-down list. Page 82

90 APPLYING NUMERIC FORMATS TO CHART OBJECTS The numbers along the axis are automatically formatted based on the cells within the Excel spreadsheet. If you decide, however, that you would like to change their format, you can do so easily by using the following tools (located within the Number section of the Home Ribbon within Excel). Before continuing, select the values you wish to modify. Formats the current selection for currency with a dollar sign, a comma as a thousand separator and 2 decimal places. Formats the current selection for percentage by multiplying the numbers by 100 and adds the percent sign to the end with 0 decimal places. Formats the selection for comma by adding a comma as a thousand separator and two decimal places. Increases the number of decimal places displayed. Each time this button is selected another decimal place is added to the selection. Decreases the number of decimal places displayed. Each time this button is selected another decimal place is removed from the selection. Click on the down arrow beside this tool (located within the Number section of the Home Ribbon) to choose from a list of formats. Page 83

91 CUSTOMIZING FILL EFFECTS You can also customize the fill effects of a single series or the entire background of the chart, as outlined in the steps below: Select the series or background to be customized. Click on the down arrow to the right of this tool (located within the Shape Styles section of the Format Ribbon). Select the fill color and or fill effect (picture, gradient, or texture) that you would like applied to the currently selected data series. CUSTOMIZING THE OUTLINE In addition to changing the fill effect, you can also change the outline of the bars on the chart by following these steps: Select the series or background to be customized. Click on the down arrow to the right of this tool (located within the Shape Styles section of the Format Ribbon). Select the outline color, weight, and style for the currently selected data series. Page 84

92 ADDING A SHAPE EFFECT Adding a shape effect (such as a shadow or a bevel effect) can give a series of bars or columns on the chart a more custom look and feel to help it to stand out. To apply a shape effect to a data series, follow the steps below: Select the data series to be modified. Click on this tool. From this pull-down list, choose the shape effect you wish to apply to the selected data series. Notice as you move your mouse over each of the options within the list, Word provides a preview of the selected data series using the option you are currently pointing to. Page 85

93 WATERMARKS USAGE: Watermarks can be used to add a logo or stamp (such as "Draft" or "Confidential") to the background of a printed document. Watermarks (consisting of text or graphics) can appear on every page if added into the header or footer. Just because you add a watermark to a header or footer, however, does not mean that the watermark must be printed at the top/bottom of the page. CREATING A WATERMARK To create a watermark, follow the steps outlined below: View the Header or Footer. Insert the Clip Art item, AutoShape or WordArt object to be included as the watermark. Select the graphic object and then click on this button (located within the Arrange section on the Format Ribbon). From the pull-down menu, choose Behind Text. (OPTIONAL) If the color of the object interferes with the legibility of the document text, select the graphic item and then change its color to grayscale. Position the object where you would like it to appear on every page. Click on this button to close the Header/Footer. Page 86

94 Sorting Mailing Labels Page 87

95 SORTING USAGE: You can quickly arrange text by sorting it alphabetically, numerically, or by date using Word's sort feature. There are two types of sort features contained within Word. One allows you to sort paragraphs, lists created with either tabs or commas, or rows contained in tables. The second type of sort involves working with a mail merge data document. When sorting, Word allows you to sort by as many as three criteria at a time. In addition, you may sort in ascending (A-Z) or descending (Z-A) order. Word can sort the entire document or a selected portion of it. When sorting by commas or tabs, each tab/comma is referred to as a field while each line represents a record. When working with tables, columns represent a field while each row contains a single record. Follow these steps to sort your data: Click in the column you want to sort. Click on the Sort tool (located within the Data section on the Layout Ribbon). The following dialog box will be displayed: Page 88

96 The following options are available: Advanced Microsoft Word 2010 Sort by Allows you to determine what should be sorted. This is called the Primary sort field as it is the first one Word looks to when performing the sort. Depending on what is selected when entering the dialog box, the choices vary. Use this box to tell Word which field is to be sorted. If you are using tabs as a separator, you will need to know which tab represents the column you want to sort by. For example, to sort by city in a five-column list (name, address, city, state, zip) you would enter the number 3. Type Determines the type of sort to be performed. Click on the down arrow to select from one of the three choices: Text, Number or Date. Using This section is used to determine how the field should be sorted (e.g., by paragraphs). Ascending Word will sort the data from lowest to highest (text will be sorted from A to Z while numbers will be sorted from 0 to 9) Descending Word will sort the data from highest to lowest (text will be sorted Z to A while numbers will be sorted from 9 to 0). Then by This section allows you to determine a second and third field to sort by. Remember that second and third sort fields are only used when duplicates are found in the first sort field. For example, when sorting by names you could first sort by last name and then if duplicates are found you can have Word sort by first name. Page 89

