Microsoft Word 2010 Intermediate

Transcription

1 Microsoft Word 2010 Intermediate Agenda 1. Welcome, Introduction, Sign-in 2. Presentation 3. a. Advanced Formatting i. Review: Use Select All to change alignment, font style, spacing ii. Headers and Footers iii. Formatting page numbers iv. Styles and headings b. Page Layout i. Page breaks ii. Insert cover page and blank page iii. Table of contents c. Tables and Illustrations i. Insert a table ii. Insert smart art d. Hyperlinks, and updating table of contents e. Mail Merge Wizard Mid York Library System s BTOP program is grant-funded. In order to keep this program running in the future, we must demonstrate its positive impact on our community. We would be extremely grateful if you would share with us the experiences you have had attending our training sessions and how our program has impacted your life. Please send your responses via or regular mail. Responses may be used to promote Mid York Library System and the BTOP program, and as part of grant reporting. kmccauley@midyork.org Mailing Address: Kathryn McCauley, Mid York Library System, 1600 Lincoln Ave., Utica, NY 13502

2 Advanced Formatting In addition to reviewing some of the basic text formatting options, we will change the heading styles, add page numbers, and edit the header and footer of our document. For this section, we will be using the Home and Insert tabs. Formatting Review In order to make sure the formatting throughout our document is consistent, we will be applying alignment, font style and spacing options to the whole text. From the Home tab, look to the far right of the Ribbon and click Select. Choose Select All to select the whole document. Make the following formatting changes: 1. Change alignment to Justified. 2. Change font size to Change font style to Times New Roman. 4. Change line spacing to Styles and Headings Styles allow you to quickly apply formatting options consistently throughout your document. Rather than changing every section heading to blue, size 16, bold font, you can instead choose one of the heading styles from the Home tab. The styles that you see are designed to look good together the title, subtitle, and headings will match and complement each other. Using styles and headings will not only make formatting easier, but will help us to create our table of contents by organizing the sections of the document. *Note: You can use the styles that appear here, or click Change Styles for more options.

3 1. Look through your sample document. Notice that there are numbered sections (1, 2, 3 ) and lettered sections (a, b, c ). Hint! They re in bold. 2. Change the title to the title style. Do the same to subtitle. 3. Change each numbered section title to the Heading 1 style. 4. Change each lettered sub-section to the Heading 2 style. 5. You can still change styles it will apply those changes throughout your document. 6. Extra! You can change the colors and fonts. Again, there are pre-selected color families that will look good together. Headers and Footers When adding a header or footer, a contextual tab opens with additional formatting options. While editing the header and footer of our document, we will add page numbers and version date, and remove the header/footer on the first page of our document. 1. At the very top or bottom (where the header or footer would be) of a page, double click. (Or you can go to the Insert tab, choose either header or footer, and at the bottom of the menu choose Edit ) 2. The design tab for header and footer will appear on the ribbon 3. Check the box for Different First Page 4. Add a page number in the footer. 5. Scroll up on you page until you can see the header or click Go to Header in the ribbon. 6. Click Date and Time and choose a format. Align date and time to the right.

4 Document Layout Breaks A section break allows you to split your document into different sections with different formatting options. You can choose to begin a section on a new page, continuously on current page, or on the next odd or even page. You can apply certain formatting options to a single section: page orientation, margins, columns, page numbering, line numbering, alignment, headers and footers, or paper size. A page break forces Word to begin on a new page. For example, you might want a new chapter, a chart or table, or a bibliography to appear on a new page. Adding or removing content before a page break will not change the position of the break in relation to text. Page breaks do not affect formatting options. A column break forces everything after the break into the next column. 1. From the Page Layout tab, choose breaks. 2. Look at your options for Page and Section breaks. 3. Using breaks, make each Heading 1 style title begin on a new page. Note: If you are not applying section-specific formatting, there is no difference between a page break and a section break to a new page.

5 Cover Pages On reports or other documents, you may need to include a title, or cover page. In Microsoft Word, there are several cover pages preformatted with titles, subtitles, authors, etc. Some include background images and colors. 1.From the Insert tab, choose Cover Pages 2.Select one option by left-clicking on it. 3.Fill in the appropriate information according to prompts.

