Microsoft Word 2002 Help
Reference
Table
Of Contents
Section 1.1: Getting Started with Word
Section 1.1.1 – Loading and Exiting Word
Section 1.1.3 – Customizing Menus and Toolbars
Section 1.2: Creating Your First Document
Section 1.2.1 – Inserting and Deleting Text
Section 1.2.2 – Inserting the Date and Time
Section 1.2.3 – Putting “Word Wrap” to Work
Section 1.2.4 – Using Smart Tags
Section 1.3: Customizing Your Work Area
Section 1.3.1 – Selecting a View
Section 1.3.2 – Zooming the Display
Section 1.4.1 – Beginning a New Document
Section 1.4.2 – Saving and Closing a Document
Section 1.4.3 – Opening and Printing a Document
Section 1.4.4 – Creating a New File Folder
Section 2.1: Editing a Document
Section 2.1.1 – Positioning the Insertion Point
Section 2.1.2 – Using Undo and Redo
Section 2.1.3 – Correcting Mistakes As You Go
Section 2.1.4 – Selecting and Changing Text
Part 3 Enhancing a
Document’s Appearance
Section 3.1: Formatting Characters
Section 3.1.1 – Bolding, Italicizing and Underlining Text
Section 3.1.2 – Changing Fonts, Font Sizes, and Colors
Section 3.1.3 – Applying Styles
Section 3.1.4 – Copying Formatting Attributes
Section 3.1.5 – Highlighting Text for Review
Section 3.2: Formatting Paragraphs
Section 3.2.1 – Revealing a Paragraph’s Formatting
Section 3.2.2 – Changing Paragraph Alignment
Section 3.2.3 – Indenting Paragraphs
Section 3.2.4 – Changing Line Spacing
Section 3.3.1 – Creating Bulleted and Numbered Lists
Section 3.3.2 – Creating a Numbered Outline
Section 3.3.3 – Setting and Modifying Tabs
Section 3.4: Applying Borders and Shading
Section 3.4.1 – Shading Words and Paragraphs
Section 3.4.2 – Applying Borders to Paragraphs
Section 3.4.3 – Creating a Page Border
Part 4 Printing and Web
Publishing
Section 4.1: Previewing and Printing Documents
Section 4.1.1 – Previewing a Document
Section 4.1.2 – Printing a Document
Section 4.2: Customizing Print Options
Section 4.2.1 – Adjusting Margins
Section 4.2.2 – Changing Page Orientation
Section 4.2.3 – Controlling Pagination
Section 4.3: Inserting Headers and Footers
Section 4.3.1 – Inserting Page Numbers
Section 4.3.2 – Creating Headers and Footers
Section 4.4: Using Sections to Apply Varied Formatting
Section 4.4.1 – Inserting Section Breaks
Section 4.4.2 – Varied Headers and Footers by Section
Section 4.4.3 – Varying Page Setup Options by Section
Section 4.5: Publishing to the Web
Section 4.5.1 – Apply a Web Theme
Section 4.5.2 – Saving and Opening Web Pages
Part 5 Working with Tables
and Columns
Section 5.1 – Creating and Revising Tables
Section 5.1.1 – Inserting a Table
Section 5.1.2 – Navigating a Table and Entering Data
Section 5.1.3 – Adjusting Column Widths and Row Heights
Section 5.1.4 – Inserting and Deleting Columns and Rows
Section 5.1.5 – Merging and Splitting Cells
Section 5.2 – Formatting a Table
Section 5.2.1 – Aligning and Rotating Text
Section 5.2.2 – Applying Borders and Shading
Section 5.2.3 – Applying an AutoFormat to a Table
Section 5.3 – Managing a Table
Section 5.3.1 – Sorting Tables and Lists
Section 5.3.2 – Creating Formulas
Section 5.4 – Creating Columns
Section 5.4.1 – Applying Column Formatting
Section 5.4.2 – Revising Columns
Section 5.4.3 – Forcing Column Breaks
Section 5.4.4 – Balancing Columns
Part 6 Working with Other Users and Programs
Section 6.1 – Preparing Documents for Review
Section 6.1.1 – Updating File Properties
Section 6.1.2 – Restricting File Access
Section 6.1.3 – Protecting For Comments and Changes
Section 6.2 – Reviewing Documents
Section 6.2.1 – Inserting and Managing Comments
Section 6.2.2 – Inserting Tracked Changes
Section 6.2.3 – Accepting and Rejecting Tracked Changes
Section 6.2.4 – Comparing Two Documents
Section 6.3 – Integrating Word and Excel
Section 6.3.1 – Pasting Data from Word to Excel
Section 6.3.2 – Linking Excel Data to a Word Table
Section 6.3.3 – Embedding Excel Data in a Word Table
Section 6.3.4 – Creating a Chart from Excel Data
|
Creating a Document |
Overview
Part one is a basic introduction to getting started with Microsoft Word. Basic objectives of this Part include identification of the components of the Word program window (such as toolbars, scrollbars, rules, the task pane, and the document area); use of the Menu bar and menu items from right-click menus; creating, opening, saving and printing a document; and correcting mistakes in a document.
Tips and Strategy
While this Part is intended as an introduction to the Word software application, there are some assumptions that are made during its use. These include basic mouse skills in Windows, understanding what it means to click on a button, select a menu item, or use a pull-down menu.
If the you have used Word (or another Office application before), note that Microsoft has disabled the Office Assistant help system. This system took the form of an animated paperclip (or other) characters that popped up and provided hints and tips for the users, as well as fielded help questions. The Office Assistant is still around, though shut off by default.
A new feature in this version of Word is the Word Task pane, which attempts to provide shortcuts for common tasks while working.
Help Notes
Section 1.1: Getting Started with Word
Most people have some familiarity with word processing and possibly even with Microsoft Word. Don’t overlook those who have absolutely no background with computers. Many people obtain a machine with the software installed and may not know what each application does.
Word processors can be used for term papers, mailing labels and creating posters for person organizations.
Concept: Starting Word
Method: Click the Start button and follow the menu items to the Microsoft Word menu item.
Notes: Stress the multiple ways to accomplish opening the application. Word can be launched from the Start menu, or from the Office toolbar (assuming it is present, active and it contains an icon for Word, which is common to see) or from the desktop (if the Word icon is present). Frequently, experienced users will locate an existing file and double-click it to open it in Word.
Concept: Exiting Word
Method: Click the close button in the top right-hand corner of the Word window, or use Exit menu item in the File menu.
Notes: Stress the multiple ways to accomplish closing the application. Also, if the application hangs (does not respond), a user can kill Word by doing a CTRL-ALT-DELETE and using the Windows Task Manager (in NT, 2000 and XP (need to check this!)) operating systems.
Concept: Word is an application window that can be controlled by various toolbars, menu items, and the new Task Pane. An introduction to the status bar is also given.
Method: None
Notes: There’s a lot to introduce in this section, especially for those people who have not had much exposure to a word processor previously. Most of this section concentrates on introducing using the menu bar, Windows’ Title bar icons (minimize / maximize, restore and close) and right-clicking for context-sensitive pop-up menus.