97 My list has Use these options if the text you are sorting contains a heading/header row which you do not want sorted along with the rest of the text. Select the column to sort by and whether to sort in ascending (A-Z) or descending (Z-A) order. You can sort on as many as three columns. For example, you might want to first sort by last name and then by first name. (OPTIONAL) If desired, change the sort options. These options include instructing Word how to Separate fields (by commas or tabs) when sorting. Two checkboxes are placed within the second section of the dialog box. The first one is used when working with tables to determine if Word should Sort a column only rather than each row. The second checkbox allows you to determine whether the sort should be Case sensitive. When you choose this option, capital letters come first, followed by lowercase. When done, click. UNDOING A SORT Click on the Undo tool (located on the Quick Access toolbar) to undo the last sort. Page 90

98 SORTING MERGE RECORDS You can also sort the data records you plan to merge so that they are arranged alphabetically or numerically, based on information within the data fields you select. This can be especially useful when merging names and addresses. If the names are sorted alphabetically or the addresses sorted by zip code, accessing the information will be much easier. To sort existing merge records, follow these steps: Start in a blank document. Click on this tool (located within the Start Mail Merge section on the Mailings Ribbon). From the pull-down list, select Use Existing List From the resulting dialog box, select the data source containing the records to be sorted and then click. Click on this tool (located within the Start Mail Merge section on the Mailings Ribbon) to actually view the list. Page 91

99 The Mail Merge Recipients list is displayed on your screen: To quickly sort the list by any column (field), simply click on the field name. To sort a field in descending order, click on the same column heading a second time. Click on (located towards the bottom of the list) to sort on more than one field. To filter the records so that only certain ones are displayed in the list, click on the down arrow beside the column (field) you want to use to set the criteria for filtering. A pull-down list of options will appear - allowing you to create a filter for that column. For example, you may want to display only those clients in California. To do so, you would click on the down arrow beside the column containing the state and choose CA from the list. To remove an existing filter, click on the down arrow time and choose (All) from the list. a second There are a series of options listed at the bottom of the list to perform more advanced sorts, filter your records, find duplicates, find recipients, and validate addresses (if you have validation software installed on your system). When done, click. Page 92

100 PRACTICE EXERCISE Advanced Microsoft Word 2010 Instructions: Open the ADDRESS data source file. Sort the file first by last name and then by first name (both should be in ascending order). Select all of the employees working in HR or MIS. Page 93

101 MAILING LABELS USAGE: Word is commonly used to produce mailing labels. This process is as simple as providing the program with the information it needs to know about your labels (printer type, label type/size, quantity). You can print an address on a single mailing label, or print the same address on every label on an entire sheet of mailing labels. You can either specify the mailing address and return address from the one contained in the current document or you can enter the address while in the labels dialog box. Select the Labels tool (located within the Create section on the Mailings Ribbon). The following dialog box will be displayed: Page 94

102 Be sure to select the Labels tab from the top of the dialog box. If working with a document containing a mailing address, Word will select it as the text for the labels. Click on in the Address section of this box to choose from a list of stored addresses. To print multiple return addresses, check Use return address. In the bottom left corner of the dialog box are options to print a Full Page of the same label or a Single label. If you are not printing a full page of labels, select the Single label option, which allows you to specify the number of labels to print. If you have an electronic postage application installed, you will also see this box which, when checked, will print the postage directly on the envelope. Click on to customize your e-postage settings. To begin printing your labels, click on the button. Page 95

103 CHANGING LABEL FORMATS Word has all of the standard Avery label definitions available as well as many other label vendors. To choose a different label format, select. Select the type of printer on which the labels will be printed. Choose between continuous-feed and page printer label formats, depending on your requirements. Select the vendor of the labels you are using. Next, choose the type of label from the Product number section. To the right of the product number is a Label information box which displays details for the currently selected product to help you determine the correct label to use. Page 96

104 CREATING CUSTOM LABELS If you have labels that do not fit any of the predefined formats, choose the format closest to your label and click on. The following window will be displayed: Change the Label name to identify your custom label. Next, change the format features as needed for your custom label. As you make your changes, Word adjusts the Preview of the label to match your specifications. When all changes have been made, click on. Page 97