6 Table of Contents For lengthy documents, a Table of Contents can help readers to find what they need to read. If you were to attempt this on your own, every time you added or removed text or sections, your page numbers and the table would need to be changed. By using the Table of Contents feature under the References tab, Microsoft Word will generate a table using the headings you have designated. There are several built-in tables and styles for you to choose from. Or, you can choose Manual Table from the menu and write your own chapter headings and add page numbers. Note: if you choose Manual Table, it will not be updated by MS Word. You will need to change page numbers as needed. On the third page of your document (after the letter) select the highlighted text where you will insert the table From the References tab at the bottom of the Table of Contents menu, choose Insert table From this menu, you can choose how many levels are displayed (Heading 1, 2, 3 ), the style, choose hyperlinks, page numbers, or both; and adjust other formatting options. Insert a table of contents into your document. Only show Heading 1 style sections in the table of contents.

7 Tables and Illustrations Adding illustrations, graphics, and charts can make your documents look more visually appealing and can easily be created and inserted using Microsoft Word. These include: Tables: insert a spreadsheet or draw your own Pictures: insert image files Clip art: search for clip art is MS Word and online Shapes: add arrows, flowcharts, boxes, and other solid or empty shapes Smart Art: illustrate a list, cycle, hierarchy, or process Charts: Bar and line graphs, pie charts, scatter plots and more Inserting Tables Using the table option in the Insert tab you can insert a table of any size, choosing the number of rows and columns. After you add the table, you can insert additional rows and columns, merge and split cells, and change the borders and shading. If you have used MS Excel, you will find it similar to the basic editing you can do with this table. You can also insert an Excel spreadsheet for added functionality like functions and multiple worksheets. 1. Insert a 3 x 3 table. Notice two Table tools tabs open. These are contextual tabs for editing your table. 2. Select the top row of cells and right clicking, merge cells. Add a title and center it. 3. clicking into cells and adding text. Notice as you keep typing, the size of the cell will adjust to fit. 4. Select the entire table (Hint! Hover your cursor over the top left corner and click when it looks like a 4- directional arrow). Change the style and add borders using the Design tab.

8 SmartArt SmartArt are pre designed graphics that help you to organize and display information using lists, cycles, relationships, processes, and hierarchies. 1. From the Insert tab, click SmartArt. 2. From the list on the left of the window, choose Process 3. Choose the Continuous Block Process (with the arrow in the background) 4. Add the text from the first four steps written here to the graphic by clicking into each block where it says text 5. On the left side of the SmartArt, you will see two small arrows. Click there if you do not see the bulleted list for text. 6. Click in the third bullet point and press return to create a fourth text box. 7. Add text.

9 Hyperlinks Hyperlinks will create a link between a location in your document and a web page, address, image, program, another document, or another location within your document. For example, I can link to another location in a document: Or to another file (document, spreadsheet, image ), or to a web page: 1. From the Insert tab, add a hyperlink. 2. Choose Place in this document. 3. Link to one of the headings you created earlier in the class. 4. Click ok, then Ctrl + Click your link to check it.

10 Mail Merge Eventually, you may find that you want to share your document with others. Mail Merge allows you to create a document that is customized to a list. Some content remains the same, but parts will change like the name or address. You can personalize letters, s, envelopes, or labels, and the Mail Merge Wizard takes you through the process step by step. You can find Mail Merge under the Mailings tab: Using the Start Mail Merge button, select Step by step Mail Merge Wizard: When you enter the Wizard, a window will appear at the right of your screen. This will take you through the steps of customizing your letter (or envelopes, or labels) for your list. 1. Select Document type. 2. Choose or being document. 3. Choose recipients (using a list, Outlook, or create a list). 4. Write document and add recipient information. 5. Preview your documents. 6. Complete your merge by printing or editing.

11 Using the Document we have been working with, begin a mail merge to send the letter to a list of people. Saved in the folder MS Word Intermediate you will find a list of recipients saved as an Excel spreadsheet (you could also use an Outlook list or a database, HTML, or text file). 1. Go the Mailings tab and click Start Mail Merge, and then click Step by Step Mail Merge Wizard at the bottom of the list. 2. Choose Letters, then click Next: Starting document at the bottom of the window. 3. Choose to use the current document and click next. 4. Use and existing list and click Browse. 5. Find the Excel spreadsheet in the folder MS Word Intermediate titled Sample List. a. Make sure the box is checked to use the top row as a header row. b. Click OK. 6. Click Next. 7. Scroll up to the letter at the beginning of your document. 8. From the mail merge window on the right, add an address block and greeting line in the appropriate spaces. 9. Click next to preview. 10. Click the arrows pointing left and right at the top of the Mail Merge window to preview each letter. 11. Click next to complete. Questions, Evaluations