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Word 2000: Module II. Lesson 2: Using Templates. Objectives. Use existing templates Create templates Delete templates. Using Existing Templates. To create a document based on a template: Choose a template from the New dialog box Specify to open the template as a document

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  • Use existing templates
  • Create templates
  • Delete templates
using existing templates
Using Existing Templates
  • To create a document based on a template:
    • Choose a template from the New dialog box
    • Specify to open the template as a document
    • Replace placeholder text with your own text
      • Placeholder – a predefined area in which you type text specific to the current document
    • Modify layout or content as necessary
    • Save the document with a file name
creating templates
Creating Templates
  • To create a template:
    • Open an existing template
    • Modify the template to reflect your preferences
    • Save the template with a new name
  • Templates you create are placed in the General card of the New dialog box, unless you specify otherwise
deleting templates
Deleting Templates
  • Deleting a template does not affect the documents that were previously created using that template

To delete a template:

    • Right-click the template name in the New dialog box
    • Click Delete
    • Click the Yes button to confirm the deletion
  • Create letters
  • Create envelopes
  • Create mailing labels
creating letters
Creating Letters
  • You can create letters by:
    • Entering text into a blank document
    • Using the automated Letter Wizard feature
      • Letter Wizard – automates the creation of letters by providing built-in templates and options, and by prompting you for necessary information
  • You can access the Letter Wizard from the Tools menu, from the Letters & Faxes card of the New dialog box, or from the Office Assistant
  • You can use AutoText to insert standard letter salutations and closings
creating envelopes
Creating Envelopes
  • You can use the Tools, Envelopes and Labels command or the Office Assistant to create an envelope
  • When creating an envelope, you can specify:
    • Delivery address
    • Return address
    • Envelope size
    • Envelope font
    • Position of delivery and return addresses
  • You can create envelopes within a letter document or independent of any documents
creating mailing labels
Creating Mailing Labels
  • You can use the Tools, Envelopes and Labels command or the Office Assistant to create a mailing label
  • When creating a mailing label, you can specify:
    • Label type
    • Label text
    • Label dimensions
    • Whether to print a single label or a full page
  • You should have the labels ready in the printer before printing. The printer does not pause before printing labels as it does for printing envelopes.
  • Apply styles
  • Define styles
  • Modify styles
  • Delete styles
applying styles
Applying Styles
  • Style – a set of formatting characteristics that affects the appearance of selected text
    • Character style – used to format individual characters and words
    • Paragraph style – used to format paragraphs
  • Character styles apply font attributes, such as typeface, font size, bold or italic attributes, and so forth
  • Paragraph styles can apply indents, tab settings, line spacing and so forth, as well as font characteristics
  • You can apply a style by selecting a style name from the Style drop-down list in the Formatting toolbar
defining styles
Defining Styles
  • You can define a style three ways:
    • Format text or a paragraph, click in the Style box in the Formatting toolbar, and enter a new style name
    • Use the New Style dialog box to name a style and specify formatting characteristics
    • Modify an existing style and save it under another style name
  • New styles are added to the Style drop-down list
modifying styles
Modifying Styles
  • You can modify any defined style
  • When you modify a style, all paragraphs formatted with that style are updated accordingly
  • You can modify styles using the Modify Style dialog box or by making changes directly to text and saving the changes to the existing style
  • When you modify a style, any other styles that are based on that style will reflect the changes
deleting styles
Deleting Styles
  • You can delete user-defined styles, but not built-in styles
  • When you delete a style, paragraphs formatted with the deleted style revert to the Normal style
  • You use the Style dialog box to delete styles
  • Create outlines
  • Collapse and expand outlines
  • Format documents in Outline view
  • Edit documents in Outline view
creating outlines
Creating Outlines
  • You can use Outline view to create outlines
    • Outline view – displays a document as headings and subheadings, indented to show the document structure
  • You can create an outline by applying built-in heading styles or outline levels to each paragraph
    • Heading style – specifies formatting characteristics and an outline level
    • Outline level – a paragraph format that assigns a hierarchical level to selected paragraphs, creating an outline hierarchy
creating outlines cont d
Creating Outlines (cont’d)
  • There are nine built-in outline levels, from Level 1 through Level 9
  • You can modify and rearrange an outline by switching to Outline view and using the Outlining toolbar
  • You can use the buttons on the Outlining toolbar to rearrange the hierarchy of the outline and to control the level of detail displayed
  • You can also use the Document Map to control the level of detail displayed
collapsing and expanding outlines
Collapsing and Expanding Outlines
  • You can control the level of detail displayed in Outline view by collapsing or expanding the outline
  • When you collapse a level within an outline, you hide the subheadings and body text below that level
  • When you expand a level within an outline, you redisplay the subheadings and body text below that level
  • You can collapse and expand outlines using the Outlining toolbar or the Document Map
formatting documents in outline view
Formatting Documents in Outline View
  • You can modify heading styles and numbering automatically in Outline view