Concept: Disabling the Office Assistant (if shown)
Method: Right-click on the animated Office Assistant character and choose the Hide menu item at the top of the menu.
Notes: Microsoft has disabled the Office Assistant animated help character by default. The assistant is easily turned on again or may resume functioning through various help techniques. Most users find the assistant annoying and not as helpful as the standard help index.
Concept: Disabling the adaptive menus
Method: Select the Customize menu item from the Tools menu, click the Options tab and select the Always show full menus checkbox.
Notes: Only the most commonly used commands are shown in Word’s menus during its initial use. As the people use Word more frequently, Word adjusts the menu items to show the items they use, hiding the lesser used menu items.
Concept: Showing the Standard and Formatting toolbars on two rows
Method: Select the Customize menu item from the Tools menu, click the Options tab and select the Show Standard and Formatting toolbars on two rows checkbox.
Notes: By default, the Standard and Formatting toolbars are shown on a single line. This can be a little overwhelming to novice users and it is suggested that these toolbars be moved to separate rows on the display.
Concept: Toggling the display of the Task Pane
Method: Select the Task Pane menu item from the View menu. The selection turns on the pane if it is off, and vice versa. The pane is displayed to the right of the Word application window.
Notes: The most common tasks have been organized into the Task Pane in Word. This is a new Word feature compared to previous versions.
Section 1.2: Creating Your First Document
This section covers basic text input and editing, using AutoText and AutoCorrect, using the overtype mode, inserting a date/time value, understanding “word wrap” and using the new Smart Tags in Word.
Concept: The AutoText feature
Method: As the user types, Word may suggest a word to complete what the user is typing. When a word is suggested, the user can either ignore the suggestion and keep typing or hit the Enter key to accept the suggestion, completing the word.
Notes: This
is a feature known as AutoText or AutoComplete. AutoText can be toggled by selecting the
AutoText menu item from the Insert menu, and by selecting the Show
AutoComplete suggestions checkbox.
Concept: The AutoCorrect feature
Method: None. While typing, Word may correct the user’s spelling mistakes which are of an obvious nature or are the result of mis-capitalization.
Notes: AutoCorrect should not be confused with Word’s spell checking capabilities. AutoCorrect will correct a word without prompting the user.
Concept: The Insert/Overtype modes
Method: Double click on the OVR letters in the Word status bar.
Notes: Insert mode permits the user to insert text and spaces at the insertion point, pushing text that follows to the right. Overtype mode will overwrite text that follows the insertion point.
Concept: Inserting the current date and time
Method: Choose the Insert Date and Time menu item from the Insert menu item. From the dialog window that appears, select a date/time format from the list and click OK.
Notes: Insertion of the date and/or time is different than inserting a date/time field. Consider explaining that this method inserts a static text value (rather than a dynamic field).
Concept: Word wrap is the continual typing of text in a document without pressing return or enter at the end of each line.
Method: None
Notes: Some
people, particularly non-traditional ones who might have used typewriters, may
feel that an end of line enter or return needs to be typed. This is somewhat the result of force of habit
or likening the computer to a typewriter, especially when word processing. Consider stressing that not only is this an
unneeded activity, but that it can greatly affect the formatting of the
document by introducing additional lines and line spacing.
Concept: SmartTags
Method: SmartTags
appear when typing certain types of recognizable data (dates, times, e-mail
addresses, etc.) An Action button
will appear next to the recognized text permitting additional functionality
based on the text.
Notes: SmartTags
may not appear on every machine. While
developing this instructor’s manual, the author was not able to get SmartTags
operating with a preview copy of Word 2002.
Section 1.3: Customizing Your Work Area
Users can modify their view of a document by zooming and using the various display views which represent their document in several formats (outline, print layout, web layout).
Concept: Viewing
a document in multiple ways
Method: Select the desired view from the top section of the View menu.
Notes: Briefly, each layout is as follows:
§
§ Print Layout view – displays how the document will appear when printed (includes graphics)
§ Web Layout view – displays how the document will appear when published and viewed via a web browser
§ Outline view – displays the document as an outline, based upon sectioning
The Outline view has the capability to expand and collapse the levels of the document. This can come in handy to people when outlining large documents.
Concept: Zooming
in and out on a document
Method: Use the zoom drop-down menu on the Standard toolbar to adjust the display size of the document.
Notes: None
This section addresses general document creation, saving and printing.
Concept: Creating
a new blank document
Method: There are three basic ways to create a new document:
1. Click the New Blank Document button on the Standard toolbar or click the Blank Document link on the Task Pane.
2. Choose the New menu item from the Standard toolbar’s File menu. Next, select the General Templates link from the Task Pane. Finally, select the desired template for the new document.
3. Choose the New menu item from the Standard toolbar’s File menu. Next, select the General Templates link from the Task Pane. Select the desired wizard from the Templates window that appears.
Notes: By default, Word starts with a blank document already opened. It is possible to perform these steps and open another blank document, but then the person will have two open (and blank) documents in their application.
Additionally, when working with templates, be aware that not everyone installs templates by default (or not all of the templates may currently be installed) and they may require additional installation. That is, if the templates are not set up on a person’s system (or lab system), the installer will ask them to insert the installation disk. Multi-user operating systems (Windows NT, 2000 and XP) may require administrator-level access to perform this installation.
A template will produce a skeleton document which the user can customize. A wizard will do the same by first asking questions of the user.
Concept: Saving
and Closing a Document
Method: Click the Save button on the Standard toolbar or select the Save (or Save As…) menu items from the File menu. Close a document by selecting the Close menu item from the File menu on the Standard toolbar.
Notes: When attempting to save a new unsaved document, the Save As… window will appear, prompting the user to select the save location and the filename.
Saving locations may be confusing to some people, especially if they are not familiar with the notion of a file system. Additionally, the aliased or linked locations (My Documents) may not seem like file system locations to novice people. Some people experience difficulty locating files after they have saved them and may need help in using the Windows explorer to locate their work.
While Word can background save a document every few minutes (10 minutes by default), it is a good idea to save your work often.
Concept: Opening a Document
Method: Click the Open button on Standard toolbar or select the Open menu item from the File menu.
Notes: This section also discusses sorting the display of a list of documents when attempting to open a document. Pointing this capability out may be helpful for those people who have trouble locating older documents (though the sorting is done on a location – by – location basis).
Concept: Printing
a Document
Method: Click the Print button on the Standard toolbar.
Notes: None
Concept: Creating
a new folder on the local system
Method: There are several methods you can use to create a new folder:
1. Right-click on the empty area of an Open or Save As… window. Select the Folder menu item from the New menu and overwrite the provided “New Folder” name.
2. Click the Create New Folder button from the toolbar on the Open or Save As… window.
Notes: None
Concept: Deleting a file folder
Method: Use the Open window to display a file folder. Right click on the folder to delete, and select Delete from the menu that appears.