105 CREATING LABELS FROM A DATA FILE Advanced Microsoft Word 2010 To create address labels from within a data file, follow these steps: Start in a blank document. Click on this tool (located within the Start Mail Merge section on the Mailings Ribbon) From the pull-down list, select Step by Step Mail Merge Wizard The task pane (located along the right side of the screen) will change to display the Mail Merge wizard, as shown below: Page 98

106 From within the first step of the Mail Merge task pane, select Labels as the type of mail merge document you want to create and then click on to move to the second step. The next step is used to specify whether to use the current file as the starting document or if you would rather use one of the built-in templates or your own existing document. Since you started off in a blank document, you will need to select to define the layout for the document After making your selection and defining the label options you want to use, click on to move to the third Mail Merge step. Page 99

107 The task pane will display options for selecting recipients: The first option labeled Use an existing list allows you to select a data document that contains the list of addressees to be used for the labels. The second option labeled Select from Outlook contacts is used to obtain the list from your Contacts folder within Outlook. The third option labeled Type a new list allows you to create your own list of addressees. To use an existing list, select that option (from the top portion of the task pane) and then click on to actually search your system for the file. Page 100

108 Once the existing list has been selected, click on (from the bottom of the task pane along the right side of your screen) to move to the next step: Click on to define how the address block will be displayed on the labels. Use the resulting box to specify how the recipient s name should be formatted, whether to include the company name, and/or the county/region in the address. When done, click on to close the dialog box and insert the address block on the first label. You can now format the first label to change the font and other attributes as desired. Page 101

109 To copy the address block from the first label to the rest of the labels, click on. Next, click on The task pane will change to display the following: If you see a problem and would like to fix it, click on to access your data file. If everything looks fine, click on the final merge step. to access Page 102

110 The following task pane will be displayed: Advanced Microsoft Word 2010 If you are sure everything is correct and want to immediately print the labels, click on If you want to double-check the labels or change the format before printing them out, click on Regardless of which option you selected, you ll be asked which records should be merged. Typically, you ll want to choose All. If you chose to edit the individual labels, a new document will be created containing the merged labels. You can edit them as you would any other document and when all changes have been made, you can then print the labels. If the address list will not change, you may want to save the finished label document for future printing instead of going through the mail merge process again. However, if the list of addressees changes on a regular basis, you should close without saving the merged file. Instead, save the label layout document so that you can reuse the layout for future labels. Page 103

111 PRACTICE EXERCISE Advanced Microsoft Word 2010 Instructions: Starting in a blank document, create a full page of address labels for yourself using your own personal or business address. Either print or view the address labels in a new document before closing the file. Using the ADDRESS file as your data source, sort all of the names by last and then first name, and then create mailing labels for each address in the data file. When done, either print or view the labels in a new document. Page 104

112 Defining & Editing Styles Adding Footnotes Cross References Creating an Index Adding a Table of Contents Master Documents Sending Documents Creating Web Pages Page 105

113 WORKING WITH STYLES USAGE: Styles are one of Word's most powerful features. A style is a set of formatting characteristics that can be applied to text, tables or lists to quickly change their appearance. For example, if you know you ll be creating several titles throughout a lengthy document and you would like each title to be displayed in a specific font and point size as well as appear bolded and italicized, you could create a style with those attributes and then apply it to each title. If for some reason, you later changed your mind about the font you wanted to use for the titles, you would simply redefine the style and Word would take care of updating each title based on that style. The most common uses of styles include: Providing consistency in formatting within documents. Easy-to-change formatting for several blocks of text that must be uniform but may be altered at a later time. Keeping documents structured with consistent formatting. The default style is Normal. This style aligns text to the left margin, adds no space before or after paragraphs, sets tabs at every half inch and sets line spacing to single. By default, Word applies the Normal style to all paragraphs within documents and is used as the basis for all other styles you create. It is possible to modify the Normal style so that all future documents will have different settings. Click on this tool (located within the Styles section on the Home Ribbon) to apply one of the predefined styles to the entire document. These predefined styles affect the entire document by changing fonts and colors to give the entire document a type of structured appearance (similar to a theme). You can then change the colors and/or fonts associated with the style you select and can even set it as the new default for future documents created based on the same template as this document. Page 106

114 CREATING A STYLE If instead of using one of the predefined styles, you d rather create your own from scratch, follow the steps shown below: Select a block of text and then turn on all of the formatting settings you want the new style to consist of. Click on the down arrow on the Styles box (on the Home Ribbon) and choose Save Selection as New Quick Style from the pull-down list. The following dialog box will be displayed: Enter a name for the new style and then click on. Notice the new style has been added to the list of styles. APPLYING A STYLE Once a style has been created, it may be applied to any other area within your document by following the steps outlined below: Select the text you want to apply the style to. From the list of styles displayed on the Home Ribbon, choose the one to be applied. Page 107

