Maintaining Documents and Working with Templates. Lesson 12. Objectives. Software Orientation. The Outline View tab contains buttons for working with long documents and arranging the document into smaller sections. The Outlining tab is shown below.
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The master document is the main document from a Word file and is organized into smaller sections.
Subdocumentsare the sections within the master document that have been separated into smaller sections.
The subdocuments exist within the master document and as a separate file.
You can edit from your master document or work in the subdocument as a separate individual document. When you edit and save subdocuments independently, the master document automatically gets updated. When you need to review the master document, all editing changes will appear in the document.
Click the File tab, then Save As. In the Save As dialog box, use the scroll bar to locate your USB flash drive.
Click the Newfolder button located under the address bar and Key MASTER_DOCUMENT, and press Enter. Then click the Open button to place the MASTER_DOCUMENT folder in the address bar, or double-click. You are creating a folder in which to save the master document file.
Click the View tab in the Document Views group, click the Outline button. The Outlining tab is now available on the Ribbon.
In the Outline Tools group, click the drop-down arrow at Show Level and select Level 1 to make the document more manageable. This document has already been formatted with heading styles; when you change the levels, the document collapses and only Level 1 displays as shown below.
On the Master Document group, click the Create button to create a subdocument. Notice that Introduction is surrounded by a border. The border indicates this is a subdocument. Also, it automatically places a continuous section break and the Collapse button is activated in the Master Document group.
Select the plus (+) symbol next to the Account Information heading then click the Create button on the Master Document group. A border is placed around the subdocument, Account Information, heading.
Repeat your steps for the remaining headings, Indemnification/Warranties, Prohibited Uses of Services and Products, Bandwidth and Utilization, Security/Software, Violation, Confidentiality, and Refusal of Service. The document should display as shown below, with a border around each subdocument.
LEAVEthe document open to use in the next exercise.
USEthe document that is open from the previous exercise.
Click the File tab and click Open. The MASTER_DOCUMENT folder is already opened. Word automatically saves each subdocument as separate files based on their headings. You started with one file in your MASTER_DOCUMENT folder and now you have several subdocuments.
Select the master_proposal document and click OPEN or double-click. When opening a master document, the subdocuments will show the target location of the saved master document in a hyperlink. By default the subdocuments are locked and collapsed.
USEthe document that is open from the previous exercise.
Deselect Account Information by clicking in a blank area of the document screen.
On the Outline Tools, click the check box to add a check mark next to Show First Line Only. The subdocuments now display only the first line and hide the remaining contents, which makes the subdocuments more manageable to work with.
Click the plus (+) symbol by the Indemnification/Warranties subdocument to select. Position the insertion point over the plus (+) symbol until you see the move arrows (four arrows).
Press and hold the mouse button and drag and drop above Account Information in between the continuous section breaks. As you drag, you will see a solid arrow on the left side and a gray horizontal line—position the move arrow between the Continuous Section Breaks (see right). The Indemnification/Warranties subdocument now follows the first para-graph, Introduction, and the border that surrounded the subdocument has been removed. Click the Createbutton in the Master Documentgroup to create a subdocument. A border is placed around the Indemnification/Warranties heading. Deselect.
Scroll down and click to select the subdocument icon to Security/Software subdocument heading and its contents.
On the Outline Tools group, click the Move Down button until it is positioned below the Continuous Section Break below Violation.
The Security/Software subdocument is no longer surrounded by a border. Click the Create button on the Master Document group to create the selection as a subdocument. A border appears around the Security/Software heading and its content.
Click the Save button in the Quick Access Toolbar and click the File tab, then click Close to close the master_proposal document.
Click the File tab then Open and select the master_proposal document and double-click to open. The document opens with hyperlinks. The updated changes to the subdocuments are shown in the hyperlinks. The Indemnification/Warranties subdocument new file name has been changed to Indeminification1 and Security/Software has been changed to Security1.
Click the Expand Documents button in the Master Document group.
Click the View tab, in the Document Views, then click Print Layout and scroll through the document and review the changes made. The Indemnification/Warranties is listed as the second heading following Introduction, then followed by the Account Information and Security/Software is positioned below Violation.