Notes: None
|
Modifying a Document |
Overview
Part two delves into more advanced editing capabilities useful for document creation. The main points covered include cursor movement within the document, the undo command, as well as searching for and replacing text in the document. The cut-copy-paste model of editing is demonstrated and the capability of using drag and drop to move text is also covered. Part two concludes with an introduction to the spelling, grammar and thesaurus tools provided by Word.
Tips and Strategy
Part two is fairly straightforward to follow. Typing or pasting to a document is done at the location specified by the insertion point. If the view of the document is changed (via page up, page down or scroll bars), it is possible to add information to the document at the insertion point, even if it is not visible on the screen.
In the discussion of selecting an entire line, paragraph or the document, the selection bar is mentioned. The selection bar is an invisible region in the left margin of the document. The only visible clue that the mouse has been moved into the selection bar is that the mouse pointer will change from an I-beam to an arrow pointing to the upper right.
Help
Notes
Section 2.1: Editing a Document
This section teaches the user how to move around in a Word document. Several techniques are developed, including the use of the vertical scroll bar and its navigational buttons, and a variety of keystrokes which will change the location of the insertion point.
The insertion point is where typed text is placed and that the insertion point does not have to be in the viewable area for text to be inserted. That is, it is possible for text to be inserted at a location that is obstructed from view.
Concept: Moving the insertion point around a document
Method: Use the following keystrokes to move the insertion point:
· Up or Down arrow keys to move up or down one line
· Left or Right arrow keys to move to the next or previous character
· End key to move to the end of the current line the insertion point is on
· Home key to move to the beginning of the current line the insertion point is on
· PageUp or PageDown key to move up or down one screen in the document
· Ctrl+Home to move to the start of the document
· Ctrl+End to move to the end of the document
Notes: None
Concept: Using the scroll bars
Method: Use the scrollbars to change the viewable area of the document.
Notes: Using the scroll bars only changes what the user sees, and does not actually change the location of the insertion point. It’s common to see novice users use the scroll bar and then immediately start typing, thinking the insertion point is on the screen. In actuality, the person is modifying another part of their document.
Concept: Changing pages with the page change buttons
Method: Use the Previous Page and Next Page buttons at the bottom of the vertical scroll bar to navigate to another page.
Notes: This method does move the insertion point as the user navigates pages.
Concept: Changing pages with the Go To dialog box
Method: Double-click on the page number area (extreme left of the Status bar) or press F5 to bring up the Go To dialog box (which is part of the Find and Replace dialog box. Provide the page number you wish to move to in the text area beneath the text: “Enter page number:” and push the Go To button to move to the selected page.
Notes: This method does move the insertion point as the user navigates pages.
Concept: The Undo command
Method: Use any of the following to cancel the last command. The Undo command can be issued repeatedly to cancel multiple commands.
· the Undo button on the Standard toolbar
· the Undo menu item from the Edit menu
· the keyboard sequence Ctrl+Z
Notes: Undo commands back out document changes (text input and deletion, formatting) sequentially as they were entered. It’s not possible to back out selected commands.
Concept: The Repeat command
Method: Select the Repeat menu item from the Edit menu to repeat the last command.
Notes: None
Concept: Correcting spelling and grammar mistakes during editing
Method: Word checks for spelling and grammar mistakes as you type your document. Spelling mistakes are marked with a wavy red underline beneath misspelled words. Grammar mistakes are marked with a wavy green underline beneath a phase or sentence.
Right-click on the wavy line in either case and choose a suggested replacement, or Ignore All or Ignore Sentence if there is no error, or edit the error.
Notes: Consider building your own dictionary of custom words by using the Add to Dictionary menu item from the right-click menu.
Concept: Selecting a word
Method: To select a word, place the mouse pointer over the word and double click the left mouse button. The word is highlighted in reverse video (white text on a black background, unless the word has a different font color).
Notes: None
Concept: Selecting a sentence
Method: To select a sentence, place the mouse pointer over any part of the sentence. Hold the Ctrl button down on the keyboard and left-click the mouse to select the sentence. The sentence (including the punctuation and following space) is highlighted in reverse video.
Notes: None
|
Enhancing a Document’s Appearance |
Overview
Part three introduces slightly more advanced formatting capabilities for use in their documents. Character and paragraph formatting are taught to enhance the appearance of your documents. This includes the use of bolding, italicizing and underlining text, font and style application, paragraph alignment, as well as applying borders and shading to paragraphs and pages.
Multi-item lists are discussed building concepts from a simple bulleted list to numbered lists to creating an outline in a document. The setting of tab stops is also introduced, allowing you to produce aligned columns of data without the use of a table.
Tips and Strategy
Many of the features discussed in this Part lead to highly visual changes in the document.
Help
Notes
Section 3.1: Formatting Characters
Basic formatting capabilities are introduced in Section 3.1. These include the use of the bold, italics and underling button on the Formatting toolbar, as well as changing the font, the size of the font (text size), the font color and applying styles to text. Highlighting text is also demonstrated, to help bring attention to selected text.
Concept: Changing text appearance to be bolded, italicized or underlined
Method: To change the appearance of text, select the text and then do one or more of the following:
· To Bold the text: click the Bold button on the Formatting toolbar, or type Ctrl+B on the keyboard
· To Italicize the text: click the Italic button on the Formatting toolbar, or type Ctrl+I on the keyboard
· To underline the text: click the Underline button on the Formatting toolbar, or type Ctrl+U on the keyboard.
Notes: None
Concept: Changing text appearance by changing the font, font size or color of the font (color of text)
Method: To change the appearance of text, select the text and then do one or more of the following:
· to change the font: choose the desired font from the Font selection drop-down menu on the Formatting toolbar
· to change the size of the text: choose the new size from the Font Size drop-down menu on the Formatting toolbar
· to change the color of the text: click the Font Color button to select the most recently used color, or select a new color from the Font Color drop-down menu. Both the button and drop-down menu can be found on the Formatting toolbar.
Notes: The default Font Color is red.
Concept: Changing the style of text
Method: Place the insertion point in the paragraph that you wish to change or use the mouse to select several words, lines or paragraphs. Select the new style (that will be applied to the selected text) from the Style drop-down menu on the Formatting toolbar.
Notes: The Office Task Pane has numerous other predefined styles to choose from. To view or apply them, choose the Styles and Formatting menu item from the Format menu.
Concept: Using the Format Painter to copy formatting characteristics
Method: Select the text with the original (source) formatting. Click the Format Painter button on the Standard toolbar. Select the text where you wish to apply the copied formatting characteristics.
Notes: By double-clicking the Format Painter button, you can repeat the application of the copied formatting to several locations. Continue to select the text that the copied formatting is applied to and then click the Format Painter button to end the copy/applying.
Concept: Using highlighting to enhance text
Method: Click the Highlight button from the Formatting toolbar to turn on highlighting. Select text in the document that you wish to highlight. Click the Highlighting button again to turn off highlighting. You can change the highlight color by selecting a new color from the Highlighting drop-down menu.