115 MANAGING STYLES The Styles task pane is used to create, view, reapply and delete styles within your document. Click the Style Task Pane Launcher (located on the Home Ribbon). The Styles task pane should now be displayed along the right side of your document window, as shown below: Page 108

116 The currently existing styles are displayed in this task pane. Notice as you point to each style in the list, the formatting codes for that style are displayed and a small down arrow appears off to the far right side of the style name. The down arrow provides a pull-down list of options for updating, modifying, clearing, and deleting the style. Check the box labeled Show Preview to display a preview of each style within the list. This is a great way of seeing what each style looks like before actually selecting it. Check the box labeled Disable Linked Styles to disable any styles that may be linked to this document. There are three buttons across the bottom of the Styles task pane: This button is used to create a new style. This button is used to inspect your document for any styles that may have been applied. After clicking on this button, Word will move through your document pointing out each style and displaying the settings for them. You can then choose to reset the style back to normal (default). This button is used to access a dialog box where you can manage your styles by modifying or deleting existing ones, create a new style, or import/export styles between documents. Click on the Options button (located in the lower right corner of the task pane) to specify the settings for the Styles task pane. Options include selecting which styles are displayed in the list, how styles are sorted within the list, what formatting is displayed as a style, and how built-in styles are shown. There are two radio buttons at the bottom of the Options box which allow you to specify whether the options you set in this box are saved with the current document only or carried over to all documents based on the template that this document shares. Page 109

117 UPDATING AN EXISTING STYLE Advanced Microsoft Word 2010 If you realize you should have added a different formatting code when defining a style you can easily do so afterwards by following the steps outlined below: Highlight a block of text within your document and apply the correct formatting to that block. Open the Styles task pane. Click on the down arrow beside the name of the style to be changed and choose Update from the pull-down menu. Any text that has been formatted with that style will now be updated to include the new formatting codes. MODIFYING AN EXISTING STYLE If you want to do more than change the formatting codes (such as rename the style or base it on a different template) you can do so by following the steps outlined below: Open the Styles task pane. Click on the down arrow beside the name of the style to be changed and choose Modify from the pull-down menu. From the resulting dialog box, make the necessary changes. When done, click. Page 110

118 SELECTING TEXT BASED ON A STYLE Advanced Microsoft Word 2010 You can quickly select text based on its style by following the steps outlined below: Open the Styles task pane. Click on the down arrow beside the name of the style to be used in the search and choose Select All Instances from the pull-down menu. Any text based on that style will automatically be selected. CLEARING THE STYLE If you decide you don t want to delete a style but do want to remove the formatting codes from any text based on that style, you can do so easily by following these steps: Open the Styles task pane. Click on the down arrow beside the name of the style and choose Clear Formatting from the pull-down menu. The style will remain available but any text based on that style will be reformatted in line with the Normal style. DELETING AN UNWANTED STYLE To remove an unwanted style, follow these steps: From the list of styles within the task pane, click on the down arrow just to the right of the style you wish to remove. From the pull-down list of options, choose Delete. You will be asked to confirm the deletion. Page 111

119 REMOVING A STYLE FROM THE QUICK STYLE GALLERY The Quick Style Gallery is displayed on the Home Ribbon for easy access to your most often used styles. If you want that gallery to only include a few styles and not all of the defined ones, you can remove them from that list. Removing a style from the gallery does not delete the style from the document. The style name will continue to appear in the task pane but be removed from the Home Ribbon s Quick Style Gallery. To remove an unwanted style from the Quick Style Gallery, follow these steps: From the list of styles within the task pane, click on the down arrow just to the right of the style you wish to remove. From the pull-down list of options, choose Remove from Quick Style Gallery. You will be asked to confirm the deletion. CLOSING THE STYLES TASK PANE When done working with the Styles task pane, be sure to close it by clicking on the Close button - located in the upper right corner of the task pane. Page 112

120 PRACTICE EXERCISE Advanced Microsoft Word 2010 Instructions: Open the POLICY file Create a paragraph style named SECTION which consists of centering the text, bold, italics and a font size of 18. Apply the style to each new section of the document. Edit the style so that the text is left-justified, the font size is 16, remove italics and add underline to the style. Save and close the file when you are done. Page 113