  • You can use the Outlined Numbered card of the Bullets and Numbering dialog box to apply and modify numbers to outline headings
editing documents in outline view
Editing Documents in Outline View
  • You can change the hierarchy of items in a document by:
    • Promoting text to a higher level
    • Demoting text to a lower level
  • You can rearrange, add and delete paragraphs
  • When you move a collapsed outline heading that contains hidden body text, the body text moves with the heading
  • When you move an expanded outline heading, the body text will not automatically move with it
  • Create headers and footers
  • Create first page headers and footers
  • Alternate headers and footers
  • Work with page numbering
creating headers and footers
Creating Headers and Footers
  • To create headers and footers, display the header and footer areas of the page and the Header and Footer toolbar
    • Header – displays text and/or graphics in the top margin of document pages
    • Footer – displays text and/or graphics in the bottom margin of document pages
  • Headers and footers display only in Print Layout view
  • Headers and footers can include AutoText entries, page numbers, and date and time codes
creating first page headers and footers
Creating First Page Headers and Footers
  • You can create a header or footer on the first page of a document that differs from the headers and footers in the rest of the document
  • You specify a different first page header and footer using the Layout card of the Page Setup dialog box
  • First page headers and footers are initially blank
  • You can leave the first page headers and footers blank or enter any other text or graphics
  • If header or footer text was previously entered for the first page, it is deleted
alternating headers and footers
Alternating Headers and Footers
  • Use alternating headers and footers to specify different information for odd- and even-numbered pages
  • You specify alternating headers and footers using the Layout card of the Page Setup dialog box
  • Alternating headers and footers are useful when a document will be bound as a book with facing pages
working with page numbering
Working with Page Numbering
  • Two ways are available to add page numbers to the header or footer area of documents:
    • Use the page numbering tools in the Header and Footer toolbar
    • Use the Page Numbers dialog box
  • When using the Page Numbers dialog box, you can specify whether or not to display the page number on the first page of the document
  • You can specify different formatting characteristics for page numbers, such as Arabic or Roman numerals
  • Create tables
  • Enter text into table cells
  • Perform calculations on table data
  • Move tables
creating tables
Creating Tables
  • Table – a collection of text and/or graphics displayed in rows and columns
  • Cell – a table element in which you enter data or graphics. Each cell is the intersection of a row and column.
  • You can create tables by:
    • Using the Insert Table feature
    • Using the Draw Table tool
    • Using the Insert Table dialog box
  • You can modify tables using the tools in the Tables and Borders toolbar
entering text into table cells
Entering Text into Table Cells
  • Text you type automatically wraps within each cell
  • If text wraps to additional lines, the cell height changes to accommodate the text, but the column width stays the same
  • You can manually adjust row heights and column widths
  • To enter text, position the insertion point in a cell and type
  • To move to:
    • The next cell – press TAB
    • The previous cell – press SHIFT+TAB
    • Other cells – use the arrow keys or click on a cell
  • To revise cell data, select the text and type new text
performing calculations on table data
Performing Calculations on Table Data
  • To perform calculations on table data, you reference cells by their column letters and row numbers
    • Columns are denoted alphabetically from left to right
    • Rows are denoted numerically from top to bottom
    • The top-left cell is cell A1
  • You can use the Formula dialog box to enter formulas or functions into the active cell
    • Formula – an expression that performs a specified calculation on table data
    • Function – a pre-defined formula that performs a special calculation, such as summing a specified range of cells
    • Active cell – the cell that contains the insertion point
performing calculations on table data cont d
Performing Calculations on Table Data (cont’d)
  • Formulas must begin with an equal sign (=)
  • Formulas can contain mathematical operators:
    • Addition (+)
    • Subtraction (-)
    • Multiplication (*)
    • Division (/)
  • =C1+C2+C3 sums the first three cells in column C
  • You can use the Formula dialog box to specify a number format for the calculation results
moving tables
Moving Tables
  • To move a table, drag its move handle to a new location in the document
  • You can move a table into a blank area of the document or into blocks of text
  • When you move a table into a block of text, the text wraps around the table by default
  • You can use the Table card of the Table Properties dialog box to:
    • Specify left, right or center alignment for a table
    • Activate or deactivate text wrapping
  • Change column widths and row heights
  • Format table text
  • Use borders and shading with tables
  • Use Table AutoFormat
changing column widths and row heights
Changing Column Widths and Row Heights
  • To change row height, you can:
    • Drag the bottom border of the row up or down
    • Specify an exact row height in the Row card of the Table Properties dialog box
    • Click on the Distribute Rows Evenly button
  • To change column width, you can:
    • Drag the right border of the column left or right
    • Specify an exact column width in the Column card of the Table Properties dialog box
    • Click on the Distribute Columns Evenly button
formatting table text
Formatting Table Text
  • You can format table text the same way you format other document text
  • You can select the contents of one or more cells, then apply formatting characteristics using the Formatting toolbar and the Tables and Borders toolbar
using borders and shading with tables
Using Borders and Shading with Tables
  • By default, all table cells have half-point borders