Notes: Yellow is the default highlighting color.
Section 3.2: Formatting Paragraphs
Section 3.2 discusses the formatting of paragraphs. Topics in this section include changing paragraph alignment (left, right, centered, justified), line spacing (single, double), indentation and tab settings.
Concept: Revealing the non-printing characters (formatting codes)
Method: Click on the Show/Hide button on the Standard toolbar to toggle the display of the non-printing characters (end of paragraph marks, page and section breaks, etc.)
Notes: None
Concept: Displaying a list of formatting characteristics
Method: Choose the What’s This? menu item from the Help menu, then click on a paragraph. The Task Pane will appear and display all of the formatting characteristics for the selected paragraph.
Notes: This display is particularly handy to find out what formatting is really being applied. The display lists the font’s name, size and formatting (underline, bold, etc.); the paragraph’s alignment (see Section 3.2.2) and indentation (see Section 3.2.3).
Concept: Changing the justification of a paragraph
Method: Place the insertion point in the paragraph you wish to modify the justification of. Then, choose one of the justification styles below and perform the specified task:
· Left justification: click the Align Left button on the Formatting toolbar or press Ctrl+L
· Right justification: click the Align Right button on the Formatting toolbar or press Ctrl+R
· Center justification: click the Center button on the Formatting toolbar or press Ctrl+C
· Full justification: click the Justify button on the Formatting toolbar or press Ctrl+J
Notes: Left justification is the default for paragraphs, though once another alignment is set, subsequent paragraphs will adhere to the new alignment.
Concept: Using the buttons to increase or decrease a paragraph’s left indentation
Method: To modify the left indentation of a paragraph, place the insertion point in the paragraph. Next, choose from one of the following below and perform the specified task.
· to increase the indent: click the Increase Indent button on the Formatting toolbar
· to decrease the indent: click the Decrease Indent button on the Formatting toolbar
Notes: The increasing or decreasing of indenting can be performed multiple times.
Concept: Dragging the indentation markers on the ruler to change paragraph indentation
Method: To modify the left, right or both margins of a paragraph, place the insertion point in the paragraph. Next, drag the markers on the ruler to adjust the left and right indentation for the paragraph.
Notes: The left marker is tricky to use. As noted in the text, it separates the first line indentation from the hanging indentation and provides two markers to adjust. Furthermore, there is a third marker provided which can be used to move the first line and hanging markers together. Consider a careful explanation of these markers and possibly a live demo of their effects.
Concept: Modifying line spacing of selected text
Method: Select the text to modify or place the insertion point in a paragraph (if so desired). Next, use one of the following two approaches and perform the steps indicated.
· Select the desired amount of line spacing from the Line Spacing drop-down menu on the Formatting toolbar
· Choose the Paragraph menu item from the Format menu. From the resulting Paragraph dialog window, select the desired amount of line spacing from the drop-down menu labeled Line Spacing: and then press the OK button.
Notes: To modify the entire document’s line spacing, select the entire document’s text and then choose the desired new spacing amount.
Section 3.3 details the mechanics of creating bulleted and numbered lists. The lists are first introduced and then expanded upon as the section discusses creating numbered outlines. This section also discusses the setting and modifying of tab stops, as well as how to introduce leaders in front of tabbed data.
Concept: Creating a bulleted or numbered list
Method: To create a bulleted or numbered list, click on either the Numbering or Bullets button on the Formatting toolbar. A single bullet or numbered value (defaulting to 1.) will appear. As text is entered and the Enter key pressed, the list will continue with a leading bullet or incremented value placed before the next item. Shut off the list creation by pressing the Numbering or Bullets button again.
Notes: Lists can also be created by selecting multiple lines of text and then pressing either the Numbering or Bullets button on the Formatting toolbar. This will create the specified list based on the selected items.
Bulleted and numbered lists can be fine-tuned (adjust the bullet character or change the numbering schema) by using the Bullets and Numbering dialog window. You can use the dialog by choosing Bullets and Numbering menu item from the Format menu.
Concept: Using the numbering list feature to create an outline
Method: To create an outline in your document, use the Bullets and Numbering dialog window to format the outline’s level headings. The Bullets and Numbering dialog is accessible from the Format menu item.
Once the dialog window is shown, you can select the style of level headings that the outline will use. As you type each line of the outline, the line is prepended with the corresponding level header. You can indent one level by using the Tab key before typing the current line of text. By typing Shift+Tab, prior to each line, you can move the outline’s level to the left (promoting it).
Notes: None
Concept: Setting a tab stop
Method: Click the Tab Alignment button (to the left of the horizontal ruler) to select the desired tab style. Choices include: left tab, center tab, right tab and decimal tab (see note below). Next, click in the horizontal ruler to place the tab stop.
To remove the tab stop, drag it from the ruler into the document and it will disappear. Tab stops can be dragged (left or right) within the ruler for adjustment.
Notes: One additional tab style accessible from the Tab Alignment button is the bar tab (not covered in Section 3.3.3). Also of note is that when cycling through the Tab Alignment possibilities (via repeated clicks), two other alignment options are passed before returning to the left tab stop option.
Concept: Creating a custom tab stop with leading characters
Method: Follow the directions above for creating one or more tab stops. Next, display the Tabs dialog window by choosing Tabs from the Format menu. Finally, select a tab position from the Tab stop position: list and specify its leader characters (dots, dashes, lines or none) by clicking on the appropriate radio button in the Leader section of the dialog window. Complete the operation by clicking the OK button.
Notes: None
Section 3.4: Applying Borders and Shading
Section 3.4 introduces the notion of visually enhancing text to bring attention to it. Word and paragraph shading are discussed as one method of enhancing information. Finally, paragraph and page borders are covered to complete the discussion of visual changes for cosmetic reasons.
Concept: Applying a shading to selected text or an entire paragraph
Method: Choose the Borders and Shading menu item from the Format menu. Click on the Shading tab to see the shading controls. Select a color from the Fill area and a shading style from the Style area and press the OK button.
Notes: Shading can be applied to either selected text or an entire paragraph. If the above sequence is executed without text being selected then the user can only apply the shading to the entire paragraph that the insertion point is in. If text has been selected, then the shading can be applied to either the selected text or the entire paragraph by using the Apply To drop-down list.
Concept: Drawing borders around paragraphs of text
Method: To apply borders around paragraphs of text is a complex process of several steps. Simple borders are easy to achieve, but the capability of more complex borders does provide a great deal of flexibility.
To create a border, first position the insertion point in the paragraph that will have a border around it. Next, choose the Borders and Shading menu item from the Format menu. The resulting dialog window is the Borders and Shading window that will control all of the properties to produce the desired border.
Click the Borders tab to see a list of the border characteristics that can be set. Use the Setting area to select a pre-designed border. Choose a line style by making a selection from the Styles area. The color and width of the border line can be changed by using the drop-down menus labeled Color: and Width:.
Finally, verify the appearance of the border in the preview pane. You can use the mouse to toggle individual border lines, if desired. Complete the border building process by clicking on the OK button.
