Word 2003 Expert

1. Word 2003 Expert

2. Lesson 1:Customizing Word

3. Objectives • Modify default options • Customize menus and toolbars • Work with macros

4. Modifying Default Settings • Unless otherwise specified, changes you make in the Options dialog box remain in effect for all current and future Word sessions until you change them. • Other default settings, such as specifying a default font, are set outside the Options dialog box.

5. Word Default Options Use the various tabs of the Options dialog box to set default options Tabs include: • View • General • Edit • Print • Save • User Information • Compatibility • File Locations • Security • Spelling & Grammar • Track Changes

6. Changing the Default Location for Files • Use the File Locations tab of the Options dialog box to change the default location for various types of files • You can specify a default location for documents, clip art files, user and workgroup templates, AutoRecover files, Office tools, and startup files

7. Modifying Default Font Settings • The default font for new documents in Word is set to Times New Roman, 12-point regular and the font color is set to Automatic. • You change the default font by selecting a font and then clicking the Default button in the Font dialog box.

8. Customizing Toolbars and Menus • Word contains 29 different built-in toolbars • You can show or hide any toolbar • You can add or remove toolbar buttons using the Add Or Remove Buttons drop-down menu • You can also customize toolbars using the Customize dialog box • You can reset customized built-in toolbars • You can create your own custom toolbars • You can delete custom toolbars • You can customize built-in menus by adding or removing commands using the Customize dialog box • You can create new custom menus

9. Working with Macros • A macro is a sequence of commands and keystrokes that you record as a group and then execute as a single command • Your commands and keystrokes are recorded as a series of instructions in Visual Basic • Use macros to automate and speed up repetitive tasks or perform routine formatting and editing • To create a macro, assign it a name, start the macro recorder, record the commands and keystrokes, then stop the recorder

10. Creating Macros • To create a macro, display the Record Macro dialog box • Type a name in the Macro Name text box • Enter a description if desired • Specify a keyboard shortcut if desired • Start the macro recorder and execute the commands and keystrokes that you want to record • Stop the macro recorder when finished

11. Running Macros • You can run a macro by typing its assigned keyboard shortcut, or by double-clicking its name in the Macros dialog box

12. Editing Macros • If you need to change a macro, you can rerecord it • You can also edit the Visual Basic instructions in the Visual Basic Window

13. Lesson 2:Working with Tables and Forms

14. Objectives • Use advanced table features • Describe form basics • Create a form layout • Insert form fields • Format forms • Protect and test forms

15. Merging and Splitting Table Cells • You can split or merge table cells to create complex tables

16. Modifying Table Properties • You can modify a table’s properties to: • Control table size and placement • Specify default cell margins and spacing between cells • Resize columns and rows • You can also change text direction in a cell using the Text Direction—Table Cell dialog box

17. Using Fields in Tables • You can insert fields into tables to display data that changes frequently in a table, such as: • The current date and time • The date the file containing the table was last saved • The name of the person who last saved the file • Other system or document information

18. Performing Calculations in Tables • You can insert formulas in tables in order to perform calculations on a series of numbers entered into the table • Use the Formula dialog box to insert formulas • Use the Update Field command to update formula results manually when data changes

19. Understanding Form Basics • A form is a structured document that contains form fields into which a user enters information. • To create an online form, you must: • Create a template • Design and create the form layout • Display the Forms toolbar • Add form fields • Edit the appearance of form controls if necessary • Set or edit properties for the fields • Protect the form from changes • Save and distribute the form

20. Creating a Form Layout • To create a form layout you must create (or open) a template and then design and create your layout. • You can insert tables into forms to provide a flexible environment for aligning and formatting form elements. • You can insert field labels into the cells of your table that will describe the form fields. • You can also use text boxes in a form layout when you want to precisely position text or a graphic. Use text boxes for areas that do not require user input.

21. Inserting Form Fields Use the Forms toolbar to insert form fields

22. Inserting Form Fields (cont’d) • Text form fields specify areas that can accept text, numbers, dates or calculations. • Check Box form fields create check boxes on a form that a user can either check or leave blank. • Drop-Down form fields display a list of available options from which a user can select

23. Formatting Forms • Use the Formatting toolbar to format table text, text boxes and form fields. • You can also format rows and columns and work with borders and shading

24. Protecting and Testing Forms • You must protect an online form so that users can enter information only in the designated areas • You can protect a form while designing by clicking the Protect Form button on the Forms toolbar • When your form is final, you can protect the document that contains the form by: • Specifying what type of editing is allowed • Enforcing the document protection • Specifying a password

25. Protecting and Testing Forms (cont’d) • You should thoroughly test your form before distributing it to users. Thorough testing includes: • Making certain that all form fields display data correctly • Making sure that fields are large enough to hold the data for which they are designed • Moving from field to field • Testing drop-down list to ensure all list items are present • Verifying that all form calculations yield the correct result • Ensuring that the form prints correctly

26. Lesson 3:Working with Long Documents

27. Objectives • Navigate long documents • Summarize document content • Create tables of figures • Use notes • Create an index • Create tables of authorities • Create tables of contents • Use master documents and subdocuments

28. Navigating Long Documents You can use the following tools to facilitate navigation through long documents: • Document Map • Thumbnails • Bookmarks • Hyperlinks • Cross-references

29. Using the Document Map • The Document Map is a separate pane that displays an ordered list of all the headings in the current document. • Click a heading in the Document Map to move the cursor to that heading in the document. • You can collapse or expand headings in the Document Map to show or hide various levels of headings.