  • You can modify borders by changing line style or line weight, or you can remove borders
  • By default, table cells contain no shading
  • To apply shading to cells, click on a cell or select multiple cells, then click on a color from the Shading Color palette
using table autoformat
Using Table AutoFormat
  • Table AutoFormat – a feature that applies pre-defined fonts, borders, shading, and column widths to a table
  • To apply an AutoFormat – click anywhere in the table, display the Table AutoFormat dialog box, and select a table style
  • You can choose to selectively apply portions of the AutoFormat to the table, and you can choose to apply formatting to specific areas of the table
  • Insert section breaks
  • Format sections as multiple columns
  • Enter and edit text in columns
  • Format columns
  • Remove columns and section breaks
inserting section breaks
Inserting Section Breaks
  • Be default, new documents contain one column that spans the width of the page
  • To create a multiple-column format in a portion of a document, you must divide the document into sections
    • Section – a portion of a document with its own page formatting characteristics, separated from the rest of the document by section breaks
  • Use the Break dialog box to insert section breaks
inserting section breaks cont d
Inserting Section Breaks (cont’d)
  • You can start a new section:
    • On the following page
    • Immediately following the current section without a page break
    • On the next even-numbered page
    • On the next odd-numbered page
  • In a multiple-section document, the current section number displays in the status bar
formatting sections as multiple columns
Formatting Sections as Multiple Columns
  • You can apply a multiple-column format to any section in a document
    • Use the Columns button in the Standard toolbar to specify the number of columns to insert
    • When you apply column formatting, the changes affect only the section that contains the insertion point
  • If you have not yet inserted sections, you can select text, then use the Columns button to specify column formatting. Section breaks will be inserted automatically.
entering and editing text in columns
Entering and Editing Text in Columns
  • Text in columns flows the same way as text in regular paragraphs
  • You enter and edit text in columns just as you would any other text
  • When you reach the bottom of a column, the text automatically flows to the top of the next column
  • By default, the columns are balanced to occupy the same amount of space
formatting columns
Formatting Columns
  • Column formatting you can modify includes:
    • Forcing text to begin in a new column
    • Preventing page breaks between paragraphs
    • Changing the number of columns in a section
    • Adjusting column width and spacing
  • To force text to the top of a new column, insert a column break
  • To adjust column width and spacing, use the Columns dialog box
removing columns and section breaks
Removing Columns and Section Breaks
  • To restore a single-column format, select the section(s) to be changed, click the Columns button, and select one column in the palette
  • Section breaks are not removed when you restore a single-column format
  • To remove a section break, locate the break in Normal view, select it, then delete it
  • You can remove section breaks to allow two contiguous sections to share the same column format; the format of the section beneath the break takes precedence
  • Create and modify lines and objects
  • Use bitmap pictures in documents
  • Use clip art pictures in documents
  • Use WordArt
  • Create watermarks
  • Use borders and shading
creating and modifying lines and objects
Creating and Modifying Lines and Objects
  • Use drawing tools on the Drawing toolbar to draw lines and objects in documents
  • You can draw lines, arrows, ellipses, rectangles, circles, arcs and freehand objects
  • You can modify lines and objects by filling them with a color or pattern, changing the line style, rotating them, applying 3-D effects and flipping them horizontally or vertically
  • You must use Print Layout view to make drawing objects visible
using bitmap pictures in documents
Using Bitmap Pictures in Documents
  • Insert pictures into documents using the Insert Picture dialog box
  • You can insert pictures created using drawing applications, images created using a scanner, pictures you download from the Internet and images from picture libraries
  • You can use the Picture toolbar to modify a picture by adding borders, changing the contrast or brightness, cropping the image or specifying how text will wrap around the picture
using clipart pictures in documents
Using ClipArt Pictures in Documents
  • You can insert predefined pictures from the Word ClipArt gallery using the Insert ClipArt dialog box
  • Once inserted, you can resize, move, recolor and delete ClipArt pictures
  • You can also insert sound files and motion clips using the Insert ClipArt dialog box
using wordart
Using WordArt
  • You can create special text effects by inserting WordArt drawing objects using the WordArt Gallery dialog box
  • Text effects include 3-D effects, textured effects, special shapes and vertical text
  • Enter WordArt text and specify text attributes in the Edit WordArt Text dialog box
  • You can use the WordArt toolbar to modify a WordArt object by editing the text, changing the style, formatting the text and applying other types of transformations
creating watermarks
Creating Watermarks
  • Watermark – text and/or a graphic that appears as a background on every page of a document
  • Enter text or graphics for a watermark in the header or footer area of a document
  • You can position a watermark anywhere on the page
  • After the text or graphic is in place, select it, click on the Image Control button in the Picture toolbar, then click Watermark
using borders and shading
Using Borders and Shading
  • You can add borders and shading to text, paragraphs or entire pages
  • Use the Page Border card of the Borders and Shading dialog box to apply borders around pages
  • Use the Shading card of the Borders and Shading dialog box to shade objects in a document
    • When you shade text you are not changing the font color but shading the space surrounding the text
    • Use the Font Color tool in the Drawing toolbar to change font color