Notes: Consider stressing the Settings: area as a method of creating a border. This is a complex dialog window that novice people may not fully comprehend.
Additionally, quick borders can be chosen by using the Borders button on the Formatting toolbar.
Concept: Applying a cosmetic border around a document’s pages
Method: Use the Borders and Shading dialog window to set a cosmetic page border. The dialog window can be displayed by choosing the Borders and Shading menu item from the Format menu.
Click the Page Border in the dialog window to view the page border settings. Pre-designed page borders can be selected in the Setting: region of the dialog window (left side). Border line styles, colors and widths can be changed in the middle region of the window. As with paragraph borders, you can use the preview pane to toggle individual border lines by clicking on any of the lines in the display.
Rather than using lines as the border for a page, you can choose an art image as the border element (repeated around the border) by using the drop-down menu in the middle area of the dialog window.
Notes: Graphic art images may not have been installed on the user’s local machines. Following the steps in this section may lead to a warning message, permitting the user to install them at this point. Lab-based users may not have access to installation privileges nor the original Office XP disks.
|
Printing and Web Publishing |
Overview
Part four discusses putting the fine touches on a document in preparation for printing. The use of the Print Preview feature is discussed as a method of obtaining a final view of a document prior to printing. Basic printing functionality is introduced, specifically how to send a document to a printer.
Section 4.2 details how to set the page margins, page orientation and inserting page breaks in the document. Section 4.3 demonstrates inserting page numbers and creating simple headers and footers that are applied to the whole document.
The Part concludes with details on breaking a document into sections, varying the headers and footers for each section and applying page setup characteristics (margins, orientation, etc.) for each section. Finally, the notion of applying themes to a document (to alter the appearance) and publishing a document as a web page are covered.
Tips and Strategy
Practice, practice, practice. From personal past experience, I suggest practicing any presentations that involve some of the features below. As mentioned in the notes section of the write up for Section 4.1, Word may require that a printer driver be installed so that the print preview feature can render the view correctly (for the default printer).
Similarly, if you demonstrate saving a document as a web page (HTML), be sure to thoroughly test viewing it with your browser prior to the actual demonstration. Word now exports XML embedded in the generated HTML file generally making the file unreadable by all but the most recent versions of Microsoft’s Internet Explorer (I’ve experienced this myself, though not thoroughly tested on the various browsers to see if newer versions support the XML).
Help
Notes
Section 4.1: Previewing and Printing Documents
Basic previewing and printing skills are discussed in Section 4.1. It’s generally a good idea to stress the use of the previewing system prior to printing. The preview system can help the user truly understand what the output is expected to be, especially when non-printing characters are being displayed in the document to aid in formatting.
Concept: Using the document preview feature
Method: Click the Print Preview button on the Standard toolbar or choose the Print Preview menu item from the File menu.
You can view multiple pages at a time in preview mode by clicking the Multiple Pages button on the Print Preview toolbar and selecting the number of pages to display.
Notes: Print preview may require that a default printer be set for the computer Word is installed on. Generally, these printer settings are used to properly render the preview image.
Concept: Sending a document to a printer
Method: Click the Print button on the Standard toolbar, choose the Print menu item from the File menu or type Ctrl+P to display the Print dialog window. Select the destination printer in Printer area of the dialog window and click the OK button to print the entire document.
Notes: The Print dialog window also features controls for selectively printing a portion of the document, producing additional copies of the document and other controls. These additional features are only briefly mentioned in Section 4.1.2, and might warrant further explanation.
Section 4.2: Customizing Print Options
This section provides basic instructions on setting and modifying margin widths for the top, left, right, bottom and gutter margins. Additionally, you can learn to rotate a page to landscape mode and set various text flow characteristics for paragraphs (related to page breaking).
Concept: Set the margins for the entire document
Method: By using the Page Setup dialog window, you can set the margins for the entire document. In addition to the left, right, top and bottom margins, you can set a gutter margin (to allow room for binding a document) to the left or top margin.
Choose the Page Setup menu item from the File menu. Click the controls in the top region to define each of the margin spacing values for the five different types of margins. Click the OK button to apply the new margin settings.
Notes: None
Concept: Rotate the page orientation to landscape mode
Method: Choose the Page Setup menu item from the File menu. In the Orientation area, click the desired page orientation: portrait (the default) or landscape. Landscape orientation rotates the page by 90 degrees. Click the OK button to apply the new page orientation settings.
Notes: None
Concept: Inserting a page break
Method: Place the insertion point at the location of the desired page break and:
· type Ctrl+Enter or
· choose the Break… menu item from the Insert menu and select the Page Break option and press the OK button
Notes: None
Concept: Controlling the flow of text across page breaks
Method: Use the Paragraph dialog window to specify how text can flow across page breaks for a selected paragraph. Place the insertion point in the paragraph who’s settings you would like to modify.
Choose the Paragraph menu item from the Format menu. Next, click on the Line and Page Breaks tab to view the text flow settings. Then follow one or more of the steps below, concluding by pressing the OK button.
· to prevent widow and orphan text: click the check box for Widow/Orphan control
· to prevent a page break from occurring within the selected paragraph: ensure the Keep lines together checkbox has a check mark in it (click the box to toggle the check)
· to prevent a page break from occurring between the selected paragraph and the paragraph that follows it: ensure that the Keep lines together and the Keep with next check boxes contain check marks
Notes: None
Section 4.3: Inserting Headers and Footers
Section 4.3 instructs the mechanics of applying headers and footers to a document. This section sticks to the simple construction of page numbers by using the Page Numbers dialog window. The second part of this section details the creation of more complex headers and footers.
Concept: Inserting page numbers in a document
Method: Choose the Page Numbers menu item from the Insert menu. In the resulting Page Numbers dialog window that opens, select the desired vertical location of the page numbers (top or bottom of the pages) with the Position drop-down menu item. Next, select the alignment of the page numbers from the Alignment drop-down menu. Alignment options include the following:
· left – page numbers are aligned with the left side of the page
· center – page numbers are aligned with the horizontal center of the page
· right – page numbers are aligned with the right side of the page
· inside – page numbers are aligned with the inside binding edge of the pages
· outside – page numbers are aligned with the outside edge of the pages (when bound)
Notes: Additional formatting over the page numbers that are generated can be controlled via the Format… button. These features are not discussed in this Part.
Concept: Inserting a header or footer onto each page of a document
Method: To insert a header or footer on every page of a document, start by choosing the Header and Footers menu item from the View menu. The header area of the document will be shown with an outline of dotted lines.
Use the Formatting toolbar to edit and format header text. Additional formatting commands (including AutoText entries for use in the header) can be found on the Header and Footer toolbar that appears.
To edit a footer, click the Switch Between Header and Footer button on the Header and Footer toolbar. The footer for the pages will now be shown with a similar outline of dotted lines. As with the headers, standard formatting techniques can be used to build the footer. Press the close button on the Header and Footer toolbar to apply the new header and footer.