30. Using Thumbnails • Thumbnails are small renderings of each page that display in a separate pane along the left edge of the window. • Thumbnails are available in Normal, Print Layout, Outline, and Reading Layout views. • If you display thumbnails in Reading Layout view, each thumbnail represents a screen rather than a page. • Click a thumbnail to move the cursor to a particular page or screen.

31. Creating Bookmarks • Bookmarks mark items or locations in a document so they can be referenced by items such as hyperlinks, cross-references, or index entries. • You can turn on the display of bookmarks on the View tab of the Options dialog box. • Bookmark names cannot contain spaces.

32. Inserting Hyperlinks • When followed, hyperlinks move the cursor to other places in a document (or to other documents or Web pages) • A hyperlink can point to a document heading • If you want a hyperlink to point to a specific location in a document (other than a document heading), then you must first mark the destination location with a bookmark

33. Inserting Cross-References • A cross-reference is a text entry in a document that directs a reader to related information • You can create cross-references to headings footnotes, endnotes and bookmarks • Generally, a cross-reference includes a page number field that can be updated if pagination changes • You can designate a cross-reference as a hyperlink

34. Summarizing Document Content • You can use the AutoSummarize feature to identify key points in your document • You can also display readability statistics for your document.

35. Using the AutoSummarize Feature • The AutoSummarize feature can: • Emphasize key points in your document • Copy the key points into a separate document • Insert the key points as an abstract at the top of the document. • You can also elect to hide everything in the document except the summary

36. Using the AutoSummarize Feature (cont’d) • Key points of the AutoSummarize feature • AutoSummarize works best on a well-structured document • AutoSummarize will not summarize text in text boxes, frames or tables • AutoSummarize produces a summary that is a rough draft—only you can determine whether or not it is complete • You will probably need to fine-tune the summary that is produced.

37. Displaying Readability Statistics • Readability of a document can be measured with two scores: • Flesch Reading Ease score—based on a 100-point scale, where the higher the score, the easier it is to read the document. A score of 60-70 is considered optimal for most standard documents. • Flesch-Kincaid Grade Level score—determines which grade level your document is written for. • Select the Show Readability Statistics option on the Spelling & Grammar tab of the Options dialog box to specify to display readability statistics after a spelling and grammar check.

38. Creating Tables of Figures • A table of figures lists each figure, table, chart or other illustration in a document, along with their respective locations within the document. • In order to be included in a table of figures, a figure must have a caption added to it before the table is generated. • The entries in a table of figures contain hyperlinks for the caption text and page number. Clicking either link will move the cursor to the associated caption in the document. • As you add, edit or delete figures or if document pagination changes, you should update your table of figures so that the information is current.

39. Using Notes • A note consists of two linked arts: a note reference mark and the corresponding note text. • A note separator denotes the location of a footnote or endnote. • The note reference mark is inserted in the document at the location of the cursor. • As you add, delete or move notes, the numbering updated automatically. • You can use a single number format throughout a document or you can assign different number formats in each section of a document.

40. Using Notes (cont’d) • To edit all notes in a document in one place, switch to Normal view, then display the Note pane. • You can customize footnotes and endnotes by specifying different number formats and changing the location of the notes. For example, endnotes can display at the end of the document, or at the end of each section of the document. • You can specify to number notes continuously throughout a document, or you can specify that they restart in each section, or on each page.

41. Creating an Index • An index is an alphabetical list of document topics and terms, and the page numbers on which they appear. • To create an index, you must first mark index entries in the appropriate places in the document. • Word inserts an index entry field (a hidden XE code) for each index entry you mark. • You must also specify the wording for the index entry. • Use the Mark Index Entry dialog box to mark entries.

42. Creating an Index (cont’d) • After you have marked all the index entries, you can then select and index format and compile the index. • You should turn off the display of nonprinting characters before compiling the index. • If you need to add, edit or delete an entry, you must update the index. • Make any edits to the index entry fields—not to the compiled index itself. Changes made to an index will be overwritten any time the index is updated. • You must also update the index if pagination changes.

43. Creating Tables of Authorities • You can create a table of authorities to list the references that cite judicial opinions, statutes, court rules or other legal sources. • To create a table of authorities, you must first mark the citations. • Word inserts a TA (Table of Authorities Entry) field in your document. • Word then searches the document for TA fields in order to generate the table.

44. Creating Tables of Contents • A table of contents lists a document’s headings and their corresponding page numbers in the order in which they appear in the document. • If you have used built-in heading styles for your document headings, you can generate the table automatically. • If you have used custom styles in addition to, or instead of, built-in headings, you must select them and assign a table of contents level in the Table of Contents Options dialog box before generating the table. • You must update a table of contents manually whenever headings or pagination change in the document.

45. Using Master Documents and Subdocuments • Master documents make it easy to manage long documents • Master documents are based on outlines and built-in heading styles. • The styles and template of master document override those of the subdocuments. • You can insert subdocuments into a master document or create subdocuments from selected text within a master document. • When you create or insert a subdocument, Word automatically inserts two continuous section breaks: one at the beginning of the subdocument and one at the end. • When you save a master document, Word automatically names and saves each subdocument as a separate file.

46. Lesson 4:Using Advanced Formatting Techniques

47. Objectives • Control pagination • Create custom styles • Use document backgrounds • Format graphics • Work with objects • Create and modify charts from other sources

48. Controlling Pagination • You can control pagination by: • Using widow/orphan control • Inserting hard page breaks • Inserting nonbreaking spaces

49. Creating Custom Styles • You can create custom styles for: • Paragraphs • Lists • Tables • You can define a style by formatting a paragraph, list or table and then creating a style based on the formatting • You can define a style in the Styles And Formatting task pane

50. Creating Custom Paragraph Styles The easiest way to create a custom paragraph style is to format a paragraph, then create a style based on the formatting.