In the Documents Views group, click the Outline button to open the Outlining tab.
Click the Collapse button to display the hyperlinks for the subdocuments.
Point to the Introduction subdocument hyperlink, press the Ctrl key and click to open in a separate window. The subdocument opens in a new window and is ready for editing and formatting.
In the first sentence, double-click to select principles, then press and hold the Ctrl key and double-click guidelines and requirements. Then in the second sentence, double-click integrity, security and reliability and privacy.
On the Home tab, in the Font group, click the Bold button then click the drop-down arrow next to the Font Color button to open the menu. In the Standard Colors, select Dark Red.
Click the Save button on the Quick Access Toolbar and close the Introduction subdocument file.
Click the Outlining tab to make it available with its commands.
In the Master Document group, click the Expand Subdocument button. Notice the bolded Dark Red text under the Introduction heading. Changes made in the Introduction subdocument automatically updated the master document. Click the Collapse Subdocuments button to close.
Click the Save button on the Quick Access Toolbar and close the master_proposal document.
Click the File tab then Open. The Open dialog box opens and the MASTER_DOCUMENT folder is opened on the address bar. Select the Prohibited Uses of Services and Products subdocument and click Open or double-click. Editing a subdocument in its own window makes it more manageable to format the document.
Triple-click to select the second paragraph, and then click the Page Layout tab in the Page Background group, click the PageBorders button. Click the Borders tab, under the Setting section, select Shadow. Click the drop-down arrow in the Width section and select 2¼; then under the Color section, click the drop-down arrow and select Red, Accent 2 color (first row sixth option) under the Theme colors. A colored border with a 2¼ width will be applied to the paragraph.
Click the Shading tab then under the Fill section, click the drop-downarrow and select the Red, Accent 2, Lighter80% color (second row sixth option) in the Theme colors. A shading will be applied to the paragraph within the border. Click OK.
Under the following headings, General, System and Network andBillings, select the contents with the bullets and on the Home tab, Paragraph group, click the drop-down arrow on the Bullets button and select the solid diamond. The bullets have been replaced with the new bullets on the selected text.
Scroll down to the end of the document last paragraph and select the Next Page Section break and press the Delete key to remove the blank page at the end of the document.
Click the Save button on the Quick Access Toolbar to save the Prohibited Uses of Services and Products subdocument. CLOSE the subdocument. The master document is automatically updated after you save the subdocument.
Click the File tab then Open. The MASTER_DOCUMENT folder is opened, select the master_proposal and click Open or double-click to open the document.
Click the ExpandSubdocument button on the Master Document group to expand the contents within the headings.
Scroll down and notice the bullets under the headings, General, System and Network andBillings.
On the Close group, click the Close Outline Viewbutton. The document is now in Print Layout view, scroll down and notice the border and shading in the second paragraph under the Prohibited Uses of Services and Products. (See above.) You can view the border and shadingin Print Layout.
On the Document Views group, in the View tab, click the Outline button. CLOSE the file. If prompted to save changes, click Save and the document will close.
If necessary, before you begin these steps, launch Word.
Click the File tab, then select New.
In the Available Templates categories, click SampleTemplates. Sample Templates are stored on your computer with many different options from which to select.
Scroll down and click OriginFax. A preview of the template appears in the right pane, as shown on the next slide. Notice that the default setting is Document. Templates created will open as a document based on the template selected and will affect only that document. If you change the radio button to Templates, it will allow you to create your own personal template based on an existing template or you can create your own and save it in the Templates folder for easy retrieval.
To see more templates, use the vertical scroll bar to scroll through the list and click to preview.
Select the Oriel Reportthen click Create. The report is displayed on your screen. Notice that this document contains features covered in previous lessons such as placeholders, quotes text boxes, and styles.
In the Office.comTemplatesection, click Agendas. Notice the additional agenda templates available.
Locate Agenda (Capsules design) and click on it to preview. The preview pane displays download size and the user rating for that template in the upper right pane as shown above. The agenda is predesigned with bullets and is ready to use.