Notes: The Header and Footer toolbar provides additional formatting and tools to enhance the headers or footers. For example, data fields can be selected and applied to a header or footer (such as the time the document was last printed). Additionally, the current date or time can be used in a header or footer.
Section 4.4: Using Sections to Apply Varied Formatting
In this section, document sectioning is introduced. Sectioning is used to divide a document into regions, generally to apply section-specific formatting, page orientation or headers / footers.
Concept: Inserting section breaks into a document
Method: Click the mouse to place the insertion point at the location the section break will appear. Next, choose the Break menu item from the Insert menu. Select one of the following options from the Break dialog window and press the OK button to insert the break.
· next page – begins a new document section starting on the next page (adds a page break between sections)
· continuous – begins a new document section on the same page (does not add a page break)
· even page – begins a new document section on the next even-numbered page. If the next page is even, only one page break is inserted. If the next page is odd, two page breaks are inserted.
· odd page – begins a new document section on the next odd-numbered page. If the next page is odd, only one page break is inserted. If the next page is even, two page breaks are inserted.
Notes: Section breaks are non-printing characters
and can only be viewed when you view the document in
Concept: Giving each section a different header or footer
Method: Click the mouse in the header or footer of the section you wish to modify. (This step assumes that a header or footer has already been created for the document and that there are distinct sections for the document). Next, click the Same as Previous button on the Header and Footer toolbar.
Finally, type the header or footer text and format it using the Formatting toolbar, if desired. Click the OK button to apply the new header or footer to the selected section.
You can edit both the header and the footer at the same time, switching between them by using the Switch Between Header and Footer button on the Header and Footer toolbar. Forward and backwards navigation between sections is also possible while editing headers or footers. Simply use the Show Previous and Show Next buttons on the Header and Footer toolbar.
Notes: By default, all sections have the same header. It is necessary to click the Same as Previous button on the Header and Footer toolbar when creating the header or footer for each section, so that it is distinct from the previous section.
Concept: Changing the page margins or orientation for a specific section of a document
Method: Choose the Page Setup menu item from the File menu. In the resulting dialog window, you can set the new margins or page orientation (portrait or landscape) by clicking on the Margins tab and editing the appropriate fields.
Next, ensure that the Apply To: drop-down menu has the value “This section” selected. This will ensure that the changes you have made are only applied to the selected section and not the entire document. Click the OK button to apply the changes to this section.
Notes: You can use the other tabs from the Page Setup dialog window to modify other characteristics of a selected section. One such example is shown in the text for specifying a different header and footer for the first page of a section (good for removing headers and footers from a title page of a document).
Section 4.5: Publishing to the Web
Section 4.5 covers the selection and application of a theme to a document. Themes set the background color, font, font sizes and font colors (as well as other properties) that a document will have. Themes give a look and feel to a document, generally improving its overall appearance. This section also demonstrates how to save a document in HTML to be published to the web and how to open web documents with Word.
Concept: Apply a theme to a document
Method: Though the section is entitled “Apply a Web Theme”, the application of themes is not solely for web publishing of your document.
To select and apply a theme, choose the Theme menu item from the Format menu. In the Theme dialog window, select a theme from the list in the Choose a Theme list box on the left side of the window. A preview of the theme will appear in the right side of the window, showing the colors and fonts that the theme applies. To apply the theme to the entire document, click the OK button.
Notes: Not all themes may be installed by default. If an uninstalled theme is selected, the user is prompted to either install the theme or select another theme.
Concept: Saving a document in HTML for web publishing
Method: Choose the Save as Web Page menu item from the File menu. In the resulting Save As dialog window, specify the storage location with the Save In drop-down list box. Next, change the file name (if desired) in the File Name: text field and click the Save button.
Notes: Microsoft’s web publishing capability produces HTML files laden with XML tags. This makes it very hard for non-Microsoft browsers (Netscape, etc.) to present the documents for viewing. People may complain that the resulting output is not viewable or is not HTML. Using Microsoft Internet Explorer is strongly recommended when publishing web documents in this manner.
Concept: Opening an HTML document in Word
Method: Choose the Open menu item from the File menu. Select the location of the file to open with the Look in: drop-down list. Be sure to set the file filter to display web files and archives by using the Files of Type: drop-down list.
In the file listing area (large white region in upper center of the dialog window), any web files in the desired location will be shown. Double click on a file’s icon to open it.
Notes: None
|
Working
with Tables and Columns |
Overview
Part 5 deals with the use of tables and columns in a Word document. The essentials of each document feature are covered, including how to insert and manage tables and columns, navigating tables, and applying various formatting characteristics to tables and columns. The Part also provides coverage of inserting formulas into table cells and sorting a table’s contents. Column management features such as adding page breaks to columns and balancing columns are also included.
Tips and Strategies
Both tables and columns are easy to work with and can add extra pizzazz to the ordinary Word document. By adding tables, not only can data be organized and sorted, but in many cases it can be more cleanly represented in the document, emoting a more professional look and feel. Columns tend to add a newspaper-look to documents, but in some cases this is not a bad thing. Additionally, if Word is used to create posters and flyers, using columns can be a rather powerful tool.
Section 5.1 – Creating and
Revising Tables
Section 5.1 covers the basics of table insertion and management into a Word document. The section provides instruction on the insertion and navigation of a table, adjusting the width and height of columns and rows in the table, inserting and deleting rows and columns, and the merging and splitting of cells within a table.
Concept: Inserting a table into a Word document
Method: To insert a table into the current Word document, position the insertion point at the location where the table will appear. Then, click the Insert Table button and hold it down. Drag the mouse over the grid and select the number of rows and columns for the table. Release the mouse and the table will be inserted at the location of the insertion point.
Notes: None.
Concept: Navigating a table
Method: To navigate the insertion point in a table, use the arrow keys. Press the Tab button to move the insertion point one cell to the right. Press Ctrl+Tab to move the insertion point to the next tab stop within the current cell.
Notes: If the insertion point is in the rightmost cell of the last row, and the Tab button is pressed, another table row will be added to the end of the table.
Concept: Changing the width of a single column or row
Method: Select the desired row or column you wish to modify. Then, use the mouse to drag the column or row’s boundaries to adjust its width (columns) or height (rows).
Notes: None.
Concept: Changing the width of all columns or the height of all rows
Method: Select the table which contains the columns or rows to be adjusted. Then, choose the Table Properties menu item from the Table menu. In the Table Properties dialog window that appears, click the Row or Column tab to display the properties for either all rows or columns. Heights and widths can be adjusted using the controls which appear at the top of the respective tab panes. Press the OK button to set the column or row changes performed.
Notes: The best way to select an entire table is to position the mouse pointer in the upper left corner of the table. A box icon with intersecting double-headed arrows will appear. Click the icon to select the entire table.
Concept: Inserting a column
Method: To insert a column in an existing table, position the insertion point in any cell in the column. Then, choose the Insert menu item from the Table menu and choose the Columns to the Left or Columns to the Right menu item. A column will be inserted in the selected direction.