121 CROSS REFERENCING TEXT USAGE: If you need to refer to another part of your document but do not want to retype the information, you can create a cross-reference which will automatically refer to that section of the file. Footnotes and endnotes are used to explain, comment on, or provide references for text in a document. You might use footnotes for detailed comments and endnotes for citation of sources. Cross-references can be linked to footnotes, headings, bookmarks, tables, and other items. Depending on the type of reference, you can choose to have the page number, paragraph number, footnote number, or other type of information displayed. INSERTING FOOTNOTES/ENDNOTES To insert a footnote/endnote, follow these steps: Select the text location you wish to reference with the mark. Click on one of these tools (located within the Footnotes section on the References Ribbon). The reference number will be inserted at the current cursor location and the cursor will be moved to either the bottom of that page (if inserting a footnote) or the end of the document (if inserting an endnote). In the space provided, enter the note text. When done, click back in the document. Anytime you double-click on the footnote or endnote number you will be returned to the reference mark within the document. TIP: You can quickly insert a footnote by pressing C+A+f or insert an endnote by pressing C+A+d. Page 114

122 MOVING BETWEEN FOOTNOTES/ENDNOTES Advanced Microsoft Word 2010 Once you have added footnotes/endnotes to your document, you can move through them quickly by clicking on this tool (located within the Footnotes section on the References Ribbon). If you click on the down arrow beside this tool you can choose to move to the next or previous footnote or endnote. SHOWING NOTES Click on this tool (located within the Footnotes section on the References Ribbon) to display the footnotes/endnotes within your document. CUSTOMIZING FOOTNOTES/ENDNOTES Click on this tool (located within the Footnotes section on the References Ribbon) to open a dialog box where you can customize the settings for footnotes/endnotes. REMOVING A FOOTNOTE/ENDNOTE To remove an unwanted footnote/endnote, simply select its reference mark (from within the document) and press =. Page 115

123 CREATING AN INDEX USAGE: You may have an occasion to create an index for a document. An index may include both headings and subheadings and you can choose how the page numbers are to be displayed and printed. Creating an index in Word is a two-step process. You must first mark the entries to be included within the index and then actually insert the index into your document. MARKING INDEX ENTRIES To mark an entry within your document, follow the steps below: Select the first entry to be included in the index. Click on this tool (located within the Index section on the References Ribbon) or press A+S+x. The following dialog box will be displayed: Page 116

124 (OPTIONAL) The first box within this dialog box (labeled Main entry) displays the currently selected text. If you did not first select the text to be marked, you can do so now by clicking back in your document and then reactivating this dialog box. If you are going to be creating a subentry (see the next step), you can edit the text within this box to reflect the heading to be used as the main entry. (OPTIONAL) After defining a main entry, specify a Subentry to be included with your index by entering text in the provided box. Specify the options you would like set, as discussed below: Cross-reference Current page Page range Bookmark Enter any text you want to use as a cross-reference to the marked index entry. This option would be used if you do not want the page number to be used as the reference. Again, character formats may be applied. Use this option to reference the index entry with the page number(s) it appears on. This is used to specify a range of pages for an index entry. You must use a bookmark name that has been applied to a range of pages. (OPTIONAL) Check the Bold and/or Italic box(es) to add the applicable formatting code to the selected index entry. Click on to mark the current selection as an index entry. Click on to mark all occurrences of the selected text within the document. Word marks only those entries where the case match is exact. Continue marking entries as needed. Once all index entries have been marked, click on. Page 117

125 INSERTING THE INDEX Once all entries have been marked, you are ready to actually insert the Index into your document. Click on this tool (located within the Index section on the References Ribbon). The following dialog box will be displayed: The following options are available within this box: Print Preview Type This box displays a preview for you to watch as you make formatting selections. Choose Indented to have Word indent sub index entries below main index entries. Selecting Run-in displays subentries on the same line as index entries. Right-aligned page numbering as well as dot leader characters are not available when choosing this option. Page 118

126 Columns Sets the number of columns within the index. Language Click on the down arrow beside this option to select which language to use for the index. Right align page numbers Tab leader Formats This box allows you to determine whether page numbers should be right-aligned. Sets leading characters between the entry and the page numbers to line the Index up. Select from one of six built-in formats. The button is used to access Concordance files which contain a list of words or phrases to be included as an index. Using a concordance file can save you time, as you do not need to mark each entry required for the index. You simply create a new document consisting of a two column table - the first column containing the text to be marked for the index and the second column containing the entry (heading) as it will appear in the actual index. This file name is entered in the Automark dialog box. Using the options discussed above, set up the index. Click on to open the Mark Index Entry dialog box where you can continue marking index entries. Click on to customize the index style. Once everything is selected, choose. Page 119