Notes: None.
Concept: Inserting a row
Method: To insert a row in an existing table, position the insertion point in any cell in the row. Then, choose the Insert menu item from the Table menu and choose the Rows Above or Rows Below menu item. A row will be inserted in the selected direction.
Notes: None.
Concept: Deleting a row or column
Method: To delete an entire row or column of a table, position the insertion point in any cell of the desired row or column. Then, choose the Delete menu item from the Table menu and choose the Rows or Columns menu item. The current row or column (depending on the last menu choice) will be removed from the table.
Notes: None.
Concept: Merging cells
Method: Adjacent cells in a table can be merged into one cell by selecting the desired cells and choosing the Merge Cells menu item from the Table menu.
Notes: None.
Concept: Splitting cells
Method: One or more cells can be split into
even more cells. To do so, select the
cell or range of cells to split and choose the
Notes: None.
Section 5.2 – Formatting a Table
This section provides coverage of additional functionality which can be used to change the appearance of an inserted table. Section 5.2 covers the alignment and rotational controls over a cell’s text, the application of borders and shading to cells in a table, and the use of the AutoFormat feature to modify the appearance of an entire table.
Concept: Aligning text in a cell
Method: To align text within a cell in a table, position the insertion point within the cell and click an alignment button the Formatting toolbar. Alignment buttons include the Align Left, Center, Align Right, and Justify buttons.
Notes: None.
Concept: Changing the rotation of text in a cell
Method: To modify the rotation of text within a cell in a table, position the insertion point within the cell and click the Change Text Direction button on the Tables and Borders toolbar. With each click of the button, the text of the cell will rotate into a different position.
Notes: None.
Concept: Applying and changing borders of cells via the Tables and Borders toolbar
Method: The Tables and Borders toolbar can be used to set and change the borders drawn around selected cells. To modify the borders, display the toolbar and select the cells to modify. Then, use the drop-down Outside Border button to select which borders are drawn around the selected cell. To change the width of the selected border, use the Line Weight drop-down list and then use the Draw Table tool (pencil button) to redraw the border at the desired width by dragging the tool over the desired border’s edge.
The style of a border line can be modified by using the Line Style
drop-down list to choose a new line style for the border. Once an updated style is chosen, use the Draw
Table tool (as you did above) to redraw the desired borders.
Notes: None.
Concept: Applying a shading color (fill color) to a cell or selection of cells
Method: To change the shading color (also known as the fill color) of a cell or group of selected cells, click the Shading Color button on the Tables and Borders toolbar. From the button’s drop-down list, select a new color.
Notes: None.
Concept: Applying an AutoFormat to a selected table
Method: To apply an AutoFormat to a selected table, position the insertion point within the table and choose the Table AutoFormat menu item from the Table menu. Then, in the Table AutoFormat dialog window that appears, select a table style from the Table styles list. Finally, click the OK button to apply the new format to the selected table.
Notes: None.
Section 5.3 – Managing a Table
Section 5.3 covers the instruction of how to sort a table, based on its data. Additionally, creation of cell formulas is discussed, including building formulas by hand and by the use of the AutoSum button on the Tables and Borders toolbar.
Concept: Sorting a table
Method: To sort a table inserted into a Word document, place the insertion point in one of the cells in the table, and then choose the Sort menu item from the Table menu. Next, use the Sort dialog window to define how the table is sorted. Essentially, you choose on which column the table is sorted, how the sort should occur (ascending or descending), how the sorting data is handled (text, numeric, date), and if the table has a header row or not. Then, click the OK button to sort the table according to the specified parameters.
Notes: It is possible to sort the table by more than one column; just use the Then by areas to specify additional sorting criteria.
Concept: Summing a row or column
Method: To sum a row or column of data easily, position the insertion point into a cell beneath a series of values (to sum a column) or to the right of a series of values (to sum a row). Then, press the AutoSum button on the Tables and Borders toolbar.
Notes: None.
Concept: Creating a formula from scratch
Method: To create a formula in a cell, select the Formula menu item from the Table menu. Then, in the Formula dialog window that appears, type a formula in the Formula text area (or paste one in via the Paste function: drop-down list. Select a number format from the Number format drop-down list and click the OK button to insert the formula into the cell.
Notes: None.
Concept: Forcing Word to recalculate formula results
Method: If the data involved in a formula changes, you need to instruct Word to recalculate the formula to reflect the changes. To do so, press the F9 key and all of the formulas in the document will be recalculated.
Notes: None.
Section 5.4 – Creating Columns
Section 5.4 features instruction on the insertion and management of text columns in a Word document. The section features how to apply columns to text, revising the appearance of the columns, inserting breaks in the columns, and how to balance columns so the text ends at the same page height.
Concept: Applying columns to the current section
Method: To change the current section into more than one column, click the Columns button on the Standard toolbar. In the pop-up menu that appears, move the mouse from the left to the right, highlighting the number of columns you wish apply to this section. Finally, click on the number of columns you desire.
Notes: None.
Concept: Using the Columns dialog window to format columns in a document
Method: To format columns in a Word document, use the Columns dialog window. Choose the Columns menu item from the Format menu to display the Columns dialog window. Then, use the Presets area to select how many columns to display, the Width and spacing spin controls to specify the width of each column and the amount of spacing between the columns, and the Line Between check box to add a vertical separation line between columns. Click the OK button to set the column changes.
Notes: None.
Concept: Inserting a column break
Method: To insert a column break choose the Break menu item from the Insert menu. Then, select the Column Break item and click the OK button to insert the break.
Notes: None.
Concept: Balancing columns, so they all end at the same height
Method: Columns can be balanced so that their text all ends at roughly the same height on a page. To do this, position the insertion point following the right-most column. Then, insert a continuous section break by choosing the Break menu item from Item menu, selecting the Continuous option, and then pressing the OK button.
Notes: None.
Part 6 |
Working
with Other Users and Programs |
Overview
Part 6 focuses on using Word with other Office programs and other users. To that end, the Part covers such topics as updating a document’s file properties, securing a document (or access to it), and preventing changes to a document with a password.
Other features and topics in this Part include coverage of the tools and steps to review a document’s changes, adding comments to a document, and comparing two documents. The Part closes with topics related to integrating data from Word into Excel and vice versa by using pasting, linking, and embedding techniques.
Tips and Strategies
When coving the use of passwords to protect a Word document, should a password assigned to a document get lost, it can not be recovered. This (depending on the protections in place) may have a variety of undesired effects, including preventing the document from being opened.
The material in Section 6.2 can also be very powerful to novice users, even if they are not sharing a document with others for editing. By tracking one’s changes to a document, you can always go back and see what was previously in your document and how it changed. This can be a very handy feature for users, especially if they are not prone to saving incremental copies of their work.
Section 6.1 – Preparing Documents
for Review
This section covers the use of the file properties dialog window to provide additional information about the current document. In addition, the mechanisms for protecting a document from being opened, modified, or for comments and changes to be inserted are also given attention.