127 CREATING A TABLE OF CONTENTS USAGE: You can include a Table of Contents within any Word document. Table of Contents can be used to identify the major chapters, headings, sub-sections of a lengthy document, such as reports, manuals, catalogs, etc. Word has a method for creating a Table of Contents providing you have applied Styles to each Table of Contents entry. Word provides nine different heading level styles from which to choose. MARKING TABLE OF CONTENTS ENTRIES The first step in creating a table is to apply the heading styles (named Heading1, Heading2, and so on) to each entry that is to be included within the Table of Contents, as shown below: Select the first block of text to be included in the Table of Contents entry. Select the style you wish to apply (Heading1, Heading2, etc.) from the Quick Style Gallery on the Home Ribbon. Continue marking each entry. Page 120

128 INSERTING THE TABLE OF CONTENTS Advanced Microsoft Word 2010 Once all entries have been marked, you are ready to actually insert the Table of Contents into your document. Click on this tool (located within the Table of Contents section on the References Ribbon) and choose from one of the many built-in tables or select the option labeled Insert Table of Contents to define the table yourself. If you choose to define the table yourself, the following dialog box will be displayed: Page 121

129 Print Preview Web Preview Show page numbers Right align page numbers Tab leader Formats Show levels Displays a preview for you to watch as you make formatting selections. Shows how the table will look if you publish it to a Web page. The underlined headings will become links to their referenced pages. Notice you can check the box labeled Use hyperlinks instead of page numbers. This box determines if page numbers should be displayed. Sets numbering to be right-aligned with the right margin. Sets leading characters between the entry and the page numbers to line the table up. Choose from one of six built-in formats. Sets the number of levels (up to 9) which may be included within the Table of Contents. (OPTIONAL) Using the options discussed above, set up the table. (OPTIONAL) Click on to assign or reassign a heading style to a particular level within the table. (OPTIONAL) Click on to customize the table style. When done, click on to create the table. TIP: To update the Table of Contents, place your cursor within the existing table and press (. You will be asked whether you want only page numbers updated but not names or both page numbers and names. Page 122

130 PRACTICE EXERCISE Advanced Microsoft Word 2010 Instructions: Open the document POLICY Insert a page break between the cover sheet and the actual policy letter for the Table of Contents. Add another page break at the end of the file for the Index. Create an Index for this document, marking the words making up each section. Add a few other words as index entries as well. Create the Table of Contents, as shown beneath this box by applying the appropriate heading style. Notice that each entry will contain the same heading style as there is only one level within this Table of Contents. Table of Contents PURPOSE... 3 SICKNESS... 3 LEAVE OF ABSENCE... 3 ACCIDENTS... 4 OVERTIME... 4 TECHNOLOGY CLASSES... 4 OVERTIME... 4 PROMOTIONS... 4 NEW HIRES... 5 Page 123

131 WORKING WITH MASTER DOCUMENTS Advanced Microsoft Word 2010 USAGE: A Master Document can be used to store a set of subdocuments that are saved as separate files. This feature can be used when working with documents that have become so large that they are cumbersome to work with as a single file. Master documents may also be used when working with colleagues on a project where each person is responsible for a separate section. If a master document and its subdocuments are stored on a network, users can work on several subdocuments simultaneously. CREATING A NEW MASTER DOCUMENT To create a master document, follow these steps: Create a blank document. Click on this view icon to switch to outline view. Create the outline structure for the master document - using the standard heading styles. You can indent to create sub-topics as needed. Click on this tool (located within the Master Document section on the Outlining Ribbon). Page 124

132 Select the headings to be converted to subdocuments and then click on the Create Subdocument tool. Word will place an outline box around each subdocument and a subdocument icon appears in the upper left corner of each document. NOTE: Word uses the first selected heading style to determine the number of subdocuments to create. All other sections within the selected text that match the first heading style will be converted to subdocuments. For example, using the figure shown in step 3 if the selected text began with Part 1, you would get two subdocuments. However, if the selected text began with Chapter 1, you would get five subdocuments. Save and name the master document. Word will assign a file name to each subdocument based on the first few characters of the subdocument s heading. You may now work on the individual documents. COLLAPSING/EXPANDING SUBDOCUMENTS Click on this tool to collapse the subdocuments. Click on this tool to expand the subdocuments. Page 125