Concept: Updating a document’s properties
Method: You can edit a file’s properties to provide more information about the Word document you are working with. This is especially useful when sharing documents with other users. To update a file’s properties, choose the Properties menu item from the File menu and click the Summary tab.
Next, edit any of the text areas shown in the Properties dialog window that appears. For example, you can edit the document’s Title, Subject, Author, Manager, or Company areas to provide more information about the current document related to these areas. To provide even more details about the document, click the Custom tab to select additional properties. Click the OK button when you are done editing the document’s properties and the modifications will be stored with the document.
Notes: None.
Concept: Protecting a document with a password
Method: A Word document can be protected with a password to prevent unauthorized access to its contents. In fact, you can require a password be entered prior to the document being opened or modified.
To configure the document’s passwords, choose the Save As menu item from the File menu. In the Save As dialog window that appears, click the Tools button (in the dialog’s toolbar) and choose the Security Options… menu item from the menu that appears.
Then, provide a password in either (or both) of the Password to open and Password to modify text areas and click the OK button. Finally, follow the prompts to re-enter and verify the password(s) that you entered (ensuring that they were entered correctly).
Notes: If a password is forgotten, there is no way to recover it. Thus, consider warning people of the inherent dangers of not remembering/writing down a password and losing a Word document as a result.
Concept: Protecting a document to only permit changes or comments
Method: To protect a document to only permit other users to make changes or only comments, choose the Protect Document menu item from the Tools menu. Then, select one of the protection levels:
· Tracked changes – enables reviews to insert comments and tracked changes
· Comments – enables reviewers to only insert comments
Optionally, you can supply a password in the Password text area, to secure the document further. Finally, click the OK button and follow the prompt to re-enter and verify the password (if you entered one).
Notes: None.
Section 6.2 – Reviewing Documents
Section 6.2 covers the insertion and management of comments and changes to a Word document. In addition to comments being inserted into a document, changes to the document can be tracked and displayed. The section provides instruction on enabling the tracking of changes, displaying and reviewing the changes, as well as the acceptance or rejection of changes made to a document. The section closes with details of comparing two Word documents, reviewing changes in the second document, and applying them to the first.
Concept: Inserting a comment
Method: To insert a comment, position the insertion point and choose the Comment menu item from the Insert menu. In the comment balloon that appears, enter your comment and click outside the balloon.
Notes: None.
Concept: Deleting a comment
Method: To delete an inserted comment, right-click on the comment and choose the Delete Comment menu item from the menu that appears.
Notes: None.
Concept: Replying to a comment (with another comment)
Method: To reply to a comment (presumably someone else’s) with another comment, simply click on the comment and choose the Comment menu item from the Insert menu. Then, in the new comment’s balloon that appears, enter your reply. Click outside the new comment’s balloon to complete the process.
Notes: None.
Concept: Printing a document with comments visible
Method: To ensure that inserted comments are visible during the printing of a document, choose the Print menu item from the File menu. In the Print dialog box that appears, select the Document showing markup item from the Print what drop-down list. Then, click the OK button to send the document to the selected printer.
Notes: None.
Concept: Activating tracked changes
Method: To activate the tracking of changes that you make to a document, choose the Track Changes menu item from the Tools menu or double-click the TRK indicator on the status bar. From this point forward, as you type and modify the current document, the changes you make will be noted and highlighted via markup balloons in the right margin of the document window.
Notes: None.
Concept: Showing and hiding markup elements
Method: To toggle the display of the markup elements, while tracking changes to your document, click the Show drop-down menu on the Reviewing toolbar and select or clear the Comments, Insertions and Deletions, or Formatting check boxes.
Notes: None.
Concept: Showing and hiding markup elements by reviewer
Method: To toggle the display of the markup elements made by each document reviewer, click the Show drop-down menu on the Reviewing toolbar and choose the Reviewers menu item. Then, select or clear the check boxes for each reviewer in the menu that appears.
Notes: None.
Concept: Navigating tracked changes
Method: Navigation through tracked changes in a document is performed with the use of the Next and Previous buttons on the Reviewing toolbar. Click either button to move to the next or previous markup element.
Notes: None.
Concept: Accepting and rejecting changes
Method: Changes can be accepted or rejected as they are being reviewed. To do so, click the markup element’s balloon to select the change and then click the Accept Change or Reject Change/Delete Comment buttons on the Reviewing toolbar as appropriate.
Notes: None.
Concept: Comparing two documents
Method: You can compare two documents and review (and accept/reject) the changes made in the second document by performing the following steps. First, open the first (original document). Next, choose the Compare and Merge Documents menu item from the Tools menu. In Compare and Merge Documents dialog window that opens, navigate to the second document and double-click its icon to open it.
The first document will be displayed with the changes from the second document, shown via the changes balloons. Use the process described in Section 6.2.3 to review and accept (or reject) the changes from the second document into the first document.
Notes: None.
Section 6.3 – Integrating Word
and Excel
Section 6.3 provides coverage of the key features and concepts of integrating data from Excel into a Word document, and vice versa. The section covers tasks such as pasting data from Word into an Excel worksheet, linking and embedding Excel data into Word, as well as creating a Word chart based upon Excel data.
Concept: Copying data from Word to Excel
Method: Top copy data from Word to Excel, select the data in the Word document (the source) and choose the Copy menu item from the Edit menu, or click the Copy button the Standard toolbar.
Next, open the Excel workbook where the data will be pasted (destination) and choose the Paste menu item from the Edit menu, or click the Paste button the Standard toolbar.
Notes: None.
Concept: Linking data from Excel into a Word table
Method: To link data from Excel into a table in a Word document, copy the data in Excel by selecting it and choosing the Copy menu item from the Edit menu.
Then, in Word, choose the Paste Special menu item from the Edit menu and select the Paste link option. Finally, select a data format from the As list box and click the OK button to create a link to the data.
Notes: None.
Concept: Embedding data from Excel into Word
Method: To embed data from Excel into a table in a Word document, copy the data in Excel by selecting it and choosing the Copy menu item from the Edit menu.
Then, in Word, choose the Paste Special menu item from the Edit menu and ensure the Paste option button is selected. Finally, select the Microsoft Excel Worksheet Object item from the As list box and click the OK button to embed the data into the document.
Notes: None.
Concept: Creating a chart from Excel data
Method: One way to create a chart based on Excel data (without using the linking or embedding features of Word) is to copy the data from Excel (as detailed above) and then paste it into the datasheets for a new graph.
To paste the data into the datasheet, choose the Picture menu item from the Insert menu and then choose the Chart menu item. In the data sheet that appears, select the entire contents of the datasheet and press the Delete key to erase the sample datasheet that Word provides.
Next, open the Excel worksheet you wish to copy data from, and copy the data as described in the notes above. Finally, return to the Word document and the datasheet and paste the data into the datasheet by choosing the Paste menu item from the Edit menu. The datasheet and corresponding graph will be updated with the copied data from Excel.
Notes: None.