133 OPENING SUBDOCUMENTS There are two methods of opening a subdocument from within the master document. If the subdocuments are collapsed, do the following: From the master document view, hold the C key down and click on the underlined file name of the subdocument file to be opened. If the subdocuments are expanded, do the following: From the master document view, double-click the subdocument icon. The subdocument file will be opened in another window - as if you had opened a separate file. When you are done working with the subdocument, save and close it (as you would any other file) to return to the master document. NOTE: If other users will be working on any of the subdocuments at the same time that you are working within the master document, collapse the subdocuments they will need. This will allow them access to the subdocuments. Page 126

134 RENAMING A SUBDOCUMENT As mentioned, Word automatically names the subdocuments by taking the first few characters of the subdocument s heading. If you want to assign a different name, follow these steps: From the master document view, collapse the subdocuments by clicking on this tool. You should see the names of the subdocument files appear. While holding the C key down, click on the underlined name of the subdocument you want to rename. The document will open. Open the File tab and choose Save As from the pull-down menu. In the box provided, enter a new name for the subdocument. The original file will still be stored on your system but will not be used by the Master Document any longer. If you are sure you won t need that file, you can delete it. NOTE: Do not use Windows Explorer to rename subdocuments. If you use it to rename a subdocument, Word will not be able to locate them. Page 127

135 REARRANGING SUBDOCUMENTS Advanced Microsoft Word 2010 If you want to rearrange the subdocuments within the master, follow the steps outlined below: From the master document view, expand the master document. Click on the icon representing the subdocument you want to move and then drag the subdocument up or down to its new location. As you drag the subdocument up/down, you should see a horizontal line with an arrow attached to it. This line indicates where the subdocument will be moved when you release the mouse button. NOTE: Be careful where you release the subdocument. It can easily become combined with another subdocument. If this happens, you can choose to Undo the action. SPLITTING A SUBDOCUMENT To split an existing subdocument, follow these steps: From the master document view, expand the subdocument to be split. Create a heading at the location where the subdocument should be split. Select the new heading. Click on this tool to split the subdocument. The next time you save the master document, Word will assign a name to the new subdocument. Page 128

136 COMBINING SUBDOCUMENTS To combine subdocuments, follow these steps: From the master document view, expand each of the subdocuments that you want combined. Rearrange each of the subdocuments you want to combine so they are adjacent to one another. Select each of the subdocuments to be combined. Be sure to select the entire last subdocument to be combined. Click on the Merge Subdocument button to combine the selected subdocuments. Word will combine the selected subdocuments as a single subdocument. When you save the master document, the combined subdocuments will be saved under the file name of the first subdocument you selected when combining. NOTE: Once the subdocuments have been combined, you will need to manually delete the original files. REMOVING SUBDOCUMENTS To remove a subdocument, follow these steps: From the master document view, click on the icon of the subdocument to be removed. Press the = key. NOTE: Only the link to the document has been removed - you will need to manually delete the original file from your system. Page 129

137 CONVERTING A SUBDOCUMENT Advanced Microsoft Word 2010 If you want to convert an existing subdocument and make it part of the master document, change to the master document view and follow the steps outlined below: Expand the subdocument to be converted. Click on the icon of the subdocument to be converted. Click on the Unlink Subdocument tool. The text of the subdocument will now have been merged with the master document. NOTE: Only the link to the document has been removed - you will need to manually delete the original file from your system. PRINTING SUBDOCUMENTS To print the entire master document, expand the subdocuments and switch to page layout or normal view. Print the document as you would any other. If you don t want certain subdocuments to print, you can collapse the headings of those subdocuments before printing. Page 130

138 LOCKING SUBDOCUMENTS To lock a subdocument so that other users cannot access it while you are working on it, follow the steps outlined below: From the master document view, select the subdocument to be locked. Click on this tool. Once locked, this icon subdocument icon). appears on the left side (under the NOTE: If you open a locked document, the words Read Only appear on the title bar. UNLOCKING SUBDOCUMENTS To unlock a subdocument so others may once again have access to it, follow the steps outlined below: From the master document view, select the subdocument to be unlocked. Click on this tool. This tool is a toggle the first time you click on it, the document will be locked. The second time you select the tool, the document will be unlocked. Notice the locked icon disappears. NOTE: The locked icon will always be displayed when subdocuments are collapsed. Page 131

139 CONVERTING A FILE TO A MASTER DOCUMENT If you have an existing file that you want to convert to a master document, follow these steps: NOTE: Open the existing file. Click on this view icon to switch to Outline view. Create the outline structure by applying heading styles to your existing main topics and sub-topics. Starting with the first heading to be converted to a subdocument, select all of the headings to be converted and then click on the Create Subdocument tool. Word uses the first selected heading style to determine the number of subdocuments to create. All other sections within the selected text that match the first heading style will be converted to subdocuments. Word will place an outline box around each subdocument and a subdocument icon appears in the upper left corner of each document. Save the master document. Word will assign a file name to each subdocument based on the first few characters of each subdocument s heading. You may now work on the individual documents. Page 132

140 PRACTICE EXERCISE Advanced Microsoft Word 2010 Instructions: Open the document POLICY Apply the Heading 2 style to each of the section titles. Create subdocuments and save the file. Move the Sickness subdocument after the Accidents subdocument. Remove the New Hires subdocument. Save the file and then print/preview the document. Page 133

141 SENDING A DOCUMENT USAGE: Word allows you to easily perform such functions as ing a document to another user, sending the document as a pdf attachment to an message, sending it as an XPS file, or faxing it to another destination. Be sure that the document you want to send is open and then access the following menu: Click on the File tab on the Ribbon. Select Save & Send from the pull-down menu of options. Choose Send Using from the submenu. Page 134

142 The various destinations to which you can send a file are displayed and discussed below: This option creates a new message and includes the current document as an attachment to the message. This option sends a copy of the current document to a mail recipient as a PDF attachment. This option creates a new message and includes the current document as an XPS attachment to the message. XPS (XML Paper Specification) is essentially Microsoft s version of a PDF. Use this option to fax the current document to another location via the Internet. NOTE: You may have more or less choices than discussed here, depending on what software and features have been installed on your particular system. Select the desired destination from within the sub-menu. Page 135

143 CREATING WEB PAGES USAGE: Although you would typically use an application such as FrontPage or a program specifically designed to create Web pages, Word can also be used to quickly convert an existing document into a Web page or to create a new one. One of the problems with using Word in its default view is that not all of the Word formatting features will be available within a Web page. Therefore, you should always switch to Web Layout view. Click on this viewing tool to switch to Web Layout view. If you were working with an existing document when you switched views, you might notice that the margins, spacing, and other formatting features do not look the same. It s a good idea to work with your Web documents using this view. FONTS AVAILABLE FOR WEB PAGES Because the Web is designed to be viewed by people using all types of operating systems, only a few fonts are available for use across all platforms. To ensure your Web pages can be viewed by all users, you should stick to Arial, Times New Roman, Wingdings, Comic Sans MS, and Courier. Click on the down arrow beside the Font box to select the font you want to apply. APPLYING STYLES The styles available for the Web are also limited and standardized so that every user will have those same styles available. Titles and topics typically use one of the Heading styles - depending on their size while the rest of the document uses the Normal style. Click on the down arrow beside the Styles box to select the style to apply. Page 136

144 APPLYING A THEME TO YOUR WEB PAGE Advanced Microsoft Word 2010 A theme is a group of design elements and color schemes that consist of background images, bullets, fonts, horizontal lines, and other document elements. These objects are typically color coordinated and designed to project a specific image. Themes are used to quickly change the look and feel of a Web page by basically changing its entire appearance. To quickly apply one of the existing document themes to the current file, click on the Themes tool (located within the Themes section on the Page Layout Ribbon). Select the theme to be applied from the list provided. If you decide you don t like the theme you selected, notice there is an option to reset the theme back to the original template setting. You can also make changes to the theme and then save it as a new theme. Page 137

145 Click on this button (located within the Themes section of the Page Layout Ribbon) to customize the theme colors being applied to your document. A list of theme colors will be displayed. Click on the one you want to apply. Notice you can also choose to create your own color theme. Click on this tool (located within the Themes section of the Page Layout Ribbon) to customize the theme fonts being applied to your document. A pull-down list of theme fonts will be displayed. Click on the one you want to apply to your document. Notice you can also create new theme fonts. Click on this tool (located within the Themes section of the Page Layout Ribbon) to customize the theme effects being applied to your document. A pull-down list of theme effects will be displayed. Click on the one you want to apply. Page 138

146 SAVING YOUR WEB PAGE Once you have finished working on your document, you will want to be sure that it is saved correctly as a Web page. To do so, open the File tab and select Save As from the list. The Save As box will be displayed: In the box labeled File name, enter a name for the Web document. Change the Save as type to Web Page. Notice that Word assigns the extension.htm to this file rather than the usual.docx that is by default attached to all Word documents. A Page title is created based on the first line of the page you are saving. This title is displayed at the top of your Web browser. To modify the title, click on the button. A second dialog box will appear prompting you to enter a new title. When done, click on to save the Web page. Page 139